REQUEST FOR PROPOSALS FOR A CITYWIDE STREETLIGHT MANAGEMENT SERVICES. PROJECT FOR THE CITY OF EAST POINT POWER OF City OF EAST POINT, Georgia

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1 REQUEST FOR PROPOSALS FOR A CITYWIDE STREETLIGHT MANAGEMENT SERVICES PROJECT FOR THE CITY OF EAST POINT POWER OF City OF EAST POINT, Georgia 2777 EAST POINT ST. EAST POINT, GEORGIA I. INTRODUCTION AND BACKGROUND The City of East Point Power of East Point Power desires to upgrade its existing street lighting assets with new and more energy efficient systems (LEDs), that improve luminaries, provide more efficient system asset maintenance and repair, enhance system maintenance, management and recordkeeping, and provide real-time operational, supply logistics and financial reporting. The City of East Point Power is requesting asset management services for removing, replacing, upgrading and maintaining the City of East Point Power s streetlight assets. This RFP solicitation is for a Street Lighting Management Performance Contract (the Contract ) that will enable the Contractor to make improvements to existing City-owned street lighting facilities while saving energy and operations and maintenance ( O&M ) costs. The Contractor will be paid a fixed price for the Term and will propose the most cost-effective way to meet the required City s streetlight performance goals. The comprehensive and proactive approach to O&M will likely require an upfront investment by the Contractor with the investment being repaid from savings in energy and O&M costs over the Contract Term. The City of East Point Power is seeking to implement a management performance contract. Therefore, payments from the City of East Point Power to the Contractor will be fixed, and based on the annual Contract amount, which will include the total annual cost of energy required for the system s effective performance. The Contractor will bear the risk that if energy costs, upgrade costs or operations and maintenance costs are higher than projected in their bid, the Contractor will absorb extra costs arising from execution of the Contract. It is currently planned that the Contractor will purchase and finance any new equipment installed as a result of this project. Ownership of the equipment shall pass to the City of East Point Power, either at the time of installation or once financing obligations have been met and any liens are released, as proposed by Bidders. A. Bidder Requirements At the outset, Bidders must meet all of the following criteria to be considered for the RFP selection. 1. Contractor must use its employees or subcontract with a qualified subcontractor. The Contractor may consist of a joint or new venture which must be specified by the Bidder, and may be legally formed after award of the Contract. 2. Contractor (or entities in a joint or new venture) must meet local and/or state electrical contractor licensing requirements. 3. Contractor must have experience installing exterior pole-top street lighting using the specified technology. 4. Contractor must aggressively pursue any and all financial incentives from the local electric utility and/or state/federal government. 5. Contractor must have experience with completed streetlight energy efficiency projects.

2 6. Contractor must have experience coordinating and/or performing maintenance and repair on street lighting systems.

3 II. GENERAL INFORMATION/ASSET MANAGEMENT APPROACH Given the scope and complexity of maintaining and improving the lighting assets, the City of East Point Power will use a Best Value Award contracting process. Therefore, the Contract award will not be solely based on lowest price/cost. The City of East Point Power is also interested in proposals that allow for rapid implementation of new lighting technologies within the specified proposed budget. The Bidders are encouraged to provide any upgrades or new installations as early in the Contract period as possible to maximize energy savings, while keeping the annual costs to the City of East Point Power relatively flat over the Term. All work performed by Contractor personnel must be in accordance with City and other applicable rules, ordinances, guidelines and standards. The successful Bidder must supply all of the labor, materials, equipment and systems necessary to perform all tasks. The required technical strategies that must be included in proposals are: Identify and implement the most effective measures that can be taken to increase energy efficiency, reduce energy consumption and operational costs for City s street lighting systems and any ancillary equipment to achieve a reduced Total Cost of Ownership (TCO) a. Provide a prioritized, detailed work action plan with respect to labor, poles, LED (or other advanced energy efficient technology) lights, electrical components and equipment; b. Identify and install technologies that would provide optimal services, including remote control systems if and where they are cost effective; c. Provide a plan to provide regular and proactive and preventive maintenance of the Lighting Assets in a cost efficient manner; and d. Provide safety plans for all construction and related work. III. TERM OF CONTRACT The City of East Point Power initial term of the contract shall be three (3) years. The City of East Point Power may extend the term of this Contract for a period of two (2) years or successive one-year contracts up to a second three-year period, by written notice to the Contractor before the expiration of the initial Contract Term. The cost of the extension(s) shall be as agreed by both parties. However, Bidders may propose other terms and explain why they are a better value for the City of East Point Power. IV. SCOPE OF SERVICES/DUTIES AND RESPONSIBILITIES FOR CONTRACTOR The Contractor shall assume full responsibility for managing lighting assets along the alleys, streets, highways, underpasses, tunnels, bridges (including under deck and navigation lights if applicable), pedestrian/bike bridges, trails and paths, hi-mast, and special lights such as historic district lights, welcome signs and overhead guide signs. Everything from the local utility power source out is included. The lighting assets covered by this RFP include, but are not limited to, the following: streetlights, poles and access doors on poles, arms, luminaries, lamps, photoelectric controls, wiring, feeder cables, conduits, pull boxes, manholes, hand holes, grounding system, taps, transformer-bases and the T-base doors, remote monitoring systems, advance lighting systems and their components (hereinafter referred to as Lighting Assets ).

4 Specifically, the Contractor shall perform all of the following duties and responsibilities: A. Conduct an audit of the Lighting Assets, verifying the inventory and performing a photometric survey to determine the adequacy of the current Lighting Assets to meet national and City standards. B. Prepare a plan for the upgrade of the Lighting Assets to address the needs of the City of East Point Power and the changes needed in the Lighting Assets to meet national and City standards to the degree possible. C. Procure, install and maintain new LED (or other advanced energy efficient technology) street lighting equipment in place of existing Lighting Assets, in accordance with the master plan for upgrading the lighting. D. Verify that the new street lighting meets the standards and objectives set by the Contractor and the City of East Point Power. The Contractor will guarantee that the installed lighting levels meet or exceed IESNA minimum roadway light levels. Contractors shall meet all NEC (National Electric Code) and NESC (National Electric Safety Codes) requirements. E. Manage, maintain, repair and rehabilitate more than _7,000 lighting assets and the supporting systems throughout the City of East Point Power. F. Provide all the management, supervision, labor, equipment, materials, tools, supplies, transportation and incidentals that are required to maintain and rehabilitate the Lighting Assets. G. Maintain a pole inventory, regularly monitoring, recording, and reporting the quantities, data and condition of all Lighting Assets, as per Appendix B. Identify non- City-owned poles (e.g., utility owned poles, electric distribution company or telecom). H. Update the City of East Point Power s maintenance management system (MMS) on a daily basis as per Appendix F [City Data Standards]. The Contractor may offer to provide its own maintenance management system and/or to establish its own call center for streetlight complaints to supplement the City of East Point Power s maintenance management system (MMS). The Contractor s MMS may replace the City of East Point Power s MMS if agreed by the City of East Point Power. Any new MMS provided by the Contractor will become the property of the City of East Point Power. I. Attend regularly scheduled meetings with the City of East Point Power and provide periodic reports and updates to City regarding the inventory and condition of the Lighting Assets. J. Replace and make safe knockdown or problem poles, fix no-currents as well as various fixtures, correct day-burners, conversions, and various types of management and administrative work. K. Perform necessary tree trimming to ensure sufficient streetlight illumination and power line clearance.

5 L. Coordinate with other right-of-way owners and landowners that may be affected by Contractor s work, including railroad companies, local utilities, transit authorities, and State of Georgia Department of Transportation (GDOT). M. Permanently repair, in accordance with the City of East Point Power s permits, specifications or regulations on utility cut repairs, any sidewalks and roadways cut by the Contractor in performing work under this contract. N. Provide a complete schedule for achievement of all major project milestones and develop prioritized detailed work action plans. O. Provide comprehensive staff training on equipment and field services. P. Develop safety plans for all construction and related work. Q. Provide upfront financial investment for the project. (Bidding Contractors may wish to propose alternative or innovative arrangements for the acquisition, financing and ownership of the Lighting Assets.) R. Identify available financial incentives for energy conservation investments that are available from utility, state and Federal sources. S. Propose and implement a plan to reduce lighting system energy consumption. T. Identify and install technologies that would provide optimal services such as remote control monitoring, GIS mapping and electronic recordkeeping. U. May submit a detailed Innovation Plan as part of the Technical Proposal that provides the best value to the City of East Point Power. The Contractor may propose to employ innovative alternative methodologies and technologies that will improve overall lighting performance, reduce energy usage, reduce light pollution and reduce O&M costs. (Some of the elements of an Innovation Plan are outlined in Appendix A-1.) V. Coordinate with the City of East Point Power and local police any emergency incidents related to the lighting assets. (The Contractor shall be available for response to emergencies 24 hours per day, 7 days per week. Emergency response is included in the cost of this Contract.)

6 V. PERIODIC ASSESSMENTS AND PERFORMANCE INCENTIVES A. The City of East Point Power will periodically evaluate the Contractor and assess the Lighting Assets compliance with the performance standards in this RFP. The City of East Point Power will summarize and compile the results of its inspections and assessments in an annual report to the Contractor. B. The award of this Contract is designed to reward performance that meets or exceeds the performance standards. The Contractor shall be eligible for an annual incentive fee or subject to a disincentive fee based upon performance throughout the year. Contractor shall rehabilitate and maintain the Lighting Assets to meet or exceed the performance standards set forth in Appendix B. Performance that exceeds the minimum levels will make the Contractor eligible for an incentive. The Contractor whose performance does not meet the minimum levels will be subjected to a disincentive fee, liquidated damages, holding of retainage, reductions in payments to the Contractor, withholding of the final invoice payment and/or termination of all or part of the Contract for default. C. The performance incentive/disincentive will be structured in accordance with City policy. VI. CITY RESPONSIBILITIES A. Although the City of East Point Power has attempted to quantify the lighting assets covered by the RFP (see Appendix C), it is the Bidder s responsibility to conduct its own assessment of the assets within the described scope of work to independently evaluate the condition of those assets and verify actual quantities. Because the lighting system is dynamic, the condition of assets will change over time. Bidders may add a provision in their bids specifying that a 5% or greater error of the actual quantities of lights versus the inventory count specified by the City of East Point Power can trigger a potential change order for an equitable adjustment. B. If the contract is terminated without cause before the end of the full contract term, the City of East Point Power will compensate the Contractor for any investment related to the procurement, storage and installation of LED or other approved light fixtures that has been made and not repaid prior to the City of East Point Power s termination. The Contractor shall provide a table with the reimbursement amounts, year by year, for upgrade procurement, storage and installation costs for each year of the contract term. VII. BID PROPOSAL FORM AND CONTENT A. Technical Proposal Technical proposals must provide a detailed description of how the Bidder intends to accomplish the tasks and meet the performance standards set forth in this RFP. The technical proposal must clearly indicate how the Bidder would proceed if it were awarded the Contract. The Technical Proposal should be organized as follows:

7 1. Executive Summary: Provide an overview of the technical approach with any assumptions and any exceptions made in the offer. 2. Summary of Work Plan: Explain how they intend to conduct identified tasks set forth herein and meet the performance standards set forth in Appendix B. 3. Innovation Plan. The Bidder may include an Innovation Plan which should include techniques and practices used to implement the plan. 4. Summary of Traffic Control Plan. Include a summary of plans to control traffic in and around work areas. 5. Summary of Data Plan. Include a summary of plans to provide data to the City of East Point Power s maintenance management system or upgrade with an alternative maintenance management system. B. Management Proposal Clearly describe how to staff all of the tasks set forth in the RFP and how to proactively manage staff and information to ensure that work is completed to the high performance standards set forth in this RFP. Describe plans for controlling and assuring quality both in identifying needs and inspecting quality of work performed. The Management Proposal must be organized as follows: 1. Executive Summary 2. Summary of Staffing/Management Plan 3. Summary of Quality Control/Quality Assurance Plan 4. Facilities, Equipment and Material to Be Used 5. Experience and Past Performance C. Price Proposal The Bidder shall submit a price proposal for a firm fixed price for each of the years of the Term of the Contract. The price shall cover all of the resources and materials set forth in Sections A (Technical) and B (Management) of the Proposal and needed to accomplish all of the obligations of the Contract. The Price Proposal should include the cost of energy for the duration of the Contract in a manner that demonstrates how energy savings will be used to offset the funding required for the upgrade and maintenance of the Lighting Assets. In addition, the Bidder shall include a narrative stating the material assumptions utilized in developing its price proposal. The Bidder shall also provide supporting detail on all key elements of its price submission for the Contract. VIII. AWARD EVALUATION CRITERIA (BEST VALUE TO THE CITY OF EAST POINT POWER) The City of East Point Power intends to award one fixed-price Contract resulting from this solicitation to the Best Value Bidder whose offer conforms to the solicitation and is deemed to be the

8 Best Value to the City of East Point Power to meet its mission, cost or price, technical, management, innovation and other factors, specified elsewhere in this solicitation considered. The City of East Point Power will execute a contract with one Best Value Bidder (the highest total score of Technical, Management, and Price Evaluations combined), and issue a notice-to-proceed for the Bidder. However, if one Bidder is unable to execute the contract, the City of East Point Power may offer the contract to the other Bidder with the second highest total score. Each bid submitted should contain the Bidder s best terms from a standpoint of factors listed above. B. Right to Reject Proposals This RFP does not commit the City of East Point Power to award a contract, pay any cost incurred in the preparation of a proposal in response to this RFP or to procure or contract for services. The City of East Point Power intends to award a contract on the basis of the best interest, value and advantage to the City of East Point Power, and reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified proposers or to cancel this RFP in part or in its entirety, if it is in the best interest of the City of East Point Power to do so. C. Sample Contract Documents The Bidder/Proposer may be asked to provide a sample energy performance contract and ancillary agreements and would be the basis for negotiation of a contract with this City.

9 APPENDIX A-1 ELEMENTS OF AN INNOVATION PLAN CITY REQUIREMENTS The City of East Point Power shall require all contract bidders to meet the following elements: Asset Database: Create a comprehensive asset database. The most advanced asset databases integrate the following components: Electronic GIS map showing all poles Photograph of each pole Inventory information for each including pole type, date installed, fixture type, date installed, repair history Photometric Analysis: Perform a citywide photometric audit with accurate measurements street by street. CMMS Requirements: The computerized maintenance management system (CMMS) is used to integrate information regarding assets, including their composition, condition, and location, in addition to recording details on all resources (labor, material, etc.) utilized to maintain them. The most advanced CMMS can integrate additional information such as photometric analysis and energy consumption data. The CMMS essential features include: Real-time: the system should be updated once per day at a minimum, with a preference for near real time updates Transparency: City officials have real-time access to all data and reports. Open: interfacing with the City of East Point Power current CMMS if any and other systems

10 APPENDIX A-2 EXTERIOR ARTISTIC LIGHTING AS AN OPTIONAL ELEMENT OF THE RFP An upgrade to the City of East Point Power s streetlights can be financed by the savings in energy and operations and maintenance (O&M) costs. While the upgrade makes significant improvements to the operational efficiency of the lighting system, it can also be used to improve the look and feel of the City of East Point Power. Additional economic development benefits can be achieved by lighting the exteriors of historic and/ or remarkable buildings, bridges and monuments, as well as touristic centers within the City of East Point Power. The savings in electricity and O&M costs from a streetlight upgrade can also pay for the artistic exterior lighting. The investment by the contractor will be somewhat larger so the payback period will be longer. When combining artistic exterior lighting with a streetlight upgrade project, the goal of enhancing areas of historical, touristic or civic interest via artistic lighting can be achieved without incurring new capital investment or going through an additional procurement process. CITY GOALS AND INFORMATION TO BE PROVIDED IN THE RFP Artistic Exterior Lighting is an optional element of the RFP. In either case, the City of East Point Power must supply the following information Description of the area and project goals: revitalization, attract tourism, economic development, beautification. Identification of the buildings, bridges, monuments or other structures that the City of East Point Power wants lit. Map of area showing the buildings etc. that should be included in the proposal. Indicate if there are specific design guidelines or standards that should be used for the lighting. Other preferences (technology, special event ) State and other requirements such as International Dark Sky policies. Coordination with other government agencies, such as state DOT on bridge lighting. PROPOSAL DELIVERABLES Bidders are requested to provide the following deliverables in their bids. I. Qualifications and Eligibility This element of the RFP is open to Bidders that can demonstrate experience in planning and implementing permanent, exterior artistic lighting projects similar in scale and complexity to this project and that integrates functionality and aesthetics. a) Describe three (3) or more projects that the Bidder has implemented within the last five years that involve systems similar in type, size or scope to the system described in the technical appendices, and/or in locations with similar geography. Provide detailed project information for all projects including: o Visuals o Name and contact information of the client

11 o o o Type of installation and material Timeline Budget b) List and describe some of the lighting fixtures, controls, and other related technology that the Bidder has worked with and describe the relationship with the supplier. c) Describe the number and quality of staff who Bidder anticipates will be assigned to Project to be developed pursuant to this RFP, and their ability to conduct technical analysis, lighting design, construction management, construction, training and post-contract monitoring. II. Project Approach Summarize the scope of services offered for this project. a) Conceptual design with renderings describes and provides at least three visual renderings of the artistic lighting concepts proposed. b) Technical installation: describe the Bidder s approach to the technical design of any Project to be developed pursuant to this RFP, including equipment modifications, installations or replacements that would be considered as part of this project. Also, describe any special features, renewable technologies, or advanced technologies that might be applicable. Describe any special features or services associated with the Bidder s proposed improvements that would add value to the City of East Point Power. c) Preliminary budget per urban element and total: the budget for the project as a whole or for each element with a not-to-exceed figure. d) Innovative proposals: for lighting of additional elements or any other lighting concept that can provide added value to the City of East Point Power. III. Project Schedule Describe an approximate project schedule for achievement of major project milestones subsequent to approval of the Proposal. The schedule should cover from contract approval through commissioning and commencement of normal operation. The City of East Point Power will provide any requirement dates that are needed to meet City events by which time the exterior artistic lighting must be completed.