HomeMy WebLinkAbout184-11 RESOLUTIONRESOLUTION NO. 184-11
A RESOLUTION AUTHORIZING PURCHASE OF TEN (10) ADDITIONAL
LED FIXTURES AND POLES IN THE AMOUNT OF $19,042.28 PURSUANT
TO BID 10-36, FROM PREMIER LIGHTING GROUP FOR INSTALLATION
AT THE BOTANICAL GARDEN OF THE OZARKS AS PART OF THE
COMMUNITY REVOLVING LOAN FUND FOR ENERGY EFFICIENCY
PROGRAM
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 authorizes
the purchase of ten (10) additional LED fixtures and poles in the amount of $19,042.28 pursuant
to Bid 10-36 from Premier Lighting Group for installation at the Botanical Garden of the Ozarks
as part of the Community Revolving Loan Fund for Energy Efficiency Program.
PASSED and APPROVED this 18th day of October, 2011.
APPROVED: ATTEST:
By.
IO ► ELD JO , Mayor
By:
SONDRA E. SMITH, City Clerk/Treasurer
F;anrrryrP
`.kG .61 Y 0;,°. *»"ins
..
_. •
-� ° •
—v• °Am
°
E :FAYETTEVILLEa
J
John Coleman
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
1.6/4/2011 /o//e/20t1
City Council Meeting Date
Agenda Items Only
Division
Action Required:
Sustainability & Strategic Planning
Department
LStaff requests approval of a resolution for the purchase of ten (10) LED fixtures and poles in the amount of
$19,042.28 utilizing Resolution 102-10 (Bid 10-36) from Premier Lighting Group to be installed at the Botanical
Garden of the Ozarks.
$19,042.28
Cost of this request
2240.9240.5342.99
Account Number
09011.0020
Project Number
Budgeted Item
$
220,000.00
Category / Project Budget
Energy Block Grant
Program Category / Project Name
Energy Block Grant
Funds Used to Date Program / Project Category Name
220, 000.00
Energy Block Grant
Remaining Balance Fund Name
Budget Adjustment Attached
Depa - • rector
iir
rney
•
7/7
/(
Date
Previous Ordinance or Resolution # 102-10
Original Contract Date:
V/5// / Original Contract Number:
Date
40,J, 16— LI -401s
Finance and Internal Services Director Date
09-30-11 P02:22 RCVD
Received in City
Clerk's Office
Comments:
Revised January 15, 2009
ave evi le
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENT CORRESPONDENCE
ARKANSAS
www.accessfayetteville.org
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru: Don Marr, Chief of Staff
From: John Coleman, Sustainability & Strategic Planning Director
Date: September 9, 2011
Subject: Botanical Garden LED — Community Revolving Loan Fund
PROPOSAL:
Staff requests approval of a resolution for the purchase of ten (10) LED fixtures and poles in the amount of
$19,042.28 utilizing Resolution 102-10 (Bid 10-36) from Premier Lighting Group to be installed at the
Botanical Garden of the Ozarks.
The purchase of the LED fixtures was advertised on March 17, 2010 as Bid #10-36 with official bids received
on April 9, 2010. Premier Lighting Company was low bid. The official bid tab is attached as well as the
original resolution.
The LEDs will light the Botanical Garden of the Ozarks thus providing greater flexibility in hours of operation.
BUDGET IMPACT:
The LED fixtures will be purchased using funds from the Energy Efficiency and Conservation Block Grant as
part of the American Recovery and Reinvestment Act (ARRA) in the amount of $19,042.28.
RESOLUTION NO.
A RESOLUTION AUTHORIZING PURCHASE OF TEN (10) ADDITIONAL
LED FIXTURES AND POLES IN THE AMOUNT OF $19,042.28 PURSUANT
TO BID 10-36, FROM PREMIER LIGHTING GROUP FOR INSTALLATION
AT THE BOTANICAL GARDEN OF THE OZARKS AS PART OF THE
COMMUNITY REVOLVING LOAN FUND FOR ENERGY EFFICIENCY
PROGRAM
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 authorizes
the purchase of ten (10) additional LED fixtures and poles in the amount of $19,042.28 pursuant
to bid 10-36 from Premier Lighting Group for installation at the Botanical Garden of the Ozarks
as part of the Community Revolving Loan Fund for Energy Efficiency Program.
PASSED and APPROVED this 18th day of October, 2011.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
City Of Fayetteville Purchase Order (PO) Req
(Not a 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)
All PO Request shall be scanned to the Purchasing e-mail Purchasing@ci.fayetteville.ar.us
Vendor #
Vendor Name:
Premier Light ng
Requisition No.:
P.O Number:
Mail
Yes:
No:
Date:
9/9/2011
Expected Delivery Date
Address:
8040 B Counts Massie Road
Fob Point:
Taxable
Yes:
No:
Quotes Attached
Yes: x
City:
North Little Rock
State:
AR
Zip Code:
72113
Ship to code:
Divison Head Approval:
Requester:
John Coleman
Requester's Employee #:
2974
Extension:
272
Item
Description
Quantity
Unit of Issue
Unit Cost
Extended Cost
Account Numbers
1
2
3
4
5
6
7
8
9
10
Bid 10-36 - LEDs
10
EA
1,743.00
$17,430.00
Project/Subproject #
Inventory #
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Shipping/Handling
Lot
$0.00
Special Instructions:
Approvals:
Mayor:
Finance & Internal Services Director:
Dispatch Manager:
Subtotal:
Tax:
Total:
$17,430.00
$1,612.28
$19,042.28
Department Director:Purchasing Manager:
Budget Manager: Chief Of Staff:
Utilities Manager: Other:
RESOLUTION 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: ATTEST:
B
onefA,A) 644e1,1/4)
SONDRA E. SMITH, City Clerk/Treasurer
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
Department Director
ney
Finance and Internal Services Director
(0
Date
C3io
Date
Date
6.3-/a
Date
ate
6�
a,e
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Comments:
Revised January 15, 2009
aye
eV]. 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
Project 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 15`h day of June, 2010.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
City Of Fayetteville - Purchase Order (PO) Request
(Not a 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)
A!1 PO Request shall be scanned to the Purchasing e-mail: Purchasing@ci.fayetteville.ar.us
Requisition No.:
bale:
P.O Number:
Expected Delivery Date:
Vendor #:
NEW
Vendor Name:
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:
775$1.
Ship to code:
217
Divison Head Approval:
Requester:
JOHN COLEMAN
Requester's Employee #:
2974
Extension:
272
Item
Description
Quantity
Unit of Issue
Unit Cost
Extended Cost
Account Numbers
Project/Subproject #
Inventory #
Fixed Asset #
1
2
3
4
5
6
7
8
9
10
Lights for Block Ave.
32
each
1,127.00
$36,064.00
2240.9240.5315.00
09011.0030
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
•
Shipping/Handling
Lot
$0.00
Special Instructions:
Per Bid 10-36, Block Ave. LED Lighting Equipment
Subtotal:
Tax:
Total:
$36,064.00
$3,335.92
$39,399.92
Approvals:
Mayor:
Finance
Dispatch
Department
Budget Manager:
Utilities Manager:
Director:
Purchasing Manager:
& Internal Services Director:
Manager:
Chief Of Staff:
Other:
Revised 07.06.09
City Of Fayetteville - Purchase Order (PO) Request
(Not a 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)
All PO Request shall be scanned to the Purchasing e-mail: Purchasing@ci.fayetteville.ar.us
equisdion No.: " .
Date:
P.O Number:
Expected Delivery Date:
,
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 Head Approval:
Requester:
JOHN COLEMAN
. Requester's Employee #:
2974
Extension:
272 -
Item
Description
Quantity
Unit of Issue
Unit Cost
Extended Cost
Account Numbers
Project/Subproject #
Inventory #
Fixed Asset #
1
2
3
4
5
6
7
8
9
10$0.00
POLES for street lights on
Block Ave.
32
each
616.00
$19,712.00
4470.9470.5210.00
02053.1001
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Shipping/Handling
Lot
$0.00
Special Instructions:
Per Bid 10-36, Block Ave. LED Lighting Equipment; POLES for street lights
Subtotal:
Tax:
Total:
$19,712.00
$1,823.36
$21,535.36
Approvals:
Mayor:
Finance
Dispatch
Department
Budget Manager:
Utilities Manager:
Director:
Purchasing Manager: .
& Internal Services Director:
Manager:
Chief Of Staff:
Other:
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
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, aforenci.fayetteviile.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: Vi-lRnti fG / UC -i l -f % �ir4 50L''n 0,1S --r-figoLt4 9,1-4-4, 66- 1177,-74 00,10
Contact Person: 1-10.,0 BccO7‘ Title: V Res( La' bfrf4 6.6-44,4GFor
E -Mail: kr-0 reMN`e-r 1U1 . Cora Phone: 4-1g- L/6 -
Business Address: R0ly h Coa lb. M445siC 4-9:6
City: /' J L -fir L u7Lf K06/'- State: 4 a— Zip: 711( 3
Signature:
2
City of Fayetteville, AR
Bid 10-36, Block Avenue LED Lighting Equipment
Page 1 of 10
Date:
City of Fayetteville
Bid 10-36, Block Avenue LED Lighting Equipment
Bid Proposal Form (shall be submitted with bid)
*GUARANTEED DELIVERY DATE: `1 `tv I OCA. - 5 APia 4-C;a9
Days from notice of award
F.O.B. 1455 South Happy Hollow Road, Fayetteville, AR 72701
ITEM: DESCRIPTION: QUANTITY: *PRICE EACH: *TOTAL PRICE
1. Pole (12 feet) 32 $ 0 4 $
r
MODEL: b l306 " /21cs i
Please Specify for Unit(s) Bid:
*MANUFACTURER: }yrJ4M oC j,(6/ -6704f
2. Arm, fixture, and LED unit
32 $ 112V-5-)
Please Specify for Unit(s) Bid:
*MANUFACTURER: r(c c' �/6;07;4 MODEL: b 7 33 A -o//
A C.. 3/L6t 72-113 /CST"
TOTAL BID PRICE:
Vendors shall provide the following pricing:
$ ss,
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: b ���i''` G UW1;Ar4 • p4_uTl4345
Purchase Order and /Payments shall be issued to this name
*BUSINESS ADDRESS: 52-2° $r-14%4 4.046
*CITY:
*PHONE: 111- 4-6 -4q4 7
*STATE:
FAX:
// *ZIP: -77ST I
��1 a 13 (%.7
*E-MAIL: 61.etre) /4 rem l er — •vt-
*BY: (PRINTED NAME)
A —o _ ECL0�
*AUTHORIZED SIGNATURE: �+
*TITLE: U rbc` g-ra0 r <I;1TY fiv ie r �y+ .%� LL -#T"
City of Fayetteville, AR
Bid 10-36, Block Avenue LED Lighting Equipment
Page 8 of 10
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.
Signature
5 (1 10
Date
City of Fayetteville, AR
Bid 10-36, Block Avenue LED Lighting Equipment
Page 9 of 10
ave evi le
BID 10-36, Addendum 1
Bid 10-365 Block Avenue LED Lighting Equipment
THE CITY OF FAYETTEVILLE, ARKANSAS
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. Alt bids shall be sealed
and delivered to City Hall, 113 W. Mountain, Suite 306, Fayetteville, AR 72701.
Acknowledge Addendum #1:
Printed Name: 1442-0 r -D
Signature: nit� ! �--
Title: J P Soa - Date: S./7 //0
Company: -Pot.-EX;611. zG 6Ypve.
-6' ( ,I> piam iC. J Mire/6
Page1of1
Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain - Fayetteville, AR 72701
le
BID 10-36, Addendum 2
Bid 10.36, Block Avenue LED Lighting Equipment
THE CITY OF FAYETTEVILLE, ARKANSAS
City of Fayetteville — Purchasing Division
113 W. Mountain — Room 306
Fayetteville, AR 72701
Phone: 479.575.8220
E -Mail: aforen@ci.fayetteviile.ar.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: R tot
Signature: %C
Title: V !' iees9 tswiDate: 6/7/iv
Company: ?/_Emlg/Z- L►�. (jii f l A*
{�( t} i/$ wa C, / & t t4 4 f
Telecommunications Device for the Deaf TDO (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.accessfavetteville.oro). 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 shall 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.
17.1f 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 tow 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 aforent ci.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 shall be brought to the attention to Andrea Foren immediately
via telephone (479.575.8220) or e-mail (aforen aOci.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 alt 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
31.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.AIt 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.All 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 0733 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:
• Pole (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 less 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 IEC60529/1P65
City of Fayetteville, AR
Bid 10-36, Block Avenue LED Lighting Equipment
Page 6 of 10
City of Fayetteville
Bid 10-36, Block Avenue LED Lighting Equipment
Statement of No Bid — If Applicable
In order to assist the Purchasing Division of Fayetteville in evaluating and improving our
solicitation process, we are asking for completion of this form and returning via fax or a -mail. By
submitting this form, it will assist us in evaluating all response, improving our bid solicitation
process, and to maintain a positive relationship with our vendors.
We, the undersigned, have declined to bid for the following reason(s):
1. We do not offer this service/product
2. Our schedule would not permit us to perform
3. Unable to meet specifications
4. Insufficient time to respond to the Invitation to Bid
5. We are unable to meet bond requirements
6. Other (Explain)
*NAME OF FIRM:
*BUSINESS ADDRESS:
*CITY: *STATE: *ZIP:
*PHONE: FAX:
*E-MAIL ADDRESS:
*BY :( PRINTED NAME)
*AUTHORIZED SIGNATURE:
*TITLE:
*DATE:
*PLEASE LIST OTHER COMMENTS BELOW:
*Please note: We appreciate your feedback on this form and are very interested in your reason for not
bidding. Please do not hesitate to contact us at 479-575-8220 if you have questions, comments, or
concerns regarding these bid documents.
City of Fayetteville, AR
Bid 10-36, Block Avenue LED Lighting Equipment
Page 10 of 10
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FIXTURE ORDERING GUIDE
D733A0/AC-T3/175 MH - 240V/CC/FDR
POLE ORDERING GUIDE
D1305-14 - 5" OD FLUTED - 3" TENON
CUSTOM COLOR TO MATCH FIXTURE
aShaft Details
5" OD Fluted
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17" ►I
D1305-14
FEATURES
17" diameter fluted and tapered aluminum
base cast from a permanent mold
5" 0D fluted (15 flat flutes) .155 wall
Extruded shaft is circumferentially welded
to the base
3" tenon for luminaire mounting
Strong yet lightweight for ease of
installation
Galvanized anchor bolts included
Access door for anchor bolts and wiring is
secured with tamper resistant stainless steel
screws
Ground lug provided inside base
Capable of supporting multiple light
brackets
MATERIALS
Base - Cast aluminum (A319)
Shaft - Extruded Aluminum (6005 -TS)
Tenon - Cast aluminum (A319)
Anchor Bolts - Hot dipped galvanized steel
*CUSTOM COLOR FOR POLE AND FIXTURE TO MATCH THE NEW LIGHTS INSTALLED
AROUND THE SQUARE. SAMPLE COLOR CHIP IS ON FILE WITH DYNAMIC LIGHTING.