RFQ27006897 prebid sign in sheet.pdf

This is a prebid sign-in sheet for Request for Quotation (RFQ) 27006897 issued by the Rhode Island Office of Energy Resources (OER) for a lighting retrofit project. The RFQ seeks a vendor to retrofit 435 LED lighting fixtures at the Louis Pasteur Building in Cranston and 132 LED fixtures at the RI Army National Guard Middletown Armory. The scope includes retrofitting seven fixture types at Louis Pasteur (including 1x4 recessed troffers and 8-foot wrap fixtures) and six fixture types at the Middletown Armory (high bay, troffer, and wrap configurations), along with the installation of networked lighting control systems. The non-mandatory prebid meeting was scheduled for August 19, 2026, with sessions at both the Middletown Armory (106 Airport Access Road, Middletown, RI) at 9:00 AM and immediately following at the Louis Pasteur Building (25 Howard Ave, Cranston, RI). Proposals were due September 11, 2026. The initial contract term is 12 months with an option to renew for one additional 12-month period based on performance and fund availability. Work at Louis Pasteur is conducted during second shift (3:00 PM to 11:00 PM, Monday-Friday), while work at the Middletown Armory occurs during first shift (7:30 AM to 3:30 PM, Tuesday-Friday), with both facilities remaining operational throughout the project.

All proposed LED fixtures must meet Rhode Island Energy incentive requirements and be DLC-approved or EnergyStar certified. The base bid must incorporate pre-approved utility incentives totaling $37,955.00 for Louis Pasteur and $14,305.00 for the Middletown Armory, which are subtracted from the total project price. A minimum 15% Minority Business Enterprise (MBE) participation is mandated under RI Gen. Law 37-14.1-1, and prevailing wage requirements apply per R.I. Gen. Laws 37-13-1 et seq. The contractor must provide a three-year warranty on all labor and a minimum five-year warranty on LED drivers, along with all material delivery, fixture disposal with proper recycling certification, site cleanup, and surface restoration. Required insurance includes general liability of $1,000,000 per occurrence, workers compensation of $100,000 each accident, and automobile liability of $1,000,000 combined single limit. Vendors must submit a bid surety bond or certified check equal to 5% of the cost proposal and furnish 100% payment and performance bonds prior to purchase order issuance. The awarded vendor must execute a Rhode Island custom AIA A104-2017 contract and submit a Rhode Island Master Electrician License. Liquidated damages are assessed at $100 per calendar day for delays beyond substantial completion, and questions were due by August 25, 2026.