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Bid Number: MOPW-09-19-2019
Bid Title: 2019 Monona Facility Lighting Upgrades
Category: All City of Monona Bid Postings
Status: Closed


The City of Monona is seeking proposals from qualified contractors to supply and install new LED high efficiency lighting and smart controls at the Monona Community Center and Monona Public Library.

Only firms submitting proposals by the deadline date will be considered. The proposals are due by October 11th, 2019 by 11:00am to:

Brad Bruun
Public Works Project Manager
5211 Schluter Road, Monona WI  53716
608.222.2525 (phone) 608.222.9225 (fax)

The City of Monona reserves the right to reject any and all proposals received as a result of this RFP. The City of Monona is under no obligation to award a contract as a result of this RFP.

Project Description:
The City of Monona is upgrading its facilities with new LED high efficiency lighting and smart controls.  Facilities being upgraded include the Community Center and Monona Public Library.  
eTech LED, LLC, has been contracted by the City of Monona to provide materials for a comprehensive LED lighting upgrade. Below is the project scope of work to be performed for each building. Prior to installation, the following information will be provided: equipment cut sheets and building drawings showing each room and the fixture schedule. Work will begin Fall 2019.  

The City of Monona has the right to add, delete, increase, or decrease quantities in order to adjust project dollars to maintain project budgets.  The selected contractor will not be allowed to change unit prices (by way of change order or any other method) based on the City’s modifications to the unit proposal.

Contractor Responsibilities

Contractor shall perform work without substantial impacts to day to day operations of the Library and Community Center.  
Contractor will be granted minimal space for equipment storage during construction and the City of Monona shall not be held responsible for any damaged or stolen equipment.  
City can provide on-site designated parking areas, within reason, for construction storage upon a request by the contractor.
All work shall be coordinated ahead of time with Monona Public Works Project Manager, Library Director, Senior Center Director, and Parks Director dependent on facility and location of work within that facility.  This allows staff to make accommodations for their visitors/patrons.
Contractor shall complete work within individual spaces of each facility prior to moving on to new locations.
Contractor is responsible for cleaning in sections of each facility upon completion of work in those locations.  Cleaning materials will not be provided by the City.
Contractor shall provide all general electrical equipment needed for installation, including but not limited to; conduit, wire, tools, equipment, ladders, lifts, safety equipment, etc.  Lights, fixtures, switches, and sensors will be provided to the contractor by the City of Monona.
Contractor shall coordinate any applicable licensing, permits, etc.  All municipal permit fees will be waived.
Contractor shall provide a lift or ladders as needed.
Recycling and appropriate disposal of materials removed or replaced including ballasts, switches, fixtures, etc. is the responsibility of the contractor.  The contractor is required to confirm with the City that materials used or removed from the site have been recycled properly.  Monona strives to be as sustainable in disposal of construction materials when it is feasible.
If any electrical code violations or faulty wiring is noticed, immediately contact the City for approval prior to proceeding with repairs.
Contractor is responsible for any additional costs for work performed without a written change order or pre-approval by City staff or City representative for this project.
Contractor shall include hourly wage rate and cost of materials for any additional work being requested of them by the City.  This work will be approved as budget allows.
Work must be completed during normal business hours 7am-5pm, Monday thru Friday.  Any work proposed outside of those hours needs to be approved by the City of Monona prior to beginning.  These requests shall be submitted to the City no less than 48 hours in advance.  
All contractor work shall be coordinated with the City of Monona’s Public Works Project Manager, Brad Bruun – 608-222-2525; .
Building plans will be available.  Please make requests to Brad Bruun, Public Works Project Manager.

Contract Milestones

Work may begin upon receiving proper permits and approval of contract by the City of Monona.  All work associated with this project shall be substantially complete (90%) by November 27th, 2019 and final completion by December 6th, 2019.


1. Review project documents.  Building plans will be provided upon request. 
2. Contractors are required to attend a mandatory walkthrough of City facilities.
3. Attach a written proposal outlining work to be provided, including all costs associated.
4. Attach written warranties for product and/or workmanship.
5. A mandatory walkthrough of the project will be provided by Monona’s Public Works Project Manager, Brad Bruun, on Wednesday, October 2nd at 11:00am.  
6. Submit completed cost estimate, any other supplementary documents, and warranty information to Monona City Hall, 5211 Schluter Rd., Monona, WI by 11:00am on October 11th, 2019.

Publication Date/Time:
9/19/2019 5:00 PM
Publication Information:
Published in Herald Independent and Online
Closing Date/Time:
10/11/2019 11:00 AM
Submittal Information:
Submit sealed proposals to Brad Bruun, City Hall
Bid Opening Information:
Pre-bid Meeting:
Contact Person:
Brad Bruun
Public Works Project Manager
5211 Schluter Road, Monona WI 53716
608.222.2525 (phone) 608.222.9225 (fax)
Plan & Spec Available:
Upon request and attached to this posting.
Business Hours:
8 am - 5 pm
Evaluation of Proposals

The City shall evaluate the proposals based on the following criteria:

a. Experience and expertise of the proposer(s).

b. Relevancy of similar work experience

c. Cost for the work to be completed

d. Availability of business to complete project on time

Special Requirements:
A mandatory walkthrough of the project will be provided by Monona’s Public Works Project Manager, Brad Bruun, on Wednesday, October 2nd at 11:00am.
Basis of Award

The award of this contract shall be made by the Monona Public Works Department to the most responsive, responsible contractor. All proposals will be reviewed based on the proposed cost, experience, and their company’s ability to supply professional workmanship in a timely manner. City of Monona staff will review proposals for acceptance and will make their acceptance by gauging what is in the best interest of City of Monona taxpayers.

Right to Reject Proposals

By responding to the RFP the respondent accepts the process outline in this RFP and fully acknowledges that the final determination of the City of Monona is binding and without appeal.

The City reserves the right to reject any or all proposals, without prejudice and/or waive any irregularities if deemed in the best interests of the City. In addition, the City reserves the right to reissue all or part of this Request for Proposal and/or not award any contract at its discretion and without penalty.

The City of Monona reserves the right to accept the proposal considered most advantageous to the City, which, in its opinion, meets the specifications of the RFP regardless of whether or not the terms are the lowest cost.

All respondents accept the preceding terms and procedures in submitting a proposal.

Related Documents:
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