RFP-RH-24-013A1.pdf

May 22, 2024

TO ALL FIRMS IN RECEIPT OF

REQUEST FOR PROPOSAL

LED LIGHTS REPLACEMENT PROJECT

FOR CITY HALL & VARIOUS CITY OWNED PARKING LOTS

ADDENDUM #1

This document is considered Addendum #1 to the Request for Proposals for LED Light

Replacement Project for City Hall and Various City-owned Parking Lots - RFP-RH-24-013

(RFP-RH-24-014).

This addendum is issued to provide notes from the walk-thru and to answers to questions received by the deadline.

Addendum is required to be included in your proposal as acknowledgement of receipt of the addendum.

Keri Bright, CPPB

Senior Procurement Analyst

City of Rochester Hills-Purchasing Division

1000 Rochester Hills Drive

Rochester Hills, MI 48309

248-841-25388 brightk@rochesterhills.org mailto:brightk@rochesterhills.org

City of Rochester Hills

Request for Proposals

LED Light Replacement Project for City Hall

& Various City Owned Parking Lots

RFP-RH-24-005

PRE-PROPOSAL MEETING NOTES

May 15, 2024

The pre-proposal meeting was held on Wednesday, May 15, 2024 starting at 10:30 a.m.

Keri Bright, Senior Procurement Analyst; Steve Springstube – Facilities Crew Leader; Brad

Bletch – Electrical Inspector; Jason Dale – Media Production; Alex Drummer – Facilities

Admin/Maintenance Specialist; Henrietta Vettraino – Procurement Specialist and interested contractors were in attendance.

All contractors present were encouraged to complete the “sign-in” sheet. Attendees were encouraged to register as a vendor on the Michigan Intergovernmental Trade Network

(MITN) in order to receive addenda and award information relative to the proposal.

Attendance at the pre-proposal meeting is mandatory in order to submit a proposal.

Contractors were instructed that pre-proposal meeting notes will be issued as an addendum on the MITN procurement site.

The City of Rochester Hills is accepting sealed proposals from qualified firms to provide

LED Lights for City Hall, including the Auditorium and various city owned parking lots.

Sealed Proposals will be received by the City of Rochester Hills Purchasing Division, 1000

Rochester Hills Drive, Rochester Hills, Michigan 48309 via electronic submission ONLY until THURSDAY, JUNE 6, 2024 at EXACTLY 3:00 P.M. Eastern Time. Names & Addresses of proposers’ will be publicly read aloud via Zoom Teleconference at 3:30pm.

All questions shall be made in writing and submitted to Keri Bright by email:

brightk@rochesterhills.org by Thursday, May 16, 2024 at 11:30 a.m. in order that a written response in the form of an addendum can be processed before the proposals are due, if such information would be of significance to uninformed proposers. Inquiries received after the date and time above will not be considered.

Note the award of the City Hall portion (interior & parking lot) of this project will fall under the EECBG Program, Division D of the Bipartisan Infrastructure Law (BIL) and will require prevailing wage rates. The awarded Contractor must comply with the requirements of the

Davis-Bacon Act.

Vendors are reminded to please fill out the Cost Proposal Form & Vendor Questionnaire on pages 21-67 taking note that the Signature page must be signed and submitted or

Request for Proposal will not be accepted. Insurance Requirements are listed in the solicitation and will be required by the recommended vendor before an award can be made. Payment and Performance Bonds will be required if the total project cost exceeds

$100,000.00 that are satisfactory to the City executed by a surety company authorized to do business in the State of Michigan.

City Hall hours of operation are 7:00 a.m. – 4:00 p.m., Monday through Friday. Scheduling was provided in the proposal section for when the work would be completed.

City Hall

Vendors proceeded to tour City Hall including the electrical rooms on the first floor and in receiving, along with the Auditorium and the panel location on second floor.

Question: How do we coordinate an after-dark light meter reading?

Answer: Anything that is accessible to the public you can visit anytime. We do not coordinate a visit for the back compound at OCSO or any other gated areas.

Question: What areas are included under the Davis-Bacon Act?

Answer: The interior of City Hall and the parking lot is included. It is outlined in the solicitation.

Question: Are retrofit kits OK?

Answer: Other than where we requested ‘new lighting’, retrofit is OK.

Question: Are we required to remove all ballasts?

Answer: Yes, we ask that you remove all ballasts.

Question: Are the lights and shades all integrated in the auditorium?

Answer: No- not at this time.

Brad Bletch, Electrical Inspector, said that we will need to see all the specs of the lighting choices proposed by the vendors/contractors.

250 Quartz minican lighting is in the auditorium currently.

Jason Dale, Media Production Leader, said that there are multiple lighting issues with shadows and colors. There is a lot of natural light that comes into the room from the windows, so lighting that is cohesive with that would be preferred. Currently the lighting reflects shades of green/blue/etc. when recording the meetings. The current lights cast odd shadows as well.

Question: Is there a preferred color temperature?

Answer: With whatever is proposed, we just want it consistent throughout the room.

Again, there is lots of natural daylight that needs to be considered. We believe that the

RFP requests 4100K for most all bulbs.

Per Brad Bletch, 1 Journeyman per 3 apprentices is required, and everyone needs to be licensed.

Alex reviewed the locations of the three panels for City Hall, including the auditorium.

He said that the controllers are failing and they need to be swapped out. Parts are very hard to find and replace when needed.

Question: Is all the lighting dimmable?

Answer: On and off only, not dimmable.

Question: Is there a local interface system?

Answer: City Hall works on a BMS (Building Management System).

Steve Springstube, Facilities Crew Leader, indicated that vendors/contractors must make sure the panel system proposed must talk to the current Building Management

System (BMS) and any costs needed to connect their proposed system to the BMS are to be identified and included in their proposal.

Question: Do you require photocell on the lights?

Answer: We have timers through the BMS.

Question: Will the lift work in the auditorium?

Answer: Yes, but it is a tight fit.

Alex said that the trough lights throughout the departments are required to have half the bulbs on at all times, the other half turn off at 5 pm. The contractors need to make sure this is still the case when they come in and do the work.

Question: What kind of lighting is in the trough lights in the vestibule?

Answer: 400 watts.

Question: Does the control panel next to the Parks Dept include the 2nd floor lighting for the auditorium?

Answer: Yes, it does.

Question: Can we propose the standard white on white replacement or do you want it to remain the same with the chrome inserts as they are currently?

Answer: All inserts need to be either white or chrome. The City does has no preference as long as they are all the same.

Question: Is that an inverter next to the electrical panel in the closet next to the Parks department?

Answer: It is part of the dimmer control panel.

Question: Are the panels backed up by a generator?

Answer: Yes

Question: Is there battery backed up lighting included?

Answer: No battery backups are needed.

Question: Are you set on the paint color for the courthouse parking lot lights? Or can we change it?

Answer: Heads are to be the same color as those installed at City Hall which are to match the color of the existing poles at City Hall.

Question: Are the lights currently not working?

Answer: They are working but we want the heads replaced entirely.

It was announced the portion of the site visit at City Hall was complete and would continue at OCSO/53/2 Court House. Attendees were asked to park in the court house parking lot due to the construction on Barclay Circle. Additionally, since the site visit was mandatory, roll call would be taken.

Question: Is the City open to a new color of the poles or are they to match the split pea soup color?

Answer: The poles are not to be replaced or the color changed.

Question: Can the light poles be painted to match?

Answer: No. The poles are to remain the existing color.

OCSO has the same style lighting as the courthouse, except for in the carport.

Question: Is there a set schedule that this project should be completed by?

Answer: The project tis to be completed within 45 days from the start of the project.

It was announced the portion of the site visit at OCSO / 52/3 Court House was complete and would continue at DPS Garage. Attendees were asked to park near the old DPS

Building. Additionally, since the site visit was mandatory, roll call would be taken.

DPS Garage – the head replacement does not need to remain a cobra head style. The replacements just need to all be the same when changed out.

Question: Is DTE aware of the project and the potential rebates?

Answer: Yes, we have a contact with DTE that handles all the rebates. All you have to worry about is providing your scope of work/proposal and we will pass it along. Only the

City Hall scope of work will be eligible for a rebate.

Question: Do we have to include the lights on the DPS Garage building in our proposal?

Answer: No, only what is requested in the solicitation.

Question: Are there corncobs in the shoeboxes?

Answer: Some have them, yes.

Question: Does the City Hall grant require BAA?

Answer: No, the funding received requires Davis-Bacon, but isn’t enough to qualify for the

Buy America Act.

Brad Bletch mentioned that vendors/contractors should pay attention to the lighting in the stairwells during their proposal, due to the fact that they are hard to reach and navigate when replacing.

Walk-through concluded at 12:17 pm.