RFQ197535 purchase and delivery of assorted leotek luminaires

The City of Palo Alto's Purchasing and Contract Administration Department, on behalf of its Electric Operations Department (Utilities Division), issued Request for Quotation (RFQ) 197535 on April 16, 2026, for the purchase and delivery of assorted Leotek LED luminaires in a one-time procurement. The solicitation encompasses seven line items totaling 350 units of various LED roadway luminaires, including 250-watt, 150-watt, 100-watt, and 70-watt HPS-equivalent fixtures available in both 120-277 volt and 480-volt configurations, all equipped with house side shields. Bidders must submit pricing on a firm fixed-price basis with F.O.B. Destination, freight prepaid, inclusive of all applicable federal, state, and local taxes and duties. The City reserves the right to award to a single vendor or multiple vendors on either an aggregate or item-by-item basis. Quotations are due electronically through the City's OpenGov procurement portal by 3:00 PM on Friday, April 24, 2026, with no bidder's conference or site visit specified. Award shall be made to the lowest responsive and responsible bidder, with the pricing agreement effective upon award and expiring upon delivery and receipt of goods; payment terms are Net 30 or greater, and delivery timing is of the essence with specific delivery dates required as part of bid submissions.

Bidders must comply with comprehensive Environmentally Preferred Purchasing Requirements, including mandatory use of recycled-content paper, recyclable packaging materials, prohibition of expanded foam plastics with limited exceptions, reusable pallets, and provisions for hazardous waste take-back, with non-compliance resulting in liquidated damages ranging from $30 to $262 per violation. The RFQ does not identify set-asides for disadvantaged enterprises, minority-owned businesses, or other protected classifications, nor does it reference incumbent vendors or existing infrastructure requiring integration. All contractors must obtain and maintain comprehensive insurance coverage at their sole expense, including Workers' Compensation and Employer's Liability at statutory limits, General Liability with $1,000,000 per occurrence and $1,000,000 aggregate limits, Automobile Liability covering all owned, hired, and non-owned vehicles with $1,000,000 per person and per occurrence limits, and Professional Liability/Errors and Omissions coverage of $1,000,000 when applicable, provided by insurance companies with an AM Best's Key Rating of A-:VII or higher and licensed to conduct business in California. The City of Palo Alto must be named as an additional insured on all policies except Workers' Compensation, Employer's Liability, and Professional Insurance, and contractors must provide thirty days' written notice for policy cancellations except for non-payment of premiums, which requires ten days' notice. The RFQ does not disclose a specific budget range or award value; however, the contract is subject to City Council budget approval and appropriation of funds and may be terminated by the City with or without cause upon ten days' written notice.