RFB - TOB fixture conversion and exchange - 4.10.2024.pdf

REQUEST FOR BID

Electrical Services – Streetlight Fixture Conversion and Exchange

2024 Request for Bid

TOWN OF BRECKENRIDGE

PUBLIC WORKS

The Town of Breckenridge (Town) is soliciting written bids from qualified parties. To be considered, interested parties shall submit a written bid by the stated deadline, meet the established criteria as described in the instructions below, and represent their intent, proven capability and true commitment. Information submitted will be subject to verification.

Project Background:

The Town is seeking bids for electrical services to provide streetlight Fixture Conversions and streetlight Fixture Exchanges within the current network of over 1,618 Town owned and maintained streetlights. This project is scheduled for completion over multiple years with varying numbers of streetlights being upgraded each year based upon budgetary factors and Town Council direction. This project will be placed out to bid each year until complete. All streetlights that require service are located within Town of Breckenridge boundaries. The goal of this work is to enhance all Town streetlight fixtures so they are in compliance with International Dark Sky Association guidelines. This project will be a key step in the Town of Breckenridge pursuit of becoming a Certified Dark Sky Community (darksky.org)

Description of Work:

Throughout the Town streetlight grid, there are clusters of lights with varied illumination type (LED plate or LED bulb) and also varied fixture type (Welsbach and Providence.) See Appendix A for pictures/cut sheet of varying fixture and driver types to be installed. Work is to be complete in the broad areas of The Breckenridge Golf Course, Breckenridge Recreation Center, Airport Road, Stan Miller Road, Monitor Drive, Woods Drive, Ski Hill Road, secondary roads off Ski Hill road, and other locations to be determined. The Town has detailed GIS mapping of all streetlights within our network to ease design of a work plan and installation schedule.

To be brought into IDA compliance, the Welsbach fixtures need to be exchanged with a specific Providence fixture that has smart technology. The Providence fixtures need one of two treatments to be in compliance:

Treatment 1 - Welsbach Fixture Exchange:

Each identified Welsbach fixture needs to be exchanged with a provided Providence fixture. Each Providence fixture will be provided and have smart technology capability and a light shield. Additionally, the ladder rest that is on the current pole will need to be removed and replaced with a larger OD ladder rest to accommodate the new Providence fixture.

Treatment 2 - Providence Fixture – LED kit with “smart tech” install:

Providence fixtures with an LED Bulb, need to have a “smart” retrofit kit installed. This retrofit kit is a 3K LED plate that will replace the current LED bulb housing. The provided LED plate will also have technological components that allow for custom dimming and timing options. This plate is from the same manufacturer as the fixture and snaps in and out of place within the top of the fixture. Smart tech will not need to be adjusted by the contractor.

Treatment 3 - Providence Fixture – “smart tech” driver install:

Providence fixtures that already have an LED plate, need to have a “smart tech” driver assembly installed. This driver assembly is installed within the central housing of the fixture. The provided smart tech driver is from the same manufacturer as the fixture and is easily installed with hand tools and wire nuts. Smart tech will not need to be adjusted by the contractor.

For 2024 project work, the Town anticipates converting 150 Welsbach fixtures to Providence (Treatment 1), upgrading to a smart LED kit on 35 fixtures (Treatment 2), and installing smart drivers on an additional 285 fixtures (Treatment 3.) Bids shall be for only this projected work and not for all Town owned lights, other ideas, or projected future project needs. Based upon up-to-date product cost, and costs of the Contractor services, the exact number of lights to be worked on will likely fluctuate +/- 10% of the above projected numbers.

Installation Requirements:

Town staff will be completing ongoing audits of Contractor work. Failure to complete any of the below installation requirements will be the responsibility of the Contractor to repair without any additional cost or project delay to the Town. Town will not remit payment until all fixtures meet the below requirements and Town staff have confirmed all lights within the project are fully functional.

To be considered successfully installed, each light must meet specific criteria:

• Specified Treatment installation complete

• Wire nuts fully tightened and not chaffed on inside of fixture/pole

• Set screws on ladder rest fully tightened

• Set screws on fixture fully tightened

• Black lid on top of fixtures latched and secured

• Fixtures installed exactly in line with the streetlight pole the fixture is on – fixtures that are leaning or will not be deemed acceptable

• Light shield on back side (landscape side) of the pole. At intersections, the light shield shall be placed diagonally back from the intersection

• Field test that lights contractor worked on are functioning as designed before the end of each work day

Responsibilities:

The Town shall be responsible for providing all inventory items (fixtures, light shields, LED plates, LED retrofit kits, and ladder rests) to complete this project. The Town will purchase and store these items. The Town shall also be responsible for the unpackaging of all inventory items and staging them for the Contractor at the Town of Breckenridge Public Works yard (1095 Airport Road, Breckenridge, CO, 80424.)

The contractor shall be responsible for providing all labor, tools, and equipment required for infield installation of provided inventory items. Contractor shall also be responsible for picking up of all inventory items from Public Works each day through the entirety of the project. After work is completed each day, all displaced inventory items (old fixtures, led plates, bulbs, ladder rests) will remain the property of the Town of Breckenridge and must be returned to the Town of Breckenridge Public Works yard. The Town shall provide receptacles and or drop areas for these displaced items. If the Contractor would like to recommend a strategy to sustainably source, recycle, or dispose of displaced items, the Contractor and Town can decide upon how to best proceed after the project contract is signed. At the end of each workday, the Contractor must confirm each installed light works and report back project status updates to the Town.

Project Scheduling & Timeline:

Once under contract for the project, scheduling of work may begin. Work must begin no less than 90 days after the date the contract is signed. Once work begins, all tasks associated to the project must be completed within 90 days of project start date. Consideration for weather or other delays will be allowed when communicated to the Town with as much notice as reasonably possible. Work must be completed by Thursday October 31st, 2024.

Work may not be completed on Saturdays or Sundays, Independence Day (Thursday July 4th or Friday July 5th), Labor Day (Friday August 30th or Monday September 2nd), Oktoberfest Event Dates (Friday September 13th), or during Highway 9 Landscape Maintenance days (exact dates TBD.) Work cannot begin before 7:00am and must be completed by 6:00pm each day.

Traffic Control:

The contractor must supply traffic control plans with their bid submittal to ensure adequate safety measures are in place while completing any work. Signage indicating a work zone must be placed before work begins and after it is concluded each day. Traffic control signage must be removed immediately at the conclusion of work. Traffic control must be placed in a fashion that is directly connected to the work plan. Road closures are not necessary for this project but a traffic control plan that takes careful consideration for vehicular and pedestrian traffic must be part of the project submission. All traffic control devices shall be provided by the contractor. All traffic control and signs shall be in good repair. All traffic control devices and layout shall conform to the Manual on Uniform Traffic Control Devices (MUTCD). The Contractor shall submit a Traffic Control Plan to the Town for approval with their RFB submittal. Work shall not begin on the Project until the Contractor receives written approval of the Traffic Control Plan from the Town.

Within worksite the Contractor must have a minimum of three (3) individuals preforming work at all times.

Individuals performing work within the closure must be wearing ANSI Type R Class 2 hi visibility outer wear at all times. If for any reason the contractor is unable to maintain these staffing levels it is required they immediately communicate these challenges to the Town.

The above guidelines will be closely monitored, and it is a requirement of the contractor to adjust or communicate needs directly to the Town. Adherence to the above expectations is solely the responsibly of the contractor.

There will be a pre-bid meeting on April 24th, 2024, from 9:00am to 10:30am at the Town of Breckenridge Public Works office, 1095 Airport Rd, Breckenridge, CO. There will be streetlight fixtures, LED plates, driver kits, and ladder rests to inspect, discuss, and ask questions clarifying the scope of work. Any specific questions will be answered and provided to the RFB posting within 48 hours of conclusion of the meeting. This meeting can be linked virtually for out of area bidders.

It is strongly recommended that all bidders attend this meeting either in person or virtually.

Contact Steve Worrall at Stevew@townofbreckenridge.com – if you require a virtual meeting invite to attend.

This Contract or any interest therein, may not be assigned without prior, written consent of the Town Representative.

The Town may request supplemental information or clarification of stated requirements provided up until a final award is made. The Town reserves the right to reject any and all bids received as a result of this request, to waive formalities, Informalities, or irregularities, technical defects or clerical errors in any bid, as the interest of the Town may require.

BID INSTRUCTIONS

PUBLIC WORKS

The purpose of the following instructions is to furnish general information to prospective bidders. These instructions are not intended to limit the bidder but instead provide information as to the basic minimal requirements. Bidders are encouraged to read the full Request for Bid to ensure that the bid submitted is tailored specifically to meet the expectations of the Town. The application, together with supplemental narrative not to exceed seven (7) typed pages, will be used to evaluate bids.

Issuing Office This request for bid is issued by the Public Works Department, Steve Worrall, Public Works Streets Assistant Manager for the Town of Breckenridge.

All project questions must be submitted via email to Steve Worrall by 8:00am on April 24th, 2024. Questions will be answered and posted to the RFB as an addendum within 48 hours of the above stated time.

Questions can be directed to Steve Worrall, Streets Assistant Manager for the Town of Breckenridge at:

SteveW@townofbreckenridge.com

Submission of Bids

Only electronic bid submittals will be accepted. All bids must be emailed to:

Websiteclerk@townofbreckenridge.com Stevew@townofbreckenridge.com

• All bids shall have the email subject of “2024 RFB – Streetlight Fixture Conversion and Exchange” with the contractors name immediately following.

• Submissions must have the completed bid documents attached to it. Links to other cloud based servers will not be accepted.

• Deadline for submission of bids shall be Monday May 6th, 2024 at 8:00am

• All bids shall include a completed application. All bids must be prepared and signed by the bidder(s). Such bids become the property of the Town and will not be returned. Incomplete applications may not be considered for award.

• Any bids received after the time and date established as the deadline for submission shall not be considered. Any bid may be withdrawn prior to the scheduled time for opening of bids.

Bid Expenses Expense for developing the bid is entirely the responsibility of the bidder and will not be reimbursed in any way by the Town.

Evaluation Criteria Criteria to be used in reviewing bids for the awarding of the contract will include price and ability to meet or exceed technical requirements as well as based on delivery date. The Town shall have the right to select the most qualified bidder based upon the evaluation criteria.

mailto:SteveW@townofbreckenridge.com mailto:Websiteclerk@townofbreckenridge.com mailto:Stevew@townofbreckenridge.com

Rejection of Bids The Town reserves the right to reject any and all bids received as a result of this request, to waive formalities, informalities, or irregularities, technical defects or clerical errors in any bid, as the interest of the Town may require. Award decisions are final. All bids shall remain firm for thirty (30) calendar days after bid opening.

Bidders are advised that the bids are subject to public disclosure under Colorado Law and will not be treated as confidential. All materials submitted become the property of the Town and may be made public in whole or in part at the discretion of the Town with two notable exceptions. Information marked confidential such as trade secrets and references shall be treated as privileged information and confidential commercial information under the Colorado Open Records Law.

Local Preference

Instruction to Bidders for Local Preference

The Town of Breckenridge has established a policy as follows:

“It is the intent and spirit of the Town of Breckenridge, to the greatest extent possible, to keep public dollars spent on construction projects circulating in the community. Therefore, bidding of construction projects will use price, quality, experience, schedule and how money supports local businesses and workforce in the community as the criteria for selecting the contractor.”

Each contractor bidding on this project will provide a proposal with the bidding documents that explains how the project money supports local businesses and workforce in the community. The proposals will be used in combination with the project costs to evaluate which contractor will be awarded the project. If a schedule and statement of qualifications are required by the bidding documents, then these criteria will also be used in determining which contractor will be awarded the project. The proposal will be made part of the contract and any modifications will be detailed in the contract.

The proposal needs to explain how the money spent on the project will be used to support local businesses and workforce. Examples could be:

• If the prime contractor is local.

• Number of local subcontractors and the percentage of the project that will be paid to local subcontractors.

• Number of local suppliers and the percentage of the project that will be paid to the local suppliers.

• How many local employees will be used on the project either through the prime contractor or subcontractors.

• How will these commitments be verified and what these commitments equate to in project dollars.

Any other information that can be provided in the proposals on how the project dollars support local businesses and workforce allow for more confidence that the proposals meet the Town’s goal.

A bid submitted without a local preference proposal will be considered non-responsive and the bid will not be considered.

APPLICATION

TOWN OF BRECKENRIDGE

The Bidder hereby certifies that all statements and all answers to questions herein are true and correct.

Statements must be complete, accurate, and in the form requested.

BIDDER INFORMATION

Contact Information Bidder Name Mailing Address Physical Address Phone Number Email Address

BID AMOUNT

Bid amount entered MUST be total cost. No additional fees or costs are allowed outside the cost listed below.

Description Price

Treatment 1 Exchanging Welsbach for Providence fixture Price per qty. 1 fixture

Treatment 1 Price for qty. 150

Treatment 2 Installation of LED smart plate in Providence fixture Price per qty. 1 fixture

Treatment 2 Price for qty. 35

Treatment 3 Installation of smart driver kit in Providence fixture

Treatment 3 Price for qty. 285

All warranty work shall be done at bidder’s expense to include transportation to and from repair facility or complete the repair on site.

ACKNOWLEDGEMENT

The submittal of this bid is duly authorized official act of the bidder and the undersigned officer of bidder is duly authorized and designated to submit this bid to the Town of Breckenridge, this ______ day of 2024.

By Company: _______________________________________________________________

Signature of Bidder: _________________________________________________________

Title: __________________________________________ Date: ______________________

Appendix A Fixture, Smart Driver, and Ladder Rest specifications and cut sheets

Welsbach Fixture - to be replaced with Providence Fixture

Architectural Area Lighting Reserves The Right To Change Manufacturing Processes Without Notice.

JOB NAME:PO#SOLD TO:

REV.DATE

APPRVDDATE

DRWNDATE

TYPE:

SPECIAL INSTRUCTIONS:

QTY

ANCHOR BOLTS

SIZE

BOLT CIRCLE

PROJECTION

WARNING: THIS FIXTURE MUST

BE GROUNDED IN ACCORDANCE

WITH LOCAL CODES OR THE

NATIONAL ELECTRICAL CODE.

FAILURE TO DO SO MAY RESULT

IN SERIOUS PERSONAL INJURY.

LEVELING NUTS AND WASHERS

MUST BE INSTALLED UNDER ALL

BASES

ONE APPROVED DRAWING MUST

BE RETURNED TO AAL BEFORE

THIS PRODUCT CAN BE

FABRICATED

* AAL ASSUMES NO

RESPONSIBILITY OF HARM

CAUSED BY FAILURES DUE TO

IMPROPER SITE ANALYSIS OR

USAGE OF PRODUCTS OTHER

THAN THEIR INTENDED PURPOSE

AS SHOWN IN THIS DOCUMENT.

REFER TO SPECIFICATION

SHEET FOR ADDITIONAL

ELECTRIAL CHARACTERISTICS

AND PHOTOMETRIC DATA

LED COUNT, WATTAGE, VOLTAGE,

CCT/CRI AND DISTRIBUTION MAY

VARY BASED ON FINAL CAT

STRING.

23A-2179

A

701 MILLENIUM BOULEVARD

GREENVILLE, SC 29607

(864)678-1000

AAL COLOR: BLS

SM07/21/2023

TOWN OF BRECKENRIDGE - AAL PROVIDENCE SMART LIGHT FIXTURES FOR DARK SKIES

PBA07/21/2023

CATALOG NUMBER

PROV2-36L-525-3K7-3-DL-

BLS-MOD-HSS-NXW

CUSTOMER APPROVAL NEEDED

PRIOR TO SHIPMENT OF FIXTURES.

X___________________________

THIS DRAWING WILL EXPIRE IN

2 YEARS FROM APPROVAL DATE.

NX EMBEDDED CONTROLS

VOLTAGE120-277

FIXTURE TO MOUNT TO A 4"

O.D. TOP

ALUM. HOUSE SIDE

SHIELD 180v

(SPECIAL)

HOUSE SIDE SHIELD

(SPECIAL)

PROV2-36L-525-3K7-3-DL-BLS-MOD-HSS-NXW

(SPECIAL)

NX RADIO

MODULE

Providence Fixture with smart driver kit, led plate, and light shield

Architectural Area Lighting Reserves The Right To Change Manufacturing Processes Without Notice.

JOB NAME:PO#SOLD TO:

REV.DATE

APPRVDDATE

DRWNDATE

TYPE:

SPECIAL INSTRUCTIONS:

QTY

ANCHOR BOLTS

SIZE

BOLT CIRCLE

PROJECTION

WARNING: THIS FIXTURE MUST

BE GROUNDED IN ACCORDANCE

WITH LOCAL CODES OR THE

NATIONAL ELECTRICAL CODE.

FAILURE TO DO SO MAY RESULT

IN SERIOUS PERSONAL INJURY.

LEVELING NUTS AND WASHERS

MUST BE INSTALLED UNDER ALL

BASES

ONE APPROVED DRAWING MUST

BE RETURNED TO AAL BEFORE

THIS PRODUCT CAN BE

FABRICATED

* AAL ASSUMES NO

RESPONSIBILITY OF HARM

CAUSED BY FAILURES DUE TO

IMPROPER SITE ANALYSIS OR

USAGE OF PRODUCTS OTHER

THAN THEIR INTENDED PURPOSE

AS SHOWN IN THIS DOCUMENT.

REFER TO SPECIFICATION

SHEET FOR ADDITIONAL

ELECTRIAL CHARACTERISTICS

AND PHOTOMETRIC DATA

LED COUNT, WATTAGE, VOLTAGE,

CCT/CRI AND DISTRIBUTION MAY

VARY BASED ON FINAL CAT

STRING.

23A-2180

A

701 MILLENIUM BOULEVARD

GREENVILLE, SC 29607

(864)678-1000

AAL COLOR: BLS

SM07/21/2023

TOWN OF BRECKENRIDGE - AAL PROVIDENCE SMART LIGHT FIXTURES FOR DARK SKIES

PBA07/21/2023

CATALOG NUMBER

PROV2-LK-

DIR-36L-525-3K7-3-BLS-UNV-

MOD-NXW

CUSTOMER APPROVAL NEEDED

PRIOR TO SHIPMENT OF FIXTURES.

X___________________________

THIS DRAWING WILL EXPIRE IN

2 YEARS FROM APPROVAL DATE.

NEW DRIVER ASSEMBLY KIT

WITH NX EMBEDDED

CONTROLS VOLTAGE120-277

CAST FTTERR CAP TOP - PROV (REFERENCE)

** TO ACCEPT NX RADIO MODULE.

CAST FTTERR CAP BOTTOM - PROV

(REFERENCE)

NX RADIO

MODULE

NEW DRIVER ASSEMBLY KIT WITH

NXW RADIO CONTROL MODULE

VOLTAGE 120-277

(SPECIAL)

PROV2-LK-DIR-36L-525-3K7-3-BLS-UNV

LIGHT ENGINE

ISOMETRIC VIEW

LIGHT ENGINE

BOTTOM VIEW

TYRAP

Providence fixture LED kit with smart driver

STANDARD DETAILS

CREATION DATE:

LAST REVISION DATE:

11/3/20

LIGHTING DETAILS

4' Outer Diameter Cutoff Ladder Rest

Sheet 4 of 7 Standard Drawing 8

Ladder rest to be installed on pole top after removing Welsbach fixture and before installing Providence fixture.