LED Lighting Conversion

The City of Sun Prairie, Wisconsin, located in Dane County, has issued a Request for Bids (RFB# 25-BM14) for a comprehensive LED lighting conversion project across three municipal facilities: the Westside Community Services Building (WCSB), Fire Station 1, and Fleet Maintenance Facility. The project involves replacing approximately 878 existing incandescent and fluorescent light fixtures with energy-efficient LED lighting, covering approximately 85,085 square feet of total building space. Contractors must propose solutions meeting DLC or ENERGY STAR certifications, with a preference for manufacturers like Philips, GE, and Sylvania. The project requires a mandatory site walkthrough for potential bidders on September 18 and 19, 2025, with bids due on October 9, 2025, at 2:00 PM. Bidders must submit comprehensive proposals including company qualifications, project experience, detailed LED product specifications, project timeline, total cost breakdown, recycling methods, utility rebate assistance, and proof of insurance and licensing. The project includes alternate bids for exterior LED color-changing outdoor lighting at WCSB and Fire Station 1, with specific requirements for lighting color temperatures, dimmable options, and daylight harvesting sensors.

While no specific set-aside designations or restrictions on vendor types were explicitly mentioned in the documentation, the project requires extensive technical capabilities and professional qualifications. Contractors will be responsible for conducting a site lighting audit, ensuring LED lighting compatibility with existing electrical systems, properly recycling removed components, testing installed systems, and managing utility rebate incentive processes. The contract is scheduled to run from November 5, 2025, to June 30, 2026, with an option to extend for one additional year. Liquidated damages of $500 per day will be applied for project delays. The project includes provisions for coordinating building access, minimizing disruption, implementing site-specific safety plans, and potentially phasing the installation. While no specific budget range was provided in the documents, the Energy Audit Master spreadsheet suggests the city has allocated funds through Capital Improvement Program (CIP) and Building Maintenance (BM) budgets, with energy improvement projects planned between 2025 and 2028. The comprehensive nature of the project indicates a significant municipal investment in energy efficiency and infrastructure modernization.