Each Consultant shall submit five (5) bound sets + one (1) electronic copy of the proposal in accordance with Section III, "PROPOSAL REQUIREMENTS.

Transcription

1 Request For Proposals Turnkey Services The City of San Mateo Citywide Streetlight LED Conversion Phase II Public Works Department City of San Mateo 330 West 20th Avenue San Mateo, CA February 25, 2016 The City of San Mateo (CITY) is accepting proposals to select a qualified consultant firm to enter into an Energy Service Contract in order to undertake a turnkey project for the Citywide Streetlight LED Conversion project. All questions regarding this Request for Proposals (RFP) shall be directed to Jay Yu, Assistant Engineer, in writing via facsimile at (650) or to Public Works Department, City Hall, 330 West 20 th Avenue, San Mateo, CA The RFP is available for viewing online at The City intends to award an Energy Service contract for turnkey services for the Citywide Streetlight LED Conversion project. The City reserves the right not to award any contract. The scope of work is outlined in Section II, SCOPE OF SERVICES, of this RFP. Proposals shall be submitted by firms that have a capable and demonstrable background in the type of work described in Section II, SCOPE OF SERVICES, of this RFP. In addition, all interested firms shall have sufficient, readily available resources in the form of trained personnel, support services, specialized consultants and financial resources to carry out the work without delay or shortcomings. The proposals shall be submitted to the Public Works Department, City of San Mateo, 330 West 20th Avenue, San Mateo, California, 94403, no later than: 4:00 p.m. on March 17, 2016 Each Consultant shall submit five (5) bound sets + one (1) electronic copy of the proposal in accordance with Section III, "PROPOSAL REQUIREMENTS."

2 Table of Contents I. INTRODUCTION... 3 II. SCOPE OF WORK... 4 III. PROPOSAL REQUIREMENTS... 8 IV. CONSULTANT SELECTION PROCEDURE... 9 V. ESTIMATED PROJECT TIMETABLE VI. CONTACT PERSON VII. LATE PROPOSALS NOT CONSIDERED VIII. PRODUCT SPECIFICATION 12 EXHIBITS: A. City of San Mateo Department of Public Works Standard Professional Services Agreement B. Construction Plans C. Bid Schedule D. Lighting Fixture Adaptors and Fittings - Drawings

3 I. INTRODUCTION The City of San Mateo is soliciting proposals from qualified Firms/Consultants (Consultant) to enter into an Energy Service Contract in order undertake a turnkey project for the conversion of approximately 1,038 existing decorative HID streetlights to a Light Emitting Diode (LED) type throughout the City. The requested services contemplated under the Energy Services Contract consist of furnishing all labor, materials, supplies, vehicles, facilities and equipment to perform the Scope of Work identified below in this document. The proposals submitted in response to this RFP will be one of the aspects used as a basis for selecting the firm to complete the Scope of Work. The proposal will be evaluated and ranked according to the criteria provided in Section IV CONSULTATN SELECTION PROCEDURE in this RFP. To the City will then select either one (1) or more consultants in for an in person interview. I. BACKGROUND: On January 14, 2015 the City of San Mateo received a low interest loan from the California Energy Commission (CEC) to replace all of its cobra head to Light Emitting Diode (LED) in an effort to reduced energy and maintenance cost. This project will be completed through a turnkey contract and will use a single Consultant to provide project management, material procurement, installation, GIS database verification, Pacific Gas & Electric (PG&E) billing changes, pole assessment and relabeling of pole numbers. II. OBJECTIVE: The City s objective for this Project includes the following a. Converting approximately 1,038 existing decorative HID streetlights to LED b. Updating the City s streetlight database and ensuring accurate data by redlining the construction plans provided by the City. c. Optimizing the environmental benefits of the program (e.g. reduction in greenhouse gases) d. Reducing future maintenance cost of streetlights. e. Completing the Project in the most efficient manner in order to meet the CEC s loan requirements, receipt of PG&E one-time rebates and to change over to a lower LS-2 streetlight rate. f. Working with City staff to properly analyze special corridors g. Obtaining rebates currently available from PG&E.

4 II. SCOPE OF SERVICES The Consultant shall perform the following turnkey services described in this section. The Citywide Streetlight LED Conversion project shall be completed by September 19, 2016 and all rebates and rate changes shall be completed by October 17, The City reserves the right to modify the scope of services at its discretion. PART I PROCUREMENT/INVENTORY i. Procurement: The Consultant will be responsible for procuring, managing, storing, handling and distributing lighting fixtures and associated materials to complete the installation as defined by in this Request for Proposal. The material procured by the Consultant shall be protected against damage or loss until the materials have been installed, commissioned and accepted by the City of San Mateo. ii. iii. iv. Inventory: The Consultant shall also provide an inventory control plan clearly tracking all incoming shipments and distribution of these materials and provide it to the City. The City of San Mateo reserves the right to inspect the materials while storage and prior shipment to the work areas. All records for the incoming and outgoing shipments must be kept on file and made available (electronically) upon request by the City of San Mateo officials. Data Verification: The Consultant shall verify that all data provided in this RFP is accurate. Verification shall include but is not limited to verification of tenon sizes, quantity of decorative fixtures, fitment to existing poles, energy calculations and etc. After all data has been verified the Consultant shall update all applicable exhibits, quantities, fittings and execute the purchase order (PO) for the material. Working Days: The Consultant will have a total of twenty (20) working days from the day the notice to proceed (NOC) to start PART I is issued to complete every aspect of work outlined in PART I PROCUREMENT/INVENTORY. Once proof has been provided to the City that the PO has been executed to the manufacture for procurement or twenty days has surpassed (whichever is first) since the NOC has been issued, the working days for PART I will stop. Once the PO has been executed, a maximum of ten (10) weeks will be allocated to procure/obtain the material (unless proof is provided to show otherwise). PART II CONSTRUCTION AND MANAGEMENT i. Work Plan: Before installation the Consultant shall provide a draft Work Plan for submittal to the City of San Mateo with their proposal. A final Work Plan will be due with the executed Work Order. Work Plan shall include:

5 Method Statement which outlines the area for which the contractor would like to work, the number of lift trucks and equipment to be used, Crew size, number of fixtures to be installed in that area. CWP "Critical Work Plan" which shall address safety issues that have been identified for each area. The CWP shall provide the method and procedure's the contractor intends to use to address and manage the safety of its own workers, Live Electrical circuit, Public Protection, working from heights if methods must be engaged that are not covered within the general work plan and any shift work required. Traffic Control Plan meeting all the requirements of the Authority having jurisdiction for the streets, roads, high ways and intersections in that area. Critical Path Schedule ii. Installation: The Consultant will be responsible for furnishing and installing all LED fixtures as per the Bid Schedule (Exhibit C) and Construction Plans (Exhibit B). The approximate quantity is estimated to be one thousand and thirty eight (1,038) decorative HID streetlights. Also the Consultant is responsible for identification and recording of the badge number and other critical information, for each pole on the construction plans provided by the City, as well as, inspection of the poles general condition, wire leads, wire and fixture tabs/labels, removal of the existing fixture, proper disposal of the existing fixture ballast and lamps, removal and disposal of all dirt debris and packaging materials, installation of the new LED fixture by proper distribution type for the area or road way, intersection etc., installation of all required sensors. Consultant shall be responsible for providing all required equipment, rigging, man lifts, misc. items and incidental hardware required for a complete a fully functional installation. The installation must be field tested for intended function prior to calling for inspection. In the rare instance where a traffic video detection camera is receiving power from an intersection safety light, the Consultant shall disconnect the existing fixture, install the new LED fixture and provide power to the video detection camera through an approved method by the City. No additional cost shall be charged to the City for the down time. A price quote shall be submitted to the City to perform the City approved method to provide power to the video detection camera no later than 2 days after the discovery. Consultants shall only replace the fixtures that are titled P1-P5, S1-S2 and T1-T11 as shown in the legend from Exhibit B Construction Plans. In the scenario where a fixture wattage is not labeled in the construction plans, the consultant is responsible for verifying, recording and installing the proper fixture. iii. Daily Reports: The Subcontractor shall provide daily reports from each of the crew leaders on a daily basis, identifying quantities and Badge numbers installed per crew., as well as, a daily roster signed by each crew member. A list of poles in an incomplete state shall be provided to the City s CM daily when function cannot be attained. The report shall include the pole by badge number, any materials required to resolve the issue, and

6 whether the issue is outside the scope of work. The badge number and other identifiers shall be tracked and the subcontractor shall maintain weekly follow up with the City on the incomplete work until completed. Additional conditions to note shall include but are not limited to: Missing or Incorrect Pole Numbers Unusable mast arms/fitting Overhead conflicts (power lines, etc) Bad/missing ground Bad wiring/wiring devices Photocells for non-converted streetlights/circuits Obstructed streetlights (trees, other) Additional pole located within design area that are not in the construction plans. iv. Weekly Report: The Consultant shall provide a weekly progress report which shall be accompanied by an updated Critical Path Schedule. The report shall detail the progress of the overall project by quantities of fixtures installed and commissioned per day and week. The Consultant shall indicate in the report any delays which will impact the completion of the project. The intent of the report is to communicate any critical information that will improve coordination and help plan the future work. v. Traffic Control: The Consultant shall comply with the 2012 Manual on Uniform Traffic Control Devices Edition (MUTCD) for all traffic control related activities. The City will have the right to revise the traffic control as they see fit and safe. A traffic control plan must be submitted and approved before the start of vi. vii. viii. Working Days: The Consultant will have a total of forty five (45) working days from the day the notice to proceed (NOC) is issued to complete every aspect of work outlined in PART II CONSTRUCTION AND MANAGEMENT. Measurement and Payment: Contract price as shown in Exhibit C Bid Schedule shall include labor, materials, equipment and meeting all the requirements in this RFP. Guarantee: The Consultant warrants and guarantees that all material and equipment used or furnished and all workmanship are of the type and quality specified herein. The Consultant further guarantees that any latent fault in construction or defective material discovered within one year after acceptance of the work shall be remedied by him without cost to the City, upon written notice given to him. Other subsequent latent defects shall be covered by responsibilities set forth in the law. In the event of failure to comply with the above-mentioned conditions within a reasonable time after notice, the City will have the defects repaired and made good at the expense of the Consultant, who agrees to pay the costs and charges therefore immediately upon demand. The signing of the agreement by the Consultant shall constitute execution of the above guarantees. The Faithful Performance and Payment Bond shall remain in full effect during the guarantee period and will not be released until the expiration of such period.

7 PART III DOCUMENTATION i. Rate Changes: The Consultant is responsible for working with PG&E to make sure all the streetlights that are specified in the construction plans are converted into the lower LS-2 rate that was originally intended. The Consultant will have a total of twenty (20) calendar days after the last streetlight has been installed, to submit the rates changes to PG&E. It is highly recommended the Consultant work with PG&E continuously throughout the entire project to meet this deadline. Final payment will not be made until PG&E has converted over the rates. ii. Rebates: The Consultant is responsible for working with PG&E to capture the one-time rebates provided by PG&E. The Consultant shall arrange for collected utility company rebates to be delivered to the City. The Consultant will have a total of twenty (20) calendar days after the last streetlight has been installed to provide the City with the onetime rebate in the amount agreed upon by both parties, unless told otherwise by the City. PART IV POST CONSTRUCTION i. As-Builts: After the completion of PART II and III of the scope of work, the Consultant shall provide marked up As-Builts to the City for final recording of the new streetlight infrastructure. As-Builts shall be presented to the City in the format of an excel spreadsheet that is compatible with the City s ArcGIS 10.1 software as well as revised plan sheets to Exhibit B. ii. iii. Recycling: The Consultant will be responsible for recycling all streetlight fixtures in a responsible matter. The Consultant must provide proof of recycling to the City before release of final payment. Working Days: The Consultant will have a total of ten (10) working days from the completion of PART II CONSTRUCTION AND MANAGEMENT to complete every aspect of work outlined in PART IV POST CONSTRUCTION.

8 III. PROPOSAL REQUIREMENTS The City requests that the Consultant submit a concise proposal clearly addressing all of the requirements outlined in the RFP. The intent of the RFP is to encourage responses that clearly communicate the Proposer s understanding of the City s requirements and its approach to successfully provide the products and/or services on time and within budget. Proposer shall submit five (5) bound sets + one (1) electronic copy of its proposal containing 8-1/2" x 11" sheet sizes for the text and 11" x 17" sheet sizes for any fold-out drawings. Proposals shall be no more than 10 pages, including cover letter. Resumes, references, fee schedule, and relevant projects shall be in the appendix sections and no more than 20 pages. Double sided pages will count as two pages. The proposal must include, at a minimum, the following information: i. Statement of Current Qualifications: Provide a brief statement of qualifications for your firm and include why your firm should be selected to be the turnkey consultant for the Citywide Streetlight LED Conversion Phase II project. The Consultant shall demonstrate in the proposal that they have successfully completed similar energy turnkey contracts as described in this document. The Consultant shall have a minimum of three (3) current successful turnkey streetlight conversion projects with a minimum conversion of 1000 streetlights per project within the last 2 to 3 years. Also provide specific operational data such as average number of fixture replaced per day and etc. Please also list any intangibles you can provide to the City if you are selected. ii. iii. iv. Key Members: Provide a brief description of the key team members that will be directly working on this project. Also, provide an organization chart and résumés for proposed key staff to be assigned to this Citywide Streetlight LED Conversion Phase II project if your firm is selected, including education, licenses, relevant experience, etc. If you have a sub-contractor as part of your team to do the physical installation, it is essential to list their resume and experience in this type of work (i.e. number of conversions, Cities, fixtures converted and etc.) Projected Benefits: Provide a brief overview of the benefits you estimate the City will be able to achieve with the two (2) options of luminaire specified in this project. Examples of benefits may include energy cost savings, maintenance cost savings, Carbon reduction and etc. Also state whether you can meet or exceed the working days allowed for this project. Reference: Provide a minimum of three (3) key references for the project team for recent similar work. The City will contact these references and inquire about your company s work and performance. Include the following information for the references a. Contracting Agency b. Agency Project Manager (Include Contact Information) c. Agency Project Inspector (Include Contact Information) d. Contract Amount

9 e. Date of Contract f. Date of Completion g. Vendor Project Manager and Include Product Used h. Number of Fixtures Replaced v. Bidder Schedule: Complete Exhibit C Bid Schedule. All cost must be submitted in a sealed envelope. The contractor must submit pricing for all options shown in Exhibit C. Proposals shall remain effective for ninety (90) days beyond the submittal date. IV. CONSULTANT SELECTION PROCEDURE I. EVALUATION CRITERIA: Pursuant to Sections of the Government Code of the State of California, the Consultant selection process will be based on qualifications. Proposals received by the City will be reviewed by the Selection Committee, which will make the final selection based on the following factors. Quality of Proposal: Proposal is concise, well written, and organized. The proposal meets requirements specified in Section III, Proposal Requirements. Firm Qualifications: Technical experience in performing work of a closely similar nature, experience working with public agencies and performing public outreach, record of completing work on schedule, strength and stability of the firm, and assessments by client references. Staff and Project Organization: Qualifications of project staff, key personnel s level of involvement in performing related work, logic of project organization, adequacy of labor commitment, concurrence in the restriction on changes in key personnel. II. EVALUATION PROCEDURE: Evaluation of the proposals will be performed by a Selection Committee consisting of an in-house staff group or a mixed group of staff and non-staff persons who will assess the qualifications, experience, strength of the Consultant, and ability to perform the work. The cost to the City for performing the work shall be an important, but not overriding decision. The Selection Committee will establish a list of finalists based on pre-established review criteria, interview the finalist firms, and determine

10 the successful Consultant. The individual or composite rating and evaluation forms prepared by the Selection Committee will not be revealed. An oral interview with one or more of the firms submitting proposals may be requested after written proposals have been received by the City. The City will schedule the time and place for the interview if determined to be necessary. Each Consultant should be prepared to clarify and elaborate on the details set forth in their proposal. Forty five minutes will be allowed for the oral interview, including ten minutes for the question and answer period. The Project Manager that will be assigned to this project must lead the presentation before the Selection Committee. Tentative interview date is listed in Section V Estimated Project Timetable. III. AWARD: The successful Consultant will be asked to enter into a contract with the City reflecting the terms and conditions of the proposal plus the City's standard professional services agreement requirements for City funded projects. A copy of the City of San Mateo Department of Public Works Standard Professional Services Agreement is attached in Exhibit A. If there are any exceptions to the Agreement, the Consultant must state the exceptions in the Proposal. The City reserves the right to modify the scope of work and reject any or all proposals.

11 V. ESTIMATED PROJECT TIMETABLE Schedule for Consultant Selection Process The following project timeline is provided for your scheduling information; however it is subject to change at the discretion of the City. Project Benchmarks Date (No Later Than) Request for Proposals available February 25 th, 2016 Proposals due at the City March 17 th, 2016 Preliminary Evaluation March 17 March 22, 2016 Consultant Interview March 22 March 25, 2016 Consultant Selection March 25 th, 2016 Award of Contract April 18, 2016 VI. CONTACT PERSON Prospective Consultants may contact Jay Yu, Assistant Engineer, for further information regarding contractual questions for this Request for Proposals. Deadline for inquires is on March 10 th, Inquires will be responded no later than March 15 th, All requests for interpretation or questions must be sent by facsimile or in writing and must clearly include the subject line RFP: City of San Mateo Citywide Streetlight LED Conversion Project. Inquiries and written correspondence may be directed to: JAY YU PUBLIC WORKS DEPARTMENT CITY OF SAN MATEO 330 WEST 20th AVENUE SAN MATEO, CA (650) (650) (FAX) VII. LATE PROPOSALS NOT CONSIDERED Proposals must be received by the time specified at the address listed above. Any proposals received after the deadline will not be considered.

12 VIII. PRODUCT SPECIFICATIONS I. BACKGROUND: In 2014 the City of San Mateo was authorized to explore options to reduce energy consumption from its LS-2 rated cobra head streetlights. Upon looking into options the City conducted a lighting study that analyzed lighting photometrics, capital cost, warranty, maintenance and existing case studies. Section VIII was developed to reflect the lighting study. The Consultant shall provide pricing for both options shown in the Exhibit C Bid Schedule. II. LUMINAIRE EXISTING WATTAGE i. KING LUMINAIRE (OPTION A) EXISTING FIXTURE TYPE REPLACEMENT LED MODEL* 175W S1 K118R-B3AR-100(SSL) V-K23-PR7-4K-GRS-RAL6012** 175W S2 K118R-B3AR-100(SSL) V-K23-PR7-4K-GRS-RAL6012** 100W P1 KCK118R-B3AR-60(SSL) V-K4 S/F-PR-4K-GRS-RAL6012 Conversion Kit 175W P2 K118R-B3AR-100(SSL) V-K23-PR7-4K-GRS-RAL W P2 (PARKS) K118R-B3AR-60(SSL) V-K23-PR7-4K-GRS-RAL W P3 K118R-B3AR-60(SSL) V-K23-PR7-4K-GRS-RAL W P4 KCK118R-B3AR-60(SSL) V-K4 S/F-PR-4K-GRS-RAL6012 Conversion Kit 100W P5 KCK118R-B3AR-60(SSL) V-K4 S/F-PR-4K-GRS-RAL6012 Conversion Kit 175W T1 K803-P4RAD-150(SSL) V-KPL30-PR7-4K-RAL6012** 60W T2 (PED ONLY) K803-P4RAD-60(SSL) V-PR7-4K-RAL6012** 100W T3 K803-P4RAD-60(SSL) V-PR7-4K-RAL6012** 100W T3 (PARKS) K803-P4RAD-60(SSL) V-PR7-4K-RAL6012** 175W T4 K803-P4RAD-100(SSL) V-PR7-4K-RAL6012** 175W T5 K803-P4RAD-100(SSL) V-PR7-4K-RAL6012** 175W T6 K803-P4RAD-60(SSL) V-PR7-4K-RAL6012** 175W T7 N/A 250W T8 K803-P4RAD-150(SSL) V-KPL30-PR7-4K-RAL6012** 175W T9 K803-P4RAD-150(SSL) V-KPL30-PR7-4K-RAL6012** 100W T11 K366-P-S-IV-60(SSL) V-PR7-4K-RAL6012 *All lighting distributions will be dependent on the roadway configuration. See Exhibit B, for installation. See Exhibit C for quantities. **Fixture will require a special arm or plumizer adaptor for installation.

13 EXISTING WATTAGE ii. LUMEC (OPTION B) EXISTING FIXTURE TYPE REPLACEMENT LED MODEL* 175W S1 Lumec S56C2-80W48LED4K-R-ACDR-240-SFOK-FN10-RC-TN3-[MC-024]** 175W S2 Lumec S56C2-80W48LED4K-R-ACDR-240-SFOK-FN10-RC-TN3-[MC-024]** 100W P1 KING KCK118R-B3AR-60(SSL) V-K4 S/F-PR-4K-GRS-RAL6012 Conversion Kit 175W P2 Lumec S56C2-80W48LED4K-R-ACDR-240-SFOK-FN10-RC-TN3-[MC-024] 100W P2 (PARKS) Lumec S56C2-55W48LED4K-R-ACDR-LE2-240-SFOK-FN10-RC-TN3-[MC-024] 175W P3 Lumec S56C2-80W48LED4K-R-ACDR-240-SFOK-FN10-RC-TN3-[MC-024] 100W P4 KING KCK118R-B3AR-60(SSL) V-K4 S/F-PR-4K-GRS-RAL6012 Conversion Kit 100W P5 KING KCK118R-B3AR-60(SSL) V-K4 S/F-PR-4K-GRS-RAL6012 Conversion Kit 175W T1 Lumec RN20-135W80LED4K-R-ACDR-240-DNG-SMA-RC-SCRAL6004TX** 60W T2 (PED ONLY) Lumec RN20-55W48LED4K-R-ACDR-240-DNG-SMA-RC-SCRAL6004TX** 100W T3 Lumec RN20-55W48LED4K-R-ACDR-240-DNG-SMA-RC-SCRAL6004TX** 100W T3 (PARKS) Lumec RN20-55W48LED4K-R-ACDR-240-DNG-SMA-RC-SCRAL6004TX 175W T4 Lumec RN20-90W80LED4K-R-ACDR-240-DNG-SMA-RC-SCRAL6004TX** 175W T5 Lumec RN20-90W80LED4K-R-ACDR-240-DNG-SMA-RC-SCRAL6004TX** 175W T6 Lumec RN20-55W48LED4K-R-ACDR-240-DNG-SMA-RC-SCRAL6004TX** 175W T7 N/A 250W T8 Lumec RN20-135W80LED4K-R-ACDR-240-DNG-SMA-RC-SCRAL6004TX** 175W T9 Lumec RN20-135W80LED4K-R-ACDR-240-DNG-SMA-RC-SCRAL6004TX** 100W T11 Lumec EcoSwap CAND2-65W42LED4K-RLE3-240-RAL7042 *All lighting distributions will be dependent on the roadway configuration. See Exhibit B, for installation. See Exhibit C for quantities. **Fixture will require a special arm or plumizer adaptor for installation. III. IV. PHOTOCELL i. Ripley 6390LL-BK Longlife Photocontrol (or approved equal) SHORTING CAP i. Ripley 6005 Shorting Cap (or approved equal) V. CONDUCTORS i. All electrical conductors shall comply with section of the 2012 Greenbook. IV. Lighting Arms and Adaptors

14 i. S1-S2 lighting fixture types shall utilize the Bull Horn Double Arm adaptor/arm as shown in Exhibit D Lighting Fixture Adaptors and Fittings - Drawings. ii. T3 and T5 lighting fixtures shall utilize the adaptor/arm with the same specifications as Catalog # 12-CA-REL shown in Exhibit D Lighting Adaptors and Fittings - Drawings. iii. T4 lighting fixtures shall utilize the adaptor/arm with the same specifications as Catalog # 12-CA-REL shown in Exhibit D Lighting Fixture Adaptors and Fittings - Drawings. iv. T1, T6, T8 and T9 lighting fixtures shall utilize the KPL30-PR plumizer as shown in Exhibit D Lighting Fixture Adaptors and Fittings Drawings.