Streetlight Replacement

Agency:	City of Fairfax
State:	Virginia
Type of Government:	State & Local
Posted Date:	Feb 27, 2024
Due Date:	Mar 15, 2024
Solicitation No:	24061
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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City of Fairfax, Virginia

Office of Procurement Services

10455 Armstrong Street

Fairfax, Virginia 22030

Title

Invitation for Bid

Commodity Code

Contract Administrator

Issue Date

Questions Deadline

Streetlight Replacement Project

IFB 24061 (VBO) 60168

28580 – Street Light Poles and

Standards

David Kundid

February 27, 2024

Submit all questions no later

than March 6, 2024 to David

Kundid at:

David.Kundid@fairfaxva.gov

Due Date/Time

March 15, 2024 @ 3:00 P.M.

PAPER OR HAND-DELIVERED BIDS WILL NOT BE ACCEPTED IN RESPONSE TO THIS

SOLICITATION. ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA

PROCUREMENT SITE WHICH CAN BE FOUND AT HTTPS://EVA.VIRGINIA.GOV. ANY

ASSISTANCE SUBMITTING BIDS THROUGH THIS SYSTEM MUST BE DIRECTED SOLEY

TO EVA SUPPORT/HELPDESK.

• Your business must be eVA registered and in active status.

• Start by clicking the Register Now link on the eVA website (www.eVA.virginia.gov).

The City of Fairfax does not discriminate against faith-based organizations in accordance with the Code of Virginia, §

2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other

basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.

IFB 24061

GENERAL TERMS AND CONDITIONS

1. PURPOSE: The intent of this solicitation is to establish a term contract for Holophane products for

the City of Fairfax, VA to be used on an as-needed basis.

2. BACKGROUND INFORMATION: The Historic District has been illuminated via a system of lamps

fed by natural gas with glowing mantles. This existing system provides a genuinely historic

ambiance, but it is now aging and lacking sufficient illumination ability. After a detailed study of

the options, the City has selected a new LED lamp and pole combination to provide illumination

throughout the Historic District. The City of Fairfax, VA has a multi-year project to replace the gas

streetlights with LED streetlights with the City of Fairfax. As the new LED streetlights are installed,

the City will retire and permanently remove the gas streetlights. The first phase of the project was

completed in 2023. The second phase of the project shall be to replace lighting on North Street,

Chain Bridge Road, University Drive, Blenhiem Boulevard, Main Street, and East Street. Forty-five

(45) streetlights will be replaced in the second phase.

The next phases of the project shall depend on funding being approved in the future Capital

Improvement Plan (CIP) budgets. After the initial phase, the City of Fairfax shall not guarantee any

amount of business to the award Bidder throughout the longevity of the awarded contract.

3. SCOPE OF WORK:

a. Eligible Bidders

A Bidder shall be a factory authorized dealer of Holophane products.

b. Product Identification

Manufacturer and product descriptions used in this solicitation are product specific. The

items offered in the response to this solicitation shall be Holophane products. These

specific products are required to create uniformity for streetlights. Bidders failing to

comply with this requirement shall be deemed a non-responsive.

c. Products and Cost

The initial phase is divided into four (4) categories – Version “A/B”, Version “C”, Version

“D”, and Version “E”. The catalog numbers for each category are listed in Attachment 2

Price Document. For additional information, please see Attachment 3 Product Version

Configurations.

Bidder shall provide a cost for the Initial Phase Purchase Quantity and a Cost Per Unit in

Attachment 2 Price Document. The Initial Phase Purchase Quantity price should be a

grand total for all the items listed in each Version. The Cost Per Unit shall be the purchase

price for a quantity of one (1) listed in each Version. The Bidder shall provide this price for

the initial one (1) year contract term without a minimum order quantity.

The Bidder shall be able to provide all products listed in Attachment 2. A Bidder shall

provide all products to be deemed responsive.

d. General Pricing Requirements

i. Pricing shall include shipping from the manufacturer to the local factory

authorized dealer convenient to the City of Fairfax.

IFB 24061

GENERAL TERMS AND CONDITIONS

ii. No service fees or additional cost shall be invoiced to the City by the contractor

during the term of the contract (except as described in this IFB or mutually agreed

upon in writing).

iii. There shall be no “small order”, “minimum order”, or “special order” charges or

surcharges.

iv. There shall be no return fees for inaccuracies or other errors on the part of the

Bidder.

v. Any rush delivery that occurs as a result of the Bidder’s error (e.g. stock-outs,

delivery of wrong product, etc.) shall be free of charge. No handling surcharges

shall be added for any rush or expedited orders due to a Bidder’s error.

e. Product Availability

The contractor shall agree that there will be no cancellation of products used without an

equal and acceptable replacement during the term of the Contract. Manufacturer’s

discontinuation of any products must be communicated to the City of Fairfax in writing

within fifteen (15) business days. In such instances, contractor agrees to work with the

City to identify and implement alternative options that maintain or reduce costs

associated with the replacements.

f. Packaging and Shipping

Packaging for shipment shall be such as to protect the product adequately to insure safe

shipment. All products shall be packaged in such a manner as to ensure delivery in first

class condition and properly marked for identification.

All shipments shall be comprised of original cartons associated with the commercial

industry represented by the actual product contained within each carton. Itemized

packing list is to accompany all shipments. Deliveries containing re-used, re-labeled, re-

worked or alternate cartons are subject to rejection at the Contractor's expense.

By submitting their bids, all bidders certify and warrant that the price offered for FOB

destination includes only the actual freight rate costs at the lowest and best rate and is

based upon the actual weight of the goods to be shipped. Except as otherwise specified

herein, standard commercial packaging, packing and shipping containers shall be used.

All shipping containers shall be legibly marked or labeled on the outside with purchase

order number, commodity description, and quantity.

All materials shipped to the City must be shipped F.O.B. DESTINATION unless otherwise

stated in the contract or purchase order. The materials must be delivered to the "Ship to"

address indicated on the purchase order.

Unless bought F.O.B. "shipping point" and Contractor prepays transportation, no delivery

charges shall be added to invoices except when express delivery is authorized and

IFB 24061

GENERAL TERMS AND CONDITIONS

substituted on orders for the method specified in the contract. In such cases, difference

between freight or mail and express charges may be added to invoice.

g. Delivery

The product shall be delivered to 3410 Pickett Road, Fairfax, VA. The product shall be

delivered Monday through Friday between the hours of 6:00 a.m. and 1 p.m.

h. Back Order

It is the responsibility of the contractor to notify the City of Fairfax, in writing, immediately

upon notification from the manufacturer that an item is on back order. The contractor

shall state the reason for the back order and the expected delivery date.

i. Returns

Any materials delivered in poor condition, in excess of the amount authorized by the

purchase order, or not included on the purchase order may, at the discretion of the City,

be returned to the contractor. Return authorizations shall be credited immediately once

the supplier has received the returned goods.

i. The City shall not be charged a restocking fee for any returns due to the

contractor error, damage.

ii. The contractor is responsible for pick-up and replacement of all damaged or

excess goods within a reasonable time frame to the purchasing entity.

iii. Additional Charges

Returning unused stock, or special materials, to the contractor due to

requirement changes may be liable for a restocking fee, not to exceed 15%.

4. CONTRACT TERM: The term of the contract shall begin upon award. The initial term shall be for

one (1) year. This contract may be renewed by the City upon written agreement of both parties

for up to four (4) annual extensions, under the terms of the current contract, and at a reasonable

time (approximately 90 days) prior to the expiration.

5. BID SUBMISSION: Sealed Bids shall be received and time stamped online through the eVA

website, no later than Bid Closing and will be publicly posted, following the Bid Closing. Bidders

are responsible for ensuring its submission prior to Bid Closing. The time a Bid is received shall be

determined by the time stamp on the Bid receipt by the time clock on the eVA Sourcing and

Contracting website. The City of Fairfax is not responsible for any technical difficulties which may

result in the Bidders response not uploading in time, or any responses that are not properly

uploaded. Late bids will not be accepted. The City will not receive any bids in person and paper

bids will not be accepted. Any paper bids received will be not be considered and will be returned,

unopened, to the bidder. Bids received after the Bid Closing shall not be considered. Conditional

bids may be rejected in whole or in part

6. PRODUCT INFORMATION: The bidder shall clearly and specifically identify the product being

offered and enclose complete and detailed descriptive literature, catalog cuts and specifications

IFB 24061

GENERAL TERMS AND CONDITIONS

with the bid to enable the City to determine if the product offered meets the requirements of the

solicitation. Failure to do so may cause the bid to be considered nonresponsive.

7. AWARD: An award will be made to the lowest responsive and responsible bidder. Evaluation will

be based on net prices. Unit prices, extensions and grand total must be shown. In case of

arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it

must be clearly shown in the space provided. Discounts for prompt payment will not be

considered in making awards. The City reserves the right to reject any and all bids in whole or in

part, to waive any informality, and to delete items prior to making an award. The Purchasing

Agent reserves the right to make award on all items in the aggregate or on any of the items on an

individual basis, whichever is in the best interest of the City.

8. RENEWAL OF CONTRACT: This contract may be renewed by the City for four (4) successive one-

year periods under the terms and conditions of the original contract except as stated below. Price

increases may be negotiated only at the time of renewal. Written notice of the City’s intention to

renew shall be given approximately 90 days prior to the expiration date of each contract period.

a. If the City elects to exercise the option to renew the contract for an additional one-year

period, the contract price(s) for the additional one year shall not exceed the contract

price(s) of the original contract increased/decreased by more than the percentage

increase/decrease of the Producer Price Index for Metal Product Manufacturing for the

latest twelve months for which statistics are available.

b. If during any subsequent renewal periods, the City elects to exercise the option to renew

the contract, the contract price(s) for the subsequent renewal period shall not exceed the

contract price(s) of the previous renewal period increased/decreased by more than the

percentage increase/decrease of the Producer Price Index for Metal Product

Manufacturing for the latest twelve months for which statistics are available.

9. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (120) days. At

the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is

not withdrawn at that time it remains in effect until an award is made or the solicitation is

canceled.

10. INSPECTION AND ACCEPTANCE: Acceptance shall occur only after receipt and inspection

provided such inspection, as appropriate, is accomplished within a reasonable time. The City

reserves the right to conduct any test/inspection it may deem advisable to assure goods and

services conform to the specifications.

11. MAINTENANCE MANUALS: The contractor shall provide with each piece of equipment an

operations and maintenance manual with wiring diagrams, parts list, and a copy of all warranties.

12. WARRANTY: Should any defect be noted by the owner, the City will notify the contractor of such

defect or non-conformance. Notification will state either (1) that the contractor shall replace or

correct, or (2) the owner does not require replacement or correction, but an equitable adjustment

to the contract price will be negotiated. If the contractor is required to correct or replace, it shall

be at no cost to the City and shall be subject to all provisions of this clause to the same extent as

RFP Number	Title	Starting	Closing	Status
24061	Streetlight Replacement NEW!	02/27/2024	03/15/2024 3:00 PM	Open

Streetlight Replacement

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