Dark Sky Initiative – Electrical Services for Streetlight Fixture Exchange

Electrical Services – Streetlight Fixture Conversion and Exchange
Dark Sky Initiative

2025 Request for Bid
TOWN OF BRECKENRIDGE
PUBLIC WORKS

The Town of Breckenridge (Town) is soliciting electronic bids from qualified parties. To be considered, interested parties shall submit a written bid by the stated deadline, meet the established criteria as described in the instructions below, and represent their intent, proven capability and true commitment. Information submitted will be subject to verification.

Project Background:

The Town is seeking bids for electrical services to provide streetlight Fixture Conversions and streetlight Fixture Exchanges within the current network of over 1,618 Town owned and maintained streetlights. This project is scheduled for completion over multiple years with varying numbers of streetlights being upgraded each year based upon fiduciary considerations and Town Council direction. 2024 was year one of this project and over 400 Town fixtures were converted or exchanged. This project will be placed out to bid each year until complete. All streetlights that require service are located within Town of Breckenridge boundaries. The goal of this work is at projects end, to have enhanced all Town streetlight fixtures, so they are in compliance with International Dark Sky Association guidelines. This project will be a key step in the Town of Breckenridge pursuit of becoming a Certified Dark Sky Community (darksky.org).

Description of Work:

Throughout the Town streetlight grid, there is a vast network of fixtures illuminating Town sidewalks, roadways, and other public right of way. These streetlights have Welsbach fixtures as the source of illumination. See Appendix A for pictures/cut sheet of Welsbach fixture. For scope of work in 2025, Welsbach fixtures will be replaced with Providence fixtures. See Appendix A for pictures/cut sheet of Dark Sky compliant Providence fixture. Work is to be completed in the general areas of Four O Clock Rd, Kings Crown Rd, Village Rd, Broken Lance Dr, Columbine Rd, Wellington Rd., South French St., and other locations to be determined. The Town has detailed GIS mapping of all streetlights within our network to ease design of a work plan and installation schedule. The link for that network is below:

https://summittownela.maps.arcgis.com/apps/dashboards/e186321b5c884c98a54f3afdcdfec145

To be brought into IDA compliance, the Welsbach fixtures need to be exchanged with a specific Providence fixture that has smart technology. Requirements for each fixture exchange:

Each identified Welsbach fixture needs to be exchanged with a Providence fixture. Each Providence fixture will be purchased and provided and have smart technology capability and a light shield. The Town will also provide a reducer sleeve to adapt the 4”OD base of the Providence fixture to the top of the 3.5” OD pole top.

For 2025 project work, the Town anticipates converting 200 Welsbach fixtures to Providence fixtures with reducer sleeve. Bids shall be for only this projected work and not for all Town owned lights, other ideas, or projected future project needs. Based upon up-to-date product cost, and costs of the Contractor services, the exact number of lights to be worked on will likely fluctuate +/- 10% of the above projected numbers.

Installation Requirements:

Town staff will be completing ongoing audits of Contractor work. Failure to complete any of the below installation requirements will be the responsibility of the Contractor to repair without any additional cost or project delay to the Town. Town will not remit payment until all fixtures meet the below requirements and Town staff have confirmed all lights within the project are fully functional.

To be considered successfully installed, each light must meet specific criteria:

Responsibilities:

The Town shall be responsible for providing all Providence fixtures and reducer sleeves to complete this project. The Town will purchase and store these items. The Town shall also be responsible for the unpackaging of all inventory items and staging them for the Contractor to pick up each workday at the Town of Breckenridge Public Works yard (1095 Airport Road, Breckenridge, CO, 80424.)

The contractor shall be responsible for providing all labor, tools, and equipment required for infield installation of provided inventory items. Contractor shall also be responsible for picking up of all inventory items from Public Works each day through the entirety of the project. After work is completed each day, all displaced Welsbach fixtures will remain the property of the Town of Breckenridge and must be returned to the Town of Breckenridge Public Works yard. The Town shall provide receptacles and or drop areas for these displaced items. If the Contractor would like to recommend a strategy to sustainably source, recycle, or dispose of displaced items, the Contractor and Town can decide upon how to best proceed after the project contract is signed. At the end of each workday, the Contractor must confirm each installed light works and report back project status updates to the Town.

Project Scheduling & Timeline:

Once under contract for the project, scheduling of work may begin. Work must begin no less than 90 days after the date the contract is signed. Once work begins, all tasks associated to the project must be completed within 90 days of project start date. Consideration for weather or other delays will be allowed when communicated to the Town with as much notice as reasonably possible. Work must be completed by Thursday May 30th, 2025.

Work may not be completed on Saturdays or Sundays. Work cannot begin before 7:00am and must be completed by 6:00pm each day. Exceptions may be permitted only if clearly communicated to and approved by the Town of Breckenridge Town Engineer in advance.

Traffic Control:

The contractor must supply traffic control plans with their bid submittal to ensure adequate safety measures are in place while completing any work. Signage indicating a work zone must be placed before work begins and after it is concluded each day. Traffic control signage must be removed immediately at the conclusion of work. Traffic control must be placed in a fashion that is directly connected to the work plan. Road closures are not necessary for this project but a traffic control plan that takes careful consideration for vehicular and pedestrian traffic must be part of the project submission. All traffic control devices shall be provided by the contractor. All traffic control and signs shall be in good repair. All traffic control devices and layout shall conform to the Manual on Uniform Traffic Control Devices (MUTCD). The Contractor shall submit a Traffic Control Plan to the Town for approval with their RFB submittal. Work shall not begin on the Project until the Contractor receives written approval of the Traffic Control Plan from the Town.

Within worksite the Contractor must have a minimum of three (2) individuals preforming work at all times. Individuals performing work within the closure must be wearing ANSI Type R Class 2 hi visibility outer wear at all times. If for any reason the contractor is unable to maintain these staffing levels it is required they immediately communicate these challenges to the Town.

The above guidelines will be closely monitored, and it is a requirement of the contractor to adjust or communicate needs directly to the Town. Adherence to the above expectations is solely the responsibly of the contractor.

If working within parking lots or other areas of lights clustered together, the contractor may request to close said area to more efficiently complete work. Before this were to occur, a request must be communicated to and approved by the Town of Breckenridge Town Engineer.

There will not be a pre-bid meeting for this project. Any questions related to this project must be electronically submitted to SteveW@townofbreckenridge.com prior to February 12th, 2025. A bid addendum will be posted by 5:00pm on February 14th, 2025, if any questions are received.

This Contract or any interest therein, may not be assigned without prior, written consent of the Town Representative. The Town may request supplemental information or clarification of stated requirements provided up until a final award is made. The Town reserves the right to reject any and all bids received as a result of this request, to waive formalities, informalities, or irregularities, technical defects or clerical errors in any bid, as the interest of the Town may require.

Bidders are advised that the bids are subject to public disclosure under Colorado Law and will not be treated as confidential. All materials submitted become the property of the Town and may be made public in whole or in part at the discretion of the Town with two notable exceptions. Information marked confidential such as trade secrets and references shall be treated as privileged information and confidential commercial information under the Colorado Open Records Law.