City of Warren, Ohio Request for Proposals
Streetlight Audit & Purchase Support
Introduction
There are an estimated 5,319 streetlight fixtures in the City of Warren, Ohio. The City of Warren, Ohio is currently seeking assistance with the in-field data collection and reconciliation of all existing streetlight fixtures located within the City, as well as support to potentially negotiate a purchase of any non-City owned streetlight fixtures from the utility. Thus, the City is seeking qualified firms with demonstrated experience – not just with the outlined scope of services below, but also with municipal ownership and LED conversion projects (which provide the necessary context to successfully complete the scope of services outlined below).
Scope of Services
The project will involve the following services:
1. Inventory Audit
The awarded firm will perform a comprehensive in-field GIS/GPS audit of all streetlights within the City boundaries. Audit shall include but is not limited to:
• GPS location captured in the field
• Fixture technology
• Wattage
• Fixture height
• Nearest street address
• Pole #
• Pole material
• Issues (e.g. corrosion, obstruction) – these may be captured in separate fields
• Date of data capture
• Any other data the bidder deems relevant
During the inventory audit, the awarded firm will provide a status report to the City weekly and be available to discuss any questions the City has on the inventory.
2. Data Reconciliation
The awarded firm will perform data analyses reconciling audit data with existing City streetlight inventory data records and/or Ohio Edison inventory records to identify billing inaccuracies.
3. Exploratory Streetlight Purchase Negotiations
The City is interested in exploring the purchase of any non-City-owned streetlights from the utility. The awarded firm will provide support to guide the City through this process, including facilitating discussions with the utility to determine options.
Deliverables:
• Finalized inventory summary listing quantities by type and wattage, as well as a list of any discrepancies identified between bills/utility inventories and the awarded firm’s GIS inventory audit. Include addresses and pole numbers, if applicable, for each discrepancy.
• Finalized inventory that contains the required attributes in a file suitable for use in common GIS software (e.g., ESRI ArcMap), as well as Microsoft Excel.
• Negotiations documentation, including meeting minutes, action items, and any follow-up correspondence.
Submission Requirements
FORMAT AND CONTENT
Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities and qualifications that satisfy the requirements of this RFP. Responses should emphasize a demonstrated ability to perform work of this type as it specifically relates to the City.
If you consider any portion of your proposal to be privileged or confidential, including trade secrets and commercial or financial information, clearly identify those portions of your proposal as confidential. Note that marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with this request and will be rejected.
The proposal submittal must include the following components:
1. Cover Letter
2. Table of Contents
3. Company Profile
• Company history and background;
• Include the details of your firm’s experience with providing streetlight audit, data reconciliation services to other municipalities;
• Include the details of your firm’s experience with providing streetlight ownership support and LED conversion services to other municipalities;
• Identify the management staff who will be assigned to the project and provide biographies;
• Provide a list of all subcontractors (name and address) to be utilized (if needed), their role(s), and the portion of work that will be completed by them.
4. Project Approach
• Provide a general project implementation approach on how your firm plans to address the scope of services, including a customized work plan with tasks and deliverables; and
• Explain in detail how your firm would add value to this project and what sets your firm apart from the competition.
5. References
• Provide references from at least five (5) municipal agencies for which you have provided similar services – at least two of which should be related to streetlight audit and data reconciliation services and at least three of which should be related to municipal streetlight ownership and LED conversion services. Please state the contact name, title, email, phone number, and a brief description of the project for each reference.
6. Pricing
• Proposers should provide a fixed per streetlight fixture unit price per task, assuming a total quantity of 5,319 streetlight fixtures. Note that the fixture quantity is only an estimate at this time and the final quantity will be determined at the conclusion of the project. However, the awarded firm will be required to invoice the City at the fixed per fixture price contained in this proposal, regardless of final quantities.
SUBMISSION INSTRUCTIONS
Please submit the completed proposal via email with the subject line: “Streetlight Audit & Negotiations Support Proposal Response” to the following contact: Trish Johnston, Grant Writer, at This email address is being protected from spambots. You need JavaScript enabled to view it. no later than 3:00 PM on Tuesday, November 14, 2023. Late submissions will not be accepted.
Evaluation Criteria
A Selection Committee will review all proposals based on various evaluation criteria. The final selection will not be dictated by any single factor, including price. Please note that a respondent may be ineligible for consideration for failure to comply with any of the requirements of this RFP, depending on the critical nature of the requirement.
Evaluation criteria is based on the following factors:
• Experience and Qualifications
• Previous work-related experience and qualifications with streetlight data collection and reconciliation, as well as with municipal streetlight ownership and LED conversion projects
• Experience with convincing utilities to sell streetlights in circumstances of adversarial negotiations
• Demonstrates previous experience with municipalities for a similar scope of work
• Demonstrates a clear understanding of the scope of work and other technical and contextual issues related to this project
• Ability to provide all services in-house
• Project Methodology
• Overall approach to the project
• Delivers appropriate objectives and deliverables
• Adds additional services, and innovative solutions to the project
• References
• References from previous clients
• History and performance of firm on similar projects
• Proven record of providing excellent customer service to public sector organizations
• Cost
• Provides a reasonable cost proposal
1t: Oct 31 2023