Streetlight Pole Up-fit

Invitation to Bid
SPECIFICATIONS
AND
BID DOCUMENTS
Bid Number 2026-007
Streetlight Pole Up-fit
Office of the First Selectman
501 Main Street South
Southbury, CT
April 9, 2026

The Town of Southbury is soliciting bids from licensed electricians to upfit existing
streetlight poles with 120 VAC electrical outlets.
Following are primary details of the scope of work:
1. Location: Main Street South, Southbury, CT
2. Type of poles to be upfit: cast iron, 12 foot tall from ground level to base of the
Federal globe with access panel at the base.
3. Bubble Box receptacle to be provided by the bidder, and installed approximately
5 feet up from the base of the cast iron pole.
4. Bubble box to contain one weather-resistant 120 VAC, 20 Amp GFI receptacle.
Exact type/model of the proposed GFI shall be identified in bidder's response.
Box shall have provisions to install an anti-tamper lock or Ty-Wrap to be
provided by others.
5. Bidder is required to drill and tap appropriate hole in the cast iron, and install
an extended Chase Nipple to screw through the box and into the threaded
opening in the pole.
6. Bubble Box and pole to be drilled for a sheet metal screw that engages the cast
iron to anchor the bubble box in order to prevent box from rotating.
7. Internal wire to be routed from the 120 Volt receptacle to pole base, and tied
into the existing 120 VAC power source currently used to power the upper light
globe.
Scope of Upfit Process
Bidder shall drill and tap a new hole into the pole for the bidder-supplied
extended chase nipple, and install the extended chase nipple
Bidder shall install and tighten the bubble box onto the nipple through the
bubble box and into the threaded pole, shall add gaskets as required, and shall
add an anti-rotation stabilizing screw through the box into the pole structure.
The bidder shall temporarily disable (power-off) the preexisting light timers that
are inside ten (10)-power distribution cabinets located along Main Street South.
Public Works will assist in identifying and disabling the light power contactors
prior to splicing in the new pigtail wires.
The bidder shall open up the access panel at the base of each pole, and will
connect the bidder- supplied GFI receptacle with the existing 120 VAC
connections at the base of the pole.
Once a group of poles have been upfit, the timer will be set to ON (with Public
Works participation), and the bidder shall verify proper voltage polarity,
grounds, and GFI function at each light pole.
Quantity of poles to be upfit shall be 75, 100, or 150. Thus, the bidder is
requested to prepare cost proposal for all quantities.
Bidder is required to provide on-site troubleshooting and repair of all upfit pole
failures for a period of not less than 180 days
SCHEDULE: Work may be done in one continuous effort, or may be spread out
over time, as bidder prefers. Work must be completed no later than October 1,
2026.
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A drawing of the subject light poles is provided below:
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Evaluation Criteria
Southbury will apply the following criteria in making a supplier selection decision:
Clear commitment to start and complete the light pole modifications within the
defined time span
Commitment to provide GFI receptacles that have a history of low false trips
Upfit price per pole, or price per groups of poles
Proof of Electrical Contractor license
Commitment to analyze, fix at no additional cost any issues for a period of not
less than 180 days after activation of all new receptacles.
Format for Submitting Statements of Qualifications
Responses to this request shall include a comprehensive scope of work, a firm fixed-
price, and timeline.
Included with the RFP submission should be a timeline with a proposed number of
meetings with the Department of Public Works, and other Town staff, as necessary.
The consultant may be expected to make these presentations to the Planning
Commission and to the Board of Selectman, as may be necessary (either in person or
virtually).
Six (6) sealed copies of the following items must be submitted no later than May 12,
2026 at 11:00 a.m.
A. Company Background Materials: Provide information regarding the
background, experience, and reputation of the bidder.
B. Qualifications: Provide key personnel's professional background and extent of
previous experience in all areas of necessary expertise. Include descriptions of
each proposed key personnel's role and the relationship of their expertise to the
anticipated work for the Town.
C. Availability: Include availability of personnel, the date the contractor is available
to commence the project and estimated length of time necessary for completion.
D. Examples of Work: Description and examples of at least two (2) comparable
projects completed within the last five (5) years.
E. References: Provide a list of previous or current contracts that are similar to the
Town's scope of services, including the following:
Services performed;
Contact information for clients to be used as a reference for
verification purposes.
F. Local Knowledge: Describe the extent of local knowledge of Southbury and/or
communities with similar characteristics, and regional context.
G. Potential Conflicts of Interest: Provide the names of private parties whom you
have represented before agencies of the Town as well as the general nature of
your representation and other involvement.
H. Litigation/Arbitration: List information on (a) any involvement in litigation or
arbitration with municipal clients; and (b) all clients that have terminated your
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services prior to completion of any project within the past ten (10) years.
Explain circumstances that led to it and describe the resolution.
I. Proposed Scope of Work: Shall include a project description narrative, estimate
of start and end date, quarterly timeline (anticipated sequence of events and
timing of critical action items, meetings and deliverables), cost of entire project.
J. Professional Liability Insurance: A minimum of $1 million dollar liability
insurance is required.
Selection Criteria
The Town will review and evaluate all complete proposals determined to have been
submitted within the timeline described herein. The Land Use Administrator, Finance
Director, and Public Works Project Administrator shall review all proposals. Proposals
will be reviewed and evaluated by the Planning Commission based on the criteria below.
If deemed necessary by the Planning Commission, the Town of Southbury reserves the
right to shortlist the proposals received and arrange for interviews/oral presentations
to the Planning Commission as part of the selection process. Discussion, requests for
additional information and negotiations may take place with the short list vendors to
ensure clarification and to obtain a program that meets the requirements of this Request
for Proposal.
The Town of Southbury shall select the responsible and responsive Proposal, which is
determined by the Town to be the best situated, most advantageous, and provides the
greatest overall benefit to the Town based on the criteria and evaluation factors included
in this Request for Proposal. Cost shall be only one factor in the award decision. The
Town expressly reserves the right to negotiate with the selected vendor prior to the award
of any contract pursuant to this Request for Proposal.
Submittal Information
Sealed proposals, clearly marked, "PROPOSAL TO PROVIDE CONTRACTING
SERVICES RE: UPFITTING ELECTRICAL OUTLETS ON STREETLIGHT POLES" must
be submitted to the Office of the First Selectman by 11:00 a.m. on 5/12/2026.
The Town reserves the right to reject all RFPs, or parts thereof, which are not in the
best interest of the Town of Southbury.
The selected firm must provide:
1. Code of Ethics/Conflict of Interest Acknowledgment
2. Affidavit of Compliance with Tax Laws
3. Copies of Professional Registrations and Licenses
4. Copy of current Professional Liability Insurance Policy Declaration
For more information, contact:
Jordan Marcinko, Land Use Administrator
203.262.0634
Jmarcinko@southbury-ct.gov
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Code of Ethics/Conflict of Interest Ordinance
A. Definitions.
The following definitions shall apply to this Ordinance:
1. Public Official (or Public Office). An elected or appointed official, whether paid or
unpaid, full or part-time, of the Town of Southbury. This includes being a member or
alternate member of any board, committee, commission, or agency that exists in the
Town of Southbury government.
2. Town Employee (or Town Employment). A paid employee, full or part-time, of the
Town of Southbury.
3. Ethics Commission. The Town of Southbury Commission on Ethics as authorized
by Section 7-148h of the Connecticut General Statutes.
4. Conflict of Interest. A conflict of interest shall be deemed to exist if any Public
Official or Town Employee has a Direct Interest or an Indirect Interest, in any
purchase, contract, transaction, or decision involving his/her office, board,
commission, agency or employment.
5. Direct Interest. An interest of a Public Official or Town Employee or any business,
investment, or property in which such Public Official or Town Employee is an owner,
member, partner, officer, employee or stockholder or has any other form of
participation, that is a Financial Interest or an Adverse Interest in any purchase,
contract, transaction or decision involving his or her office, board, committee,
commission, agency or employment.
6. Indirect Interest. An interest of a family member within the fourth degree by blood
or marriage or a person engaged in a close business relationship with a Public Official
or Town Employee in any purchase, contract, transaction or decision involving the
Public Official's or Town Employee's office, board, committee, commission, agency or
employment which, if held by the Public Official or Town Employee directly, would
meet the definition of a Direct Interest.
7. Financial Interest. A Financial Interest shall be deemed to exist if a person or
entity with a Direct Interest or an Indirect Interest as defined herein might, directly or
indirectly, derive pecuniary or financial gain or suffer loss from any Town purchase,
contract, transaction, decision or employment.
8. Adverse Interest. An interest that is adverse to the interests of the Town with
respect to the matter under consideration.
9. Material Conflict of Interest. A conflict of interest shall be deemed to be material
where a reasonable person would conclude that a Financial Interest or Adverse
Interest:
a. is incompatible, or would to a reasonable person appear to be incompatible,
with the proper discharge of official duties; or
b. would tend to impair, or would to a reasonable person appear to impair,
independence of judgment and action in the performance of official duties.
B. Declaration of Policy.
1. The proper operation of the government of the Town of Southbury requires that
Public Officials and Town Employees be independent, impartial and responsible to the
people; that governmental decisions and policies be made in the proper channels of
the government structure and free from coercive or other improper influence; that
Public Officials and Town Employees not use their positions for personal gain; and
that the general public have confidence in the integrity of its government.
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2. This Ordinance sets forth standards of ethical conduct to maintain and enhance
responsible and effective public service by our Public Officials and Town Employees in
the performance of their duties.
3. In the interest of ensuring that concerns regarding possible conflict of interests are
promptly raised, this Ordinance permits a concern that a conflict of interest may exist
to be raised by any person, regardless of whether the person would be considered an
aggrieved party as that term is interpreted under Connecticut law. Any failure to
observe the procedures set forth in this Ordinance shall not, however, afford a basis
for an action for damages against the Town, any Town board, committee, commission,
agency or employee, or any member of any Town board , committee, commission, or
agency, or for challenging a decision, license, permit or other action of a Town
Employee, board, committee, commission or agency or member of same by a person
who would not, but for the provisions of this Ordinance, have standing to bring such
an action.
C. Disclosure of Conflict.
1. Any Public official or Town Employee who has a conflict or potential conflict of
interest as defined herein, whether or not such conflict or potential conflict is material,
shall disclose the interest causing such conflict or potential conflict in writing to the
Board of Selectmen.
2. Any Public Official or Town Employee who is a member of any Town board,
committee, commission or agency who has a conflict or potential conflict of interest as
defined herein, whether or not such conflict or potential conflict is material, shall, in
addition to the disclosure required by this Ordinance, disclose the interest causing
such conflict to such board, committee, commission, or agency and such disclosure
shall be recorded in the board's, committee's, commission's or agency's minutes.
D. Determination of Materiality.
1. In the event that a disclosure or a claim of a conflict of interest with respect to any
Public Official or Town Employee has been made to the Ethics Commission, and the
Public Official or Town Employee does not disqualify himself/herself from matters with
respect to which the conflict of interest allegedly exists, the Ethics Commission shall
promptly inquire into the facts
of the matter and determine whether or not a conflict exists and if so, whether it is
material.
2. In the event that a disclosure or a claim or a conflict of interest with respect to any
Public Official or Town Employee who is a member of a Town board, committee,
commission or agency has been made to such board, committee, commission, or
agency and the member does not disqualify himself/herself from matters with respect
to which the conflict of interest allegedly exists, the board, committee, commission or
agency shall forthwith determine by a majority of those members present, excluding
the member whose interest is in question, whether or not a conflict exists and, if so,
whether it is material.
E. Disqualification.
If it has been determined that a material conflict of interest exists, the Public Official
or Town Employee who has the conflict shall be disqualified from discussing or acting
upon any matter encompassed by that conflict of interest, and shall leave the room
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during any public hearing, discussions or deliberations regarding the matter. Any
Public Official or Town Employee may disqualify himself/herself even though the
conflict of interest is not material.
F. Claim of Conflict.
If a formal written complaint is made to the Ethics Commission that any Public
Official or Town Employee has an undisclosed conflict of interest, the Ethics
Commission shall record and act upon the claim in accordance with its procedures as
outlined in Section J.
G. Gifts and Favors.
No Public Official or Town Employee shall accept or receive, directly or indirectly,
anything of value (whether by rebate, gift, promise, obligation or contract for future
reward or compensation or otherwise) for awarding or influencing the award of any
decision, permit, license, contract or purchase order by the Town. Anything of value
when in the form of a gift shall not be deemed relevant if the actual cost of that item is
less than $25.00.
H. Representation.
1. Without the prior written consent of the Ethics Commission, no Public Official or
Town Employee shall appear for compensation, except on behalf of the town, before
any Town board or agency in which he/she was formerly employed or served as an
official at any time within a period of one (1) year after termination of his/her service
with the Town.
2. Without the prior written consent of the Ethics Commission, no current or former
Public Official or Town Employee shall represent anyone other than the Town
concerning any particular matter in which he/she participated personally and
substantially while in municipal service.
3. No current or former Public Official or Town Employee shall disclose or use
confidential information acquired in the course of and by reason of his/her official
duties, for personal and/or financial gain for himself/herself or others.
4. No former Public Official or Town Employee who participated substantially in the
negotiation or award of municipal contract or who supervised the negotiation or award
of such a contract shall accept employment with a party to the contract other than the
Town for a period of one (1) year after such contract is signed.
I. Independent Contractors.
Before hiring any consultant, independent contractor or other advisor, the Public
Official, Town Employee, board, committee, commission or agency that proposes to
hire the independent contractor shall inquire whether the independent contractor has
any conflict of interest as that term is defined in this Ordinance or as defined in any
code of ethics or similar code applicable to the independent contractor. Any such
conflict shall be specified in the appropriate Town records (such as minutes of any
relevant board, committee, commission, or agency). Prior to hiring any independent
contractor with a conflict, the Public Official, Town Employee, board, committee,
commission or agency proposing to hire the independent contractor must make a
determination that the conflict is not material and/or that despite the conflict, the
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independent contractor should be hired. The decision and the reasons therefore must
be a matter of public record.
No consultant, independent contractor or other advisor of the Town shall represent a
private interest in any action or proceeding against the interest of the Town which is in
conflict with the performance of his/her duties as such consultant, independent
contractor or advisor. No consultant, independent contractor or advisor may represent
anyone other than the Town concerning any matter in which he/she participated
personally and substantially as a consultant to the Town. Neither shall such
consultant, independent contractor or advisor disclose confidential information
acquired while performing his/her duties for the Town, nor shall he/she use such
information for the personal and/or financial interests of himself/herself or others.
J. Procedure.
All claims pertaining to a violation of this Ordinance shall be made, in writing, to the
Ethics Commission in accordance with the rules and regulations promulgated by that
Commission which shall be found in the Town of Southbury Ethics Commission
Statement of Procedures. These rules shall require the Complainant to specify the
facts that gave rise to his/her claim and the specific provision of this Ordinance that
has been breached on a Form provided by the Ethics Commission. The Ethics
Commission may, but is not required to consider claims made against individuals who
are former Public Officials or Town Employees.
Any allegations and any information learned, supplied to or received from or by the
Ethics Commission shall remain confidential until a finding of Probable Cause is
determined by the Ethics Commission.
The Ethics Commission is authorized to issue advisory opinions at its discretion.
K. Penalties.
1. Any person who violates any of the provisions of this Ordinance may be censured or
reprimanded or may be suspended or removed from Public Office or Town
Employment, as the case may be, in the manner provided by law as recommended by
the Ethics Commission with action by the Board of Selectman.
2. Any violation of this Ordinance shall render any purchase, contract, or transaction
or any part thereof affected thereby voidable as recommended by the Ethics
Commission with action by the Board of Selectmen.
3. Any violation of this Ordinance with respect to any decision of a board, committee,
commission or agency shall be subject to any remedies deemed proper as
recommended by the Ethics Commission with action by the Board of Selectmen and
permitted by law.
4. The penalties provided above are in addition to any other penalties provided by law
to address violations of the provisions of this Ordinance.
L. Concurrent Offices.
1. No Town Employee shall serve on any board, committee, commission or agency to
which the Town Employee reports or acts as staff, except as otherwise stated in the
Town Charter or Ordinances. Notwithstanding the foregoing, a Town Employee may
serve on any board, committee, commission or agency in an advisory capacity.
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2. Except as otherwise provided in the Charter or by Ordinance, the First Selectman,
the Selectmen, the Town Clerk, members of the Board of Finance and members of the
Ethics Commission shall hold no other Public Office, and the provisions of Section 9-
210 of the General Statutes concerning incompatible Town offices shall apply to the
officers described therein.
3. The restrictions set forth in Section L. 1 and Section L. 2 shall not apply to
membership on any temporary or advisory only committee, task force, working group,
or the like.
4. Subject to the restrictions set forth in applicable law, or by the Charter or by
Ordinance, and in Section L. 2 of this Ordinance, nothing in this Ordinance shall
prevent the appointment of the same person to more than one Public Office, provided
the offices are not incompatible, provided the duties of the offices to which he/she is
appointed may, in the opinion of the Ethics Commission, be satisfactorily fulfilled by
one person, and provided further that inability to fulfill satisfactorily the duties of all
offices to which he is appointed shall be cause for removal from any one or more of
said offices.
M. Meetings.
1. Members Attendance. Public Officials who are members of boards, committees,
commissions, and agencies are expected to attend all meetings of such boards,
committees, commissions and agencies or attend meetings in accordance with the by-
laws or other duly adopted rules of the group to which they belong. However, it shall
not be deemed to be a violation of this Ordinance if Public Officials who are members
of boards, committees, commissions, and agencies comply with the standards set forth
in Section 512 of the Town Charter. For the purposes of this Ordinance only, the
attendance standards set forth in Section 512 shall apply to both elected and
appointed members of boards, committees, commissions and agencies.
2. Alternates' Attendance. Public Officials who are alternate members of boards,
committees, commissions and agencies are expected to attend all meetings of such
boards, committees, commissions and agencies, or attend meetings in accordance
with the by-laws or other duly adopted rules of the group to which they belong.
However, it shall not be deemed to be a violation of this Ordinance if Public Officials
who are alternate members of boards, committees, commissions and agencies comply
with the standards set forth in Section 512 of the Town Charter. For the purposes of
this Ordinance only, the attendance standards set forth in Section 512 shall apply to
both elected and appointed alternate members of boards, committees, commissions
and agencies.
3. Voting. All Public Official members or seated alternate members of boards,
committees, commissions and agencies who are qualified to vote, shall vote on all
matters upon which a vote is held by such board, committee, commission or agency
unless there shall be reasonable cause for abstention and said cause is stated and
recorded in the minutes of the meeting.
4. Statement of Reasons. In every case where the action of any board, committee,
commission or agency is subject to a right of appeal to another administrative body or
to the courts of the State of Connecticut, a statement of the reasons for its action shall
be included in the minutes of the meeting.
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