Solar Street Lights

INVITATION FOR BID (IFB)
IFB No. 340-25
Solar Street Lights
Purchasing Analyst of Record: Nykeba Klein
Nykeba.Klein@thorntonco.gov
City Hall - 2nd Floor
Contracts and Purchasing Division
9500 Civic Center Drive
Thornton, CO 80229-4326
Main Phone: (303) 538-7325

IFB No. 340-25
Solar Street Lights
TABLE OF CONTENTS
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS ............................................................................................................. 4
A.1 SCHEDULE OF EVENTS:............................................................................................... 4
A.2 PURCHASING ANALYST OF RECORD: ....................................................................... 4
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS: .................................................. 4
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS .. 5
B.1 SCOPE OF WORK - GENERAL CONSIDERATIONS: .................................................. 5
B.2 REQUIREMENTS TRACEABILITY MATRIX ("RTM"): .................................................. 6
B.3 BUDGETARY REQUIREMENTS: ................................................................................... 7
B.4 ESTIMATED QUANTITIES: ............................................................................................ 7
B.5 F.O.B. POINT: ................................................................................................................. 7
B.6 DELIVERY CONSIDERATIONS: .................................................................................... 7
B.7 INVOICING REQUIREMENTS: ....................................................................................... 7
B.8 EMERGENCY PURCHASES: ......................................................................................... 8
B.9 EMERGENCY 24-HOUR SERVICES: ............................................................................. 8
B.10 PALLET CHARGE: ....................................................................................................... 8
B.11 VENDOR PERFORMANCE MANAGEMENT: .............................................................. 8
B.12 COOPERATIVE PURCHASING: .................................................................................. 8
PRICING AND PROPOSAL ITEMS .................................................................... 9
C.1 PRICING INFORMATION: .............................................................................................. 9
C.2 PRICING: ......................................................................................................................... 9
C.3 ANNUAL PRICE UPDATES: .......................................................................................... 9
C.4 PRICING AND PROPOSAL ITEMS: ............................................................................. 10
PROPOSAL INSTRUCTIONS, EVALUATION, AND AWARD ......................... 11
D.1 PROPOSAL POSTED LOCATIONS: ............................................................................ 11
D.2 PROPOSAL QUESTIONS: ........................................................................................... 11
D.3 ADDENDA: .................................................................................................................... 11
D.4 SUBMISSION OF PROPOSALS: ................................................................................. 11
D.5 DOCUMENTS FOR FINAL VENDOR SUBMISSION: .................................................. 12
D.6 LATE PROPOSAL SUBMISSIONS: ............................................................................. 12
D.7 AWARDS: ..................................................................................................................... 13
D.8 ACCEPTANCE PERIOD: .............................................................................................. 13
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IFB No. 340-25
Solar Street Lights
D.9 AWARD TERM LENGTH: ............................................................................................. 13
D.10 POST AWARD PURCHASE ORDER: ........................................................................ 13
D.11 STANDARD PROPOSAL CONSIDERATIONS: ......................................................... 13
REQUIRED VENDOR SIGNATURE FORMS .................................................... 14
E.1 ACCEPTANCE AND ADDENDA ACKNOWLEDGEMENT FORM: .............................. 14
E.2 REFERENCES AND AUTHORIZATION AND RELEASE FORM: ................................ 15
AUTHORIZATION FOR SOLICITATION POSTING .......................................... 18
F.1 PURCHASING MANAGER FORM: ............................................................................... 18
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IFB No. 340-25
Solar Street Lights
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS
A.1 SCHEDULE OF EVENTS:
The following is a list of important items, dates, and times that pertain to this solicitation. All
times listed below are in reference to the local Thornton, Colorado time.
Solicitation Item Date Time
Proposal Issued 03/09/26
Deadline to Submit Additional Questions 03/17/26 11:00 P.M.
Response to Written Questions 03/20/26 11:00 P.M.
Proposal Due Date 03/31/26 11:00 P.M.
A.2 PURCHASING ANALYST OF RECORD:
The Purchasing Analyst of Record for this solicitation will be the central point of contact
throughout the solicitation process. All questions and inquiries must be submitted in writing via
a direct email to the Purchasing Analyst. No communication is to be directed to any other
Thornton personnel.
The Purchasing Analyst of Record's contact information is as follows:
Name: Nykeba Klein
Title: Purchasing Analyst 1
Email: Nykeba.Klein@thorntonco.gov
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS:
The City of Thornton, CO ("Thornton") is seeking Proposals from interested firms for the
purchase of fifteen (15) solar streetlights for the 84th Avenue Lighting Improvements project.
This procurement is for materials only; installation services are not required.
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IFB No. 340-25
Solar Street Lights
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS
B.1 SCOPE OF WORK - GENERAL CONSIDERATIONS:
All products furnished under this IFB shall meet or exceed the specifications outlined below and
shall satisfy the lighting performance requirements demonstrated in the photometric analysis
provided in 340-25 IFB Appendix No.1.
1. Solar Streetlight Assembly Requirements
Each solar streetlight assembly shall include, at a minimum:
* One (1) LED cobra-head style luminaire
* One (1) solar panel
* One (1) mast arm
* One (1) pole
All components of the assembly (luminaire, solar panel, mast arm, and pole) shall be gray
in color.
2. Performance and Design Specifications
a. Mounting and Physical Characteristics
i. Nominal luminaire mounting height: 28-ft minimum to 33-ft maximum.
ii. Luminaire mast arms: arching style, with lengths ranging from 4-ft. to
10-ft.
iii. Anchor base bolt circle shall be compatible with a 24-inch diameter
concrete foundation without overlapping.
b. Lighting and Electrical Performance
i. Lighting operation: Automatic dusk-to-dawn functionality (on at dusk, off
at dawn at minimum).
ii. Lighting distribution: Type III.
iii. LED color temperature: 2700K to 3000K.
iv. Operating temperature range: -30 degreesC to 40 degreesC ambient.
v. Minimum rated operational life: 60,000 hours.
vi. Lumen maintenance 70% of original output beyond 60,000 hours.
vii. BUG(Backlight, Uplight, Glare) ratings shall be provided for each
luminaire:
1. Maximum Backlight rating: B2
2. Maximum Uplight rating: UO
3. Maximum Glare rating: G2
c. Maintenance and Serviceability
i. No special tools shall be required for routine luminaire maintenance.
ii. Manufacturer/supplier shall provide installation and troubleshooting
support via telephone and/or email.
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IFB No. 340-25
Solar Street Lights
d. Documentation and Accessories
The manufacturer/supplier shall provide a complete documentation and hardware
package including:
i. Installation instructions;
ii. Operations and maintenance manuals;
iii. Cut sheets for all major components (luminaire, pole, battery, controller,
etc.);
iv. Written product warranties;
v. Mounting hardware;
vi. Anchor bolts;
vii. Wiring;
viii. Any additional components required for a fully functional solar streetlight
assembly; and
ix. Any additional product specifications such as battery chemistry, battery
capacity, autonomy, wattage, lifespan, controller type, structural ratings,
wind-load rating (e.g. 90-120mph), snow load or environmental durability
requirements, corrosion resistance (e.g. hot-dip galvanized steel poles),
seismic considerations (if applicable) etc.
Any deviations, alternate configurations, or optional features shall be clearly
identified in the 340-25 IFB Appendix No. 3 Requirements Traceability Matrix
(RTM).
3. Additional Features
a. 7-pin photocell receptable is preferred and should be included if available.
B.2 REQUIREMENTS TRACEABILITY MATRIX ("RTM"):
Thornton has provided an additional Microsoft Excel file under separate cover titled "340-25 RFP
Appendix No. 3 RTM." This matrix states the requirements, descriptions of information, and
their associated MoSCoW values.
The matrix contains a column titled "Requirement Compliance" with drop downs, which the
proposing Vendor is to answer how their solution meets each requirement, with options
including, yes or no. There is an additional column within the matrix titled "Notes" for the Vendor
to enter additional notes and details of your solution.
Proposing Vendors are required to complete and return this RTM Excel file with their final
proposal submission as the responses will be part of the overall evaluation of the Vendor's
proposal.
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IFB No. 340-25
Solar Street Lights
B.3 BUDGETARY REQUIREMENTS:
Thornton has a current budget for the initial year and anticipated implementation of an awarded
Vendor's proposed solution of one hundred thousand dollars ($100,000).
All future years of service, maintenance and support, and possible expansion of the program are
subject to annual funding appropriations review and approval by the Thornton City Council.
B.4 ESTIMATED QUANTITIES:
Quantities listed are Thornton's current and actual needs, however, they do not obligate
Thornton to order or accept more than what has been placed as an original order and by the
availability of appropriated funds.
B.5 F.O.B. POINT:
Prices quoted shall be F.O.B. Destination and delivered, as required, to the following points:
City of Thornton Infrastructure Maintenance Center:
Infrastructure Maintenance Center
12450 Washington Street
Thornton, Colorado 80241
B.6 DELIVERY CONSIDERATIONS:
All deliveries shall be made between the hours of 8:00 a.m. and 3:30 p.m., Monday through
Friday, excluding holidays.
B.7 INVOICING REQUIREMENTS:
Thornton's Accounts Payable Division is the only division within Thornton that issues payments
to Vendors whom have submitted invoices. Thornton only issues payments from invoices and
will not issue payments to Vendors off of quotes.
The Vendor must be capable of providing invoices that include the following details:
* Invoice number;
* Invoice date;
* Itemized charges, including unit of measurement;
* Total charge;
* Service date(s) or service period; and
* Delivery location (Building name and address).
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IFB No. 340-25
Solar Street Lights
Thornton's standard payment terms are net thirty (30) Calendar Days after receipt of an invoice.
All invoices submitted shall be emailed to AP.Invoices@ThorntonCO.gov. In lieu of email,
physical copies may be submitted to City of Thornton - Accounts Payable, 9500 Civic Center
Drive, Thornton, CO 80229-4326. Invoices sent to anyone other than Accounts Payable are not
considered to be properly submitted and will not be paid until they are properly submitted.
B.8 EMERGENCY PURCHASES:
Thornton reserves the right to purchase from other sources those items which are required on
an emergency basis and cannot be supplied immediately from stock by the awarded Vendor.
B.9 EMERGENCY 24-HOUR SERVICES:
Emergency twenty-four (24) hour service is to be provided by Vendor at no additional cost. The
contact's name, title, phone number, and email of the individual(s) to contact for emergency
service shall be furnished to Thornton prior to a final award.
This service requires a live telephone answering service with the capability of immediately
contacting operating personnel at all times. Recorded telephone answering service is not
acceptable.
B.10 PALLET CHARGE:
All pallets supplied shall be non-returnable, no deposit.
B.11 VENDOR PERFORMANCE MANAGEMENT:
Thornton may administer a Vendor performance management program as part this. The
purpose of this program is to create a method for documenting and advising Thornton of
exceptional performance or any problems related to the purchased goods and services.
B.12 COOPERATIVE PURCHASING:
Thornton encourages the proper use of cooperative purchasing and reserves the right to make
results of this solicitation available to other governmental agencies seeking like equipment,
goods, or services. Other agencies using this solicitation must do so according to regulations
established by their individual organizations and accept sole responsibility for its use. The terms
and conditions of any resulting transaction shall be exclusively between the buyer and the seller.
Buyers and sellers from other municipalities and political subdivisions using this solicitation in a
cooperative or "piggy-back" fashion, agree to defend and hold harmless Thornton from any
dispute or action arising from its use.
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IFB No. 340-25
Solar Street Lights
PRICING AND PROPOSAL ITEMS
C.1 PRICING INFORMATION:
This section shall include a description of the proposed costs and prices. All pricing information
shall be limited solely to this section of your proposal. This section should address all
requirements set forth in Section B as well as any other items pertinent to your proposal pricing
such as additional discounts for increased quantities, service requirements, etc. The
requirements have been developed to allow Thornton to uniformly evaluate prices submitted for
the work. Accordingly, you should follow these instructions carefully and provide all data
requested in the formats specified herein and in any referenced attachments.
Any omissions in this proposal shall be identified by each Vendor and incorporated into their
proposal including any omissions for hardware, service, support, software, travel, shipping, etc.
which is necessary to the success of the project. All items must be identified as a separate line
item with pricing and included as part of this IFB, unless otherwise requested by Thornton.
Thornton will not increase any subsequent Agreement or purchase order (neither dollar amount
or time) for items not included in the submitted proposal documents. Thornton reserves the right
to purchase part or the entire proposal.
C.2 PRICING:
All prices quoted shall be firm and fixed for the initial award period or up to one (1) year,
whichever occurs last.
C.3 ANNUAL PRICE UPDATES:
The awarded Vendor must hold the Bid prices quoted firm until December 31, 2026 because of
budget cycle. After which time the Vendor may request annual price adjustments for inflation
based on the Denver-Aurora-Lakewood Price Index upon mutual agreement of the Parties.
Price adjustment requests are to be made by the Vendor in writing (e.g., email) to the Thornton
Purchasing Division, no later than sixty (60) Calendar Days prior to the Agreement's renewal date
or year in which the adjustment may take effect. Should the Vendor fail to submit a request for a
price adjustment to Thornton's Purchasing Division, then the current pricing shall remain in effect
for the following renewal period of the Agreement.
A link to index that is current at the time of this solicitation has been provided below:
https://data.bls.gov/pdq/SurveyOutputServlet?data_tool=dropmap&series_id=CUURS48BSA0,
CUUSS48BSA0
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IFB No. 340-25
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Notwithstanding the above, Thornton may, at its sole discretion, consider other publicly
published pricing indices and/or modifications as deemed appropriate given market conditions.
Note, Thornton is under no obligation to make such considerations and may require vendors to
provide documentation substantiating any unusual market conditions beyond its control.
C.4 PRICING AND PROPOSAL ITEMS:
The Pricing Form has been provided under separate cover as a Microsoft Excel spreadsheet
and is titled "340-25 IFB Appendix No. 2 Pricing Form". Proposing Vendors must complete
the Pricing Form as part of their proposal submission. Separate Vendor quotes shall not suffice
and will not be considered as substitutes for the completion of this Pricing Form.
The remainder of this page has been left blank intentionally.
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