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24,

25.

26.

27.

28.

29:

30.

31.

Are there any post-top lights?
a. There may be a limited quantity of post-top lights. The City does not have a specific

count of these style lights.

Please provide a breakdown of the fixtures and models of all fixtures listed in the RFP on page
6. Meaning how many are decorative, how many are cobra heads, etc.

a. The City does not have a breakdown of the fixtures and models listed. Please see

“SCHEDULE C, EVERSOURCE STREET LIGHT LEDGER.” This is the mast detailed inventory

the City has regarding specific fixture types.

Please provide a breakdown of the poles types of all fixtures listed in the RFP on page 6
a. The City does not have a breakdown of pole types.

The City said they own the lights but do nat own title to them. Please explain further. Does this
mean the City is leasing the lights and at some point will own them?
a. Forall intents and purposes, the City of Nashua owns the current street lights.

The City said that Eversource is still performing the maintenance. Will Eversource still provide
the maintenance of the existing lights until all are converted to LED?

a. Eversource will provide maintenance on their equipment. They will not provide
maintenance on fixtures that are imminently being converted to LEDs as part of the
project.

b. If faulty Eversource equipment is found during audit and conversion, upon informing
Eversource, Field Maintenance Requests will be generated and Eversource will replace

said equipment.

Who will be responsible for maintenance of the lighting after the LED conversion project? if it is
the contractor, for how long will the maintenance contract last?
a. Eversource is responsible for maintenance of the lights in coordination with the City of
Nashua. In the event of fixture failure, replacement fixtures must be provided to
Eversource. This is part of the fixture warranty; fixtures will be provided to the City free

of charge during the warranty period

What is the labor warranty required after a light is installed? And please confirm if the labor
warranty is “fixture-specific’, or as the system as a whole (meaning it starts after the project is

substantially complete).
a. Typical one year warranty to begin at the substantial completion of the project.

There were questions on the bid form at the pre-bid meeting, as well as a request to provide
two prices (a solution with and without smart controls). Please update and provide a new bid
form.
a. There are multiple tabs within the workbook already created for “Proposal with Smart
Controls” and a “Proposal without Smart Controls.” Additional tabs may be created if
needed. Instructions for creating new tabs are found within the workbook.

RFPO6OS~031116 Addendum 1- City of Nashua LED Street Lighting Conversion Project Page 4 of 6

229 Main Street e Nashua, New Hampshire O3060 « Phone (603) 589-3330 « Fax (603) 589-3344

32, There were numerous questions on the payment of incentives and coordination with Eversource
on adjustment of utility bills, etc. It sounded like the City would be handling all of this. In other
words, the contractor is just providing pricing and services to audit and convert the system. All
energy calculations, incentives, coordination with Eversource, etc. will be done by the
City. Please confirm.

a. The City will handie the Energy Rebate Incentive (the Contractor will provide all
necessary documentation to the City for Incentive Submittal). However, the Contractor
is responsible for reporting “fixture change outs” to Eversource. Please see #2 on
SCHEDULE D. If a municipality opts to hire a vendor to install new LED fixtures, what are
the requirements for that vendor to be allowed to install them on our system?” in the
attached “SCHEDULE D — RATE EOL LED FAQ.” There is specific language relating to the
vendor’s responsibilities in reporting to Eversource.

33. Please provide an actual copy of the lighting inventory, further than the one on page 6. In

Excel, please.
a. The Eversource Street Light Ledger is attached as part of this addendum,

34, There was talk about the City reserves the right to choose the color of the fixture housings
depending on the street. Please provide a quantity and color breakdown, as different colored
fixtures may have cost implications.

a. We do not have exact quantities of the existing lights by color. Roadway lighting will be
gray in color. Decorative fixtures will be replaced with the existing color (typically black).

35. Please confirm, in the areas where there are decorative fixtures, that retro-fit kits are not

allowed.
a. The City does not want retrofit kits.

36. There was confusion on whether Eversource wants the lamp and/or fixtures back. Please
confirm if this is required. If we are to return the fixtures/lamps to Eversource, please outline
how and where this is to happen. If we are to deliver fixtures/lamps, does Eversource provide
the vessel in which they are transported?

a. Please see the answer to #15 above.

37. Please provide the prevailing wage schedules for this project.
a. There isn’t a prevailing wage for this project.

38. Please provide the last 12 months of the City’s streetlight energy bills.
a. The City does not feel this is necessary.

39. Is there a specific brand or type of LED light you want?
a. There is no specific brand the City wants.

40. The 4000K that you now have- who is the manufacture?
a. Main Street LEDs: King Luminaire.
b. Broad Street Parkway LEDs: Decoratives are Hadco; Cobraheads are Leotech.

RFPO609-031116 Addendum 1- City of Nashua LED Street Lighting Conversion Project Page 5 of 6

229 Main Street » Nashua, New Hampshire O3060 ¢ Phone (603) 589-3330 « Fax (603) 589-3344

41,

42.

43.

44,

45,

46.

Do you want gray colored heads?
a. Yes, all fixtures should be gray in color unless decorative. Decorative fixtures should be

direct replacements in color (generally black).

Can the City please clarify if it requires product technical specification sheets for the products
proposed?
a. Yes the City requires all technical sheets (cut sheets) for the products proposed. These
sheets should include all detailed information relative to the proposed fixtures (System
Watts, kWs, typical lumens delivered, LED Current, Efficacy, warranty, finish, wattage
switch if applicable, driver & dimming, voltage, part/manufacturer’s numbers, etc.).

Can the City please clarify if in Section 5 on Page 6, the Entity shall supply and install 10, 3000K
LED products as samples per each type of fixture "style" options (see Section 4.3) for a total of

20 samples or just 10 samples?
a. The Trial period does not require multiple fixture “style” options. The ten (10) Trial
Period fixtures should be the cobra head style fixtures that are being proposed.

Can the City please clarify/describe the inventory in more detail? Pricing for cobra head fixtures

vs. decorative fixture vs shoe box fixtures can vary substantially.
a. Please see “SCHEDULE C, EVERSOURCE STREET LIGHT LEDGER.” This is the most detailed

inventory the City has regarding specific fixture types.

Can the City please provide clarity on the "ADDITIONAL PROJECT UNIT PRICES” section? The
instructions clearly state "fill out the yellow highlighted areas", but do not indicate if other areas

should be left to the city (or contractor) to complete.
a. The Contractor should fill out “ADDITIONAL PROJECT UNIT PRICES.” This has been

updated with yellow highlighting for consistency and clarification.

{Item's 1 & 2 of "GENERAL NOTES" directly contradict themselves. Please clarify if the City wants

retrofit kits or does NOT want retrofit kits.
a. The City does not want retrofit kits. This has been corrected on the General Notes on

“Schedule B, COST PROPOSAL SHEET TEMPLATE.”

RFPO6O9-031116 Addendum 1- City of Nashua LED Street Lighting Conversion Project Page 6 of 6

229 Main Street « Nashua, New Hampshire 03060 © Phone (603) 589-3330 © Fax (603) 589-3344

(2) THE CITY OF NASHUA athe taveOiey

Finanetal Services

Purchasing Department

ee net SE RS i NT - a

February 4, 2016

Request for Proposals

REPO609-031116
City of Nashua LED Street Lighting Conversion Project

The City of Nashua, NH, herein referred to as “the City”, is seeking proposals from qualified, interested
entities to submit a Scope of Work and Detailed Cost Proposal for the conversion of approximately 5,500
existing High Pressure Sodium (HPS) street lights to Light Emitting Diode (LED) street lights. The Scope of
Work may be found on pages 4 through 8 of this Request for Proposal.

INSTRUCTIONS TO ENTITIES:

Proposals must be submitted with one (1) digital copy on cd or flash drive and three (3) printed copies
clearly marked “LED Street Lighting Conversion Project”. The names of those agencies that submit a
proposal will be posted on the website, under Bid Results, within three (3) hours of opening.

Proposals must be submitted, as outlined in the preceding paragraph, no later than 3:00 p.m. on March
11, 2016, c/o Central Purchasing Office, Lower Level, City Hall, 229 Main Street, Nashua NH, 03061-
2019. Proposals must be submitted in the format provided and address the items specified in the
proposal specifications. Postmarks or other timestamps will not be accepted in lieu of actual delivery.
The firm can use whatever delivery mechanism it chooses as long as it remains clear that the firm is
responsible for submissions prior to the date and time. The City of Nashua may reject any or all of the
proposals on any basis and without disclosure of a reason.

Complete specifications and related documentation is available on our website, www.nashuanh.gov,
under Services, Bid Opportunities, Document RFP-031116. Related documentation includes: Schedule A,
Standard Agreement between Owner and Contractor; Schedule B, Cost Proposal Sheet Template. The
successful bidder must maintain insurance coverage as outlined in the contract, under Article 4 —
Insurance and Indemnification.

There will be a MANDATORY pre-bid meeting at Nashua Division of Public Works, 9 Riverside Street,
Nashua, NH 03062 at 10 a.m. on Tuesday, February 23, 2016. The meeting is an opportunity for the City
to overview the project, objectives and participants and to request additional information directly from
City staff managing or participating in the project. Additional information provided at the meeting will
also be provided by Addendum. You or your representatives are required to attend this meeting.

RFPOG09-031116 LED Street Lighting Conversion Project

The timeline for this RFP is as follows:

| Subject Date Time
Mandatory Pre-Bid Meeting Tuesday, February 23, 10:00 AM
2016 DPW Conf Room

9 Riverside St
Nashua, NH 03062

Department, City Hall

Deadline for Entity Questions Friday, February 26, 3:00 PM
2016
Answers/Clarifications Posted Thursday, March 3, 3:00 PM
2016 -
RFP Responses due Friday, March 11, 2016 3:00 PM, Purchasing |

Entities are encouraged to submit questions via email; however, the City assumes no liability for
ensuring accurate and complete email transmission/receipt and is not responsible to acknowledge
receipt. Inquiries must be submitted in writing, citing the RFP title, RFP number, Page, Section, and
received no later than Friday, February 26, 2016 at 3:00PM:

Lisa Fauteux, Director of Public Works,
Division of Public Works

9 Riverside St.

Nashua, NH 03062

Email: FauteuxL@NashuaNH.gov

The City will consider all timely-received questions and requests for change and, if reasonable and
appropriate, will issue an addendum to clarify or modify this RFP. Answers to Entity submitted questions
and other addenda will be posted under document RFP0609-031116 on the City of Nashua website;

www.nashuanh.gov, under Services, Bid Opportunities no later than Thursday, March 3, 2016, at
3:00PM.

All bids are binding for ninety (90) days following the deadline for bids, or until the effective date of any
resulting contract, whichever is later.

The successful bidder must maintain the following lines of coverage and policy limits for the duration of
the contract. Any subcontractors used by the successful bidder are subject to the same coverage and
limits and is a subcontractor of the successful bidder and not the City of Nashua. It is the responsibility
of the successful bidder to update Certificates of Insurance during the term of the contract. Liability

limits are as follows:

» General Liability: $1,000,000 per Occurrence
$2,000,000 Aggregate

> Motor Vehicle
Liability: $1,000,000 Combined Single Limit

*Coverage must include all owned, non-owned and hired vehicles.

RFPOG09-031116 LED Street Lighting Conversion Project

/
/
€

» Workers’ Compensation Coverage according to Statute of the State of New

Hampshire:
$100,000 / $500,000 / $100,000

The City of Nashua must be named as an additional insured on all liability certificates.

All bidders and subcontractors at every tier under the bidder will fully comply with NH RSA Chapter 281-
A,

‘Workers’ Compensation”. It is the responsibility of the CONTRACTOR to submit to the OWNER
certificates of insurance for the Designer and all other subcontractors prior to the start of the project. It
is the responsibility of the CONTRACTOR to provide the OWNER with updated certificates of insurance
for the CONTRACTOR and all subcontractors 10 days prior to the expiration of coverage. The OWNER
may, at any time, order the CONTRACTOR to stop work, suspend the contract or terminate the contract
for non-compliance. All subcontractors except for Designer are subject to the same insurance
requirements as the CONTRACTOR,

The successful bidder will be required to post a 100% Performance Bond and a 100% Payment Bond in
an amount equal to the Contract Award.

Pursuant to NRO 5-71 (A), the City of Nashua supports the concept of purchasing products which are
biodegradable, can be or have been recycled, or are environmentally sounds. Due consideration will be
given to the purchase of such products. If you are bidding on any such products which qualify, please so
indicate in a cover sheet by item number and description.

The City is exempt of all taxes. All bids must be FOB Nashua, NH. All bidders must comply with all
applicable Equal Employment Opportunity laws and regulations.

Pursuant to NRO 5-78 (F), the purchasing manager shall not solicit a bid from a contractor who is in
default on the payment of taxes, licenses or other monies due the city. Therefore, this bid request is

void as to anyone who is in default on said payments.

Respectfully,

4 op
i Pir —

an Kooken
Purchasing Manager
City of Nashua
KookenD@nashuanh.gov

RFPO609-031116 LED Street Lighting Conversion Project

CITY OF NASHUA LED STREET LIGHTING CONVERSION PROJECT
REQUEST FOR PROPOSALS
RFPO609-031116

1. INTRODUCTION & BACKGROUND

The City of Nashua, NH (the City) is soliciting proposals from qualified Entities to convert the City’s
existing High Pressure Sodium (HPS) street lights to Light Emitting Diode (LED) street lights. The Entity
will be expected to produce a turnkey project by implementing the conversion of all existing street
lighting in the City to equivalent LED street lights. The Entity will provide labor, materials, supplies,
equipment, facilities, disposal, analysis, digital reports, and the filing of all utility company
documentation for the processing of the utility bills under the new LED rate. It is the City’s goal to
achieve electricity and cost savings, while simultaneously improving lighting quality throughout the City.

2. OBJECTIVES

e Convert approximately 5,500 existing HPS street lights to LED street lights.

© Conduct a street light audit of all existing HPS street lights and develop a plan for the installation
of the LED street light equivalents, in order to develop a consistent illumination standard for the
City while maximizing energy savings.

e Expedite the installation of approximately 5,500 LED fixtures

e Toestablish safe street lighting standards while reducing the City’s energy consumption

e The City is interested in a smart control system for the street lights as a separate proposal item.

e It is the City’s intent to finance the cost of the project through a bond.

3. SCOPE OF SERVICES

For informational purposes. Subject to change.

The City of Nashua LED Street Lighting Conversion Project (the “Project”) will consist of, but is not
limited to, the following work and services:

3.1

3.2

3.3
3.4

3.5

The selected Entity will provide product, labor, and all necessary related materials and
supplies to replace approximately 5,500 roadway street lights (quantity detailed below).
The selected Entity will conduct a “Trial Period” of 3000K LED products vs. 4000K LED
products. See section 5. “PROJECT COMMENCEMENT” below for more information.
The selected Entity will conduct a street light audit prior to commencing work.

The City will provide the Entity with reasonable, secure, on site fixture storage for the

duration of the project.
Installation will occur during normal, non-overtime, work hours.

in connection with each site, the Entity shall:

3.6

3.7

Work with the City’s main point of contact to develop an installation plan that minimizes

inconvenience to the City;
Provide appropriate temporary traffic control measures compliant with the City of

Nashua Division of Public Works and the City of Nashua Police Department (see 7.3.2
below);

RFPOGO9-031116 LED Street Lighting Conversion Project

3.8 Advise subcontractors on the interpretation of installation documents, and issue
supplementary details and instructions in the event of any Change Order;

3.9 Verify all subcontractor’s progress claim and final contractor invoices;

3.10 Identify infrastructure failure and provide a list of equipment at risk of failure in need of
replacement (poles, brackets, underground services, service wires).

3.11 Provide all necessary wiring within new fixture;

3.12 Be responsible for verifying all circuit voltage;

3.13 Provide all required safety equipment, as well as a Safety Plan where required. Such
Safety Plan shall include a traffic/construction plan to roadway usage during
construction hours;

3.14 Provide reasonable progress reports to the City at regular intervals and as reasonably
requested by the City;

3.15 Conduct site inspections, during construction, to ascertain that the Project Is being
executed in compliance of the approved construction documents and specifications;

3.16 Perform required product installation testing to ensure fixtures are installed correctly;

3.17. Provide a detailed schedule including hours of installation;

3.18 Process all required paperwork, Eversource pole number locations, and inventory
existing street lighting to update the City’s and Eversource GIS inventories;

3.19 Provide Eversource weekly reports to revise the rate schedule for the newly installed
LED lights;

3.20 Provide all reasonable trade consumables (wire nuts, junctions boxes, covers and
similar);

3.21 Provide “as-built” record documents of installed LED luminaires, including all applicable
warranties, digital GIS data shape files, service, maintenance, and operations manuals,
and similar information;

3.22. Prevent the areas of the Site in which the Project is occurring free from accumulation of
waste materials or rubbish caused by the installation services;

3.23 Arrange for recycling or disposal of waste materials from the Project in accordance with
Applicable State and Federal Laws;

3.24 Comply with all State and Federal laws and regulations, including wage, labor, OSHA
requirements, and appropriate safety measures;

4, PRODUCTS

Minimum product specifications are as follows:

4.1
4.2
4.3

Products are Design Light Consortium approved.
Products and components are warrantied for a minimum of ten (10) years.
Products must be low cost, durable, and aesthetically pleasing. Entities may submit two

(2) fixture “style” options.

Entities shall include a breakdown of products to replace the City’s current street lights.
See Section 7. “SUBMITTAL REQUIREMENTS” below for further details.

RFPO609-031116 LED Street Lighting Conversion Project

The City’s current, approximate street light inventory is as follows:

Current Fixture Qty. Current Lumens Current Lamp Watts

4,094 4,000 50
382 5,800 70

513 9,500 100

228 16,000 150

237 30,000 250

Al 50,000 400

2 130,000 1,000

Total 5,497
5. PROJECT COMMENCEMENT

No later than thirty (30) days following mutually agreed upon period of performance schedule, executed
contract, City of Nashua issued Purchase Order, and a notice to proceed.

Trial period: 3000K vs. 4000K LED Products. The intent of the Trial period is to aid the City in choosing
which Kelvin temperature product is preferable, Given that the City currently has 4000K temperature
LED products installed in multiple locations, the Entity shall supply and install ten (10) 3000K
temperature LED products as samples. Whichever version the City decides to keep will be billed at the
agreed contract price once the Trial is over. The location of the Trial will be mutually agreed upon by the

City and the Entity.
6. FINAL COMPLETION

Final completion will be agreed upon by City and Entity and referenced in the agreement between
owner and contractor (see SCHEDULE A, Standard Agreement between Owner and Contractor)

7. SUBMITTAL REQUIREMENTS
7.1 A Mandatory pre-bid meeting will be held at 10:00 AM on Tuesday, February 23, 2016.
Participants are to meet at the Department of Public Works Administration and

Engineering Large Conference Room, 9 Riverside Street, Nashua, NH 03062.

7.2 A description of the Entity’s Information, Qualifications, and Experience including, but:

7.2.1. AnIntroductory letter, which includes the Entity’s name, contact name, mailing
address, telephone number, fax number, and email address. The letter will
address the understanding of the service being requested and any other
pertinent information the proposer believes should be included. The letter shall
be signed by the individual authorized to bind the Entity to the proposal.

7.2.2. The Entity must be licensed to do business in the State of New Hampshire at the
time of the conversions/installations;

7.2.3 Provide at least three (3) examples of similar type turnkey comparable projects.
Include reference names and telephone numbers.

7.2.4 Demonstrate your ability to provide qualified professionals for the project, such

as Electrical Engineers, Installers, 24 hour service and support, and the ability to

RFPO609-031116 LED Street Lighting Conversion Project

perform all work within the specified budget and within the required
timeframe. Installers shall have all requisite training, certifications and insurance
to safely perform the installations.

7.2.5 Recommendations on the best process to implement the conversion in order to
maximize utility savings immediately

7.2.6 Provide names of individuals who will be responsible for the project along with
a description of their roles, credentials, capabilities, past experience, anda
listing of projects similar to this project. Highlight the principal who will be
responsible for the project along with the project manager.

7.2.7 Provide a conceptual schedule showing staffing, product procurement lead
time, and proposed monthly minimum installation quotas.

7.3 A detailed Scope of Services and a detailed Cost Proposal, including, but not limited to:

7.3.1 The items outlined in the above sections.
7.3.2 Two (2) options regarding Traffic Control Allowance/Contingency:

a) One (1) option of traffic control costs if managed solely by the Entity. In
no case shall the gross hourly rate of Flaggers exceed $25.00/hour for
straight time work and $37.50/hour for overtime work.

b) One (1) option of traffic control costs if managed by the City in
coordination with the Entity

7.3.3 Two (2) options regarding Smart Control System:

a) One (1) option of installation without a smart control system

b) One (1) option with installation of a smart control system and all
associated hardware, software, training, et cetera.

7.3.4 Product costs in total and on a per-fixture basis

7.3.5 Installation (labor) costs in total and on a per-fixture basis

7.3.6 Quantity of fixtures by wattage and fixture type

7.3.7 Fixture lumens

7.3.8 Fixture kWs

7.3.9 Drive current (mA)

7.3.10 Driver manufacturer

7.3.11 Diode manufacturer

7.3.12 Proposed Kelvin Temperature

7.3.13 Full compensation to the Entity to complete all work as described in this RFP,
including, but not limited to investigation, analysis, construction, etc.

7.3.14 All costs associated with mobilization, demobilization, performance bonds,
insurance, permits, inspections, environmental compliance and all else
incidental shall be included in the detailed cost proposal.

Use “SCHEDULE B, Cost Proposal Sheet Template”.

Detailed Scope of Services and Cost Proposals shall be written on a company letterhead (input company
name on Schedule B), dated, and signed by authorized company personnel. The Scope of Services and
Cost Proposal may be negotiated with the selected Entity.

7.4. Submissions — Submit one (1) digital copy on cd or flash drive and three (3) printed
copies of the same of the Scope of Work and Detailed Cost Proposal in a sealed

RFPOG6GO9-031116 LED Street Lighting Conversion Project