RFP 2026-0009-181 - Solar Luminaires FINAL.pdf

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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RFP # 2026-0009-181

Subject: Solar Powered Roadway Luminaires, Supports, and Controls

Due: September 29, 2026 at 2:00 PM

City of Cedar Park

Finance Department

450 Cypress Creek Road, Bldg. 2

Cedar Park, Texas 78613

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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450 Cypress Creek Rd. Bldg. 1

Cedar Park Texas 78613

Table of Contents

1. PROPOSER’S CHECKLIST

2. STANDARD TERMS AND CONDITIONS

3. SPECIAL CONDITIONS

3.1 Insurance

3.2 Damage Provision

3.3 Proposal Terms

3.4 Evaluation Criteria

3.5 Performance and Payment Bonds

3.6 Limit Award

3.7 Federal Terms and Conditions

4. SCOPE OF WORK

5. PRICING

6. DEMONSTRATION OF EXPERIENCE

7. LIST OF MACHINERY AND EQUIPMENT

8. VENDOR PROFILE

9. PROPOSAL RESPONSE FORM

10. REFERENCES

11. DEVIATION OR COMPLIANCE FORM

12. RELEASE AND INDEMNIFICATION

13. NON-COLLUSION ACKNOWLEDGEMENT

14. SUSPENSION OR DEBARMENT CERTIFICATE

15. COOPERATIVE PURCHASING

16. CONFLICT OF INTEREST AND QUESTIONNAIRE

17. DISCLOSURE OF INTERESTED PARTIES

18. W-9 FORM

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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1. PROPOSER’S CHECKLIST

☐ Provided Pricing structure if applicable.

☐ Demonstration of Experience form filled in.

☐ List of Machinery and Equipment form filled in, if applicable.

☐ Vendor Profile form filled in.

☐ Proposal Response Form **IMPORTANT** Failure to sign and return this form may result in immediate disqualification.

☐ References provided.

☐ Deviation or Compliance form filled in.

☐ Release and Indemnification form filled and signed.

☐ Non-Collusion Acknowledgement form filled and signed.

☐ Suspension or Debarment Certificate filled and signed.

☐ Cooperative Purchasing form filled and signed.

☐ Access latest Conflict of Interest Questionnaire here. Please fill out and return with submission. If no conflicts exist, write N/A on the “Name of Officer” line.

☐ Access latest W-9 form here. Please fill out and return with your submission.

Important Notes:

Question deadline is September 15, 2026 at 5:00 PM. Any questions submitted after this time will not be answered.

Questions should be submitted in writing via email to Eric Aiello at eric.aiello@cedarparktexas.gov.

Submissions should be submitted electronically on BidNet Direct.

Persons signing subsequent sections of the Proposal shall have the authority to sign the Proposal on

Proposer’s behalf and shall be an officer or person authorized to bind the entity they represent to this

Proposal.

If the City’s desired pricing format is NOT included in section 5 of this RFP, vendor may submit their own pricing page in addition to signing Section 5 of our RFP.

https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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This is a Request for Proposal

Date Issued: August 27, 2026

Subject: Solar Powered Roadway Luminaires, Supports, and Controls RFP. No.: 2026-0009-181

Due Date:

September 29, 2026

Time Due:

2:00 PM

Tentative Award Date:

November 2026

2. STANDARD TERMS AND CONDITIONS

2.1 General Description of Work – This RFP is for an indefinite deliverable/indefinite quantity

(IDIQ) purchasing agreement for the procurement of solar powered roadway luminaires, support structures, and control systems by the City of Cedar Park. This agreement is for purchase only -equipment installation is not included.

2.2 This Request for Proposal (“RFP”) shall be on file in the City of Cedar Park Finance Department, from 8:00 a.m. until 5:00 p.m., Monday through Friday, and available to interested individuals and entities (“Proposers”) from the date issued until the due date and time.

2.3 All general information questions should be directly emailed to Eric Aiello at eric.aiello@cedarparktexas.gov.

2.4 Proposers are expected to examine all documents that make up this RFP. Proposers shall promptly notify the City of any omission, ambiguity, inconsistency, or error that they may discover upon examination of the RFP. The City assumes no responsibility for errors or misrepresentations that result from the use of incomplete proposals. READ THIS RFP

FULLY AND CAREFULLY. PROPOSALS SHALL BE COMPLETE UPON

SUBMISSION, INCLUDING ALL FORMS AND ATTACHMENTS REQUIRED

HEREIN. FAILURE TO STRICTLY COMPLY WITH THESE STATED TERMS OF

SUBMISSION MAY RESULT IN REJECTION OF THE PROPOSAL.

2.5 All responses to this RFP shall be submitted on the attached response forms. Proposals must be received at City of Cedar Park Finance Department at or before 2:00 PM CT on September 29, 2026. Each Proposal must be properly identified with the subject title and date and time due.

Proposers should electronically submit through the Texas BidNet Direct website.

The City strongly prefers electronic submission of proposals through the Texas BidNet Direct website. However, the City will also accept on-time hard copy submissions delivered to the

Finance Department located at 450 Cypress Creek Rd. Bldg 1, Cedar Park, TX 78613.

FAXED, OR E-MAILED PROPOSALS AND/OR LATE SUBMISSIONS WILL NOT BE

ACCEPTED.

2.6 Hard copy submissions must be sealed and delivered to the Finance Department by the due date and time. Late submissions will be returned to Proposer unopened. Hard copy submissions must include: one (1) original, one (1) copy, and one (1) USB flash drive containing an electronic copy of the submission.

2.7 All Proposals shall be addressed as shown below:

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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Request for Proposal: Solar Powered Roadway Luminaires, Supports, and Controls

Reference Number: 2026-0009-181

Due Date and Time: September 29, 2026 at 2:00 PM

2.8 During the pendency of this RFP, Proposer shall not contact any City staff except those designated herein this RFP or subsequent addendums or correspondence. Any questions or concerns should be addressed in writing to Eric Aiello at eric.aiello@cedarparktexas.gov at least 14 days prior to the due date of September 29, 2026. Please reference the above-designated RFP number and the line number being referenced. Non-compliance with this provision may result in rejection of the

Proposal. No phone calls related to RFP will be accepted.

2.9 Any material information provided one Proposer concerning this RFP shall be provided to all

Proposers via the Texas BidNet Direct website. An addendum will be issued if necessary.

Proposers that have not registered with Texas BidNet Direct will be responsible for checking for new information or addendums on the website.

2.10 All information required of the proposer, unless otherwise specified, must be completed on the forms provided by the City. Failure to sign the Proposal Response Form will disqualify Proposer.

Persons signing the Proposal shall have the authority to sign the Proposal on Proposer’s behalf and shall be an officer or person authorized to bind the entity they represent to this Proposal.

2.11 Each and every deviation from the terms, conditions, specifications, or performance requirements of this RFP shall be listed on the Deviation Form upon submission of your Proposal. Listing of deviations is an integral and required part of your Proposal. Any deviations not listed on the

Deviation Form upon submission of your Proposal will not become part of the contract awarded by the City pursuant to this RFP.

2.12 Proposals will be opened on September 29, 2026 at 2:00 PM CT at the City of Cedar Park Finance

Department. Proposals cannot be altered or amended after the deadline. Alterations made before opening must be signed by the Proposer or Proposer’s agent. No Proposal may be withdrawn after the date and time of opening without approval of the Purchasing Manager.

2.13 The City, in its sole discretion, may negotiate changes to any submitted Proposal, including price, after submitted Proposals have been opened.

2.14 The City reserves the right to accept and/or reject any and all submitted Proposals or any part thereof, waive immaterial errors, and award the contract to the proposer who provides the goods and services at the best value for the City.

2.15 The City shall be sole interpreter of the terms, conditions, specifications, and performance requirements of this RFP.

2.16 In case of a discrepancy between the unit price and the extended total for an item, the figure that is most advantageous to the City will apply. An opened Proposal may not be changed to correct any error by the Proposer or Proposer’s agent.

2.17 It is not the policy of the City to award a contract on the basis of price alone. The City reserves the right to award the contract to the Proposer with the Proposal that is determined to be the most

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

- 6 -advantageous to the City considering the relative importance of price and the other evaluation factors included in this Request for Proposals.

2.18 If, at any time, the successful Proposer fails to fulfill or abide by the terms, conditions, specifications, or performance requirements of this RFP, or any contract awarded and entered pursuant thereto, the City reserves the right to:

2.17.1 Purchase Solar Powered Roadway Luminaires, Supports, and Controls services on the open market and charge Proposer the difference between its contract price and new contractor’s price;

2.17.2 Deduct charges from the successful Proposer the difference between its contract price and new contractor’s price;

2.17.3 Terminate any awarded contract without penalty on the City, by furnishing written notice of termination to Proposer, and select another Proposer and award a contract to its

Proposer pursuant to the terms thereof.

2.19 At the City’s sole discretion and convenience, the City may terminate any awarded contract without regard to cause without penalty, and pay for the authorized services provided to the date of termination.

2.20 If it is determined that any benefit to secure favorable treatment was offered, elicited, or provided by Proposer or Proposer’s employee, affiliate, representative, partner, subcontractor, or agent, to any officer or employee of the City, Proposer will be disqualified from consideration and/or the awarded contract will be terminated.

2.21 All goods, raw materials, and products provided pursuant to the awarded contract must be new and not used, shop worn, or reconditioned.

2.22 All work must be in compliance with and conform to any and all applicable state or local laws, ordinances, regulations, codes, rules, policies, and interpretations thereof.

2.23 Once a Proposal has been selected, items or processes may be substituted only by furnishing an equal or superior quality and/or grade product or process than originally specified at no additional cost to the City. Any such substitution shall be pre-approved by the City, and the acceptance of any such substitution shall be in the City’s sole discretion.

2.24 Any contract awarded pursuant to this RFP is only assignable, upon written consent of both parties, which consent shall not be unreasonably withheld.

2.25 The City is tax exempt under Tax Code, Subtitle E. SALES, EXCISE, AND USE TAXES, CHAPTER 151, section 151.309, as amended.

2.26 Invoices for partial payment must be approved in advance by the Purchasing Manager.

2.27 Proposer shall include a Material Safety Data Sheet (MSDS), if applicable.

2.28 Undisputed payments will be submitted to Proposer within thirty (30) days from receipt of original invoice.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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2.29 Any contract awarded pursuant to this RFP shall be governed by the Uniform Commercial Code, if applicable. Wherever the “Uniform Commercial Code” is used, it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas effective and in force on the date of any such agreement between the City and Proposer.

2.30 Trade secrets and confidential information contained in a proposal are subject to the Texas Public

Information Act. Pricing is not confidential information. Proposers who include information in a

Proposal that is legally protected as a trade secret or confidential information must clearly indicate the specific protected information by highlighting that information and marking it “Trade Secret” or “Confidential” at the appropriate place. The City will not be responsible for any public disclosure of the trade secret or confidential information if it is not marked as provided above. An awarded Proposal in its entirety is not confidential. If a request is made under the Texas Public

Information Act to inspect information designated as trade secret or confidential in a Proposal, Proposer shall, upon notification by the City, immediately furnish sufficient written reasoning as to why the information should be protected from disclosure in a timely manner to the Texas

Attorney General for final determination at the address below:

Office of the Attorney General

Open Records Division

P.O. Box 12548

Austin, TX 78711

Fax 512-463-2092

2.31 The obligations of the parties under a contract awarded through this RFP are primarily performable in Williamson County, Texas. Exclusive venue shall be Williamson County, Texas, and any contract awarded under this RFP shall be governed by the laws of the State of Texas.

2.32 The City may, at its option, offset any amounts due and payable under a contract awarded under this RFP against any debt (including taxes) lawfully due to the City from the successful Proposer, regardless of whether the amount due arises pursuant to the terms of the contract or otherwise, and regardless of whether or not the debt due to the City has been reduced to judgment by a court.

2.33 No member of the City Council or any City employee shall have any financial interests in the profits of any contract, service or other work performed by the Proposer(s) or personally profit directly or indirectly from any contract, purchase, sale or service between the City and any person or company.

2.34 TEXAS GOVERNMENT CODE/PROHIBITION OF BOYCOTT ISRAEL: Proposer verifies that it does not Boycott Israel and agrees that during the term of this Agreement will not Boycott

Israel as that term is defined in Texas Government Code Section 808.001/2270.001, as amended.

By signing a Proposal, the Proposer certifies that it does not boycott Israel and will not boycott

Israel during the term of this contract.

2.35 TEXAS GOVERNMENT CODE/PROHIBITION OF BOYCOTT FIREARMS AND

AMMUNITION INDUSTRIES: Senate Bill 19, Effective September 1, 2021, amended Subtitle

F, Title 10 of the Texas Government Code to add Chapter 2274 which prohibits a political subdivision of the State of Texas from entering into a contract with a company that discriminates

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

- 8 -against the firearms and ammunition industries. By signing below, Proposer certifies that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association as defined by Chapter 2274 of the Texas Government Code, and will not so discriminate during the term of the contract.

2.36 TEXAS GOVERNMENT CODE/PROHIBITION OF BOYCOTT ENERGY COMPANIES:

Senate Bill 13, effective September 1, 2022, amended Subtitle F, Title 10 of the Texas Government

Code to add Section 2274.002 which prohibits a political subdivision of the State of Texas from entering into a contract with a company that discriminates against energy companies. By signing a Proposal, the Proposer certifies that it does not boycott energy companies and will not boycott energy companies during the term of this contract.

2.37 The awarded contract is subject to the appropriation of funds by the City Council in the City’s budget adopted for any fiscal year for the specific purpose of making payments pursuant to the awarded contract for that fiscal year. The obligation of the City pursuant to the awarded contract in any fiscal year for which the awarded contract is in effect shall constitute a current expense of the

City for that fiscal year only, and shall not constitute an indebtedness of the City of any monies other than those lawfully appropriated in any fiscal year. In the event of non-appropriation of funds in any fiscal year to make payments pursuant to the awarded contract, the awarded contract may be terminated.

2.38 The Recipient, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award

2.39 At least a portion of this procurement is conditioned on the City receiving federal grant funds from the United States Department of Transportation through Williamson County from the Safe Streets and Roads For All grant. In the event that the City is a sub-recipient of the grant funds, such portion of this procurement will be subject to federal requirements for use of the Safe Streets and

Roads For All grant funds. Contractor agrees to comply with all federal requirements for use of the Safe Streets and Roads For All grant funds including those listed in Appendix A, attached hereto.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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3. SPECIAL CONDITIONS

3.1 Insurance

The successful Proposer shall procure and maintain in force during the terms of any contract awarded pursuant to this RFP, at its own cost, the following minimum insurance coverage:

A. Workers’ Compensation and Employer’s Liability:

a. State of Texas: $1,000,000 Each Accident

b. Employer’s Liability: $100,000 Each Accident

$500,000 Disease-Policy Limit

$100,000 Disease-Each Employee

c. Waiver of Subrogation

B. Commercial General Liability:

a. Bodily Injury and Property Damage

General Aggregate Limit: $1,000,000

b. Personal and Advertising Injury Limit: $500,000

c. Each Occurrence Limit: $1,000,000

The policy shall be on an Occurrence Form and include the following coverage: Premises Operations;

Personal and Advertising Injury; Medical Payments; Liability assumed under an Insured Contract;

Independent Contractors; and Broad Form Property Damage. Coverage provided should be at least as broad as found in Insurance Services Office (ISO) form CG0001.

C. Commercial Automobile Liability Limits:

a. Bodily Injury and Property Damage

General Aggregate Limit: $1,000,000

b. Medical Payments: $5,000 Per Person

c. Uninsured/Underinsured Motorist: $100,000

Prior to the execution of any awarded contract by the City, the successful Proposer shall forward

Certificates of Insurance to the Purchasing Manager. The required insurance policies shall be procured and maintained in full force and effect for the duration of the awarded contract. Certificate Holder shall be the City of Cedar Park at 450 Cypress Creek Rd., Cedar Park, Texas 78613.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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3.2 Damage Provision

If in performance pursuant to an awarded contract, successful Proposer, or Proposer’s employee, affiliate, representative, partner, subcontractor, or agent, damages the City’s real or personal property, Proposer shall compensate the City for the cost of repair or replacement, whichever the City determines is appropriate under the circumstances. In such event, the City will provide to successful

Proposer an invoice stating the actual cost of repairing or replacing the damaged property. Successful

Proposer shall provide payment of the invoiced amount within thirty (30) days of its receipt of said invoice. Should successful Proposer refuse to compensate the City for the damage incurred, said invoiced amount shall be withheld from the amount payable to successful Proposer for services rendered pursuant to the awarded contract. This provision does not waive or diminish the City’s right to pursue any and all legal remedies to collect for damages caused by Proposer, or Proposer’s employee, affiliate, representative, partner, subcontractor, or agent.

3.3 Proposal Terms

By signing and submitting a Proposal, Proposer agrees:

3.3.1 To hold this Proposal open for one hundred twenty (120) days after the Due Date for review of the Proposal.

3.3.2 That orders will be delivered, “F.O.B. Destination, Inside Delivery” within the time specified in the Proposal after receipt of order by fax, in-person, or by mail.

3.3.3 To furnish goods and services in strict compliance with the terms, conditions, specifications, and performance requirements of this RFP.

3.3.4 That payment(s) will only be made from an original invoice, not from any statement, and invoices for payment shall be submitted via e-mail to accounts.payable@cedarparktexas.gov or via mail, courier, or personal delivery to:

City of Cedar Park

Attn: Accounts Payable

450 Cypress Creek Rd. Bldg. 1

Cedar Park, Texas 78613

3.3.5 Invoices shall not include Federal Excise, State, or City sales taxes, as the City shall furnish a tax exemption certificate.

3.3.6 The City shall notify the successful Proposer of any contested invoice(s) in writing, and the City and successful Proposer shall mutually resolve such disputed invoice(s) within sixty (60) days of successful Proposer’s receipt of said notice of dispute.

3.3.7 The term of contract shall be for one year, beginning on the date of execution of the contract, and shall automatically renew for up to four (4) additional one (1) year periods.

mailto:accounts.payable@cedarparktexas.gov

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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3.4 Evaluation Criteria

Proposal responses will be graded on the following criteria to determine which proposer provides the goods and services at the best value for the City:

• Proposer’s Experience & References – 10%

• Evaluation of Product Features and Specifications – 40%

• Proposer’s Price – 50%

3.5 Performance and Payment Bonds

Texas Local Government Code Chapter 252, as amended, provides that for any contract for the construction of public works, a proposer must execute a bond that is: (a) in the full amount of the contract price, and (b) conditioned that the contractor will faithfully perform the contract; and (c) executed, in accordance with Texas Government Code Ch. 2253, as amended, by a surety company authorized to do business in the state.

Texas Government Code Ch. 2253, as amended, provides that a payment bond is required if the public works construction contract is in excess of $25,000 and is to be made for the full amount of the contract. A performance bond is required if the contract is in excess of $100,000 and is to be made for the full amount of the contract.

The bonds are to be executed and delivered to the City prior to being recommended for award of the

Contract. The bonds must be executed by a corporate surety or sureties authorized to do business in the state of Texas. For unit price contracts, the total contract price shall be estimated and calculated by multiplying the estimated quantities to the Proposer’s unit proposal price.

If the public works contract is less than $100,000, the performance bond will not be required as long as the contract provides that payment is not due until the work is completed and accepted by the City.

3.6 Limit Award

The City’s intent is to award a contract for all work described in the Request for Proposals to one proposer. The City reserves the right to award multiple contracts for portions of this work to others, based on the proposals submitted, if doing so provides the best value to the City of Cedar Park.

Alternatively, the City may, at its option, award by line item as opposed to awarding the entire proposal to the same vendor.

3.7 Federal Terms and Conditions

The City anticipates that this procurement may be funded in part with federal financial assistance awarded through the U.S. Department of Transportation Safe Streets and Roads for All (SS4A) grant program. If federal funds are used for any portion of the resulting contract, the Contractor shall comply with all applicable federal laws, regulations, grant terms and conditions, and requirements, including but not limited to 2 CFR Part 200, 2 CFR Part 1201, the applicable SS4A Grant Agreement

Terms and Conditions, any requirements included in the City’s subaward agreement with the pass-through entity, and the federal contract provisions provided with this RFP in Attachment A.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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4. SCOPE OF WORK

4.1 Scope

The City of Cedar Park is soliciting proposals for solar powered roadway luminaires, support structures (poles, anchor bolts, mast arms, and hardware), and mesh network wireless luminaire communication system. The primary goal of this RFP is to select a vendor to furnish the City with the required equipment, hardware, and software. Installation is not included.

4.2 Minimum Requirements

These minimum requirements cover the minimum acceptable technical specifications for solar powered roadway luminaires, support structures, and wireless communication system. Any requirements that are not satisfied by the proposed product(s) must be identified in Section 9

(Deviation or Compliance Form).

a. Solar Powered Roadway Luminaires

i. The Solar Powered Roadway Luminaire (“Luminaire”) shall be a light gray-colored LED cobrahead style roadway illumination fixture.

ii. The Luminaire shall have a minimum LED service life of 50,000 hours.

iii. The Luminaire shall have a minimum efficacy of 150 lumens per watt.

iv. The Luminaire shall be available in a minimum IES Type II, III, and IV illumination patterns.

v. The Luminaire shall be available with 3,000K, and 4,000K correlated color temperature (CCT). 3,000K fixtures shall be dark-sky friendly.

vi. The Luminiare, when mounted at 25 feet, shall be capable of providing consistent illumination:

1. across a minimum of 3 lanes when installed on one side of the road

2. across a minimum of 6 lanes when installed on both sides of the road

3. across a 4-lane divided road when installed in pairs in the median or on both sides of the road

4. across a cul-de-sac without shining into adjacent home’s windows

5. through the length of a typical crosswalk

b. Photovoltaic Panels

i. The photovoltaic (PV) panel(s) shall be available in one or more of the following configurations:

1. Pole-top mount.

2. Side-pole mount.

3. Cylindrical pole-wrap.

4. Integrated with Luminaire, provided that it receives sufficient sun exposure regardless of the luminaire orientation.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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ii. The PV panel(s) shall be capable of fully charging the battery during one winter day of full sunshine in Cedar Park, Texas.

iii. The PV panel(s) shall have a minimum service life of 10 years.

c. Energy Storage

i. The energy storage (“Battery”) shall consist of one or more solar rechargeable batteries and charge controller in a suitable corrosion-resistant outdoor-rated enclosure with an ingress rating of IP-65 or better.

ii. The Battery enclosure may be either integrated with the PV panel(s) or may be a separate unit.

iii. The Battery shall have a minimum service life of 10 years.

iv. The Battery shall be capable of charging and discharging in temperatures ranging from -10°F to 120°F.

1. Batteries with chemistries that do not consistently charge below 32°F shall be furnished with thermostat-controlled heating elements (either integrated or external) to ensure charging in freezing temperatures.

v. When fully charged, the Battery shall provide a minimum of 7 days of autonomy.

d. Support Structures

The support structure (“Structure”) shall include a pole, mast arm, anchor bolts, and all necessary hardware for a complete solar powered roadway luminaire installation. The

Luminaire, PV Panel(s), and Battery (collectively, the “System”) shall be capable of mounting on both existing support structures (retrofit) and Proposer-furnished support structures (new installation).

i. Existing Support Structures

The System shall be capable of mounting on existing 25-foot single and double luminaire support structures as described on the City of Cedar Park Roadway

Illumination in retrofit situations

(https://www.cedarparktexas.gov/DocumentCenter/View/500/Roadway-

Illumination-Street-Light-Detail-PDF).

ii. Proposer-Furnished Support Structures

The Proposer-furnished Structure shall meet the following minimum specifications and shall be as similar in appearance as practicable to existing City-furnished support structures. The City understands that solar powered street light systems have more robust structural support requirements than AC powered luminaires, so deviations from these specifications are anticipated. The Proposer shall make an effort to minimize the deviations and shall note all deviations on the Deviation or

Compliance Form (Section 9).

1. General Design

The entire Structure, including pole shaft, brackets, base, anchor bolts, and hardware, shall be designed and constructed in accordance with the

American Association of State Highway and Transportation Officials https://www.cedarparktexas.gov/DocumentCenter/View/500/Roadway-Illumination-Street-Light-Detail-PDF https://www.cedarparktexas.gov/DocumentCenter/View/500/Roadway-Illumination-Street-Light-Detail-PDF

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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(AASHTO) Standard Specifications for Structural Supports for Highway

Signs, Luminaires, and Traffic Signals.

2. Pole Shaft

a. The entire lighting standard, including brackets, shaft, base, and hardware, shall be designed and constructed in accordance with the American Association of State Highway and Transportation

Officials (AASHTO) Standard Specifications for Structural

Supports for Highway Signs, Luminaires, and Traffic Signals.

b. Poles will be installed in an 80 mph wind zone.

c. The nominal Luminaire mounting height shall be 25 feet, including any height added by the mast arm rise and transformer base (if required).

d. The pole shaft shall be tubular round tapered aluminum.

Galvanized steel may only be substituted when required to support the additional weight and wind load of the proposed PV panel(s) and Battery.

e. The pole shaft shall be fabricated from seamless extruded aluminum alloy 6063 per ASTM B221 and full-length heat treated after welding to achieve a T6 temper.

f. No longitudinal welds will be permitted.

g. If the pole top is exposed (the PV panel(s) and/or battery do not mount on top of the pole), a pole cap of 356 cast aluminum or

6061 alloy with stainless steel hardware shall be furnished.

3. 4-Bolt Square Breakaway Anchor Shoe Base

a. The anchor base shall be square in shape and shall meet FHWA breakaway provisions; if a breakaway anchor shoe base with the specified anchor bolt circle diameter cannot support the PV panels, Battery, and Luminaire, then the proposal must include hardware to meet FHWA breakaway requirements, such as:

breakaway transformer bases, breakaway adapters, breakaway couplings, or other approved hardware.

b. The base flange for attachment to the foundation or transformer base shall be cast aluminum alloy 356-T6 and of one-piece construction.

c. The shaft shall be joined to the base by means of two complete circumferential welds: one externally at the top of the flange and one internally at the bottom of the shaft tube.

d. The base to shaft connection shall have a tight tolerance fit before welding.

e. The assembly shall be heat treated after welding.

f. Four cast aluminum alloy 356-F anchor bolt covers with stainless steel hex head screws shall be furnished.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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g. The anchor bolt circle diameter shall be 10” – 11”. If the required pole diameter will not accommodate this diameter range, then the proposal must include hardware for mounting to existing foundations mounting on existing foundations with 10” – 11” bolt circle diameters, such as transformer bases, bolt circle adapters, or other approved hardware.

4. Tapered Elliptical Mast Arms

a. The Structure must be furnished with 1 or 2 (mounted at 180° from each other) 6-foot tapered elliptical mast arm(s) with a 2’ – 6” rise.

b. The mast arm(s) shall be fabricated from seamless extruded 6063 aluminum alloy tubing or pipe according to ASTM B221, unless a galvanized steel pole is proposed.

c. All pole attachment plates or clamps and all required mounting hardware, shall be included with the mast arm(s).

d. After assembly and welding of all components, including attachment plates or clamps, the entire assembly shall be full-length heat treated to a T6 temper.

5. Welding and Finish

a. All parts shall be chemically or mechanically cleaned prior to welding.

b. All welding shall be performed by certified welders using the gas metal arc welding method in compliance with the American

Welding Society (AWS) Specification D1.2, Structural Welding

Code – Aluminum.

c. The pole shaft, anchor base, and mast arm(s) shall have a natural satin ground finish. Painted or powder coated Structures will not be accepted.

6. Anchor Bolts

a. The Structure shall include four L-shaped steel anchor bolts conforming to AASHTO M314-90 Grade 55, along with four galvanized hex nuts, four galvanized lock washers, and four galvanized flat washers.

b. The minimum anchor bolt dimensions shall be 1” x 36” x 4”

c. The top 10” of the threaded end shall be galvanized per ASTM

A153.

d. A bolt circle template shall be provided.

e. Smart Controls

The proposed solution shall provide remote control, monitoring, troubleshooting, and configuration of the Solar Powered Roadway Luminaires in one of two manners:

Integration with the City’s existing street light monitoring and control system (preferred) or a Proposer-furnished system.

i. Integration with City’s Existing System

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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1. Each Luminaire would be integrated into the City’s Dimonoff SCMS installation utilizing control modules compatible with those currently in use by the City.

2. The Proposer is responsible for any and all development and costs; the

City will not pay for engineering, software development, or other fees for making the product compatible.

3. The Proposer is responsible for contacting Dimonoff to confirm compatibility with the City of Cedar Park SCMS system and nodes.

4. The Proposer is responsible for specifying which of the following control modules the proposed Luminaire would utilize and whether they would be field-installed or installed by the Luminaire manufacturer:

a. Dimonoff RME Wireless Smart Lighting Node, 24V option

(https://www.dimonoff.com/wp-content/uploads/2024/08/Dimonoff-RME-

H3_DataSheet_EN_202407.pdf)

b. Dimonoff LNLV Low Voltage Wireless Smart Lighting Node

(https://www.dimonoff.com/wp-content/uploads/2020/07/LNLV-DataSheet-EN_Web-

202004.pdf)

c. Other compatible control module

ii. Proposer-Furnished System

1. The Proposer-furnished system shall be configured as a mesh network or dedicated long-range wireless wide area network. Cellular-based communication systems or other solutions with recurring fees per device will not be accepted.

2. The Proposer-furnished system must provide remote access by City employees via a windows-based laptop, iOS or Android tablet, and/or iOS or Android mobile phone.

3. The Proposer-furnished system must provide the following minimum functions:

a. Remotely control Luminaires (turn on, turn off, dim, schedule, etc.)

b. Remotely program device settings

c. Remotely view device health (Luminaire, PV cells, Battery)

d. Provide maintenance alerts

4. The Proposer must specify the maximum distance between nodes for a functional mesh or long-range wide area network. Initial installations may be up to three (3) miles apart.

5. The Proposer shall submit as part of its proposal a system architecture diagram and/or narrative to explain how the proposed system will be deployed in such a way that City staff will be able to access it both locally

(via Windows PCs on the City’s network) and remotely (via iOS mobile devices).

https://www.dimonoff.com/wp-content/uploads/2024/08/Dimonoff-RME-H3_DataSheet_EN_202407.pdf https://www.dimonoff.com/wp-content/uploads/2024/08/Dimonoff-RME-H3_DataSheet_EN_202407.pdf https://www.dimonoff.com/wp-content/uploads/2024/08/Dimonoff-RME-H3_DataSheet_EN_202407.pdf https://www.dimonoff.com/wp-content/uploads/2020/07/LNLV-DataSheet-EN_Web-202004.pdf https://www.dimonoff.com/wp-content/uploads/2020/07/LNLV-DataSheet-EN_Web-202004.pdf https://www.dimonoff.com/wp-content/uploads/2020/07/LNLV-DataSheet-EN_Web-202004.pdf

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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f. Installation and Technical Support

i. Although the City of Cedar Park and/or its designated contractor will conduct the installation of the hardware, the proposed solution shall include installation support from the manufacturer and/or vendor. Remote/virtual support is acceptable, but on-site support may be provided for the first installation.

ii. The proposed products shall include customer service and technical support, either by phone, email, virtual, or in-person, to assist the City in resolving any issues with the system encountered during its installation and use. Requests for technical support shall be answered within four (4) business hours of the original request or by the next business day in the case of a weekend or holiday.

iii. Ongoing software/firmware support by the vendor and/or manufacturer shall include updates of all furnished software, utilities, and applications. The City shall be notified of all software/firmware updates. Updates that will result in temporary loss of functionality during the update must be approved by the City.

g. Warranty

i. A non-prorated warranty shall be provided for full replacement (including shipping) of any system component that fails or malfunctions due to manufacturing defects, poor workmanship, or poor quality control for a minimum period of seven

(7) years from the date received by the City. During the warranty period, technical support from factory certified personnel shall be available in accordance with

Section 3.2.6.

ii. The City of Cedar Park or its authorized representatives are under no duty to discover latent or patent defect in the Goods (“Defective Goods”). However, if during any stage of storage, installation, or use prior to the expiration of the product’s warranties, the City determines that the Goods or any part of the Goods fails to meet the requirements of the Agreement or this RFP, are otherwise defective, or do not comply with the warranties, the City will so notify the Vendor in a written warranty claim and specify the applicable requirement not satisfied by the Defective Goods in question.

iii. If the vendor and/or manufacturer discontinues, modifies, or replaces any of the proposed components, the City reserves the right to accept an equivalent substitute at the same or lower unit price, renegotiate the agreement, or to terminate the agreement and issue a new RFP for Solar Powered Roadway Luminaires, Supports, and Controls.

4.3 Product Demonstration

The City may, at its discretion, request demonstration units for installation and testing from top-scoring Proposer(s) whose proposed solution meets all of the required specifications. Points assigned as a result of product demonstrations will be added to the Proposers’ original scores to determine a final ranking. If requested by the City, demonstrations shall be provided in the following manner:

a. Live demonstration using Proposer-furnished equipment installed on City property or on a City street for a minimum of one week. Proposer shall be responsible for shipping and return costs and shall provide installation support for demonstration products

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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4.4 Proposal Requirements

In addition to completing and returning all required forms in this RFP as well as other information required in Section 3, the following information must be submitted with the Proposal:

a. Specification sheet(s) and warranty information for all proposed hardware and software

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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--FORMS TO BE RETURNED WITH PROPOSAL—

5. PRICING

The undersigned hereby declares: to have carefully examined the contract documents, including all addenda; have a clear understanding of said documents and premises; propose to provide the necessary tools, machinery, apparatus and other means of maintenance; and to furnish all labor, materials and services specified in the contract or called for in the contract documents for the prices as indicated below.

Proposers must complete the full questionnaire provided in Attachment B – Bid Form. The bid form contains eight (8) sheets:

1. Roadway Illumination Scenarios

2. Luminaire Systems (1 of 4)

3. Luminaire Systems (2 of 4)

4. Luminaire Systems (3 of 4)

5. Luminaire Systems (4 of 4)

6. Luminaire Systems (Miscellaneous)

7. Support Structures

8. Smart Controls

All amounts must be shown in numerical value in the spaces provided. Failure to provide any of the requested information may result in disqualification of the Proposal. If a question does not apply to the proposed product, please write N/A in the space provided.

For all price proposals, assume that approximately 200 Solar Powered Roadway Luminaires, Supports, and Controls will be purchased over a period of seven (7) years. However, this is an estimated quantity and is not guaranteed; the actual quantity ordered, if any, is subject to change depending on the needs of the City. The proposed price(s) shall include shipping, freight, and handling fees as well as any customs fees, duties, and/or tariffs.

PRICE INCREASE: Agreement prices for Solar Powered Roadway Luminaires, Supports, and Controls shall remain firm throughout the first twenty-four (24) month period of the Agreement. A price increase to the Agreement may be considered at renewal time each year thereafter and shall be equal to the lesser of:

1) consumer price index for that year, or 2) 5%. And at no time can the total increase be greater than 25% of the original unit price.

CONSUMER PRICE INDEX (CPI): Price adjustments will be made in accordance with the percentage change in the U.S. Department of Labor Consumer Price Index for all Urban Consumers (CPI-U), All Items.

The Price adjustment rate will be determined by comparing the percentage difference between: (a) the six month average unadjusted CPI using the most recent six months of available data at time of request, and

(b) the six month average unadjusted CPI for the same six month period in the preceding year. The percentage difference between (a) and (b) will be the maximum allowable price adjustment rate. Please see the example provided below.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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No retroactive Agreement price adjustments will be allowed. CPI data can be found at the Bureau of Labor

Statistics, Consumer Price Index website here: http://www.bls.gov/cpi/

PROCEDURE TO REQUEST INCREASE: Email the written price increase request with the rate detail comparison and comprehensive calculation to the Purchasing Department a minimum of 30 days, but no sooner than 60 days, prior to each renewal period. The detailed written calculation will be verified and confirmed. All written requests for increases must include the City of Cedar Park contract number, solicitation reference information, and contact information for the authorized representative requesting the increase. Price increase requests shall be sent by mail to:

Attn: Purchasing Department

450 Cypress Creek Rd, Bldg 1

Cedar Park, TX 78613 purchasing@cedarparktexas.gov

Upon receipt of the request, the City reserves the right to either accept the escalation and make changes to the Agreement within 30 days of the request, negotiate with the Vendor, or cancel the Agreement if an agreement cannot be reached on the value of the increase.

Example Scenario and Calculation:

1. Agreement renewal date of January 1, 2025.

2. Price increase request due by: December 1, 2024.

3. Current period six-month average will be calculated using unadjusted CPI data from May –

October 2024.

4. Previous period six-month average will be calculated using unadjusted CPI data from May

– October 2023.

5. Current period six-month average = 314.758

6. Previous period six-month average = 306.236

7. Calculate % difference:

(314.758 - 306.236) / 306.236 x 100 = 2.782

8. Max allowable price increase at renewal is 2.8%

MOST FAVORED NATIONS: Notwithstanding anything else in this RFP, at all times throughout the contract with the City, the Selected Proposer shall offer the City the lowest price which the Selected

Proposer offers to any other municipality purchasing the same product.

CONTRACT TIME: The proposer agrees, if awarded the Contract, to commence work within ten (10) calendar days after receipt of a notice of award or in accordance with the schedule provided by owner. The term of this agreement shall be for one (1) year, beginning on the date of the execution of the agreement, and shall automatically renew for up to four (4) additional one (1) year periods.

http://www.bls.gov/cpi/

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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DOCUMENTS: Each proposer by submittal of their RFP response represents and warrants that they are satisfied as to the requirements and provisions of the RFP for this project and the documents describing the scope of work.

Signature: Click or tap here to enter text.

Title: Click or tap here to enter text.

Date: Click or tap to enter a date.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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6. DEMONSTRATION OF EXPERIENCE

Years in business under present business name: Click or tap here to enter text.

Total years of experience in work of the type called for in this contract:

Click or tap here to enter text.

List in table below the contracts of similar scope and scale to the City’s RFP has your organization completed. List most recent FIRST:

Contract Amount Type of Work Date Completed Owner’s Name & Contact Info

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List in the table below what contracts your organization currently has:

Contract Amount Type of Work Projected

Date of

Completion

Owner’s Name & Contact Info

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If you have any additional experience or work that you would like to submit, please provide separate additional documentation upon submittal.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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Have you ever failed to complete any contract awarded to you?

☐ Yes ☐ No

If “Yes”, state where and why.

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Are you at present in any major litigation or lawsuits involving work of any type?

☐ Yes ☐ No

If “Yes”, explain:

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Explain in detail the manner in which you have inspected the work proposed in this contract:

Click or tap here to enter text.

450 Cypress Creek Rd. Bldg. 1 • Cedar Park, Texas 78613 • www.cedarparktexas.gov • (512) 401-5000 • Fax: (512) 258-6083

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7. LIST OF MACHINERY AND EQUIPMENT

It is required that a Contractor be able to perform services. It is represented as part of this proposal that the below listed equipment is available for use on the work covered by the Scope of Work.

As a part of the proposal evaluation team may inspect the availability and capability of the equipment of the Contractor submitting the winning proposal.

Units Types of Equipment

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