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TOWN of SMITHFIELD State of Rhode Island

REQUEST FOR PROPOSALS

Item Description: Anna McCabe Elementary School Basketball Court LED Lighting Date and Time to be OPENED: Wednesday, April 4, 2018 at 10:00 AM

Proposals may be submitted up to 10:00 AM on the above date at the Office of the Town Finance Director, 64 Farnum Pike, Smithfield, RI 02917, during normal business hours, 8:30 AM through 4:30 PM. All

proposals will be publicly opened and read at the Town Hall Council Chambers, second floor, Town Hall.

Instructions

1. Bidders must submit sealed proposals in an envelope clearly labeled with the above captioned item or

work. The proposal envelope and any information relative to the proposal must be addressed to the

Finance Director, 64 Farnum Pike, Smithfield, RI, 02917. Any communications that are not

competitive sealed proposals (i.e., product information or samples) should have “NOT A BID”

written on the envelope or wrapper.

2. Proposals must meet the attached specifications. Any exceptions or modifications must be noted and

fully explained.

3. Proposal responses must be in ink or typewritten.

4. The price or prices proposed should be stated both in WRITING and in NUMERALS, and any

proposal not so stated may be rejected.

5. Proposals SHOULD BE TOTALED WHEN APPLICABLE. Do not group items: price each item

individually. Awards may be made on the basis of total proposal or by individual items.

6. Each responder is required to state in their proposal their full name and place of residence; and must

state the names of persons or firms with whom he/she is submitting a joint proposal. All proposals

SHOULD BE SIGNED IN INK.

7. One original proposal and four (4) copies shall be submitted.

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TOWN OF SMITHFIELD State of Rhode Island

NOTICE TO BIDDERS

1. The Town of Smithfield reserves the right to waive any and all informalities and to award the

contract on the basis of the best qualified lowest responsible evaluated bid proposal.

2. No proposal will be accepted if made in collusion with any other responder.

3. A responder who is an out-of-state corporation shall qualify or register to transact business in this

State, in accordance with Rhode Island General Laws, as amended, Section 7-1.2-1401.

4. The Town of Smithfield reserves the right to reject any and all proposals.

5. In determining the lowest responsible evaluated bid proposal, cash discounts for payments less than

thirty (30) days will not be considered.

6. The Town of Smithfield reserves the right to award to one responder, or to split the award.

7. All proposals will be disclosed at the formal proposal opening. After a reasonable lapse of time,

tabulation of proposals may be seen on the Town’s website (www.smithfieldri.com/bids)

8. As the Town of Smithfield is exempt from the payment of Federal Excise Taxes and Rhode Island

Sales Tax, prices quoted are not to include these taxes.

9. In case of error in the extension of prices quoted, the unit price will be considered.

10. The firm will not be permitted to either assign or underlet the contract, nor assign legally or equitably

any moneys hereunder, or its claim thereto without the previous written consent of the Town

Manager.

11. Delivery dates must be shown on your proposal. If no delivery date is specified, it will be assumed

that an immediate delivery from stock will be made.

12. A certificate of insurance shall be required of a successful bidder within five (5) days of contract

award. The Town of Smithfield shall be an additionally named insured in the title holder box of said

certificate.

13. Proposals may be submitted on an “equal” in quality basis. The Town reserves the right to decide

equality. Responders must indicate brand or make offered and submit detailed specifications if other

than the brand requested.

14. For contracts involving construction, alteration and/or repair work, the provisions of State Labor Law

concerning payment of prevailing wage rates apply (See Rhode Island General Law Sec. 37-13 et

seq. as amended).

15. No goods should be delivered or work started without Notice from the Town.

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TOWN OF SMITHFIELD State of Rhode Island

CONSTRUCTION AND SERVICE PROPOSAL TERMS

1. The Town of Smithfield will not consider any proposal unless it is accompanied by one of the following and

deposited with the Finance Director as a guarantee that the Contract will be signed and delivered by the responder:

a. A CERTIFIED CHECK for $10,000; OR

b. A Bid Bond in the amount of Ten (10) per centum of the proposed total price.

* The amount of such check or bid bond shall be retained for use by the Town as liquidated damages on

account for any such default.

2. It is hereby mutually understood and agreed that no payment for extra work shall or will be claimed or made unless

ordered in writing by the Town Manager or his designee.

3. Awards will be made within ninety (90) days of the proposal opening. All proposal prices will be considered firm,

unless qualified otherwise. Requests for price increases will not be honored.

4. Failure to deliver within the time quoted or failure to meet specifications may result in default action in accordance

with law or the general specifications. It is agreed that deliveries and/or completion are subject to strikes, lockouts,

accidents and Acts of God.

5. Only one shipping charge will be applied in the event of partial deliveries for blanket purchases or term contracts.

6. The successful responder shall, prior to commencing performance under the contract, attach and submit evidence

that they have complied with the provisions of the Rhode Island Worker’s Compensation Act Title 28, Section 1, et

seq (Rhode Island General Laws). If the successful responder is exempt from compliance under the Worker’s

Compensation Act, an officer of the successful responder shall so state by way of sworn Affidavit which shall

accompany the signed contract.

7. The successful responder shall, prior to commencing performance under the contract, attach and submit a certificate

of insurance, in a form satisfactory to the Town by which the successful responder will indemnify and hold

harmless the Town during the term of the contract from claims for personal injury or damages to property sustained

by third person, or their agents, servants and/or claimed under them.

8. The successful responder shall, prior to commencing performance under the contract, post a Performance and

Payment Bond with a satisfactory surety company in a sum equal to one hundred per centum (100%) of the amount

of the award contract.

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1. INTRODUCTION The purpose of this request is to solicit proposals from qualified firms interested in supplying an LED

lighting system for the new outdoor basketball courts located at the Anna McCabe Elementary School,

100 Pleasant View Avenue, Smithfield, RI. The new courts are planned to create a safe and fully ADA

compliant playing surface for the children of the Anna McCabe Elementary School and the residents of

Smithfield.

2. SCOPE OF SERVICES

The Town of Smithfield is seeking to secure a highly qualified firm to supply a lighting system using an

LED light source which meets or exceeds the standards set forth in these specifications.

3. GOALS OF PROJECT

A. Guaranteed Light Levels: Selection of appropriate light levels to provide safety of the players and the

enjoyment of the spectators. Therefore light levels are guaranteed to not drop below the specified

target values for a period of 25 years.

B. Life-cycle Cost: In order to reduce the operating budget, the preferred lighting system shall be energy

efficient and cost effective to operate. All maintenance costs for the duration of the warranty

shall be the Contractor’s sole responsibility.

C. Control and Monitoring: To allow for optimized use of labor resources and avoid unneeded

operation of the facility, customer requests a remote on/off control system for the lighting system

shall be bid as an alternate. Courts would be proactively monitored to detect luminaire outages

over a 25-year life cycle. All communication and monitoring costs for the 25-year period shall be

included in the bid.

D. Environmental Light Control: It is a primary goal of this project to minimize spill light to adjoining

properties and glare to the players, spectators and neighbors.

4. SPECIFICATIONS

A. Sports Lighting System Construction

1) Manufacturing Requirements: All components shall be designed and manufactured as a system.

All luminaries, wire harnesses, drivers and other enclosures shall be factory assembled, aimed,

wired and tested.

2) Durability: All exposed components shall be constructed of corrosion resistant material and/or

coated to help prevent corrosion. All exposed carbon steel shall be hot dip galvanized per ASTM

A123. All exposed aluminum shall be powder coated with high performance polyester or

anodized. All exterior reflective inserts shall be anodized, coated, and protected from direct

environmental exposure to prevent reflective degradation or corrosion. All exposed hardware and

fasteners shall be stainless steel of 18-8 grade or better, passivated and coated with aluminum

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based thermosetting epoxy resin for protection against corrosion and stress corrosion cracking.

Structural fasteners may be carbon steel and galvanized meeting ASTM A153 and ISO/EN 1461

(for hot dipped galvanizing), or ASTM B695 (for mechanical galvanizing). All wiring shall be

enclosed within the cross-arms, pole, or electrical components enclosure.

3) System Description: Lighting system shall consist of the following:

• Galvanized steel poles and cross-arm assembly.

• Non-approved pole technology:

� Direct bury steel poles which utilize the extended portion of the steel shaft for their

foundation will not be accepted due to potential for internal and external corrosive

reaction to the soils and long term performance concerns.

� Square static cast concrete poles will not be accepted.

• Lighting systems shall use concrete foundations. See Section C for details.

� For a foundation using a pre-stressed concrete base embedded in concrete backfill the

concrete shall be air-entrained and have a minimum compressive design strength at 28

days of 3,000 PSI. 3,000 PSI concrete specified for early pole erection, actual required

minimum allowable concrete strength is 1,000 PSI. All piers and concrete backfill must

bear on and against firm undisturbed soil.

� For anchor bolt foundations or foundations using a pre-stressed concrete base in a

suspended pier or re-enforced pier design pole erection may occur after 7 days. Or after a

concrete sample from the same batch achieves certain strength.

• Manufacturer will supply all drivers and supporting electrical equipment

� Remote drivers and supporting electrical equipment shall be mounted approximately 10

feet above grade in aluminum enclosures. The enclosures shall be touch-safe and include

drivers and fusing with indicator lights on fuses to notify when a fuse is to be replaced for

each luminaire. Disconnect per circuit for each pole structure will be located in the

enclosure.

• Manufacturer shall provide surge protection at the pole equal to or greater than 40 kA for each

line to ground (Common Mode) as recommended by IEEE C62.41.2_2002.

• Wire harness complete with an abrasion protection sleeve, strain relief and plug-in

connections for fast, trouble-free installation.

• All luminaires, visors, and cross-arm assemblies shall withstand 150 mph winds and maintain

luminaire aiming alignment.

• Control cabinet to provide remote on-off control and monitoring of the lighting system. See

Section B for further details.

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• Manufacturer shall provide lightning grounding as defined by NFPA 780 and be UL Listed

per UL 96 and UL 96A.

� Integrated grounding via concrete encased electrode grounding system.

� If grounding is not integrated into the structure, the manufacturer shall supply grounding

electrodes, copper down conductors, and exothermic weld kits. Electrodes and conductors

shall be sized as required by NFPA 780.The grounding electrode shall be minimum size of

5/8 inch diameter and 8 feet long, with a minimum of 10 feet embedment. Grounding

electrode shall be connected to the structure by a grounding electrode conductor with a

minimum size of 2 AWG for poles with 75 feet mounting height or less, and 2/0 AWG for

poles with more than 75 feet mounting height.

4) Safety: All system components shall be UL listed for the appropriate application.

B. ELECTRICAL

1) Maximum total voltage drop: Voltage drop to the disconnect switch located on the poles shall not

exceed three (3) percent of the rated voltage.

2) Energy Consumption: The kW consumption for the court lighting system shall be 9.2 kW.

C. STRUCTURAL PARAMETERS

1) Wind Loads: Wind loads shall be based on the 2012 International Building Code. Wind loads to

be calculated using ASCE 7-10, an ultimate design wind speed of 140mph and exposure category

C.

2) Pole Structural Design: The stress analysis and safety factor of the poles shall conform to 2009

AASHTO Standard Specification for Structural Supports for Highway Signs, Luminaires, and

Traffic Signals (LTS-5).

3) Foundation Design: The foundation design shall be based on soil parameters as outlined in the

geotechnical report. If a GEO Tech report is not available, the foundation design shall be based

on soils that meet or exceed those of a Class 5 material as defined by 2012 IBC Table 1806.2.

D. CONTROL (Please provide as an alternate)

1) Instant On/Off Capabilities: System shall provide for instant on/off of luminaires.

2) Lighting contactor cabinet(s) constructed of NEMA Type 4 aluminum, designed for easy

installation with contactors, labeled to match court diagrams and electrical design. Manual off-on-

auto selector switches shall be provided.

3) Remote Lighting Control System: System shall allow owner and users with a security code to

schedule on/off system operation via a web site, phone, fax or email up to ten years in advance.

Manufacturer shall provide and maintain a two-way TCP/IP communication link. Trained staff

shall be available 24/7 to provide scheduling support and assist with reporting needs.

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The owner may assign various security levels to schedulers by function and/or courts. This

function must be flexible to allow a range of privileges such as full scheduling capabilities for all

courts to only having permission to execute “early off” commands by phone. Scheduling tool

shall be capable of setting curfew limits.

Controller shall accept and store 7-day schedules, be protected against memory loss during power

outages, and shall reboot once power is regained and execute any commands that would have

occurred during outage.

4) Remote Monitoring System: System shall monitor lighting performance and notify manufacturer

if individual luminaire outage is detected so that appropriate maintenance can be scheduled. The

controller shall determine switch position (manual or auto) and contactor status (open or closed).

5) Management Tools: Manufacturer shall provide a web-based database and dashboard tool of

actual court usage and provide reports by facility and user group. Dashboard shall also show

current status of luminaire outages, 32 control operation and service. Mobile application will be

provided suitable for IOS, Android and Blackberry devices.

Hours of Usage: Manufacturer shall provide a means of tracking actual hours of usage for the

court lighting system that is readily accessible to the owner.

• Cumulative hours: shall be tracked to show the total hours used by the facility

• Report hours saved by using early off and push buttons by users.

6) Communication Costs: Manufacturer shall include communication costs for operating the

controls and monitoring system for a period of 25 years.

E. EXECUTION

1) SOIL QUALITY CONTROL

• It shall be the Contractor’s responsibility to notify the Owner if soil conditions exist other

than those on which the foundation design is based. Contractor may issue a change order

request / estimate for the Owner’s approval / payment for additional costs associated with:

� Providing engineered foundation embedment design by a registered engineer in the State

of Rhode Island for soils other than specified soil conditions;

� Additional materials required to achieve alternate foundation;

2) DELIVERY TIMING

• Delivery Timing Equipment On-Site: The equipment must be on-site 6 to 8 weeks from

receipt of approved submittals and receipt of complete order information.

3) COURT QUALITY CONTROL

• Illumination Measurements: Upon substantial completion of the project and in the presence of

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the Contractor, Project Engineer, Owner's Representative, and Manufacturer's Representative,

illumination measurements shall be taken and verified. The illumination measurements shall

be conducted in accordance with IESNA LM-5-04.

• Court Light Level Accountability

� Light levels are guaranteed not to fall below the target maintained light levels for the

entire warranty period of 25 Years.

� The contractor/manufacturer shall be responsible for an additional inspection one year

from the date of commissioning of the lighting system in the presence of the owner.

� The contractor/manufacturer will be held responsible for any and all changes needed to

bring these courts back to compliance for light levels and uniformities.

Contractor/Manufacturer will be held responsible for any damage to the courts during

these repairs.

• Correcting Non-Conformance: If, in the opinion of the Owner or his appointed

Representative, the actual performance levels including footcandles and uniformity ratios are

not in conformance with the requirements of the performance specifications and submitted

information, the Manufacturer shall be required to make adjustments to meet specifications

and satisfy Owner.

4) WARRANTY AND GUARANTEE

• 25-Year Warranty: Each manufacturer shall supply a signed warranty covering the entire

system for 25 years from the date of shipment. Warranty shall guarantee specified light levels.

Manufacturer shall maintain specifically-funded financial reserves to assure fulfillment of the

warranty for the full term. Warranty does not cover weather conditions events such as

lightning or hail damage, improper installation, vandalism or abuse, unauthorized repairs or

alterations, or product made by other manufacturers.

• Maintenance: Manufacturer shall monitor the performance of the lighting system, including

on/off status, hours of usage and luminaire outage for 25 years from the date of equipment

shipment. Parts and labor shall be covered such that individual luminaire outages will be

repaired when the usage of any court is materially impacted. Owner agrees to check fuses in

the event of a luminaire outage.

5. INQUIRIES

� All questions must be submitted in writing through email by the deadline posted in the

timeline. The Town will then provide responses to all potential vendors. � Inquiries concerning clarification of any portion of this RFP must be made to:

Carolyn Dorazio

Purchasing Agent

64 Farnum Pike

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Smithfield, RI 02917

cdorazio@smithfieldri.com

6. PROPOSAL

Firms submitting proposals for the LED lighting system Must include the following:

• Provide a minimum of five (5) different references from other cities, towns, or educational

facilities where the same or similar product was installed in the last three (3) years. Projects

listed must have been supplied by the company bidding on the project.

• Drawing(s) showing court layouts with pole locations.

• Court Lighting Design

o Court name, date, file number, prepared by

o Outline of courts being lighted, as well as pole locations referenced to the center of the

court (x & y), illuminance levels at grid spacing specified.

o Pole height, number of fixtures per pole, horizontal and vertical aiming angles, as well

as luminaire information including wattage, lumens and optics.

o Height of test meter above court surface.

o Summary table showing the number and spacing of grid points; average, minimum

and maximum illuminance levels in foot candles (fc); uniformity including maximum

to minimum ratio, coefficient of variance (CV), coefficient of utilization (CU)

uniformity gradient; number of luminaries, total kilowatts, average tilt factor; light

loss factor.

• Provide first page of photometric report for all luminaire types being proposed showing

candela tabulations as defined by IESNA Publication LM-35-02. Photometric data shall be

certified by laboratory with current National Voluntary Laboratory Accreditation Program or

an independent testing facility with over 5 years’ experience.

• Provide performance guarantee including a written commitment to undertake all corrections

required to meet the performance requirements noted in these specifications at no expense to

the owner. Light levels must be guaranteed to not fall below target levels for warranty period.

• Pole structural calculations and foundation design showing foundation shape, depth backfill

requirements, rebar and anchor bolts (if required). Pole base reaction forces shall be shown on

the foundation drawing along with soil bearing pressures. Design must be stamped by a

structural engineer in the state of Road Island, if required by owner.

• Manufacturer of the control and monitoring system shall provide written definition and

schematics for automated control system to include monitoring. They will also provide ten

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(10) references of customers currently using proposed system in the state of Rhode Island.

• Vendor bidding an alternate product must include a revised electrical distribution plan

including changes to service entrance, panels and wire sizing, signed by a licensed Electrical

Engineer in the state of Rhode Island.

• Provide written warranty information including all terms and conditions. Provide ten (10)

references of customers currently under specified warranty in New England.

• Vendor to provide a list of five (5) projects where the technology and specific fixture

proposed for this project has been installed in the state of Rhode Island. Reference list will

include project name, project city/town, installation date, and if requested, contact name and

contact phone number.

• Document life-cycle cost calculations as defined in the specification. Identify energy costs

for operating the luminaires. Maintenance cost for the system must be included in the

warranty. All costs should be based on 25 Years.

• Product information, complete bill of material and current brochures/cut sheets for all

products being provided.

• Vendor shall list all items that do not comply with the specifications. If in full compliance, tab

may be omitted.

7. FEE PROPOSAL

The cost proposal should include the following information:

1. The responder shall submit Attachment “A” filled out completely.

2. The cost proposal should contain all pricing information relative to performing the services as

described in this RFP.

3. The pricing shall remain for the duration of the contract.

8. EVALUATION CRITERIA

� The Town will review and evaluate each submitted proposal in accordance with the

requirements of this RFP. The evaluation will include weighted criteria detailed below. If

further information is desired, bidders may be requested to make additional written

submissions or oral presentations to the Town.

� Proposal will be evaluated on the following:

Score 1. Quality of proposal and required documents 20

2. Ability to meet product requirements 25

3. Experience and References 20

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4. Business located in Smithfield 5

5. Pricing 30

Grand Total 100

9. FINAL SELECTION

� The Smithfield Town Council will select a firm after taking into account the recommendation

submitted by the evaluation committee. Following the notification of the firm selected, it is

expected a contract will be executed by the parties.

� A firm’s submission of a proposal indicates acceptance of all the conditions contained in this

RFP unless clearly and specifically noted in the proposal submitted.

ATTACHMENT A

TOWN OF SMITHFIELD

COST PROPOSAL FORM Agrees to respond on: Anna McCabe Elementary School Basketball Court LED Lighting

Date and time to be opened: Wednesday, April 4, 2018 at 10:00 AM

VENDOR NAME:

VENDOR ADDRESS:

CITY, STATE, ZIP:

BID – LED Lighting System Total Price Quote $ ______________________ / _________________________________________________

(In numerals) (In words)

(Includes all Materials and Equipment)

ALTERNATIVE BID – Controls and Monitoring System

Total Price Quote $ ______________________ / _________________________________________________ (In numerals) (In words)

(Includes all Materials and Equipment)

REPRESENTATIVE NAME (PRINT): _____________________________________

REPRESENTATIVE SIGNATURE: _______________________________________

PHONE NUMBER: ____________________________________________________

EMAIL: ______________________________________________________________