Town of Georgetown - Argentine Streetlight Project RFP 202503.docx

TOWN OF GEORGETOWN – ARGENTINE STREETLIGHT PROJECT

REQUEST FOR PROPOSAL

Prepared for: Town of Georgetown. June 30, 2025

Request for proposal for Maintenance, Repair, and Conversion of Streetlights along Argentine Street between 6th Street and the 15th Street Roundabout.

Proposals due by 5:00 pm on or before July 16, 2025.

Project Overview

The Town of Georgetown has decided to repair, upgrade, and convert the streetlights along Argentine Street so that they can utilize an LED light source that is easily maintained by Town Staff and to add weatherproof GFCI-protected receptacles near the top of the pole for supplying power for Holiday decorations.

The scope of work includes:

· Installation of missing streetlight pendants (total of 6)

· Conversion of pendant light source to new LED bulb style light source (total of 6)

· Addition of weather-resistant GFCI outlets to pole tops (total of 38 assemblies)

· Installation of complete pole and pendant across from Fire Station (total of 1 assembly)

· Troubleshooting of power feeds to streetlights as required to restore operation

· Inspect pendant to support arm connections and add ID labels to all Argentine Streetlights (59 total).

General Contractor Requirements The contractor may propose to perform all or part of the work elements described in this RFP. Breakout pricing is required for each of the work items as described in the Detailed Description of Work.

Since Argentine Street is the primary entrance to the Georgetown commercial district and the center of public activity, the Contractor must recognize and accommodate ongoing activities, especially on weekends, and ensure that the work area is safe and secure at all times and protected from public hazard. Workweek shall be restricted to Monday through Friday unless specific arrangements are made in advance with the Town’s Project Manager and/or Road and Bridge Supervisor.

The following major downtown events will take place in 2025. Contractor shall be aware of these activities and shall plan and execute the work in such a manner that Town activities are not disrupted and that work areas are clear of construction debris and material, and any hazards are protected from public access during these periods. Contractor shall coordinate with Town’s Project Manager and/or Road and Bridge Supervisor as required to assure compliance.

Georgetown Plein Air Art Event – July 25 thru 26th - park needs to be available.

Gold Rush and Rubber Duck Race – August 31st - park needs to be available.

Bighorn Sheep Festival – Nov 8th - park needs to be available.

Tree Lighting – Nov 29th - park needs to be available.

Christmas Market – Dec 5th thru Dec 15th - park needs to be available.

Secure storage is available at the Road and Bridge Shop area located on the west side of I-70 near the Georgetown exit for small items and supplies.

All specialty streetlight materials (pendants, light-poles, light source assemblies, specialty repair parts, etc. will be supplied by the Town of Georgetown. Contractor shall be responsible for providing standard electrical components such as connectors, additional wire and cable, and electrical insulating materials as required.

Contractor shall also be aware and responsible for providing a suitable means of working safely at heights up to 20 feet above the ground, such as a JLG or bucket truck.

The streetlights are owned by and supplied from metered distribution panels owned by the Town of Georgetown; therefore, no Xcel permits are required. Power control access is from these town-owned panels.

Contractor shall perform all work in compliance with the latest version of the National Electric Code and is responsible for obtaining any required electrical permits and inspections. Copies of Permits and Inspection Reports shall be provided to the Town’s Project Manager.

Overall Schedule Work may begin as soon as authorized (Assume late July) and is expected to be completed prior to Tree Lighting 2025. Contractor shall include and submit a proposed schedule for the work that recognizes the major event dates noted above and the required completion date.

Proposal Requirements The Contractor's Proposal shall include the following:

List of clarifications and exceptions, Recommendations based on Contractor’s experience for alternative materials Preliminary schedule – anticipated start date and estimated completion date Payment terms.

Insurance Certificate with a minimum of $1 million dollars.

Proposal shall include overview of qualifications and experience performing similar projects.

Proposal shall include references for similar work performed including contact information.

Performance bond of no less than 5% of the bid proposal.

Detailed Scope of Work

The following delineates the expected scope of work.

1. Installation of Missing Pendants (Total of 6) A total of 6 streetlight pendants have become disconnected from their support arm and fallen to the ground over the past few years. This is believed to have occurred due to wind causing the pendant bell to wobble and shear the retaining bolt that holds the pendant retainer nut assembly in the support arm tool. The Town has secured a supply of upgraded retainer nut assemblies from the manufacturer, along with replacement parts to repair and upgrade the salvaged pendant bells for re-installation. The salvaged bells have been collected, reconditioned, and converted to use LED bulb assemblies.

Reconditioned pendants are ready for re-installation on the light poles along Argentine Street, where the pendants are missing. They are available at the Road and Bridge Shop. There are two types of pendants – the five(5) pendants missing along Argentine South are all Type A (heavy duty design with cast access hatch at the bottom) and the one (1) Type B missing pendant along Argentine North is a newer design with a hinged aluminum plate assembly containing the light source at the bottom.

Re-installation work to be performed by Contractor will involve the following:

· Troubleshoot power feed to light pole to assure that feeder conductors are still active and suitable for operation.

· Install pendant retainer nut assembly on support arm assuring that wiring is not damaged – this is most difficult task as the retainer nut assembly is designed to be press fit into the open end of the support arm and secured with a stainless-steel retaining bolt. An installation jig is available to

· Once retainer nut assembly is properly installed on support arm, and feeder wiring is pulled through the retainer nut assembly, the pendant bell can be attached. There is a threaded boss at the top of the pendant bell designed to thread into the retainer nut. Contractor shall apply “anti-seize” to the boss threads to help with installation and prevent threads from seizing over time. Contractor shall carefully thread the retaining nut onto the threaded boss protruding from the top of the pendant bell and secure the attachment by tightening the retainer nut slot bolt and set screw.

· Once the pendant is re-attached to the support arm, the Contractor shall open the hinged bottom cover of the pendant to provide access for the wiring and connect the power feed to the light source using the pigtail connector provided and verify that the streetlight is operating correctly before closing the bottom cover and securing it.

2. Pendant Light Source Conversions (Total of 5):

Some of the existing streetlights are still equipped with an older style light source that consists of a 4 pack of LED platelets mounted to a white plate at the very bottom of the pendant bell. The plate is hinged and held in place by a couple of retaining screws. The Contractor shall replace these light source assemblies with new assemblies equipped with the screw-in LED bulbs.

Removal and installation work to be performed by Contractor will involve the following:

· Releasing the existing white plate assembly from the pendant bell by removing the retaining screws, disconnecting the white plate assembly from the power feed (there should be a Molex connector that can be separated, and removing the hinged plate.

· Install the new light source assembly by connecting it to the hinge on the pendant bell, connecting the new assembly to the power feed using the Molex connector assuring that conductor pinning is correct.

· Contractor shall verify proper operation prior to securing the new assembly to the pendant bell with the retaining screws. It may be necessary to locate and drill holes through the assembly plate so that. Retaining screws line up with bracket(s) on the pendant bell.

3. Addition of GFCI Outlets (Total of 38):

All 38 existing light poles along Argentine South were originally installed without provisions for supplying power for holiday decorations. Temporary 120-volt pigtails were installed at the base of the poles at some point as an interim means of supplying power. These pigtails need to be disconnected and removed, and a permanent code-compliant outlet assembly installed near the top of each pole.

Installation of new GFCI outlet assemblies to be performed by the Contractor will require the following:

· Access the cable connections at the base of the pole by removing the access cover and removing the temporary pigtail.

· Locate the mounting position near the top of the pole for the outlet assembly and drill a ½” diameter hole to provide cable access to the pole interior.

· Insert the 15’ long pre-wired outlet assembly pigtail through the access hole so that the pigtail drops to the bottom of the pole and can be accessed through the access cover opening. It may be necessary to insert and use a weighted pull string to facilitate the pigtail installation.

· Once the pigtail has been inserted and verified that it is accessible from the bottom access cover opening, carefully install the outlet assembly to the pole by inserting the rubber wire protection sleeve through the ½” wire access hole and securing the assembly to the pole with the two self-tapping TEK screws provided. Contractor shall verify correct orientation of the outlet box and cover.

· Once the outlet is permanently mounted, the Contractor shall connect the outlet power feed, confirm proper operation, and re-install access cover. Contractor is responsible for providing wire connectors and insulating materials per code.

4. New Pole and Pendant Installation (Total of 1):

The original light pole across from the fire station was damaged and removed. Contractor shall install a new pole and pendant assembly. The new pole, pendant, and support arm is available at the Road and Bridge Shop.

5. Pendant Repair Argentine North (Total of 2):

A couple of the new streetlights along Argentine North have experienced damage to the pendants. Contractor shall assess the extent of damage and repair in-place or remove the pendant from the pole and deliver it to the Road and Bridge shop for reconditioning as appropriate.

6. Review and Assess Pendant to Support Arm Condition (All Argentine Streetlights):

In the course of performing the work tasks listed above, the Contractor shall inspect and assess the condition of the attachment of the pendant bell to the support arm for all the streetlights along Argentine Street, both North and South of the Roundabout (Total of 59) and notify the Town’s Project Manager and/or Road and Bridge Supervisor of those connections that need attention. Contractor shall also install streetlight identification labels (provided by the Town) to each pole.

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