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HomeMy WebLinkAbout102-10 RESOLUTIONRESOLUTION NO. 102-10 A RESOLUTION AWARDING BID #10-36 AND APPROVING THE PURCHASE OF THIRTY-TWO (32) LED LIGHT FIXTURES AND POLES IN THE AMOUNT OF $60,935.28 FROM DYNAMIC LIGHTING SOLUTIONS FOR INSTALLATION AS PART OF THE BLOCK STREET IMPROVEMENT PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #10-36 and approves the purchase of thirty-two (32) LED light fixtures and poles in the amount of $60,935.28 from Dynamic Lighting Solutions for installation as part of the Block Street Improvement Project. PASSED and APPROVED this 15th day of June, 2010. APPROVED: B ffO LD JO Mayor ATTEST: �.�.. y: SONDRA E. SMITH, City Clerk/Treasurer • s FAYETTEVILLE; As. a' r/�� 7' P.ed1p NSP • fi• ••• ••• O ``�� John Coleman Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 6/15/2010 City Council Meeting Date Agenda Items Only Division Action Required: Sustainability Department Approve the purchase of 32 LED fixtures and 32 poles from Dynamic Lighting Solutions for Block Avenue project. $39,399.92 (lights) $21,535.36 (poles) Cost of this request 2240.9240.5315.00 (lights) 4470.9470.5210.00 (Poles) Account Number 09011.0030 (lights) 02053.001 (Poles) Project Number Budgeted Item X $150,000 525,860.00 Category / Project Budget $18,483.27 (lights) $ 81,797.61 Funds Used to Date $131,516.73 (lights) $ 444,062.39 Remaining Balance Budget Adjustment Attached Energy Block Grant Block Avenue Program Category / Project Name Energy Block Grant Block Avenue Program / Project Category Name Energy Block Grant Block Avenue Fund Name Finance and Internal Services Director /464— Chie of Staff • 3 go Date t^ fa Date 6-3-20)3 Date Date ate 6� aye Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Comments: Revised January 15, 2009 aye eV1 e ARKANSAS THE CITY OF FAYETTEVILLE, ARKANSAS CORRESPONDENCE 113 W. Mountain St. Fayetteville, AR 72701 Telephone: (479) 575-8272 TO: Mayor Jordan and City Council FROM: John Coleman, Sustainability Director Thru: Jeremy Pate, Development Services Director Don Marr, Chief of Staff DATE: May 28, 2010 SUBJECT: Block Avenue Lights Protect Description Using funds from the Energy Efficiency and Conservation Block Grant (EECBG) as part of the American Recovery and Reinvestment Act (ARRA), the City is set to purchase 32 LED lights at a cost of $9,399.92 from Dynamic Lighting Solutions. Funds from the Block Avenue project will cover the $21,535.36 cost for the 32 poles. The lights and poles will be installed on Block Avenue. Background In September 2009, the City was awarded $724,900 for energy efficiency and renewable energy projects. As part of the grant application, the City committed $150,000 from the grant towards the installation of LED street, pedestrian, and trail lights as part of a gradual transition towards using this technology exclusively. The intent of the EECBG program is to push the market towards emerging technologies such as LEDs. As we have seen with LED traffic lights in Fayetteville, the Block Avenue LEDs are expected to last ten years or more, reduce energy consumption by greater than fifty percent, and reduce long-term maintenance requirements. RESOLUTION NO. A RESOLUTION AWARDING BID #10-36 AND APPROVING THE PURCHASE OF THIRTY-TWO (32) LED LIGHT FIXTURES AND POLES IN THE AMOUNT OF $60,935.28 FROM DYNAMIC LIGHTING SOLUTIONS FOR INSTALLATION AS PART OF THE BLOCK STREET IMPROVEMENT PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #10-36 and approves the purchase of thirty-two (32) LED light fixtures and poles in the amount of $60,935.28 from Dynamic Lighting Solutions for installation as part of the Block Street Improvement Project. PASSED and APPROVED this 15th day of June, 2010. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer City Of Fayetteville - Purchase Order (PO) Request Requisition No.: L1ate: Mot a Purchase OMverl P -Cards shall be used when possible. 9 a vendor does not accept P -Card, please note at the bottom (Calf x269 with questions} 15.0 number: Expected Delivery Date: All PO Request shall be scanned to the Purehesi,g e-mail: Purehasing©cl.reyettelrllle.ar.es Vendor 5: Vendor Name: NEW DYNAMIC LIGHTING SOLUTIONS Mail Yes:_ No:_ BLOCK AVENUE LIGHTS Address: 5220 SHANK ROAD Fob Point Taxable Yes: x No: quotes Attached Yes: No: City: PEARLAND State: TX Zip Code: 77581. Ship to code: 217 Divison Head Approval: Requester: JOHN COLEMAN Requesters Employee 6: 2974 Extension: 272 Item Description Quantity Unit of Issue Unit Cosi Extended Cost Account Numbers ProiectISubproject C inventory $ Fixed Asset $ 1 2 3 4 5 6 7 8 9 10 Lights for Block Ave. 32 each 1,127.00 530,064.00 2240.9240.5315.00 09011.0030 50.00 50.00 50.00 50.00 $0.00 50.00 $0.00 $0.00 Shipping/Handling Lot 50.00 Special Instructions: Per Bid 10-36, Block Ave. LED Lighting Equipment Suhtetel: $38,064.00 Tax: 53,339.92 Total: 539,399.92 Approvals: Mayor Department Director Purchasing Manager: Finance & Internal Services Director: Budget Manager: Chief Of Staff: Dispatch Manager: Utilities Manager: Other: Revised 07.00.09 --Fhgwsllion City Of Fayetteville - Purchase Order (PO) Request No.: Date: (Nota Purchase Order) P-Cards shall be used when possible. If a vendor does not accept P•Card, please note at the bottom (Call x256 with questions) P.0 Number: Expected !Delivery Llate: All PO Request shall be scanned to the Purchasing a-mall_ Purc)lasing@cl.layettevifle.er.us Vendor #: NEW Vendor Name: DYNAMIC LIGHTING SOLUTIONS Mail Yes:_ No: BLOCK AVENUE POLES Address: 5220 SHANK ROAD Fob Point: Taxable Yes: x No: Quotes Attached yes; No:. __ City: PEARLAND State: TX Zip Code: 77581 Ship to code: 217 Divison Bead Approval: Requester: JOHN COLEMAN . Requesters Employee 5: 2974 Extension: 272 • item Description Quantity Unit of Issue Unit Cosl Extended Cost Account Numbers ProlectiSubErcject it Inventory # Fixed Asset # 1 2 3 4 5 6 7 8 9 10 POLES for street lights on Block Ave. 32 each 816.00 $19,712.00 4470.9470.5210.00 02053.1901 $0.00 80.00 50.00 $0,00 50.00 53.00 53.00 50.00 Shipping/Handling Lot 50.00 Special I nStructona: Per Bid 10.38, Block Ave. LED Lighting Equipment; POLES lar lights Subtotal: 519,712.00 street Tax: 51,823.36 Total: 521,535.35 Approvals: - Mayor: Department Director: Purchasing Manager: Finance & Interna! Services Director: Budget Manager: Chief Of Staff: Dispatch Manager: Utilities Manager: Other John Coleman Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements .6144-'611 4 -Irtb City Council Meeting Date Agenda Items Only Division Action Required: stainability Department Approve the purchase of 32 LED fixtu $36,064 (lights) $19,712 (poles) Cost of this request 2240.9240.5315.00 {lights) 4470.9470.0 Poles Account Number 09011.0030 (lights) 02053.001 (Poles) Project Number Budgeted Item X Departm1t Director City orney /074/(ec- s and 32 poles from Premier Lighting, lnc.for $150,000 52_cr-6' oO . oD Ste' C�dfegory 1 Project Budge \\\ $18,483.2 (lights). Fund- Used to 'gate $131,5 .73 ' fights) c.r -2 . Z9 g Remaini alance Budget Adj stment A ached 4)a.,AQ. 4 ` Finance and Internal Services Director 5 28 Dat: 5/z S'/(O Date 5. zg aam Date ock Avenue project. Energy Block Grant Block Avenue Program Category / Project Name Energy Block Grant Block Avenue Program / Project Category Name Energy Block Grant Block Avenue Fund Name evious Ordinance or Resolution # Or g'nal Contract Date: Origin -I Contract Number: Comments: Revised January 15, 2009 aye eV 1 e ARKANSAS THE CITY OF FAYETTEVILLE, ARKANSAS CORRESPONDENCE 113 W. Mountain St. Fayetteville, AR 72701 Telephone: (479) 575-8272 TO: Mayor Jordan and City Council FROM: John Coleman, Sustainability Directoru Thru: Don Marr, Chief of Staff DATE: May 28, 2010 SUBJECT: Block Avenue Lights Prosect Description Using funds from the Energy Efficiency and Conservation Block Grant (EECBG) as part of the American Recovery and Reinvestment Act (ARRA), the City is set to purchase 32 LED lights at a cost of $36,064 from Premier Lighting, Inc. Funds from the Block Avenue project will cover the $19,712 cost for the 32 poles. The lights and poles will be installed on Block Avenue. Background In September 2009, the City was awarded $724,900 for energy efficiency and renewable energy projects. As part of the grant application, the City committed $150,000 from the grant towards the installation of LED street, pedestrian, and trail lights as part of a gradual transition towards using this technology exclusively. The intent of the EECBG program is to push the market towards emerging technologies such as LEDs. As we have seen with LED traffic lights in Fayetteville, the Block Avenue LEDs are expected to last ten years or more, reduce energy consumption by greater than fifty percent, and reduce Tong -term maintenance requirements. RESOLUTION NO. A RESOLUTION AWARDING BID #10-36 AND APPROVING THE PURCHASE OF THIRTY-TWO (32) LED LIGHT FIXTURES AND POLES IN THE AMOUNT OF $55,776.00 FROM PREMIER LIGHTING GROUP FOR INSTALLATION AS PART OF THE BLOCK STREET IMPROVEMENT PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #10-36 and approves the purchase of thirty-two (32) LED light fixtures and poles in the amount of $55,776.00 from Premiere Lighting Group for installation as part of the Block Street Improvement Project. PASSED and APPROVED this 15th day of June, 2010. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer aye 1� City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain ter+ Fayetteville, AR 72701 ARKANSAS Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 INVITATION TO BID INVITATION TO BID: BID 10-36, Block Avenue LED Lighting Equipment DEADLINE: Friday, April 9, 2010 at 2:00 PM, Central Standard Time DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, aforen a( ..ci.favetteville.ar.us, 479.575.8220 DATE OF ISSUE AND ADVERTISEMENT: Wednesday, March 17, 2010 INVITATION TO BID BID 10-36, Block Avenue LED Lighting Equipment No late bids will be accepted. All bids shall be submitted in sealed envelopes labeled "Bid 10-36, Block Avenue LED Lighting Equipment" with the name and address of the bidder. All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager. Name of Firm: I) MA/A ry i -JG I ifi4 60i-tArl o,SS ou a 44tLiG'yn CP -0L40 Contact Person: 00_170 BCL -01‘ Title: Vice. 7P .i; -x- L}rt-r rc (,6;� F -T E -Mail: ka-r-o Iok p, prrivrei III Co',Phone: 47g, ii64 - 19 7 Business Address: 2tly 1 Cdexivi- /44.5:6-- Atb City: Wolff& L, - 10State: 4a--- Zip: 72113 Signature: C -04 G` i Date: 5/1 / v City of Fayetteville, AR Bid 10-36, Block Avenue LED Lighting Equipment Page 1 of 10 City of Fayetteville Bid 10-36, Block Avenue LED Lighting Equipment Bid Proposal Form (shall be submitted with bid) *GUARANTEED DELIVERY DATE: Y `fes Gi 5 A c -moi 046X— Days from notice of award F.O.B. 1455 South Happy Hollow Road, Fayetteville, AR 72701 ITEM: DESCRIPTION: 1. Pole (12 feet) Please Specify for Unit(s) Bid: QUANTITY: *PRICE EACH: *TOTAL PRICE *MANUFACTURER: DptiJ M lc L ff hl -m -e. 2. Arm, fixture. and LED unit Please Specify for Unit(s) Bid: *MANUFACTURER: bj,i 1G L16f TOTAL BID PRICE: Vendors shall provide the following pricing: 32 $ $ MODEL: b 1305 1z�cs 1 32 $ 112.7`% $ 3,44/ MODEL: b733 A-0/AC--i3/1 ?2 T3/Gc`r $ ss, rrue This bid form continues on the next page... City of Fayetteville, AR Bid 10-36, Block Avenue LED Lighting Equipment Page 7 of 10 EXECUTION OF BID - Bidders are requested to indicate by check mark or "Yes/No" on each line of the Technical Specifications the compliance of the item bid. Actual specification of any deficient item must be noted on the bid sheet or separate attachment. If specifications of item bid differ from provided literature, deviation must be documented and certified by the manufacturer as a regular production option. The City reserves the right to award by all, none, or line item. Upon signing this Bid, the bidder certifies that: 1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms, standard conditions, and any pertinent information regarding the articles being bid on. 2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as specified by The City of Fayetteville. 3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support as specified herein. Unsigned bids will be rejected. Items marked * are mandatory for consideration. *NAME OF FIRM: Ugtifird4 of:_an4)CJ5 *BUSINESS ADDRESS: Purchase Order and /Payments shall be issued to this name 5220 644%14 4o4 *CITY: *STATE: 1/ *ZIP: 7 p 1 *PHONE: 4ii- 4-1 .-4q4 7 FAX: •S't)j .. 1�3 *E-MAIL: k'C r-0 I 0--- re,m. ,- / be r CP it *BY: (PRINTED NAME) g -o EI-�'�� *AUTHORIZED SIGNATURE:f7f, *TITLE: \ r S/ ; ? M/Eii- L -1 4W1* 4-7 4 /AAA 11417.,� City of Fayetteville, AR Bid 10-36, Block Avenue LED Lighting Equipment Page 8of10 City of Fayetteville Bid 10-36, Block Avenue LED Lighting Equipment Statement of Disclosure -- To Be Submitted With ALL Bids This page does not count towards page limitations set forth in this request for proposal or bid. Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Your response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: / 1.) NO KNOWN RELATIONSHIP EXISTS 2.) RELATIONSHIP EXISTS (Please explain) PLEASE FILL OUT THE SECTION BELOW AND SUBMIT THIS FORM WITH YOUR BID OR PROPOSAL: 1.) I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and 2.) My organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. 4 _-b —BC-LAY/7– Name �f Name Signature 'l1 RD Date City of Fayetteville, AR Bid 10-36, Block Avenue LED Lighting Equipment Page 9of10 le THE CITY OF FAYETTEVILLE, ARKANSAS www.acces sfayettev i I I e.org BID 10-36, Addendum 1 Bid 10-36, Block Avenue LED Lighting Equipment City of Fayetteville -- Purchasing Division 113 W. Mountain — Room 306 Fayetteville, AR 72701 Phone: 479.575.8220 E -Mail: aforen@ci.fayetteville.ar.us Date: Thursday, April 22, 2010 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum shall be attached to the inside cover of the bidding documents, signed, and dated. 1. The deadline to submit a bid is Friday. May 7. 2010 before 3:00 PM, CST. All bids shall be sealed and delivered to City Hall, 113 W. Mountain, Suite 306, Fayetteville, AR 72701. Acknowledge Addendum #1: Printed Name: 140sp c -D ige-La ` Signature: k a?s,t-- Title: V,c 6-6/43 z+r( Date:. 17 f /t) Company: + l i CA �4,474- �Rvi 4'r h Page 1 of 1 Telecommunications Device for the Deaf TDD (479)521-1316 113 West,Mountain - Fayetteville, AR 72701 le THE CITY OF FAYETTEVILLE, ARKANSAS wwmaccessfayetteville.org; BID 10-36, Addendum 2 Bid 10-36, Block Avenue LED Lighting Equipment City of Fayetteville -- Purchasing Division 113 W. Mountain -- Room 306 Fayetteville, AR 72701 Phone: 479.575.8220 E -Mail: aforen@cilayettevillear.us Date: Monday, May 3, 2010 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum shall be attached to the inside cover of the bidding documents, signed, and dated. 1) The above referenced bid shall be for 12 foot poles only as stated on the bid form. Bid 10-36, Addendum 2 Page 1 of 1 Acknowledge Addendum #1: Printed Name: H aouj CLare- Signature: G� Title: ViPielL4 LIWIDate: /7/Fo Company: *-P2CiKICit- 2-16 0[%� C -t. r 7�? tf 1I4M L f i &j +'^ r Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 City of Fayetteville Bid 10-36, Block Ave. LED Lighting Equipment Terms and Conditions 1. All interested parties shall return the form titled "Statement of Disclosure" with bid or proposal documents. 2. All bids shall be submitted in a sealed envelope and must be submitted on forms acquired by the vendor from the City of Fayetteville Purchasing website (www.accessfayetteville.org). Bids with missing pages or missing any requested attachment are subject to being deemed incomplete. 3. The item bid and the bid number shall be stated on the face of the sealed bid envelope. 4. Bids received after the date and time set for receiving bids will not be considered. 5. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding and make a bid award deemed to be in the best interest of the City. 6. Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. 7. The quantities listed are based on the needs of the City and availability of funds at the time bids are posted. The City shall be able to purchase more or less than the quantity indicated subject to availability of funds or change in needs. 8. The bid price shall remain good and firm until project is completed. Payment to the vendor by the City will be made within 30 days following delivery and acceptance in accordance with these specifications and the City's Purchase Order to the vendor. Faster payment is offered through acceptance of Visa. 9. All products delivered shall comply with applicable standards of quality. 10.Any exceptions to the specification requirements of the City of Fayetteville must be noted on the Bid Form. 11. Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the furnishing of the items bid. Sales tax is not to be included in the bid price. Applicable Arkansas sales tax laws will apply to this bid, but will not be considered in award of the bid. 12. Each bidder shall state on the face of the bid form the anticipated number of days from the date of receipt of an order for delivery of equipment and installation to the City of Fayetteville. City of Fayetteville, AR Bid 10-36, Block Avenue LED Lighting Equipment Page 2 of 10 Failure to deliver on or before the time specified in the contract may subject the contractor to payment of damages or other appropriate sanctions. 13. Copy of the warranty shall accompany the bid, and any exceptions to the warranty shall be clearly noted on the bid form. Written warranties shalt specify the greater of the manufacturer's standard warranty or the minimum warranty specified herein by the City. 14. Bidders must provide the City with their bids signed by an employee having legal authority to submit bids on behalf of the bidder. The entire cost of preparing andproviding responses shall be borne by the bidder. 15. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. 16. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by bidder in preparation of bid. 17.11 products and/or components other than those described in this bid document are proposed, the bidder must include complete descriptive literature and technical specifications. All requests for additional information must be received within five working days following the request. Each apparent low bid will be reviewed line by line to ensure compliance with specifications prior to recommendation for award. 18. Bids must be received by mail or hand delivery in the Purchasing Office, Room 306, 113 W. Mountain St. Fayetteville, AR 72701, on or before the time of closing listed on the face of the bid. No bids shall be accepted via e-mail or fax. 19.The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at (479) 575-8220 to insure receipt of their bid documents prior to opening time and date listed on the bid form. 20. Items bid must be delivered FOB City of Fayetteville Transportation Division, 1455 S. Happy Hollow Road, Fayetteville, AR 72701. Units must be fully assembled, serviced, and ready for operation as delivered unless otherwise specified. No dealer/distributor logo or other identification will be installed other than standard manufacturer name badges and specification plates. 21. Any discrepancy between the specifications •and plans should be brought to attention immediately, in writing, to Andrea Foren at aforenaci.fayetteville.ar.us 22.Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested equal. 23. Price bid shall include warranty, including but not limited to parts and labor, at no additional cost to the City of Fayetteville, as specified herein. City of Fayetteville, AR Bid 10-36, Block Avenue LED Lighting Equipment Page 3 of 10 24. NOTE: Any uncertainties shalt be brought to the attention to Andrea Foren immediately via telephone (479.575.8224) or e-mail (aforen a(�.ci.favetteville.ar.us ). It is the intent and goal of the City of Fayetteville Purchasing Division to provide bid packets that provide a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all bidders to be on equal bidding terms & documents. 25."Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises." 26. The City of Fayetteville shall take ownership of product when products bid arrive undamaged at the specified shipping location. 27.ANY EXCEPTION TAKEN TO THESE SPECIFICATIONS AND BID DOCUMENTS SHALL BE NOTED ON THESE DOCUMENTS. BIDDERS SHALL NOTE THE DIFFERENCE NEXT TO THE RELATED SPECIFICATION. THE CITY RESERVES THE RIGHT TO ACCEPT OR REJECT EXCEPTIONS TO SPECIFICATIONS. 28.American Recovery and Reinvestment Act (ARRA) Provisions: Buy American Clause — Section 1605 of the Recovery Act requires that all iron, steel, and manufactured goods used in the project must be produced within the United States except as provided in the following: a. The cost of the domestic iron, steel, and/or manufactured goods would be unreasonable. The cost of domestic iron, steel, or manufactured goods used in the project is unreasonable when the cumulative cost of such material will increase the cost of the overall project by more than 25 percent; b. The iron, steel, and/or manufactured good is not produced, or manufactured in the United States in sufficient and reasonably available quantities and of a satisfactory quality; or c. The application of the restriction of section 1605 of the Recovery Act would be inconsistent with the public interest. If all received quotes do not meet the Section 1605 of the Recovery Act the City of Fayetteville is required to receive independent verification from the Federal Government to move forward. 29. Diagrams are included with these bid documents (Attachment A — Drawings: Pole and Fixture). 30.Vendors are encouraged to submit multiple bids for multiple options. Bid SHALL not be submitted with alternatives. Each different option shall be submitted as a separate bid. The City will begin the evaluation process with the low bidder for a complete unit (pole, arm, fixture, and LED). In the event the low bidder does not pass testing or does not meet specifications, the City will proceed to the next low bidder and so on. City of Fayetteville, AR Bid 10-36, Block Avenue LED Lighting Equipment Page 4 of 10 3 t .The City is not requiring pre -approval for equals; therefore, vendors are encouraged to research manufacturers and submit bids on units of equal quality to manufacturers that have been specified. The City desires a fixture equal to the Dynamic both in appearance and specification. The City reserves the right to reject products that are not considered equal. 32. Prices bid shall include the following to allow the City to test LED/fixture: a. Shipping a fixture with LED to the City at no additional cost b. Paying for shipping cost associated with returning the fixture with LED to the Vendor. c. All of the costs for shipping the testing products shall be the responsibility of the bidder. d. All products that are sent for testing SHALL be the exact same as the items bid. 33. All units shall arrive at the City of Fayetteville with the fixture and LED completely assembled. Bidders are allowed to ship the arm and pole not attached to the fixture or to each other. 34. The City reserves the right to award by all, none, or line item. 35. All fixtures shall remain Dark -Sky Compliant. 36.AI1 products bid must comply with Buy American requirements as reviewed and determined by the Department of Energy (DOE) and City of Fayetteville. Bidders will be required to submit documentation justifying the Buy American requirement before award of bid. The City of Fayetteville reserves the right to reject bids based on non -approval (DOE not approving the products as meeting Buy American) from the DOE. 37.Bidders are strongly encouraged to submit products equal to the fixture specified in the bid documents. Bidders are encouraged to match the current design of the fixture as close as possible. Items bid that are comparable to the specified equipment will be acceptable for consideration. 38.AII products bid are required to meet specification listed. 39.Attachment A — Lighting Unit Diagram is provided with this bid packet in order to provide all interested parties with a picture of the desired design and requirements of this bid. City of Fayetteville, AR Bid 10-36, Block Avenue LED Lighting Equipment Page 5 of 10 City of Fayetteville Bid 10-36, Block Avenue LED Lighting Equipment Technical Specifications: Project Description: • Provide 29 (twenty-nine) complete Light Emitting Diodes (LED) fixtures to match a D733 AO Dynamic Lighting, Inc. Luminaire fixture — Model #D733A0/AC-T3/175 MH — 240V/CC/FDR. • Metal Halides shall NOT be bid. All products bid shall have LED lighting. Details of Existing Equipment: • Pale (29) — D1305-14 — 5" OD Fluted — 3" Tenon — Custom color to match the lights installed around the Fayetteville Square. Sample color chip is on file with Dynamic Lighting. Specifications for LED Inserts: • LED luminaire • Power Factor of > .90 • Thermal losses should be Tess than 10% when operated at a steady state at an average ambient operating temperature of 25°C (77°F), and optical losses should be Tess than 15%. A thermal management system shall be included. • Luminaire Efficacy > 70 lm/W - A certified LM 79 report with Photometric/IES file shall be provided. • LED retrofit shall not alter the exterior dimensions of the fixture and shall insure the fixture remains dark sky compliant. • Minimum .25 ft candle at 37.5 feet from pole. • Nominal CCT - 5700K = CCT 5665K ± 355K • CRI >70 • 3- Year full warranty on manufacturer defects and 5 -Year Limited Warranty covering LEDs, power supply and combined performance of the two -- warranty documentation required for file. • All LED and power supply components shall be rated for 100,000 hours. • Average delivered lumens over 50,000 hours should be minimum of 70% of initial delivered lumens. Lumen maintenance must be approved through one of two LM80 validation methods. • Ingress Protection (Dust and Water Intrusion) — IP 65 or 66 for fixture and luminaire. Fixture shall not have any openings where insects can enter. Unit shall be rated "WET LOCATION' by United Laboratories or other Nationally Recognizes Testing Laboratory (NRTL) listed for wet locations. • LED specification sheet required to be submitted with all bids. • Wiring cavity shall be field accessible for service or repair needs • Optical cavity shall be minimum IEC60529/IP65 City of Fayetteville, AR Bid 10-36, Block Avenue LED Lighting Equipment Page 6 of 10