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Home My WebLink AboutContract #: 1051 - From: 09-19-2017 To: 12-31-2018 - Tanko Streetlighting - Town of North Andovert �1 CONTRACT FOR PROFESSIONAL SERVICES BY AND BETWEEN THE TOWN OF NORTH ANDOVER AND TANKO STREETLIGHTING, INC. This agreement is made and entered into by and between the Town of North Andover ["Municipality"], with its principal office at 120 Main Street, North Andover, MA 01845, and TANKO STREETLIGHTING, INC. ["Consultant"] with its principal office at 220 Bayshore Boulevard, San Francisco, CA 94124. Witnesseth that the parties have AGREED as follows: Article I Description and Scope of the Work 1. Consultant will provide professional services to undertake and perform all appropriate tasks to provide streetlight audit, retrofit design, project management and related work products as described in the Request for Proposals #MAPC-DOER-07 [the "RFP"]; Consultant's Price and Technical Proposals [the "Proposal"]; and Scope of Work Detail; attached as Exhibit A, Exhibit B, and Exhibit C respectively, and incorporated herein. 2. The Vendor shall report, and be responsible, to Municipality or its designee as set forth in Exhibit D. 3. The Vendor agrees to be responsible for and warrantee the work of its subcontractors listed in Exhibit E and to ensure their compliance with all applicable legal, quality and performance requirements of the RFP and the Proposal. The Vendor may not use subcontractors not named in Exhibit E without the prior written consent of Municipality, which will not unreasonably be withheld. Article II Time of Performance 4. Consultant shall commence work immediately upon execution of this Agreement and shall complete performance no later than December 31, 2018 . Time shall be of the essence in relation to Consultant's performance under this Agreement. Reasonable extensions shall be granted at the written request of Consultant provided the justifying circumstances are documented by and are beyond the reasonable control of Consultant and without fault of Consultant. In the event of such an extension, all other terms and conditions of this Agreement, except the dates of commencement and completion of performance, shall remain in full force and effect between the parties unless modified in writing. Article III Revisions in the Work to be Performed 5. If during the term of this Agreement, Municipality requires revisions or other changes to be made in the scope or character of the work to be performed, Municipality will promptly notify Consultant. For any changes to the scope of work, Consultant shall notify Municipality of associated costs in writing. Consultant shall make the necessary changes CONTRACT FOR PROFESSIONAL SERVICES BY AND BETWEEN TOWN OF NORTH ANDOVER AND TANKO STREETLIGHTING, INC. only upon receipt of a written acceptance of the costs and a written request from Municipality. 6. Municipality will neither unreasonably request revisions nor unreasonably withhold final acceptance of work by Consultant. Any revisions or changes requested by Municipality will not unreasonably depart from the current understanding of the nature and scope of the work to be performed. Article IV Payment for Services 7. Subject to appropriation, Municipality's total payment to Consultant under this Agreement shall not exceed Twenty -Eight Thousand, Nine Hundred Twenty -Four Dollars and Twenty Cents ($28,924.20) unless otherwise authorized in writing pursuant to paragraph five (5). This amount shall include any and all expenses and costs incurred by Consultant in performing the work. 8. Municipality shall make payment to Consultant as on the schedule and based on the milestones and deliverables set forth in the Proposal and Exhibit C. Article V Ownership and Confidentiality of Material, Work Products 9. Consultant shall afford Municipality unlimited access to any work product, including but not limited to all work papers, data, reports, questionnaires and other material prepared, produced or collected by Consultant under this Agreement. 10. Municipality reserves a royalty -free, nonexclusive, and irrevocable right to reproduce, publish, and otherwise use, and authorize others to use, the copyright in any work developed under this agreement, and any rights of copyright acquired with funds provided under this Agreement. Any material produced under this contract shall not be subject to copyright except by Municipality. 11. Consultant and Municipality shall have both unlimited rights to any data first produced or delivered under this Agreement. 12. Upon completion of this project or termination for or without cause, Consultant shall return any documents, models, tools, plans or items whatsoever belonging to or supplied by Municipality. Article VI Release of Municipality 13. In consideration of the execution of this Agreement by Municipality, the Consultant agrees that simultaneously with the acceptance of what Municipality tenders as the final payment under this Agreement, the Consultant will execute, and deliver a release of Municipality from all claims, demands, and liabilities arising from, growing out of, or in any way connected with this Agreement. It is agreed that the person who, in fact, executes and delivers said release, shall be authorized and empowered to execute and deliver the same on behalf of the Consultant. Article VI Indemnification 2of10 CONTRACT FOR PROFESSIONAL SERVICES BY AND BETWEEN TOWN OF NORTH ANDOVER AND TANKO STREETLIGHTING, INC. 14. The Consultant shall indemnify, defend and hold harmless Municipality and all of its officers, agents and employees, against all suits, claims, demands and liabilities of every name and nature, both at law and in equity, based upon or arising out of any action taken by the Consultant in its performance of this agreement or upon the Consultant failure to comply with the terms of this Agreement in the performance of its work, whether by it, its employees, or its Sub -Contractors. Article VIII Insurance 15, The Consultant shall secure, and maintain in effect throughout the term of this Agreement, insurance adequate to meet its obligations hereunder and shall provide Municipality with certification of such, if requested. Article IX Assignment 16. The parties shall not assign nor transfer their respective interests in this Agreement, in part or in whole, without the prior written consent of the other. Article X Severability 17. In the event any provision of this Agreement is found by a court of appropriate jurisdiction to be unlawful or invalid, the remainder of the Agreement shall remain and continue in full force and effect. Article XI Termination of Allreement 18. Consultant or Municipality may terminate this Agreement upon immediate written notice should the other party fail to perform substantially in accordance with the terms of the Agreement with no fault attributable to the other. 19. In the event of a failure to materially perform by Consultant the notice of such breach shall be accompanied by the nature of the failure, and Municipality shall set a date at least 60 days later by which Consultant shall cure the failure. If Consultant fails to cure within the time as may be required by the notice, Municipality may at its option, terminate the Agreement. 20. Notwithstanding any language to the contrary within this Agreement, Consultant or Municipality may terminate this agreement without cause at any time, effective seven days beyond a termination date stated in a written notice of termination. In the event of termination, Consultant shall be compensated for work product and services performed prior to the date of termination. In no event shall Consultant be entitled payment for any services performed after the effective date of termination, and under no circumstances shall the total price paid under the contract exceed the amount referenced in paragraph five (5). Article XII Compliance with Conflict of Interest Laws 3of10 CONTRACT FOR PROFESSIONAL SERVICES BY AND BETWEEN TOWN OF NORTH ANDOVER AND TANKO STREETLIGHTING, INC. 21. Consultant warrants and represents to Municipality that, to the best of its knowledge, no officer or employee of Consultant who has participated in the preparation or negotiation of this Agreement, or who will participate in the execution of this Agreement, nor such employee's spouse, parents, children, brothers or sisters, partner, any business organization in which he or she is serving as officer, director, trustee, partner or employee, nor any person with whom he or she is negotiating or has any arrangement concerning prospective employment, has a financial interest in this Agreement, except as permitted under Massachusetts General Laws, Chapter Two Hundred Sixty -Eight A, Section Six. Consultant further warrants and represents to Municipality that, to the best of its knowledge, no employee of Consultant has a financial interest, either directly or indirectly, in the Agreement except as permitted under Massachusetts General Laws, Chapter Two Hundred Sixty -Eight A, Section Seven. Article XIII Governing Law and Jurisdiction 22. This Agreement shall be governed by, construed, and enforced in accordance with the laws of the Commonwealth of Massachusetts. Both parties agree to submit their respective jurisdiction and venue to the state and federal courts in the County of Essex, Commonwealth of Massachusetts to resolve any disputes or disagreements that may arise under any provision of this Agreement. Article XIV Complete Agreement 23. This Agreement, and the Exhibits attached hereto and incorporated herein constitute a total agreement of the parties and supersede all prior agreements and understandings between the parties, and may not be changed unless agreed upon in writing by both parties. 4of10 CONTRACT FOR PROFESSIONAL SERVICES BY AND BETWEEN TOWN OF NORTH ANDOVER AND TANKO STREETLIGHTING, INC. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly authorized officers on the date written below. For the Town of North Andover X Date: �t Name: Andrew W. Maylor Title: Town Manager For Tanko Streetli t' g nC. X Date: Name: asonanko Title: President 5of10 CONTRACT FOR PROFESSIONAL SERVICES BY AND BETWEEN TOWN OF NORTH ANDOVER AND TANKO STREETLIGHTING, INC. Exhibit A: Request for Proposals 6of10 CONTRACT FOR PROFESSIONAL SERVICES BY AND BETWEEN TOWN OF NORTH ANDOVER AND TANKO STREETLIGHTING, INC. Exhibit B: Price and Technical Proposals Item Price Per Unit Estimated Units Total Price Item 1: $12.00 1,302* $15,624.00 • Task 1: Streetlight Inventory Audit with Utility Bill Reconciliation Item 2: $10.10 1,302* $13,150.20 • Task 2: Design • Task 3: Assistance with Product Delivery • Task 4: Assistance with Procurement of Installation & Maintenance Contractor • Task 5: Installation Management Item 3: $150 - flat rate N/A $150.00 • Task 5: Rebate Application for 2nd Utility Item 4: $3.00 TBD TBD • Task 6: Wireless controls Item 5: $22.10 TBD TBD • Additional LED Retrofit Model Total Not to Exceed Contract Price: $28,924.20 *This is an estimated quantity only. Final price is subject to the final fixture quantities as confirmed via the inventory audit. 7of10 CONTRACT FOR PROFESSIONAL SERVICES BY AND BETWEEN TOWN OF NORTH ANDOVER AND TANKO STREETLIGHTING, INC. Exhibit C: Scope of Work Detail Upon execution of this Agreement, the Consultant shall commence performance of the following services: • Item 1 - Task 1: Streetlight Inventory Audit with Utility Bill Reconciliation • Item 2 o_ Task 2: Design ^�o Task 3: Assistance with Product Delivery o Task 4: Assistance with Procurement of Installation & Maintenance Contractor 6 Task 5: Installation Management • Item 3 - Task 5: Rebate Application for 2" d Utility Upon receipt of a Notice to Proceed from the Municipality, the Consultant shall commence providing the following services: • Item 4 - Task 6: Wireless controls • Item 5 - Additional LED Retrofit Model 8of10 CONTRACT FOR PROFESSIONAL SERVICES BY AND BETWEEN TOWN OF NORTH ANDOVER AND TANKO STREETLIGHTING, INC. Exhibit D: Notice Addressees For Municipality: For the VENDOR: Town of North Andover Tanko Streetlighting, Inc. Name *Name Andrew Maylor iason Tanko Title * Title Town Manager President Organization Organization Town of North Andover Tanko Streetliehtin2, Inc. Street Address "" Street Address 120 Main Street City, State, ZIP North Andover, MA 01845 Phone 220 Bayshore Blvd. * City, State, ZIP San Francisco, CA 94124 * Phone 978-688-9510 415-254-7579 Fax Fax 415-822-3626 e-mail * e-mail townmanager@northandoverma.gov jason@tankoligliting.com 9of10 CONTRACT FOR PROFESSIONAL SERVICES BY AND BETWEEN TOWN OF NORTH ANDOVER AND TANKO STREETLIGHTING, INC. Exhibit E: Subcontractors None 10 of 10 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Request for Proposals for LED Streetlighting Consultant Metropolitan Area Planning Council on behalf of the Towns of Gardner, Manchester -by -the -Sea, North Andover, Northbridge and Webster RFP# MAPC-DOER-07 Lighting Consultant July 6, 2017 I Request for Proposals MAPC-DOER-07 Due Date: Monday July 24, 2017 at 12:00 PM Legal Notice of Request for Proposals Agency: Metropolitan Area Planning Council RFP Number: MAPC-DOER-07 Description: The Metropolitan Area Planning Council (MAPC), on behalf of the Awarding Authorities, is seeking responsive proposals from qualified consultants to conduct a streetlight inventory audit, design of streetlight retrofit with LEDs, assist with procurement of product and installation, and perform project management. Contract Info: The participating municipalities will be the Awarding Authorities. A Selection Committee will identify the eligible vendor that provides a response that is deemed to be the most advantageous and in the best interest of the Awarding Authorities. Each Awarding Authority will enter into a separate contract with the selected vendor. Contact: The RFP may be obtained by contacting Patrick Roche, MAPC Energy Coordinator, by email at proche@mapc.org beginning on Thursday July 6, 2017 at 12:00 PM. If you have questions about this RFP, please contact proche@mapc.orp-. Deadline: Sealed proposals are due by Monday July 24, 2017 by 12:00 pm local time at MAPC, 60 Temple Place, 6th floor, Boston, MA 02111. MAPC reserves the right to waive informalities in any or all proposals and to reject any or all proposals in part or whole. 2 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Table of Contents Legal Notice of Request for Proposals........................................................................................................................... 2 Tableof Contents............................................................................................................................................................... 3 Section I: General Information & Proposal Submission Requirements ....................................................................4 Section II: Project Overview and Scope of Work......................................................................................................... 5 ProjectOverview............................................................................................................................................................ 5 MAPCRole.....................................................................................................................................................................5 Scopeof Work and Deliverables................................................................................................................................. 6 ProjectTiming & Budget............................................................................................................................................ 9 OtherNotes..................................................................................................................................................................10 Section III: Terms and Conditions................................................................................................................................11 Section IV: Proposal Preparation & Required Content..............................................................................................12 GeneralProposal Rules...............................................................................................................................................12 TechnicalProposal.......................................................................................................................................................13 PriceProposal...............................................................................................................................................................15 Section V: Proposal Submission Requirements...........................................................................................................16 Envelopes& Packaging...............................................................................................................................................16 Originals& Copies.......................................................................................................................................................16 Section VI: Proposal Evaluation and Selection...........................................................................................................17 Proposal Selection Process.........................................................................................................................................17 Reviewof Responses...................................................................................................................................................17 Comparative Evaluation Criteria...............................................................................................................................17 Section VII: RFP Process Timeline............................................................................................................................... 20 Section VIII: Required Signature Forms.......................................................................................................................21 ProposalSignature Page..............................................................................................................................................22 CertificationsPage........................................................................................................................................................23 AdditionalCertifications Page.................................................................................................................................... 24 PriceProposal Page......................................................................................................................................................25 3 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Section I: General Information & Proposal Submission Requirements This Request for Proposals (RFP) is being issued by the Metropolitan Area Planning Council (MAPC) on behalf of the towns of Gardner, Manchester -by -the -Sea, North Andover, Northbridge and Webster (Awarding Authorities) to solicit responses from qualified consultants to develop and manage an LED streetlight retrofit. All Awarding Authorities require the consultant to provide audit and design of streetlight retrofit with LEDs, assist with procurement of product and installation, and perform project management. The consultant must have demonstrable experience in LED streetlight technology and construction management or prove that it has assembled a sufficiently qualified team. Note: The consultant will not be permitted to submit a bid for the product or installation. Proposal Due Date: 12:00 pm on Monday July 24, 2017. Proposal Subject LED Lighting Consultant RFP Number: MAPC-DOER-07 RFP Availability: The RFP will be available starting on Thursday July 6, 2017 at 12:00 PM by contacting Patrick Roche at MAPC at or via email at proche@mar)c.orp-. Return RFPs to: Metropolitan Area Planning Council c/o Patrick Roche 6th Floor 60 Temple Place, Boston, MA 02111 This procurement conforms to the requirements of Massachusetts General Law, Chapter 30B. Please read this entire document before responding or submitting questions. Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Section II: Project Overview and Scope of Work Project Overview The Metropolitan Area Planning Council is administering this RFP through its work on the Massachusetts Department of Energy Resources LED Streetlight Rapid Retrofit grant program, you can learn more about the program at our website at httr)://www.mapc.orMed-street-lighting and in the "MAPC Role" section below. The named Towns are the Awarding Authorities. The Awarding Authorities intend to replace existing streetlights with light -emitting diode (LED) fixtures that reduce energy consumption and energy and maintenance costs and improve lighting quality. The streetlight inventories are identified in Section DC Facility Profile. There are approximately 5,863 streetlights across the Awarding Authorities. The Awarding Authorities in Table 1. require the consultant (Respondent) to provide streetlight audit, recommendation on light removal, design of streetlight retrofit with LEDs, assist with procurement of product and installation, and perform project management. Table 1. Facility Descriptions Name Electric Utility Tariff*^ Cobraheads Floods & Tariff Cobraheads Floods & Total Decoratives Decoratives Lights Gardner National Grid. S-2 1532 1,532 Manchester- by -the -Sea National Grid 5-1 250 113 363 North National Grid S-5 1,290 12 1,302 Andover Northbridge National Grid S-1 943 28 S-2 210 1,181 Webster National Grid S-1 1,453 32 1,485 Total 5468 1 185 1 210 1 5,863 For National Grid, S-1 means utility owns and maintains lights; S-2 means town owns BUT utility maintains; S-5 means town owns and maintains ^Manchester -by -the -Sea, Northbridge and Webster are in the process of executing purchase documentation to convert to S-5. See Table 2 for more detail. MAPC Role Product Procurement: MAPC will provide the vendor with pricing for products listed on State Contract FAC100, Category 2 for streetlights. This pricing can be used in the design phase. Once a municipality has finalized their product choice, MAPC will solicit a contract -ready quote from FAC100, Category 2, with the goal of securing a deeper discount. Any other municipalities participating in the grant program that have chosen the same product will be grouped together for the quote in order to leverage volumetric pricing. 5 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Installation Procurement: MAPC will develop and issue Installation & Maintenance Specifications for an Invitation -for -Bids under M.G.L c.30 39M. Any other municipalities participating in the grant program that are ready to procure installation labor will be grouped together for the bid in order to leverage volumetric pricing. Scope of Work and Deliverables The following section outlines the Awarding Authorities' proposed scope of work and expected deliverables. Task 1: Streetlight Inventory Audit with Utility Bill Reconciliation The Respondent will determine the existing street lighting inventory via a Geographic Information Systems (GIS) inventory assessment of all the municipally -owned streetlights. Section IX has an inventory of the existing lights. At a minimum, the inventory must include the following attributes for each streetlight: • GPS location • Fixture technology • Wattage • Fixture height • Nearest street address • Pole # • Pole material • Issues (e.g. corrosion, obstruction) - these may be captured in separate fields • Date of data capture • Any other data relevant to Respondent's streetlight design process During the inventory assessment, the Respondent will provide a status report to the Awarding Authority weekly so that the municipality may begin to address any issues in order to minimize any delay on the eventual retrofit. An online portal for viewing the audit is not required. Respondent should make itself available to discuss any questions the Awarding Authority has on the inventory. Additionally, the Respondent will compare the inventory it produces to actual bills and all other pertinent utility data in order to confirm the accuracy of the ownership, eligibility for rebates, and billing record information. If this process identifies discrepancies with the utility inventory, the contractor will present the information to the Awarding Authority, and at the Awarding Authority's direction, take all necessary steps to reconcile the sources. Task 1 Deliverables: • Finalized inventory summary listing quantities by type and wattage, as well as a list of any discrepancies identified between bills/utility inventories and the vendor's GIS inventory assessment. Include addresses and pole numbers, if applicable, for each discrepancy. • Finalized inventory that contains the required attributes in a file suitable for use in common GIS software (e.g. ESRI ArcMap), as well as Microsoft Excel. Note: City of Gardner does NOT need Task 1. City is currently performing its own audit with GPS data capture and reports it is on track to complete it by July 31, 2017. The City's GPS provides +/- 3ft C� Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 accuracy. Task 2: Design After the audit is completed, the Respondent can begin the design process, which will help the municipality determine the appropriate replacement design for the LED streetlight retrofit, including the brand of light, and photocell, replacement wattages, color temperatures, and other appropriate settings and options. Task 2a: Selecting Preferred Products Assist the municipal decision makers to understand the differences in build quality, reliability, company stability, available options such as dimmable drivers, color temperature, ease of installation and/or maintenance, compatibility with shields, and relative price. Based on this education, the vendor will help the municipality select at least three (3) fbcture brands or lines to model. Task 2b: Modeling Preferred Products For each of the at least three (3) preferred fixture brands or lines, the Respondent will create a ,'model". The model must accomplish the following: 1. Present the recommended replacement LED and its associated wattage and settings (such as distribution type) that would need to be installed across the municipality. This would include total quantities of each wattage and option; 2. Present photometric data to help the municipality understand how the light levels provided by the model will compare to IES RP8 standards and the light levels likely provided by the existing lights; and 3. Provide a lifecycle cost analysis, including the initial capital outlay, the net present value (NPV) and return on investment (ROI), as well as annual energy savings. Task 2c: Identifying Lights for Removal The design process should also be able to make some recommendations for any lights which could be removed. At a minimum, the recommendations should be based on identifying, using the GIS inventory data, isolated lights that do not help pedestrians connect to other lit areas or multiple lights that likely overlap coverage where removing one would likely allow for safe lighting levels to continue. Task 2d. Coordinate Pilot: If the municipality desires to install pilot fixtures, the vendor must coordinate the receipt of equipment and installation. The municipality will cover costs of equipment and installation. Based on these models and any pilot, the municipality should be able to select its replacement brand with applicable wattages and settings. The vendor should provide updated lifecycle cost analysis, energy savings, as well as map of replacement plan. Task 2 Deliverables: At least three models (as described above) for replacement LEDs with associated photometric data and lifecycle cost analysis Finalized design documentation: o map showing selected type of light, wattages, and any applicable settings o quantities and models of luminaire, photocell, and any necessary fusing or wiring products 7 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 o photometric data for the selected design o Cost, savings, incentives, net cost, and payback of finalized design, including any operation and maintenance costs and savings • Note that stamped drawings from a Professional Engineer are not required for this task or other tasks. Task 3: Assistance with Product Delivery For product procurement: • Respondent will provide MAPC with information on municipality's choice of product so that MAPC may solicit quotes from State Contract FAC100 Category 2 for Roadway Lighting o Note: MAPC can solicit quotes for multiple brands, if municipality would accept whichever has a lower final price • Respondent will assist municipality to place purchase order with vendor from the State Contract FAC100 for Category 2 for Roadway Lighting using the pricing secured by MAPC. • Vendor will manage the interaction with the product vendor and installer to ensure appropriate scheduling and delivery of product. Task 4: Assistance with Procurement of Installation & Maintenance Contractor Vendor should review the Invitation -for -Bids developed by MAPC and provide to MAPC any edits or other installation specifications that it feels are necessary for the implementation of their Project Management. This could include: • Required installation schedule • Use of data collection mechanisms, reporting frequency, availability for training, etc. • Order of streets or areas to be retrofitted • Quality Assurance • Warranty • Field Quality Control • Adjusting and Cleaning • Disposal Task 5: Installation Management • Perform any necessary training for installers on relevant data collection technologies • Remotely verify that the installer is reporting that the appropriate light is installed in each location per final design (i.e. reported data matches design) • Electronically send municipality weekly updates on installation progress and any installation issues o An online portal for real-time viewing is not required • Manage request for change orders from installers and coordinate response and decision (i.e. approval/disapproval) from the municipality • Respond to questions and request from Awarding Authority. Vendor should provide a call back within 4 business hours. • Apply for utility rebates and execute appropriate paperwork for billing changes • Develop punch -list of items before project close out • Meet with municipality to review punch -list items • Certify that installation is competed, meaning that the reported data matches the finalized design including any change orders. • Update the GIS layer with any changes to design from construction R] Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 • Updated analysis of gross cost, savings, incentives, net cost, and payback of finalized design, including any operation and maintenance costs and savings • Vendor should anticipate 1 or 2 in-person meetings per municipality during the course of the construction administration Task 5 Deliverables: • Updated GIS data layer documenting final condition of all installed lights • Revised cost, savings and payback calculations to reflect any changes that occurred during installation • Submitted rate change paperwork and rebate applications to utility • Finalized decisions by utility on incentives for Awarding Authorities • Evidence of successful rate changes Task 6: Incorporating Wireless Controls in the Project Wireless controls are not anticipated to be part of the scope for these participating municipalities; however, this RFP does request pricing for incorporating them into the project, should a municipality make a later decision to do so. For this optional Task 6, the Respondent will incorporate the use of wireless controls into the project. To be clear, Task 6 only applies to additional or incremental work - above and beyond activities and deliverables described in Tasks 1-5 - that relate to including wireless controls into the streetlight retrofit for. The following describes what MAPC envisions as that "incremental work": • Task 2 - Design: In the retrofit design process of Task 2, including wireless controls might mean designing with different LED wattages to accommodate dimming. • Task 3 - Product Delivery. Because MAPC is administering the "Rapid Retrofit" program, MAPC will lead on assisting the municipality in determining the minimum product requirements for the procurement of the wireless controls. Respondent would also participate in those scoping process and review the final requirements and provide input or comments. MAPC will then handle procurement of the wireless control materials using a competitive, public bid process. Respondent would help coordinate delivery of wireless controls just like it will do for standard photocells. • Task 4 - Installation Procurement: The installation procurement will be handled by MAPC and Respondent would participate as outlined in Task 4. Respondent would inform MAPC if there are any additional requirements it needs inserted for it to properly manage the installation with wireless controls. • Task 5 - Installation Management: Respondent will still oversee installation management including for the wireless controls. Note that MAPC will require that training and commissioning of the wireless controls will be handled bythe controls vendor, not the Respondent. Project Timing & Budget The Respondent should expect to begin working with Awarding Authorities with two weeks of contract execution. Some communities may opt initially to only contract for the cost of Task 1. Streetlight Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Inventory Audit and then issue a Notice to Proceed for the remaining tasks upon securing financing. The following Table 2 summarizes ownership and financing status: Table 2. Funding & Schedule Details Owners Funding for Funding for Anticipated Type Name hip of Ownership Detail Task 1. Tasks 2-5, Retrofit Lights Audit Materials, & Completion Install Date City Gardner City Will transfer from S-2 to S-5 N/A On -hand tariff in July 2017 1 -Mar -18 Manchester- Recently approved financing to Town by -the -Sea Utility purchase lights and transfer On -hand On -hand from S-1 to S-5 tariff 1 -Feb -18 North Expected to Town Andover Town On S-5 tariff On -hand be available in FY18 budget 15 -Nov -18 Town owns a portion on S-2. Expected to Town is in the process of authorize Town Northbridge Utility purchasing the remainder which On -hand funding at will transfer them from S-1 to October Town the S-5 tariff Meeting 15 -Jun -18 Town has requested purchase Expected to Town Webster Utility ice of light in late April. pr li On -hand be available in Expects transfer from to S-5 this fall. FY18 budget 1 -May -18 Other Notes The scope is currently limited to streetlights, however, each community may elect to request pricing from the selected vendor for an inventory assessment, design and construction administration of its outdoor lighting in schools, parks, etc. No inventories are available at this time 10 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Section III: Terms and Conditions Each Awarding Authority will enter into a separate contract with the selected vendor. Section IX has the template contract Insurance The selected vendor shall at all times during the term of the contract maintain insurance coverage adequate to meet its obligations under this contract and shall provide the Awarding Authorities with certification of such as a condition of award if requested. Payment for Services Rendered The payment schedule for this project will be on a reimbursement basis according to a deliverables schedule consistent with the Contractor's price proposal and as negotiated at the time a foxed price contract is signed. The price proposal should include the Respondent's proposed payment schedule based on the project deliverables. Payments will not be made until deliverables are received and approved by the Awarding Authorities. In no event shall payment be made in advance of the services provided. Expenses All work shall be completed using the vendor's own resources. There shall be no reimbursable costs. Indemnification The Respondent shall indemnify, hold harmless and defend MAPC and the Awarding Authorities, and their officers, agents, and employees and the participating municipality from all liability of any nature or kind, including costs and expenses for all actions or claims resulting from injuries or damages sustained by any person or property arising directly or indirectly as a result of any error, omission or negligent or wrongful acts of the Respondent, subcontractor or anyone directly or indirectly employed by them in performance of this contract. Publicity and News Releases The selected Respondent shall not make any pronouncements or news releases pertaining to this solicitation for proposals, the award of a contract, or interim and final work products without prior approval from the Awarding Authorities. Ownership and Confidentiality of Work Product Upon completion of this project the work products become the property of the Awarding Authorities. Accountability The selected Respondent will work under the direct supervision and direction of the Awarding Authorities, who shall be identified to the vendor in advance of any authorized communication. Acceptance of Work Product by Municipality A schedule of proposed deliverables must be included in the proposal and, upon agreement, will become part of the controlling contract. Copies of all draft and final deliverables must be provided to the Awarding Authorities in compliance with the schedule set out in the contract. The Awarding Authorities will take no more than ten (10) business days to either accept the deliverable or request modifications. 11 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Section IV: Proposal Preparation & Required Content General Proposal Rules The Awarding Authorities will accept applications from multiple entities providing complementary skills for the distinct parts of the project, but one partner must act as the chief contracting and financial entity. This lead partner must submit a single proposal on behalf of the partnership. If a single entity proposes to complete the entire scope of work, but different personnel will be primarily responsible for different project components, the proposal should state clearly how the proposed team members might be involved with these activities. The RFP response shall be prepared providing a straightforward, concise delineation of the prospective vendor's commitment to satisfy the requirements of this RFP. Accuracy and completeness are essential. Omissions and ambiguous or equivocal statements will be viewed unfavorably and will be considered in the evaluation. Since all or a portion of the successful RFP Response may be incorporated into any ensuing contract, all prospective vendors are further cautioned not to make claims or statements that cannot be subsequently included in a legally binding agreement. 1. All RFP requirements must be submitted for each party comprising the prospective vendor's organization (or joint venture) as well as all named subcontractors. 2. All proposals must be signed by appropriate, authorized individual or individuals. For example, if the vendor is a partnership, it must be signed with the name of the partnership, with the signature of each general partner. If the vendor is a corporation, it must be signed by the authorized officer whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed, or appropriate certificate of authorization. If the vendor is an individual, the vendor must enclose a letter certifying sole proprietorship in lieu of documented signing authority. The proposal document must be submitted with an original ink signature (blue ink is preferred). 3. Erasures, interlineations or other modifications in the proposal shall be initialed in original ink by the authorized person signing the offer. 4. Periods of time, stated as a number of days, shall be calendar days unless otherwise indicated. 5. Individuals are encouraged to submit proposals; individuals who submit proposals will not be subject to requirements that are only applicable to businesses such as authorized signatory and financial stability certifications. 6. It is the responsibility of all vendors to examine the entire RFP packet and seek clarification of any item or requirement that may not be clear and to check all responses for accuracy before submitting a proposal. Negligence in preparing an offer confers no right of withdrawal after due time and date. 7. All questions and requests for clarification must be received in writing during the period outlined in Section VII of this RFP. 8. Proposers are required to submit their questions about the RFP in writing via email. MAPC will use these written questions to provide answers in an addendum to this RFP. This will avoid misinterpretations of any oral responses MAPC may provide and will ensure that MAPC fully understands the proposers' questions. MAPC will not honor any alleged oral responses that have not been documented in an addendum. 12 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 9. Addenda documenting changes to this RFP or responses to questions and requests for clarification will be distributed via email to all prospective vendors who have obtained the RFP, provided MAPC has sufficient contact information for the prospective vendor. 10. A vendor may correct, modify, or withdraw a proposal by written notice if received by MAPC prior to the time and date set for the proposal opening. Proposal modifications must be submitted in a sealed envelope clearly labeled "modification No. _." Each modification must be numbered in sequence and must reference the original RFP. After the proposal opening, a vendor may not change any provision of the proposal in a manner prejudicial to the interests of MAPC or fair competition. Minor informalities will be waived or the vendor will be allowed to correct them. If a mistake and the intended correct wording are clearly evident on the face of the proposal document, the mistake will be corrected to reflect the intended correct meaning and the vendor will be notified in writing; the vendor may not withdraw the proposal. A vendor may withdraw a proposal if a mistake is clearly evident on the face of the proposal document, but the intended correct wording is not similarly evident. 11. A selection committee comprised of representatives of the Awarding Authorities will judge proposals and select a vendor for award. 12. The vendor will be selected within thirty (30) days of this proposal opening, at which point the selected vendor may enter individual contracts with each Awarding Authority. This RFP as well as the successful vendor's response will become part of the contracts with each Awarding Authority. 13. MAPC reserves the right to cancel all or part of this solicitation. The issuance of this solicitation does not imply any commitment to purchase any product or services from any vendor. 14. The Awarding Authorities are the awarding entity that will sign the individual contracts and to whom invoices will be submitted and by whom the vendor will be paid. 15. The Awarding Authorities will manage the progress of the vendor's work. Technical Proposal Technical proposals must contain the following information, and should be divided into separate sections clearly labeled by Tab number: Tab 1— Required Forms Include signed copies of the following forms provided in Section VIII • Proposal Signature Page • Certifications Page • Additional Certifications Page 13 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Tab 2 - Project Team Note: This Section has a 3 -page maximum 1. Indicate the composition of the entity or entities who will perform the work, e.g., an independent company, a partnership, a joint venture, or a combination involving prime and sub -vendors; identify the work that each entity will handle on this project. 2. Identify the individuals that will work on the project and describe their experience and qualifications. Tab 3 — Minimum Qualifications Proposals that do not meet these minimum qualifications will not be eligible for further consideration. 1. Respondent must commit in writing that it will meet each municipality's retrofit completion date from Table 2. The Respondent should expect to begin working with all Awarding Authorities within two weeks of contract execution. 2. MAPC will verify that the Respondent's proposal the meets all of the requirements of this RFP as delineated in Section IV. Tab 4 - References Note: this section has a 2 -page maximum. References will only be checked for the most advantageous proposer. Provide references for a minimum of the five most recent clients for street lighting design projects. References shall include the contact name, organization, address, phone number, and email. Provide a brief summary of the nature of the work with this client start and end dates of Respondent's engagement. Note the Awarding Authorities and MAPC reserve the right to contact additional references as we see fit. References will be checked only for the most Respondent deemed most favorable after reviewing Price and Technical proposals. Tab 5 - Evaluation Criteria Note: this section has a 15 -page maximum. Respondents must submit information to clearly address each of the evaluation criteria from Section VI of the RFP. Respondent's Tab 5 shall have one section for Experience and one section for Design. In the Experience section, Respondent shall address the evaluation criteria for 1. Experience. In the Design section, Respondent shall address the evaluation criteria for 2. Selecting Preferred Products, 3. Typical Layouts, and 4. Presentation of Photometric Data. The responses must provide documentation and explanation that will enable the Selection Committee to determine the appropriate rating for each evaluation criteria. Do nottell us what rating you should receive. 14 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Price Proposal Price proposals must contain the following information: Price Proposal Page Indicate prospective vendor's proposed total price on the completed Price Proposal Page provided in Section VIII. All prices quoted shall be exclusive of Massachusetts sales tax and use tax and federal excise tax, from which the Awarding Authorities are exempt. Proposal prices must remain firm for 90 days after the proposal opening. 15 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Section V: Proposal Submission Requirements Competitive sealed proposals for the services specified will be received, at the above specified location, until the time and date cited. Faxed submissions will not be accepted. Proposals must be in the actual possession of MAPC on or prior to the exact time and date indicated above according to the clock in the Procurement Department. Late proposals will not be considered. At a minimum, vendors must submit all materials requested in accordance with the exact specifications of this request for proposals and in the order and format requested in order to be considered complete and responsive. Vendors whose proposals are complete and meet the minimum and general proposal requirements will have their proposals reviewed. Meeting minimum and general proposal requirements does not mean that a vendor will be selected for the project. Envelopes & Packaging It is mandatory that price and technical proposals be submitted in separate sealed envelopes. Failure to submit proposals in separate sealed envelopes will result in rejection of the proposal. All exterior packaging (e.g., UPS, FedEx, etc.) must be properly labeled with the information listed below. Technical Proposal envelope displays: • "RFP# MAPC-DOER-07 - Technical Proposal" • Proposer Name • Proposal Due Date • "c/o Patrick Roche" Price Proposal Envelope displays: • "RFP# "MAPC-DOER-07 - Price Proposal" • Proposer Name • Proposal Due Date • "c/o Patrick Roche" Originals & Copies Proposals must include the following: • One original price proposal in a sealed envelope clearly marked with the words: "MAPC- DOER-07 - Price Proposal" as well as the vendor's name. • One original technical proposal in a sealed envelope clearly marked with the words: "MAPC- DOER-07 - Technical Proposal" as well as the vendor's name. • Vendors are required to submit one electronic copy of the price and one electronic copy of the technical proposal on a CD or USB using a widely accessible software format. It is strongly preferred that vendors do NOT submit scanned copies of printed documents. 16 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Section VI: Proposal Evaluation and Selection Proposal Selection Process MAPC and the Awarding Authorities have determined that the selection of the most favorable offer for the solicited services requires comparative evaluation of substantive factors in addition to cost. Such factors include but are not limited to the sector of experience related to the work, level of knowledge and expertise, quality of previous work, approach to the work, and prior client satisfaction. The selection committee shall open and review the Technical proposals, and will determine a composite qualitative rating for each proposal using the Comparative Evaluation Criteria. There will be no interviews. Then, the Selection Committee will open the Price Proposals. Finally, the selection committee will determine the most advantageous proposal taking into consideration the ratings on all comparative evaluation criteria and the cost. Prior to awarding a contract, the Selection Committee will check references of the most advantageous proposer. If references are acceptable, a contract be awarded to the vendor determined to have provided the most advantageous proposal. The Selection Committee shall award the contract within thirty (30) days after the date established for receiving the proposals. All proposals shall remain valid and acceptable for 90 days from the last proposal due date. This time may be extended by mutual consent of selected vendor and MAPC. Upon award, the engagement must commence within 10 business days of receipt of a Notice of Award by the selected Vendor. Review of Responses MAPC and the Awarding Authorities reserve the right, as the interests of MAPC and the Awarding Authorities may require, to reject any or all RFP responses and to waive any informality in responses that are received. MAPC also reserves the right at anytime before responses are due to cancel these RFP requirements, or, after receipt and evaluation, to modify these requirements or cancel them entirely, or to initiate a new RFP. If clarification of the contents of any RFP response is required, MAPC will request such clarification by the involved prospective vendor either in writing or in person. Prospective vendors must be prepared at any reasonable time to communicate with MAPC to clarify their proposal. Comparative Evaluation Criteria Proposals will receive a qualitative rating of Highly Advantageous (HA), Advantageous (A), Not Advantageous (NA), or Unacceptable (U) for each of the evaluation criteria below. Any rating of Unacceptable will result in the rejection of Respondent's entire proposal. Note that references may impact each category as appropriate. 1. Experience "Minimum experience" is defined as having completed all of the following: 1. At least 3 streetlight inventory audits for municipalities. 2. Designing at least 3 LED streetlight retrofits for municipalities. 3. Managing at least 3 LED streetlight retrofit installations for municipalities. 17 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 HA Respondent demonstrates it meets the minimum experience. A Respondent does not meet minimum experience but does have staff qualified for the project A and presents a superior plan for completing the elements for which they lack experience. NA Respondent does not meet minimum experience but does have staff qualified for the project NA and presents a fair plan for completing the elements for which they lack experience. U Respondent does not provide the required information; does not meet minimum experience U criteria; and/or lacks qualified staff for the project or a convincing plan for completing the elements for which they lack experience. 2. Selecting Preferred Products HA Respondent describes a superior plan to help municipality make an informed decision on selection of preferred products of Task 2a. A Respondent describes a good plan to help municipality make an informed decision on A selection of preferred products of Task 2a. NA Respondent describes a fair plan to help municipality make an informed decision on selection of preferred products of Task 2a. U Respondent describes a poor plan to help municipality make an informed decision on selection of preferred products of Task 2a. 3. Typical Layouts In Task 2b, Respondent must provide photometric data for each model. To present that data, the Respondent will have to make assumptions about wattage, distribution type, pole height, spacing, etc. A single set of these assumptions and the associated photometric data (i.e. light levels) provided by them will be referred to as a "typical layout". The numbers of "typical layouts" referred to below are for each model. HA Respondent describes a superior approach to determining how many "typical layouts" are necessary in the community; and will likely result in many more than three "typical layouts" considering both roadways and intersections. A Respondent describes a good approach to determining how many "typical layouts" are necessary in the community; will result in more than three "typical layouts" considering both roadways and intersections. NA Respondent describes a fair approach to determining how many "typical layouts" are necessary in the community; and will result no more than three "typical layouts" considering both roadways and intersections. U Respondent fails to describe a satisfactory approach to determining how many "typical layouts" are necessary in the community; and/or will result in less than three "typical layouts" considering both roadways and intersections. 4. Technical Presentation of Photometric Data The photometric data presented in the "typical layouts" for each model needs to empower municipal decision makers to make an informed choice about the correct wattage and distribution, and part of that is understanding how the photometric data (i.e. light levels) proposed in a "typical layout" compares to existing conditions and ideal/RP-8 conditions. 0: Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 HA Respondent describes a superior approach to presenting photometric data for municipal decision making. A Respondent describes a good approach to presenting photometric data for municipal decision making. NA Respondent describes a fair approach to presenting photometric data for municipal decision making. U Respondent describes a poor approach to presenting photometric data for municipal decision making. 19 Request for Proposals MAPC-DOER-07 Due Date: Monday July 24, 2017 at 12:00 PM Section VII: RFP Process Timeline Monday, July 3, 2017: Thursday, July 6, 2017, 12:00 pm Thursday, July 13, 2017, 12:00 pm Monday, July 17, 2017 Monday, July 24, 2017, 12:00 pm Thursday, August 3, 2017 Contact Information Advertised in Boston Globe and Goods & Services Bulletin RFP Available Questions and requests for clarification due, in writing via email, to Patrick Roche at proche@mapc.org. Final addendum addressing submitted questions to be issued Proposals due Expected date of final selection; MAPC notifies selected vendor of award All questions and other communications related to this RFP should be directed to Patrick Roche at proche@mapc.or . 20 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Section VIII: Required Signature Forms The following pages contain four forms that must be included with your submission. 1. Proposal Signature Page 2. Certifications Page 3. Additional Certifications Page 4. Price Proposal Page 21 Request for Proposals MAPC-DOER-07 Due Date: Monday July 24, 2017 at 12:00 PM Proposal Signature Page Complete this page and return as a cover sheet for the completed technical proposal. Company Name Street City, State, Zip Email MAPC-DOER-07 Contact Person Phone Fax Submits the attached proposal for this Request for Proposals to the Metropolitan Area Planning Council (MAPC), on the authority of the undersigned and as dated below. I confirm and pledge to abide by and be held to the requirements of this RFP and its resulting contract, to perform any tasks and deliver any documents required, and to execute a Contract with the MAPC. Authorized Agent of the Contractor: Signature (blue ink please) Printed Name Title Date (If a corporation, attach certificate of vote or apply corporate seal here) Proposal must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity. Contractor should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance. 22 Request for Proposals MAPC-DOER-07 Due Date: Monday July 24, 2017 at 12:00 PM Certifications Page Complete this page and return with completed technical proposal. MAPC-DOER-07 As required under Chapter 233 and 701 of the Mass. Acts and Resolves of 1983 and Chapter 30B of the Mass. General Laws certification must be made to the following by signing in the space indicated below. Failure to offer such signature will result in rejection of the proposal. A. "The undersigned certifies under penalties of perjury that this proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word person shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity, or group or individuals" and also;" B. "Pursuant to M.G.L. c.62C, §49A, I certify under the penalties of perjury that to my best knowledge and belief the undersigned has complied with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support." Authorized Agent of the Contractor: Signature (blue ink please) Printed Name Title Name (as used for tax filing) SS# or Federal ID# Date Proposal must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity. Contractors should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance. 23 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Additional Certifications Page Complete this page and return with completed technical proposal. MAPC-DOER-07 Pursuant to 28 CFR Part 42.204 (d), I certify that my employment practices comply with Equal Opportunity Requirements and complies with 28 CFR Part 42.202.; that my organization complies with the Americans with Disabilities Act. Authorized Agent of the Contractor: Signature (blue ink please) Printed Name Title Date Proposal must be signed by a duly authorized officer(s) eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility nests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity. Contractors should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance. 24 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Price Proposal Page Complete this page and submit with any attachments in a sealed envelope separate from technical proposal. MAPC-DOER-07 The undersigned proposes to provide services to the Awarding Authorities in accordance with the response to its Request for Proposals (RFP). This price includes all services and out of pocket expenses as per the terms and specifications stated in the technical proposal. The cost provided below must be the full cost of meeting all the requirements of the RFP and providing all of the deliverables for each Task that are applicable to that Awarding Authority. Price includes but is not limited to all deliverables listed in the RFP. Item Price Per Unit Unit Estimated Units Total Price Task 1 $ Streetlight 4,331 $ Tasks 2-5 $ Streetlight 5,863 $ Grand Total N/A N/A N/A $ Price Tasks 1-5 Task 6 $ Streetlight 0 N/A Additional LED retrofit "Model", LED Retrofit above the $ "Model" as N/A N/A minimum # defined in 2b. offered by Respondent Ilars Written sum of the Proposed Grand Total Price for Tasks 1-5 Signature (blue ink please) Printed Name Title Date (Continued on next page) Company Name Email 25 Request for Proposals Due Date: Monday July 24, 2017 at 12:00 PM MAPC-DOER-07 Street Phone City, State, Zip Fax W Addendum #1 to Request for Proposals Due Date: Tuesday July 25, 2017 @ 12 PM LED Light Consultant Addendum #1 to Request for Proposals for LED Streetlighting Consultant /Metropolitan Area Planning Council on behalf of the City of Gardner and Towns of Hanover, Manchester -by -the -Sea, North Andover, Northbridge, Webster and Westport RFP# MAPC-DOER-07 Lighting Consultant 1 Addendum #1 to Request for Proposals Due Date: Tuesday July 25, 2017 @ 12 PM LED Light Consultant The following Addendum has a section for Updates and a section of Questions. Updates The due date is extended to Tuesday July 25' at 12 PM. The Towns of Hanover and Westport have requested to be added to the RFP. • Hanover will require only audit services (Task 1) at this time. Hanover is currently awaiting its purchase price from National Grid, and plans use the audit data to verify the accuracy of National Grid's inventory for the purchase. The Town may contract for the design and project management services (Tasks 2-5) after the audit is complete; however, it is has not made a firm decision on whether to proceed with the retrofit at this time. • Westport will require all Tasks 2-5. Note that Westport has lights on both National Grid and Eversource tariffs. The following changes are made to the RFP as a result: 1. Table 1 is updated with new lines for Hanover and Westport (text in red has been added or modified). The total lights for Northbridge remain the same, however, there has been an update to show how some lights break out to S-2 tariff (119 lights) and S -3B tariff (91 lights). Table 1. Facility Descriptions Floods Electric Cobra- & Cobra- Floods & Total Name Utility Tari f*^ heads Decora- Tariff heads Decora- Lights fives fives Gardner National Grid S-2 1532 1,532 Hanover National Grid S-1 461 34 505 Manchester- National Grid S-1 250 113 363 by -the -Sea North National Grid S-5 1,290 12 1,302 Andover Northbridge National Grid S-1 943 28 1,181 S -3B 919 Webster National Grid S-1 1,453 32 1,485 National Grid S-1 S-1 Westport & Eversource G ational 103 2 (Eversource) 100 205 Total —I-- i i r-- 6,573 For National Grid, S-1 means utility owns and maintains lights; S-2 and S -3B means town owns BUT utility maintains; S-5 means town owns and maintains; For Eversource, S-1 means utility owns and maintains lights. Manchester -by -the -Sea, Northbridge and Webster are in the process of executing purchase documentation to convert to S-5. See Table 2 for more detail. 2 Addendum #1 to Request for Proposals Due Date: Tuesday July 25, 2017 @ 12 PM LED Light Consultant 2. Table 2 is updated with new lines for Hanover and Westport. There are also updates for funding for North Andover and Webster. (Text in red has been added or modified). Table 2. Funding & Schedule Details Owner Funding Anticipated Type Name ship of Ownership Detail for Task 1. Funding for Tasks 2-5, Retrofit Lights Audit Materials, &Install Completion Date City Gardner City Will transfer from S-2 to S-5 N/A On -hand 1 -Mar -18 tariff in July 2017 Town plans to use data from N/A —Town in process of Town Hanover Utility audit to inform its evaluation On -hand deciding whether to of National Grid purchase proceed N/A rice and inventory. Manchester Recently approved financing Town by -the -Sea Utility to purchase lights and On -hand On -hand 1 -Feb -18 transfer from S-1 to S-5 tariff Town has —$60k on hand in leftover grant funding from Green Communities that it may use cover the Town North Town On S-5 tariff On -hand cost of Tasks 2-5. 15 -Nov -18 Andover However, it will need to wait until Town Meeting in May 2018 to authorize funding for materials and install. Town owns a portion on S-2. Town is in the process of Expected to authorize 15 -jun -18 Town Northbridge Utility purchasing the remainder On -hand funding at October 2017 which will transfer them Town Meeting. from S-1 to the S-5 tariff Town has requested Town plans to hold a Town Webster Utility purchase price of light in late On -hand Special Town Meeting in 1 -Map -18 April. Expects to transfer October 2017 to authorize from S-1 to S-5 this fall. funding. Expected to be made available at May 2018 Town Town has purchase prices Meeting, although it is Town Westport Utilities from both utilities. On -hand possible they will make it 15 -Nov -18 available sooner, via October 2017 Town Meeting. Addendum #1 to Request for Proposals Due Date: Tuesday July 25, 2017 @ 12 PM LED Light Consultant 3. There is a new Price Proposal Page, updated to reflect: a. The addition of Hanover and Westport's streetlights to Task 1 b. The addition of Westport's streetlights to Tasks 2-5. c. The creation of a new line for "Task 5: Rebate Application for 2nd Utility". This is added for Westport, because it is in the unique situation of having two utilities, which requires the selected vendor to coordinate with two different companies to submit utility rebates per Task 5. All other municipalities only have one utility, National Grid. As a result, MAPC have added a line in to allow vendors to include additional cost to cover their efforts for submitting Westport's rebate application to the second utility, Eversouree. This cost IS included in the Grand Total price. This updated Price Proposal Page, titled "Price Proposal Page V2" is available at the end of this Addendum and it replaces the original Price Proposal Page. Respondents MUST use this updated Price Proposal in their response. Questions 1. On Page 5 and 6 of the RFP, in the MAPC Role section, under both Product and Installation Procurement headings, it reads that municipalities will: "be grouped together for the quote in order to leverage volumetric pricing." Will this cause delays in equipment purchasing and install phases? Answer: In order to align schedules of multiple municipalities to procure materials or installation labor simultaneously, it could result in slight delays for one of more municipalities. In general, MAPC would envision asking a municipality to wait no more than one month. Ultimately, MAPC will be looking to balance the need for municipalities to retrofit and begin realizing energy savings with the benefits of collective purchasing through the DOER grant program. MAPC will be consulting with both the municipalities and their selected streetlight consultants as the procurement process nears. 2. On Page 10 of the RFP, in Table 2 -please clarify the month in which the FY18 budgets for North Andover and Webster are expected to be available for Tasks 2-5 funding. Answer: See updates to Table 2 above for North Andover and Webster. 3. On Page 14 of the RFP, Tab 3 requirements - please clarify what response is required for this section that is different from Tab 5 - Evaluation Criteria requirements section. Answer: Within `Tab 3 — Minimum Qualifications' the response that is required is a written commitment to meet each municipality's retrofit completion date from Table 2. That commitment shall be based on an assumption that the Respondent begin working with each municipality within two weeks of contract execution. Delays in contract execution by a given municipality could allow its deadline to be pushed out. 4 Addendum #1 to Request for Proposals Due Date: Tuesday July 25, 2017 @ 12 PM LED Light Consultant 4. Can electronic copies of the Technical and Price Proposals be submitted on the same CD or flash drive? Answer: No. The electronic copies of the Technical and Price Proposals must be submitted on separate CDs or flash drives. This ensures we comply with state law that mandates Price Proposals must remain sealed until after Technical Proposals have been fully evaluated. 5. It states there is a section IX with existing inventory information. What information can we obtain to have for the audit? For instance, do we have information on the quantity of lamps and types per municipalities' warehouse inventory? Do we have existing information to know what wattages are used per section of municipality or streets? Are there existing maps that could help guide us for the audit process? Answer: For all National Grid municipalities, the municipality either has or can obtain from National Grid, a spreadsheet that provides pole number, street name, overhead/underground, bill description, status, wattage, type (e.g. Roadway, Flood, Post - Top), account number, and tariff rate. You may download the existing inventories at the link below. Note that in some cases, MAPC does not have a copy of aforementioned spreadsheet (for example, we may have a PDF of the summary sheet or a PDF of the purchase documentation, which has the inventory). However, MAPC is highly confident that the towns can obtain the spreadsheet from National Grid quickly upon request. Eversource tends to provide a spreadsheet with similar information, but at the time of this Addendum, Westport had not sent MAPC a copy of their Eversource documentation. Download all the inventories at: httos://mat)c-or-a.sharefile.com/d-s77b7la37d524edeb. As far as MAPC is aware, no maps are available to assist with Task 1. Are there any certain programs that are desired or required for creating the street lighting maps? Answer: Mapping should be able to provide output that is compatible with commonly used GIS software, and preferable ArcGIS software from ESRI, as this is the most common software in use by municipalities for their GIS systems. 7. Will backgrounds in PDF or AutoCAD be provided to help develop these maps? Answer: Respondent should be able to access public data layers for streets, and roads, geographic features, municipal boundaries, etc. that are available from the MassGIS website (http: / /www.mass.gov/anf/research-and-tech/it-serv-and-sul2port/apblication-sery/office- of-geographic-information-massgis /datalayers /). 5 Addendum #1 to Request for Proposals Due Date: Tuesday July 25, 2017 @ 12 PM LED Light Consultant Price Proposal Page V2 Complete this page and submit with any attachments in a sealed envelope separate from technical proposal. MAPG-DOER-07 The undersigned proposes to provide services to the Awarding Authorities in accordance with the response to its Request for Proposals (RFP). This price includes all services and out of pocket expenses as per the terms and specifications stated in the technical proposal. The cost provided below must be the full cost of meeting all the requirements of the RFP and providing all of the deliverables for each Task that are applicable to that Awarding Authority. Price includes but is not limited to all deliverables listed in the RFP. Item Price Per Unit Unit Estimated Units Total Price Task 1 $ Streetlight 5,041 $ Tasks 2-5 $ Streetlight 6,068 $ Task 5: Rebate $ Streetlight 100 $ Application for 2nd Utility Grand Total N/A N/A N/A $ Price Tasks 1-5 Task 6 $ Streetlight 0 N/A Additional LED retrofit "Model", LED Retrofit above the $ "Model" as N/A N/A minimum # defined in 2b. offered by Respondent ollars Written sum of the Proposed Grand Total Price for Tasks 1-5 Signature (blue ink please) Printed Name Title Date (Continued on next page) Addendum #1 to Request for Proposals Due Date: Tuesday July 25, 2017 @ 12 PM LED Light Consultant Company Name Email Street Phone City, State, Zip Fax 7 REQUEST FOR PROPOSALS FINAL DECISION — AWARD CONTRACT PROJECT NAME: MAPC-DOER-07 for LED Streetlight Consultant Selection Committee's Choice for Contract Award Name of Company: Tanko Lighting, Inc. Contract Price: $121,928.80 Reason why the Selection Committee has chosen this company for contract award: Tanko Lighting's Technical Proposal was rated Highly Advantageous, distinguishing it from the other two respondents. To earn this rating, Tanko demonstrated the required experience and had the overall best explanation for how it would ensure each municipality was able to 1) select a short-list of preferred lighting brands, 2) determine the necessary number of lighting layouts for each municipality, 3) present photometric data to empower the municipality to make the correct decision for its lighting retrofit. Tanko Lighting's Price Proposal was also the lowest among all respondents. Reference calls to Sudbury, Burlington and Andover were very favorable and confirmed Tanko Lighting as a responsible vendor. We, the members of the Selection Committee, certify that the above company named, and the reason given for such selection is our final decision in the review of this RFP. Each Committee Member's vote is noted below. By submitting this form the Committee hereby notifies the City Purchasing Agent that the Committee wishes to award the contract to the above named firm. Agree: ✓ Disagree: N e/Signature: Lauri A. Burzlaff Page 2 of 2 Form 1N_9 Request for Taxpayer Give Form to the (Rev. DecefrDepartment Identification Number and Certification requester. Do not neTrea) Department of the Treasury send 1,O 1,h@ IR$, Internal Revenue Service 1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank. Tanko Streetlighting, Inc. N 2 Business name/disregarded entity name, if different from above 0 al Tanko Lighting CL 3 Check appropriate box for federal tax classification; check only one of the following seven boxes: 4 Exemptions (codes apply only to ° c Individual/sole proprietor or ❑ R P ❑ C Corporation ❑✓ S Corporation ❑ Partnership ❑ Trust/estate certain entities, not individuals; see instructions on page 3): a) u❑ single -member LLC Limited liability company, Enter the tax classification (C=C corporation, S=S corporation, P=partnership) ► Exempt payee code (if any) `o Note. For a single -member LLC that is disregarded, do not check LLC; check the appropriate box in the line above for Exemption from FATCA reporting y the tax classification of the single -member owner, code (if any) dC V ❑ Other (see instructions) ► tApyfrea roaccount: mtinfsfrrod aurid. ue USJ y= U 5 Address (number, street, and apt. or suite no.) Requester's name and address (optional) rn 220 Bayshore Blvd ° 6 City, state, and ZIP code N San Francisco, CA 94124 7 List account numbers) here (optional) axpayer anti ication Number {TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid Social security number backup withholding. For individuals, this is generally your social security number ( page However, for a - M _ TM resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. or Note. If the account is in more than one name, see the instructions for line 1 and the chart on page 4 for Employer identification number guidelines on whose number to enter. 2 6 - 2 8 1 9 5$ 5 Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. 1 am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (f any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage intarest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions on page 3. Signature of Here U.S. person ► ( ---. M _ Date ► +/ General Instructions Saction references are to the Internal Revenue Code unless otherwise noted. Future developments. Information about developments affecting Form W-9 (such as legislation enacted after we release it) is at www.irs.gov/fw9. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer Identification number (ATIN), or employer Identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following: • Form 1,099 -INT (interest earned or paid) • Form T099 -DIV (dividends, including those from stocks or mutual funds) • Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) • Form 1099-B (stock or mutual fund sales and certain other transactions by b,okers) • Form 1099-S (proceeds from real estate transactions) • Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) • Form 1099-C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN. If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding? on page 2. By signing the filled -out form, you: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S, person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income, and 4. Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting, is correct. See What is FATCA reporting? on page 2 for further information. Cat. No. 10231X Form W-9 (Rev. 12-2014)