Streetlight Maintenance RFP

Town of Grand Island
2255 Baseline Road
Grand Island, NY 14072
Town-wide Street Lighting Maintenance Services
REQUEST FOR PROPOSAL
July 27, 2026
A. Introduction
In August of 2021, the Town of Grand Island, New York assumed ownership and maintenance
responsibility of street lighting equipment and associated assets throughout the Town. The Town's street
lighting inventory consists of approximately 754 LED luminaires, and associated light poles, arms and
underground wiring. The Town has recently completed a comprehensive town-wide conversion to LED
lighting technology. The Town's current inventory consists of the following approximate breakdown:
Cobra-heads Style Post-top/Decorative Style Flood/Shoebox
Lights
205 537 12
The Town wishes to secure the services of a qualified electrical contractor to perform maintenance related
services of the Town's street lighting system.
B. Contractor Qualifications
The Town seeks to select an electrical contractor that possesses the following qualifications and expertise
at a minimum.
1. The electrical contractor must be a pre-approved/pre-qualified NATIONAL GRID electrical
contractor.
2. The electrical contractor must employ full-time linesman in accordance with the New York State
Department of Labor.
3. The contractor shall employ qualified personnel who are trained in OSHA Regulation 1910.269 -
Electric Power Generation, Transmission and Distribution.
4. The contractor shall employ personnel qualified to work at voltages above 600v.
5. The contractor shall possess the in-house resources, equipment, licenses, certifications, training,
and staff capacity to provide the services and expertise outlined in this RFP, without sub-
contracting.
C. Scope of Services
The Town intends to select a qualified electrical contractor to provide typical street lighting related services
and expertise, which may include, but not be limited to the following:
1. Electrical Repairs
1.1 Repair of non-functioning or malfunctioning luminaire
1.1.1 Lamp cycling (On & Off)
1.1.2 Lamp constantly burning (day burner)
1.1.3 Lamp not burning
2. Pole Repairs/Replacement/Installation
2.1 Replacement of damaged or knocked-down pole/new pole installation
2.1.1 Pole and/or luminaire replacement/installation
Street Light Maintenance Services RFP Page 1 of 11

Town of Grand Island
2255 Baseline Road
Grand Island, NY 14072
2.1.2 Emergency cleanup of pole knockdown area and removal of debris and damaged
material
2.1.3 Adjustment of pole and/or adjustment of luminaires
3. Underground Facilities Repair
3.1 Repair or replacement of damaged conduit
3.2 Repair or replacement of damaged conduit and cables
3.3 Repair or replacement of damaged pole base
3.4 Reset of "tipped" pole base
3.5 Repair or replacement of handhole or pullbox
3.6 Repair or replacement of handhole cover or pullbox cover
3.7 Anchor rod repair
4. Underground Facilities Relocation/Installation
4.1 Relocation/Installation of conduit and/or cable
4.2 Relocation/Installation of handhole or pullbox
4.3 Relocation/Installation of pole base
4.4 Installation, replacement or removal or bollards
5. Overhead Facilities Repair/Installation
5.1 Repair/Install overhead cable and related hardware
5.2 Repair/Install mast arm and related hardware
6. Coordination with National Grid as required to perform services as described above.
D. Required Response Time
The work and services provided under this contract shall be performed in accordance with the following:
1. Routine maintenance work be performed between the hours of 7 AM and 4:30 PM, Monday
through Friday, excluding Holidays. Response times shall be expected to be 1-5 business days or
as notified by the Town.
2. Emergency malfunctions/repairs shall be responded to within three (3) hours of notification, and
work must be completed by the end of that business day unless an extension is granted by the
Town.
3. All non-routine malfunctions/repairs shall be responded to within four (4) hours of notification, and
work must be completed by the end of that business day unless an extension is granted by the
Town.
E. Contract Term and Pricing
The Town anticipates the term of the contract resulting from this Invitation to Bid to commence on October
1, 2026 and end on September 30, 2028.
Upon mutual agreement of the contracting parties, the contract may be extended for up to two (2), two (2)-
year periods, upon a mutual agreement between the Town and the Contractor.
Bid prices shall remain firm for the original contract term. After the original contract term, the terms and
conditions specified in this RFP shall apply for any potential future contract extensions. The contractor shall
submit a revised Bid Form in response to the Town's request for a contract extension.
Street Light Maintenance Services RFP Page 2 of 11

Town of Grand Island
2255 Baseline Road
Grand Island, NY 14072
F. Request for Proposal Point of Contact
Town of Grand Island
Lynn Dingey
2255 Baseline Road
Grand Island, NY 14072
ldingey@grand-island.ny.us
716-773-9600 ext. 626
G. Proposal Response
Proposers must submit one (1) electronic copy via e-mail to Lynn Dingey at the e-mail address above, no
later than 4 PM EST, on August 17, 2026 No courier or in-person drop-offs are available.
The e-mail subject line shall read "Proposal - Street Light Maintenance". Proposals received after the
stated due date and time will be considered nonresponsive.
The respondent's proposal shall contain the following information.
1. Firm or Corporation Name
2. Address of Company Headquarters and Local Office
3. Contact Name
4. Contact Address
5. Contact Phone Number
6. Contact E-Mail Address
7. Company business history, street lighting services overview, years in business, and years of street
lighting maintenance experience as a prime contractor
8. Completed and Signed Bidder's Form - Attachment A
9. Completed Bid Pricing Form - Attachment B
H. Communication and Schedule
All questions related to this Request for Proposal must be directed in writing via e-mail to Lynn Dingey
(Town Engineering Department) at
Questions Must be Submitted on or Before August 7, 2026, by 4 PM
Proposals Due by E- Mail Only, on or Before August 19, 2026 by 4 PM
Anticipated Contract Award August 24, 2026
I. Contract Terms and Conditions
Refer to the Town's General Proposal Conditions attached in Attachment C.
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Town of Grand Island
2255 Baseline Road
Grand Island, NY 14072
Attachment A - BIDDERS INFORMATION FORM
Please type or print the following information:
Name of Firm or Corporation
Street Address
City State Zip Code
Federal Employer Identification No.
Contact Name
Contact Telephone No. Contact E-Mail Address
Name of Corporate Officer Authorized to Execute Contract
Signature of Corporate Officer
Date
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Town of Grand Island
2255 Baseline Road
Grand Island, NY 14072
Attachment B - BID PRICE FORM (Please Type in Unit Prices)
ITEM DESCRIPTION UNIT TYPE UNIT PRICE
NO.
1 Installation of LED Cobra Fixture, LABOR ONLY Per Unit
2 Installation of LED Post Top/Decorative Fixture, LABOR ONLY Per Unit
3 Installation of an Asset Management Node LABOR ONLY Per Unit
4 Installation of 8' Mast Arm, M & L HAPCO Per Unit
5 Installation of 12' Mast Arm, M & L HAPCO Per Unit
6 Installation of 16' Mast Arm, M & L HAPCO Per Unit
7 Installation of 22' Mast Arm, M & L HAPCO Per Unit
8 Arm Transfer, Old Utility Pole to New Utility Pole, including Arm, Fixture & Conductor Per Unit
9 Installation of 18' Aluminum Pole, M&L Per Unit
10 Installation of 35' - 40' Wood Pole, M&L Per Unit
11 Removal of 35' - 45' Wood Pole, M&L Per Unit
12 Install Town ID Number and Lettering on Fiberglass, Metal, Concrete Poles, M&L Per Unit
13 Installation of Town ID Number and Lettering on Wood Poles, M&L Per Unit
14 Installation of Fuse Kit M&L Per Unit
15 Installation of Fuse M&L Per Unit
16 Installation of Handhole, M&L Per Unit
17 Installation of Overhead #10 Copper Wire, M&L Per Foot
18 Installation of Overhead #6 Aluminum Duplex Wire, M&L Per Foot
19 Installation of Underground #6 Aluminum Duplex Wire, No Di/2:12:ing, M&L Per Foot
20 Installation of #4 Triplex Wire, M&L Per Foot
21 Installation of 1/0 Aluminum Triplex Wire, M&L Per Foot
22 Installation of #4 Dead End Grip, M&L Per Unit
23 Installation of 139 Connector H Type, M&L Per Unit
24 Investigation only of No Current Overhead Wiring per crew Per Hour
25 Investigation only of No Current Underground Wiring per crew Per Hour
26 Emergency Response to Site within 3 Hour or Less (Response Only) Per Request
27 Lineman Regular Time Per Hour
28 Groundman Regular Time Per Hour
29 Lineman Off Hours Per Hour
30 Groundman Off Hours Per Hour
31 Lineman Sunday and Holidays Per Hour
32 Groundman Sunday and Holidays Per Hour
33 Bucket/ Di/2:12:er Derrick Truck Per Hour
34 Utility Truck Per Hour
35 Pole Trailer Per Sq Ft
36 Attenuator Truck Per Hour
37 Responding to Non-Town owned Problems Per Hour
38 Crew Waiting at Location for Town Response Per Hour
39 Uob Location Not Ready to Perform Work Per Hour
40 Minor Tree Trimming & Debris Removal Per Tree
41 Lawn Restoration Square Foot
42 Snow Removal for Area Lighting Work Per Location
43 Material Warehousing 25' x 25' Space Monthly
44 Ifravel Time to Town of Grand Island for Priority Job Per Hour
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Town of Grand Island
2255 Baseline Road
Grand Island, NY 14072
Attachment C - TOWN'S GENERAL PROPOSAL CONDITIONS
INSUARANCE INFORMATION
INSURANCE
The Contractor shall procure, and maintain at his own expense, and without expense to the Town, during the full
duration of the Contract, insurance for liability for damages imposed by law, of the kinds, and in the amount
hereinafter provided in insurance companies authorized to do such business in the State of New York, covering
all operations under the Contract whether performed by him, or by subcontractors. Said policies shall be primary
to any policies of insurance available to the Town and shall provide that the Town shall receive at least thirty (30)
days written notice of cancellation or content change.
The Contractor shall deposit with the Town satisfactory evidence of insurance (including renewals) with proof of
premiums paid up to date. The Contractor shall not commence work under this Contract until he has obtained all
the insurance required under this paragraph, and the Town has approved such insurance. The Contractor shall
not allow any subcontractor to commence work on his subcontract until all similar insurance requirements of the
subcontractor has been so obtained and approved.
Before commencing the work, the Bidder shall furnish to the Town a copy of the original policy, along with
quadruplicate certificates of insurance satisfactory to the Town, showing that it has complied with this paragraph,
which certificate, or certificates shall provide that the policies shall not be changed, or cancelled until fifteen (15)
days written notice has been given to the owner. All policies shall name the Town of Grand Island as additional
insured "as their interest may appear."
Required Insurances
Workmen's Compensation Insurance. A policy covering the obligations of the Contractor in accordance with the
provisions of Chapter 615 Laws of 1922 as amended also known as Chapter 67 of the Consolidated laws of New
York, as amended, known as the Workmen's Compensation Law, covering all operations under the contract,
whether preformed by him, or by his sub-contractors. The Contract shall be void, and of no effect unless the
person or corporation making or executing the same shall secure compensation coverage for the benefit of, and
keep insured during the life of said Contract, such employees in compliance with the provision of the Workmen's
Compensation Law. (State Finance Law, Section 142) Employer's liability (Section 1B of Workers Compensation
Policy). Liability limit shall be not less than $1,000,000.
Liability and Property Damage Insurance. Commercial General Liability and Property Damage Insurance including
automobile shall be maintained with limits of not less than $1,000,000 for each occurrence. For all damages
arising during the policy period, shall be furnished in the types specified:
Contractors Liability Insurance issued to and covering the liability of damages imposed by law upon the
Contractor with respect to all work performed by him under this Contract.
Contractors Protective Liability Insurance issued to and covering the liability for damages imposed by law upon
the Contractor with respect to all work under this Contract performed for the Contractor by the subcontractors.
Contractual Liability Insurance issued to, and covering the liability imposed by Contract upon the Town for work
performed on private land with respect to all operations under the agreement by the Contractor, or by his sub-
contractors. Such contractual liability is specified in detail in the Description of Bid Items.
Completed Operations Insurance.
Broad Form Property Damage Endorsement
Excess Liability Including Automobile - unless otherwise specifically required by special specification, each policy
with Bodily Injury and Property Damage Combined limits of not less than $3,000,000 per occurrence.
Towns Protective Liability Insurance. Issued to and covering the liability for damages imposed by Law upon the
Town with respect to all operations under the Agreement by the Contractor, or by his subcontractors, including
omissions, and supervisory acts of the Town, and of the agents, and employees of the insured. Such insurance
shall name as an additional assured, or assures, the person, persons, or corporation specified in detail in the
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Town of Grand Island
2255 Baseline Road
Grand Island, NY 14072
Attachment C - TOWN'S GENERAL PROPOSAL CONDITIONS
Information for Bidders, and the engineers, and architects of the Town, and/or the agents, inspectors, and
employees of this, and any other Municipal body, or public utility which may have granted permits in connection
with the work. Limits as applicable in paragraph B.
Indemnity. The Contractor shall defend, indemnify, and save harmless, the Town, its agents, servants, and
employees from any, and all damages, or claims whatsoever, occasioned, or caused to any person, partnership,
association, or corporation, or occasioned, or caused to any property, arising out of and/or from the negligence or
want of care of the Contractor and its respective agents, servants, employees, and subcontractors, in the
performance of this Contract to the extent allowed by law, and including but not limited to, claims brought against
the Town by third parties, employees of the Town, or employees of the Contractor to the fullest extent permitted
by law. The Contractor will, at his own expense, defend, indemnify, and save harmless, and make good any
damage, and/or physical injuries that shall in the course of the work, under this Contract be done, or caused to
any adjacent, abutting, or overhead, property, which shall include, but shall not be limited to lands, foundations,
walls, building, abutting, under or overhead and structures of all kinds, leases, operators, or occupants of any
building, and or structures.
CONTRACTORS AND SUBCONTRACTORS INSURANCE
The Contractor shall not commence work under this Contract until he has obtained all the insurance required
under this paragraph, and such insurance has been approved by the Owner nor shall the Contractor allow any
subcontractor to commence work on his subcontract until all similar insurance required of the subcontractor has
been so obtained, and approved.
The Contractor shall procure, and maintain at his own expense, and without expense to the Owner, until final
acceptance by the Owner of the work covered by the Contract, insurance for liability for damages imposed by law,
of the kinds, and in the amount hereinafter provided in insurance companies authorized to do such business in
the State of New York, covering all operations under the Contract whether performed by him, or by
subcontractors. Before commencing the work the Contractor shall furnish to the Owner certificates of insurance
in form satisfactory to the Owner showing that he has complied with this paragraph, which certificate, or
certificates shall provide that the policies shall not be changed, or canceled until forty-five (45) days written notice
has been given to the Owner. The Town of Grand Island shall be named as additional insured on all applicable
policies.
The Subcontractor shall purchase and maintain insurance of the following types of coverage and limits of liability:
1) Commercial General Liability (CGL) coverage with limits of Insurance of not less than $1,000,000
each occurrence and $2,000,000 Annual Aggregate.
a. If the CGL coverage contains a General Aggregate Limit, such General Aggregate shall apply separately
to each project and location.
b. CGL coverage shall be written on either OCP or ISO Occurrence form CG 00 01 10/01, 12/04 12/07 or a
substitute form that provides equivalent coverage and shall cover liability arising from premises, operations,
independent contracts, products-completed operations, and personal and advertising injury, and liability assumed
under an insured contract. There shall be no exclusions to the Contractual Liability coverage for employee
injuries (i.e. Labor Law Exclusions or for obligations by you under this contract).
c. Contractor, Owner and all other parties required of the Contractor, shall be included as additional insured
on the CGL, using ISO Additional Insured Endorsement CG 20 10 11/85 or both CG 20 38 04/13 and CG 20 37
07/04.
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Town of Grand Island
2255 Baseline Road
Grand Island, NY 14072
Attachment C - TOWN'S GENERAL PROPOSAL CONDITIONS
i) This insurance for the additional insured shall be as broad as the coverage provided for the named
insured subcontractor. Coverage for the additional insured's shall apply as Primary and Non-Contributing
Insurance before any other insurance or self-insurance, including any deductible, maintained by, or provided to,
the additional insured's. Coverage for these additional insured's shall include completed operations. If additional
insured coverage cannot be provided by endorsement an "Owners & Contractors' Protective" policy will be
required for the same liability limits noted above in the name of the "Contractor" and "Owner".
d. There shall be no endorsement or modification of the subcontractors CGL policy arising from pollution,
explosion, collapse, underground property damage or work performed by subcontractors.
e. Contractor shall maintain CGL coverage for itself and all additional insured's for the duration of the project
and maintain Completed Operations coverage for itself and each additional insured for at least 3 years after
completion of the Work.
2. Automobile Liability
a. Business Auto Liability with limits of at least $1,000,000 each accident.
b. Business Auto coverage must include coverage for liability arising out of all owned, leased, hired and
non-owned automobiles.
c. Contractor, Owner and all other parties required of the Contractor as indicated in the sample Certificate of
Insurance appended to this Agreement, shall be included as additional insureds on the auto policy.
3. Commercial Umbrella
a. Umbrella limits must be at least $5,000,000.
b. Umbrella coverage must include as insured, all entities that are additional insured's on any and all
primary layers of coverage including, but not limited to Commercial General Liability, Automobile Liability as
referenced above.
c. Umbrella coverage for such additional insured's shall apply as primary to any other insurance under
which the additional insured qualifies as a named insured, as well as, before any other insurance or self-
insurance, including any deductible, maintained by, or provided to, the additional insured other than the CGL,
Auto Liability and Employers Liability converges maintained by the Subcontractor.
4. Workers' Compensation and Employers Liability
a. A policy covering the obligations of the Contractor in accordance with the provisions of Chapter 615 Laws
of 1922 as amended also known as Chapter 67 of the Consolidated Laws of New York, as amended, known as
the Workmen's Compensation Law, covering all operations under the Contract, whether performed by him, or by
his sub-contractors. The Contract shall be void, and of no effect unless the person, or corporation making, or
executing the same shall secure compensation coverage for the benefit of, and keep insured during the life of
said Contract, such employees in compliance with the provision of the Workmen's Compensation Law. (State
Finance Law, Section 142);
b. State statutory limits may differ and should never be less than:
i) Employer Liability insurance limits of at least $1,000,000 each accident for bodily injury by accident and
$1,000,000 each employee for injury by disease.
5. Where applicable, the maritime coverage endorsement shall be attached to the policy.
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Town of Grand Island
2255 Baseline Road
Grand Island, NY 14072
Attachment C - TOWN'S GENERAL PROPOSAL CONDITIONS
6. Where applicable, the Longshore and Harborworker's Compensation Act endorsement shall be attached
to the policy. Contracts involving any marine exposure on the Niagara River requires coverage for Federal
Longshoreman's and Harbor Workers Act and Jones Act. Required limit $3,000,000.
7. Materials & Supplies while in transit or stored off-site, contractor's equipment, etc.
a. The contractor at its sole expense shall maintain coverage where needed on an all risk, builders risk form
on a replacement cost basis for the full value of materials and supplies.
WAIVER OF SUBROGATION - Subcontractor waives all rights against Contractor, Owner, and Architect and their
agents, officers, directors and employees for recovery of damages to the extent these damages are covered, by
Commercial General Liability, Commercial Umbrella Liability, Business Auto Liability or Workers Compensation
and Employers Liability insurance maintained per requirements stated above.
OWNERS PROTECTIVE LIABILITY INSURANCE. Issued to and covering the liability for damages imposed by
Law upon the Owner with respect to all operations under the Agreement by the Contractor, or by his
subcontractors, including omissions, and supervisory acts of the Owner, and of the agents, and employees of the
insured. Such insurance shall name as an additional insured, the person, persons, or corporation specified in
detail in the Information for Bidders, and the engineers, and architects of the Owner, and/or the agents,
inspectors, and employees of this, or any other Municipal body, or public utility which may have granted permits in
connection with the work. Minimum limits of $ 1,000,000 per occurance.
BUILDERS RISK. The Contractor shall effect and maintain all risk coverage upon all the work in place, and all
materials stored at the building site, whether, or not covered by partial payments made by the Owner. This
insurance shall be in an amount equal to the full insurable value thereof at all times, and shall be for the benefit of
the Owner, the Contractor, and each subcontractor, as their interests may respectively appear. The Owner shall
be furnished with a certified copy of the policy, as soon after the work has started as is practical, and in any event,
prior to the issuance of the first certificate for partial payment under the Contract.
CERTIFICATES OF INSURANCE. A certificate of insurance shall be provided to the contractor before
commencing work. Attached to each certificate of insurance shall be a copy of the Additional Insured
Endorsement that is part of the subcontractors Commercial General Liability Policy, including completed
operations coverage endorsement that is part of the subcontractors Commercial General Liability Policy. Also
attached to each certificate of insurance shall be a copy of the waiver of subrogation endorsements that are part
of the subcontractors Commercial General Liability and Workers Compensation Policies. These certificates and
the insurance policies required above shall contain a provision that coverage afforded under the policies will not
be cancelled or allowed to expire until at least 30 days prior written notice has been given to the Contractor and
the Owner. Failure of the Owner or any other party to review, approve, and or reject a certificate of insurance in
whole or in part does not waive the requirement of this agreement.
Insurance forms, including the additional insured forms shall be furnished to the Owner upon request. The Town
of Grand Island, its employees, agents, and representatives are to be named as additional insureds. For
SUBCONTRACTOR OF EVERY TIER Should the subcontractor engage subcontractors, they shall secure and
maintain insurance coverage as required under this agreement.
The Contractor shall furnish certificates of Insurance on each subcontractor employed in the performance of the
work under this Contract, showing that said subcontractors have complied with all the requirements of this
Contract with reference to insurance to be furnished by such subcontractor.
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Town of Grand Island
2255 Baseline Road
Grand Island, NY 14072
Attachment C - TOWN'S GENERAL PROPOSAL CONDITIONS
LIMIT OF COVERAGE The limits of coverage set forth in this document are suggested minimum limits of
coverage and should not be construed to be a limitation of the liability on the part of the subcontractor or any of its
tier subcontractors. The carrying of insurance described shall in no way be interpreted as relieving any duties
under the contract. If there is a discrepancy of coverage between this document and any other insurance
specification for the project the greater limit or coverage requirement shall prevail.
INSURANCE REQUIREMENTS: In the preparation of the bid, the Contractor must include the cost to provide
proper insurance certificates as outline in S. 23. These certificates of insurance will be required prior to signing
the agreement with the lowest responsible bidder.
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