Mayor and City Council of Frostburg

MAYOR AND CITY COUNCIL OF FROSTBURG FROSTBURG, MARYLAND

INVITATION FOR BIDDERS Contract for the Retrofit of City Streetlights with LED Lamps May 2015 CITY OF FROSTBURG FROSTBURG, MARYLAND

APRIL 17, 2015

MAYOR AND COUNCIL OF FROSTBURG FROSTBURG, MARYLAND CONTRACT FOR THE

Retrofit of City Streetlights with LED Lamps

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INVITATION TO BID CITY OF FROSTBURG Allegany County, Maryland Retrofit of City Streetlights with LED Lamps Sealed bids for retrofitting City streetlight lamps with LED Lamps will be received by the City of Frostburg at City Hall, 59 East Main Street, PO Box 440, Frostburg, Maryland 21532, until 2:00 P.M., local time, Monday, May 4th, 2015. Any BID received after the time and date specified shall not be considered. No BIDDER may withdraw a BID within 120 days after the actual date of the opening thereof. Should there be any reasons why the contract cannot be awarded within the specified period, the time may be extended by mutual agreement between the City of Frostburg (hereafter referred to as the OWNER) and the BIDDER. The project includes retrofitting existing streetlight lamps with LED Lamps, location to be determined by the City. Contractor is responsible for ascertaining all available rebates. The City has $32,302 of available funding for this project through an award from the Maryland Energy Administration. Bids will specify number of streetlight lamps that can be retrofitted for this amount including labor and materials. Bids must also specify the timeframe in which work can be completed. LED lamps shall be Philips HADCO Lumilock Assembly: 64 LED 4000K Philips Lumileds Luxeon K LEDs, or approved equal. Complete specifications are attached hereto. Contractor must hold all necessary certifications and licenses and comply with all applicable local, state, and federal codes and other applicable laws and regulations. Contractor must purchase and maintain comprehensive third-party legal liability insurance and other such insurance as is appropriate for the work to be performed. All insurance provided by the contractor must name MEA as an additional insured. The insurance provided shall include, but not be limited to all workers’ compensation insurance, and errors and omissions. Proof of insurance will be provided to the City. Minority / Women Owned Business Enterprises and Disadvantaged Business Enterprises (DBE) are encouraged to respond to this solicitation notice. Contractors shall comply with Executive Order 11246. Contract documents may be found on-line at frostburgcity.com/public-works.html

Questions and/or comments should be directed to Elizabeth Stahlman at [email protected] or Robert Ketterman at [email protected] prior to 2:00 PM, local time, Monday, April 27, 2015. Responses will be posted on the City of Frostburg’s web-site (frostburgcity.com) under Public Works by 2:00 PM, local time, Tuesday, April 28, 2015. The Owner reserves the right to reject any or all proposals and to waive informalities as the interest of the Owner may require. . 2

Instruction to Bidders Bids will be received by the City of Frostburg, at City Hall, 59 E. Main Street, PO Box 440, Frostburg, Maryland 21532 until 2:00 PM, local time, Monday, May 4th, 2015 and then at said office publicly opened and read aloud. Each bid must be submitted in a sealed envelope, addressed to the City of Frostburg at the address stipulated above and include “CITY OF FROSTBURG – RETROFIT OF CITY STREETLIGHTS on the outside of the envelope. Each sealed envelope should bear on the outside the name of the Bidder, his address, his license number and the name of the project for which the Bid is submitted. The OWNER may waive any formalities or minor defects or reject any and all Bids. Any Bid may be withdrawn prior to the above mentioned scheduled time for the opening of Bids or authorized postponement thereof. Any Bid received after the time and date specified shall not be considered. No Bidder may withdraw a Bid within 120 days after the actual date of the opening thereof. Should there be any reasons why the contract cannot be awarded within the specified period, the time may be extended by the mutual agreement between the Owner and Bidder. After Bids have been submitted, the Bidder shall not assert that there was a misunderstanding concerning the quantity or nature of work to be done. The Contract Documents contain the provisions required of the construction of the project. Information obtained from an officer, agent, or employee of the Owner, or any other person shall not affect the risks or obligations assumed by the Contractor or relieve him from fulfilling any of the conditions of the contract. The Notice to Proceed shall be issued within ten (10) days of the execution of the Agreement by the Owner. Should there be reasons why the Notice to Proceed cannot be issued within such period of time, the time may be extended by mutual agreement between the Owner and the Contractor. If the Notice to Proceed has not been issued within the ten (10) day period or within the period mutually agreed upon, the Contractor may terminate the Agreement without further liability on the part of either party. Award will be made to the lowest responsive, responsible Bidder based on highest number of streetlight lamps that can be retrofitted with available funding and on the timeframe in which work can be completed. All applicable laws, ordinances and the rules and regulations of all authorities having jurisdiction over construction of the Project shall apply to the contract throughout.

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CONTRACT PROVISIONS AND SPECIFICATIONS

3.1

Scope of Work 3.1.1 The work to be done under this contract, “Retrofit of City Streetlights with LED Lamps, May 2015” consists of furnishing all labor, equipment and materials and other appurtenant work and items necessary and proper to complete project. 3.1.2 The specifications are intended to cover a complete project and it shall be thoroughly understood that failure to mention specifically any work, which would naturally be required to complete the project, shall not relieve the Contractor of his responsibility to perform such work.

3.2

General 3.2.1 All materials to be used to complete project must be submitted to the City for approval prior to installation. 3.2.2 Additionally, all requirements of the Maryland Occupational Safety and Health Standards shall be strictly complied with.

3.3

Contract Time and Completion 3.3.1 The Contractor shall schedule his work in such a manner so as to perform and complete work under this Contract within the timeframe outlined in the bid.

3.4

Normal Work Week and Holidays 3.4.1 The normal workweek shall be 5 days and the Contractor will not be permitted to work on Holidays, i.e. Election Day, Thanksgiving Day, and Christmas Day, or Saturdays and Sundays unless otherwise authorized by the Engineer in writing. 3.4.2 The normal number of working hours per day on this Contract will be limited to a maximum of eight, unless otherwise authorized by the City in writing.

3.5

Field Office Facilities 3.5.1 This Contract shall not include provisions for an Engineer's field office. No Engineer's office will be required.

3.6

Contract Engineering/Inspection Services 3.6.1 The Frostburg Department of Community Development and/or Frostburg Department of Public Works will provide engineering and inspection services for this work.

3.7

Working Limits 3.7.1 The Contractor shall confine his operations within the limits of work to be done.

3.8

Securing Labor 3.8.1 The Contractor, insofar as possible, shall secure labor through the Employment Service Division of the Maryland Department of Employment Security as necessary and in accordance with all applicable requirements.

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3.9

Maryland State Sales Tax 3.9.1 Materials which are incorporated into the work under this contract are not exempt from the Maryland State Sales and Use Tax; therefore, the Contractor shall include in the unit price bid all sales and use taxes which he must pay on these materials.

3.10

Guarantee 3.10.1 The Contractor hereby guarantees all work performed under this contract for a period of one year after the date of final payment by the Owner as follows: 1. Against all faulty or imperfect materials and against all imperfect, careless, and/or unskilled workmanship. 2. The Contractor agrees to replace with proper workmanship and materials, and to re-execute, correct of repair without cost to the Owner, any work that may be found to be improper or imperfect. 3. No use or acceptance by the Owner of the work or any part thereof, nor any failure to use the same, nor any repairs, adjustments, replacements or corrections made by the Owner due to the Contractor's failure to comply with any of his Contract obligations, shall impair in any way the guarantee obligations incumbent on the Contractor under these Contract Documents.

3.11

Final Inspection - Conditional Acceptance 3.11.1 Once the Contractor feels that all work intended to be done under this Contract has been completed; he may make a request in writing to the Project Manager for a Final Inspection of the project. This inspection may only occur if the Project Manager deems the project is ready for a Final Inspection at the earliest convenient date for all parties. If, in the opinion of the Project Manager, the project is not ready for a Final Inspection, he shall, in writing, delineate those items, which still require the Contractor's attention. After the items requiring additional work are completed, the Contractor may resubmit a request for Final Inspection, the opinion of the Project Manager, as to when the project is ready for Final Inspection shall be final. 3.11.2 After the Final Inspection has been undertaken, and all items requiring work, as a result of the Final Inspection, if any are completed, the Project Manager shall certify that the work has been completed and is conditionally acceptable.

3.12 Final Payment - Final Acceptance 3.12.1 Within thirty (30) days of the date that the Project Manager has certified that the work is completed and acceptable, the Contractor shall submit a request for final payment. Should the Contractor fail to submit his request within thirty (30) days, then the Owner shall determine the actual final amount due the Contractor, and shall pay the same upon request of the Contractor. Payment (date of check) of the moneys due the Contractor shall be the date of the Final Acceptance by the Owner.

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3.14

Contractor’s Acknowledgement of Contract Provisions and Specifications. 3.20.1 The Contractor hereby understands, agrees, and acknowledges the above statements by affixing his signature on the Bid Proposal

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AFFIDAVIT OF QUALIFICATION TO BID I hereby affirm that: 1. I am the _________________________________ and the duly authorized representative of the firm of _______________________________whose address is _____________________ _______________________________________ and that I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting. 2. Except as described in paragraph 3 below, neither I, nor the above firm, nor to the best of my knowledge, any of its officer, directors, or partners, or any of its employees directly involved in obtaining contracts with the State or any county, bi-county or multi-county agency, or subdivision of the State have been convicted of, or have pleaded nolo contendere to a charge of, or have during the course of an official investigation or other proceeding admitted in writing or under oath acts or omissions which constitute bribery, attempted bribery, or conspiracy to bribe under the provisions of Article 27 of the Annotated Code of Maryland or under the laws of any state or the federal government (conduct prior to July 1, 1977 is not required to be reported). 3. State "none" or, as appropriate, list any conviction, plea, or admission described in paragraph 2 above, with the date; court, official, or administrative body; the individuals involved and their position with the firm, and the sentence or disposition, if any.

I acknowledge that this affidavit is to be furnished to the Mayor and City Council of Frostburg, and where appropriate, to the Board of Public Works and to the Attorney General under section 16D of Article 78A of the Annotated Code of Maryland. I acknowledge that, if the representations set forth in this affidavit are not true and correct, City of Frostburg may terminate any contract awarded and take any other appropriate action. I further acknowledge that I am executing this affidavit in compliance with section 16D of Article 78A of the Annotated Code of Maryland, which provides that certain persons who have been convicted of or have admitted to bribery, attempted bribery, or conspiracy to bribe may be disqualified, either by operation of law or after a hearing, from entering into contracts with the State or any of its agencies or subdivisions. I do solemnly declare and affirm under the penalties of perjury that the contents of this affidavit are true and correct.

Signature

Date

(This document must be completed, signed, and submitted with bid.)

a-1

Retrofit of City Streetlights with LED Lamps Bid Tab Product:

Cost per fixture: less Rebate(s): ( Final Cost per fixture: X

No. of fixtures:

TOTAL Cost for fixtures:

TOTAL Labor :

No. of days to complete project from Notice to Proceed:

)

Save energy and

easily upgrade post tops to LED

LUMILOCK LED ENGINE GX3 OUTDOOR URBAN Lighting can play an important role in transforming the look of an outdoor space. Whether you are looking to create a unique identity for your town, school campus, or shopping area, Philips Hadco has an energy efficient solution for you. Retrofitting post top luminaires to the LumiLock LED Engine GX3 will help you to beautify and add a sense of well-being and security to your outdoor space while at the same time offering energy savings and sustainability. Philips Hadco’s LumiLock LED Engine GX3 is an ideal alternative to HID sources and will provide significant energy savings. It provides a quick and simple retrofit solution while maintaining excellent light levels. This solution also creates a maintenance friendly fixture that provides up to 80,000 hours of life (L70). The LumiLock LED Engine GX3 with Refractive Globe luminaires offers two optical distributions and a range of style choices to suit any application. Features • Symmetric and asymmetric distribution patterns (field adjustable) • 3000K, 4000K or 5000K color temperatures (CCT) available • Sealed, glass lens; IP66 rated • Minimum 70 color rendering index (CRI) • Nine integral dimming options available • Qualified by DesignLights Consortium (4000K only) • Built in surge suppression (10kV / 10kA) • Smart Select electronic driver 120 - 277V or 347 - 480V; 50 - 60 Hz; auto-sensing • Five year extended warranty • ETL and cETL listed

LUMILOCK LED ENGINE GX3 OUTDOOR URBAN

Simple Retrofit and Upgrade Installation Upgrading a Philips Hadco luminaire from a traditional lamp source to LED doesn’t have to mean a replacement of an entire luminaire. Philips Hadco’s LumiLock provides a quick retrofit solution. Just twist out the existing LumiLock two part assembly and replace it with the LumiLock LED GX3 system. That’s it. Quick-disconnects on wire assemblies help simplify the replacement process.

Asymmetric or Symmetric? With LumiLock LED, you have both. The Opt-Adjust system design offers ultimate versatility. With this design one LumiLock LED GX3 system can be quickly converted from symmetric to asymmetric distribution or vice-versa. Simply remove the two acorn nuts and threaded rods, lift up the bracket and reposition the light bars onto the new studs. Replace the bracket and rods and tighten the acorn nuts. The studs lock the light bars in their proper position to ensure optimum optical performance. Dimensions Ordering Guide

Ordering Example: RPTLD RL32 N 32 A DA

Type III

RPTLD

Type V 7.13” 18.09 cm

7.25” 18.42 cm

Series

Model Number

Color Temperature

RPTLD3 Replacement LED Engine

RL321 Narrow W Body Type III N RL521 Narrow C Body Type V

3000K 4000K 5000K

LED Count

Voltage

Dimming5

324 32 LEDs 64 64 LEDs

A 120-277 VAC

DA DB DC DD DE DF DG DH DJ DZ

B4,5347-480 VAC

RL342 Wide Body Type III RL542 Wide Body Type V

1. Cannot be used with F or J Pod. 2. Cannot be used with C, D, F, G or J pods. 3. Use RPTLD Engine with R52, R34, R54, and C52 products.

04/14

20.5” 52.07 cm

4. 32 LED configurations are not available with 347-480 VAC. 5. Dimming not available with 347-480 VAC.

© 2014 Koninklijke Philips N.V. All rights reserved. Specifications are subject to change without notice. www.philips.com/luminaires PHc-1406BN

4 Hrs, 25% reduction 4 Hrs, 50% reduction 4 Hrs, 75% reduction 6 Hrs, 25% reduction 6 Hrs, 50% reduction 20.5” 6 Hrs, 75% reduction 52.07 cm 8 Hrs, 25% reduction 8 Hrs, 50% reduction 8 Hrs, 75% reduction Custom Dimming Schedule N None

Philips Lighting North America Corporation 200 Franklin Square Drive Somerset, NJ 08873 Phone: 855-486-2216

Philips Lighting Company 281 Hillmount Road Markham ON, Canada L6C 2S3 Phone: 800-668-9008