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Request for Proposal

LED Lighting Replacement at the

Warren County Justice Center

Bid Closing Date

March 16, 2020

2:00 PM CDT

Submitted By

Warren County Commission

101 Mockingbird Lane, Suite 300

Warrenton, MO 63383

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Public Notice

The Warren County Commission is accepting sealed proposals for the upgrade of existing

lighting (lamps and fixtures) to LED at Warren County Justice Center located at 104 West Main,

Warrenton MO, 63383.

Proposals are due by 2:00 PM Central Daylight Time (CDT) on Monday, March 16, 2020, after

which time proposals will no longer be accepted.

Proposals will be opened at 101 Mockingbird Lane, Suite 300, Warrenton MO 63383 on

Monday, March 16, 2020 at 2:00 PM (CDT).

Copies of the Request for Proposal (RFP) may be obtained at the office of the Warren County

Clerk. 101 Mockingbird Lane Suite 301, Warrenton, MO 63383. Monday-Friday 8:00 AM CDT to

4:30 PM CDT. The RFP is also available at the Warren County website site

(www.warrencountymo.org) in Adobe Acrobat (PDF) format.

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Table of Contents

General ............................................................................................................................................................................... 4

Scope of Work.................................................................................................................................................................... 4

Submittal Requirements / Proposal Format ..................................................................................................................... 6

Proposed Schedule ............................................................................................................................................................ 6

Miscellaneous .................................................................................................................................................................... 7

Appendix A - Bid Certification ......................................................................................................................................... 10

Appendix B - Insurance Requirements ............................................................................................................................ 11

Appendix C - References .................................................................................................................................................. 12

Attachments

• Exhibit A – Work Area Floor Plans

• Exhibit B – Ameren Standard Incentive Program Guidelines

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General

A. Background

Warren County is soliciting competitive sealed proposals for replacement of interior and exterior lighting

lamps and fixtures throughout the Warren County Justice Center with new LED lamps and fixtures using

existing electrical conductors. The intent is to replace all existing incandescent, CFL, fluorescent, and other

non-LED lighting fixtures to LED lamps in an effort to reduce electrical usage and maintain a safe and

comfortable work environment. Existing LED fixtures need not to be replaced.

B. Project Description

For the purpose of this project, the Proposer should assume that all existing electrical infrastructure

(conductors, electrical panels, breakers, etc.) are in good working order, and only fixture and/or lamp

replacement is required. The Proposer shall be responsible for any mounting adjustments necessary for

installation of new fixtures in a manner consistent with their existing condition. New fixtures shall match

the existing fixture color. The project is sales tax exempt.

C. Work Schedule

Anticipated time-frame to have the retrofit complete is within 60 days of awarding the contract. The

Warren County Justice Center will remain in operation throughout the duration of the project and no area

shall be made exclusively available to the Proposer for the performance of work. Installation can be

completed on normal working hours, 7am to 4pm on Monday – Friday. Any work in the Court Rooms will

be required to be completed on non-Court days and will require coordination with County Representatives.

Scope of Work

D. Scope of Work

a. Retrofit all existing non-LED fixtures (lamp for lamp) throughout the work area with ballast bypass

LED lamps. Ballasts to be disconnected with this scope of work as required.

b. All quantities provided are approximate – fixture and lamp counts to be verified by Proposer.

c. If a fixture can not be retrofit, then it will need to be replaced with like size, shape, and finish.

d. All lighting must be an equivalent or greater than the existing lighting output.

e. All lighting installed on the interior will be 4000 Kelvin.

f. Proposer to verify quantity of fixtures and lamps in the Work Area designated in Exhibit A –

quantities provided are approximate:

i. Qty (152) - 2’x4’ Fixtures

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ii. Qty (19) - 2’x2’ Fixtures

iii. Qty (93) – Strip Fixtures

iv. Qty (3) – Large Lobby Pendants – 2nd Floor

v. Qty (1) – Entry Vestibule Fixture

vi. Qty (6) – Elevator Fixtures at (3) Elevators

g. Replace existing fixtures at specified locations with equivalent LED fixture:

i. Men’s Restroom – 1st Floor and 2nd Floor Locations – Qty (2)

ii. Women’s Restroom – 1st Floor and 2nd Floor Locations – Qty (2)

iii. Judge’s Restroom – 2nd Floor – Qty (1)

h. Replace existing can lights with wafer style LED fixture at specified locations:

i. Courtrooms – 2nd Floor – Qty (14)

ii. Lobby – 2nd Floor – Qty (7)

i. Replace lamps only at existing spot light fixtures at specified locations:

i. Exterior Soffit – Qty (3)

ii. Courtrooms – Qty (2)

j. Replace lamps only at walk in cooler and freezer with high efficiency, temperature appropriate

lamps.

k. Replace lamps at courtroom fixtures and install seismic bracing for fixtures to structural above (2

cables per fixture)

i. Qty (21) with Qty (4) 3’ lamps each

l. Contractor will be responsible to lead and complete the Ameren incentive application on behalf of

Warren County. It is anticipated that this project will follow the Standard Pre-Approval Incentive

for Interior Linear Fluorescent One-for-One Replacements per attached Exhbit A “Standard

Incentive Guidelines” from Ameren Missouri.

m. Contractor must submit specifications and/or product data for all products for County approval

prior to purchase/release of order.

n. Contractor must submit itemized invoices to show the following:

i. Installation (labor) price

ii. Equipment (material) price

iii. Equipment (material) specification or model number

iv. Miscellaneous support equipment price

v. Disposal fees

vi. Incentive amount on final application

o. Contractor will be responsible for proper and legal disposal of existing lamps as universal waste.

p. Contractor will be responsible for all clean up and trash disposal for own work.

q. Provide all supervision, labor, tools, equipment and materials to complete the work.

r. Perform all freight, unloading, loading, distribution and hoisting of materials.

s. Contractor will be responsible to protect and/or relocate any furniture, shelving, etc. as required to

complete this scope of work.

t. Proposer to provide a bid alternate to replace the fixture lenses/panels in the (3) elevator cabs.

Lenses should be replaced with like kind and quality. Approximate dimensions are 32.5” x 24”.

Quantity of (18) lenses/panels to be confirmed.

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Submittal Requirements / Proposal Format

E. All interested contractors shall submit four (4) hard copies of their proposal. The proposal

should include the following information:

1. Project Cost (Bid Amount)

2. Anticipated Ameren Incentives (Rebate Amount)

3. Net Project Cost

F. All proposals must include proposed costs to complete the tasks described in the project scope. Costs

should be stated as Labor or Materials in accordance with the format below:

1. Project Management/Labor $_________________________

2. Interior Materials $_________________________

3. Exterior Materials $_________________________

4. Interior Labor $_________________________

5. Exterior Labor $_________________________

6. Total Project $_________________________

7. Rebate Amount $_________________________

8. Net Project Total After Rebate $_________________________

9. Bid Alternate: Replace Elevator Fixture Lenses $_________________________

G. All Proposers shall complete the Bid Certification Form. See Appendix A.

H. Proposal shall include at least three (3) recent references from clients with similar type projects. See

Appendix C.

Proposed Schedule

Date/Time Frame Task

February 13, 2020 Release of RFP

March 2, 2020 Site Visits

March 9, 2020 Deadline for clarifications or exceptions

March 16, 2020 Bid Deadline 2:00 PM CDT

March 16, 2020 Bid Opening 2:00 PM CDT

March 23, 2020 Bid award

April 15, 2020 Project Start

June 15, 2020 Project completion and acceptance

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Miscellaneous

I. Terms and Conditions

a. All responders to this RFP must agree to the terms and conditions as outlined in this RFP. Any

exceptions must be included in the submitted response.

J. Responder’s Understanding of RFP

a. By submitting a response to this RFP, the responder affirms they have read and understand the RFP

and agrees to its terms and conditions. They County reserves the right, at its sole discretion, to

determine whether the responder has demonstrated such understanding, and to disqualify any

responder who demonstrates less than such understanding. That right extends to cancellation of

the award if award has been made. Such disqualification and/or cancellation shall be at no fault,

cost, or liability whatsoever to the County.

K. Communications

a. Responders with questions about the meaning of any part of this RFP, and or any errors or

omissions in this RFP shall submit their questions, error identifications or concerns via E-mail by March

9, 2020. See Schedule Section above.

Denise Stotler, County Clerk

Warren County Administration Building


Warrenton, MO 63383

b. If the responder does not ask questions or request clarifications, the County will

assume the responder agrees with, and understands the County’s requirements.

c. The County reserves the right to contact responders for clarification after proposals

are opened.

L. Right to Change RFP

a. Warren County reserves the right, at any time, to amend, supplement, withdraw,

or otherwise change this RFP.

M. Right of Selection and Rejection

a. The County reserves the right to accept any complete response, or portion thereof,

or to reject all responses. The County reserves the right to waive any minor

informalities or irregularities contained in any proposal. Selection of a responder

solution shall not be construed as an award of contract, but as commencement of

the contract negotiation, including but not limited to the contract price proposed.

The County makes no commitment and is not obligated to any respondent.

N. Withdrawal of Proposal

a. Any responder may withdraw its proposal, by written request only, at any time

prior to the proposal due date/time. No proposal may be withdrawn for a period

of (60) days after the proposal due date/tune,

O. Public Records and Ownership

a. All information and other materials submitted in response to this RFP shall become

the property of the County and subject to public disclosure under the Missouri

Sunshine Law.

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P. Insurance

a. The selected responder will be required to purchase and maintain insurance during the term of the

contract, insurance as described in Appendix B Insurance Requirements and agrees to the

indemnification agreement therein.

b. The selected responder shall procure and maintain for the duration of this agreement insurance

against claims for injuries to persons or damages to property which may arise from or in connection

with the performance of the work hereunder by the contractor, its agents, representatives,

employees or subcontractors. The cost of such insurance shall be paid by the contractor.

Q. Verification of Insurance

a. The selected responder shall furnish the County with certificates of insurance, to

include policy endorsements and exclusions, affecting required coverage. The

certificates for each insurance policy shall be signed by a person authorized by that

insurer to bind coverage on its behalf and shall name the County as an additional

insured.

b. The certificates and endorsements/exclusions are to be received and approved by

the County before work commences. The County reserves the right to require

complete, certified copies of all required insurance policies, and

endorsements/exclusions, at any time.

R. Subcontractor

a. The selected responder shall include all subcontractors as insured under its policies

or shall require subcontractors to provide their own coverage. All coverage for

subcontractors shall eb subject to all of the requirements stated herein.

S. RFP Compensation

a. The County will not be responsible for any costs incurred by a responder, or parties

they represent, in preparing, delivering, or presenting responses for this RFP.

T. Compliance

a. The responder awarded a contract shall comply with federal, state and local laws,

statutes, and ordinances relative to the execution of the work. This requirement

includes, but is not limited to, protection of public and employee safety and health;

environmental protection; waste reduction and recycling; the protection of natural

resources; permits; fees; taxes; and similar subjects.

U. Non-Endorsement

a. The selected responder agrees that if selected to supply products and/or services

to the County, the responder will not make reference to the County in any

literature, promotional material, advertising media, brochures, sales presentation

or the like without the express, prior written consent of the County.

V. Site Preparation/Delivery and Clean Up

a. The responder shall note in their proposal any special site preparation

requirements i.e. environmental considerations, and or storage requirements of

equipment and supplies.

b. Responder is responsible for removal of all packaging material and debris at the

end of each workday as well as at the end of the project.

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W. Payment

a. Warren County agrees to pay 40% of the total bid quote down at the execution of

the contract, 40% after installation has reached seventy five percent complete, and

the remaining 20% balance to be paid upon completion and acceptance of the fully

functional system as outlined in this RFP AND submission of the Ameren

application for incentives has been completed for Warren County reimbursement.

X. RFP Submission Requirements

a. Bid Packet/Proposals shall be mailed in sealed envelopes to the following address:

Warren County Administration Building

LED Lighting Replacement Bid

Attn: Denise Stotler


Warrenton, MO 63383

b. Faxed or emailed bids are not acceptable.

c. Bid deadline is March 16, 2020 at 2pm.

d. The County is NOT responsible for submissions that are not properly

labeled/identified.

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Appendix A - Bid Certification

By submitting this proposal, the potential contractor certifies the following:

1. This proposal is signed by an authorized representative of the firm.

2. The cost and availability of all equipment, materials, and supplies associated with performing the services

described herein have been determined and are included in the proposed cost.

3. The labor costs, direct and indirect, have been determined and are included in the proposed cost.

4. The potential contractor has read and understands the conditions set forth in this RFP, and agrees to them

with no exceptions.

Therefore, in compliance with this Request for Proposal, and subject to all conditions herein, the undersigned offers

and agrees, if this proposal is accepted within 60 days from the date of the opening, to furnish the subject services.

Vendor: ____________________________________________________________________

Address: ____________________________________________________________________

City, State, Zip: _______________________________________________________________

Telephone Number: ___________________________________________________________

EMAIL Address _______________________________________________________________

Federal Employer Identification Number: __________________________________________

Signature: __________________________ Title: ____________________________________

Typed Name: ______________________________ Date: _____________________________

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Appendix B - Insurance Requirements

The Contractor shall secure and maintain in effect at all times during performance of the Work such insurance as

will protect Contractor, its Support and the Additional Insured’s from all claims, losses, harm, costs, liabilities,

damages and expenses arising out of personal injury (including death) or property damage that may result from

performance of the work or this Agreement, whether such performance is by Contractor or any of its Support.

All insurance shall be issued by companies admitted to do business in the State of Missouri and have a rating of A-,

or better in the most recently published edition of Best’s Reports unless otherwise approved by the County.

The Service Provider/Contractor shall provide proof of insurance for:

1. Commercial General Liability Insurance coverage limits not less than:

$ 1,000,000 per occurrence per project

$ 2,000,00 general aggregate

$ 1,000,00 product & completed operations aggregate

$ 1,000,00 personal and advertising injury, each offense

Certificate Holder-Warren County

The certificate must name Warren County as an additional insured

2. Workmen’s Compensation Insurance as required by the State of Missouri

The Service Provider/Contractor shall furnish Warren County a Certificate of Insurance to include the Policy

Endorsements/Exclusions as evidence that policies providing insurance required by this Agreement are in full force

and effect. Contractor hereby waives all rights of recourse, including any right to which another may be subrogated,

against Warren County for personal injury, including death, and property damage. Contractor’s insurance policies

required above shall be primary insurance and shall be non-contributing with any other insurance maintained by

Warren County.

The Contractor shall assume full responsibility for all loss or damage from any cause whatsoever to any tools,

Contractor’s employee-owned tools, machinery, equipment, or motor vehicles owned or rented by the Contractor,

or the Contractor’s agents, suppliers or contractors as well as to any temporary structures, scaffolding and

protective fences.

The Contractor shall have sole responsibility for ensuring the insurance coverage and limits required are obtained

by subcontractors.

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Appendix C - References

Reference 1

Project Name:

Project Type: Reference Contact Name:

Completion Date:

Contact E-mail:

Did the project include

Ameren rebates?

Yes No Contact Phone Number:

Reference 2

Project Name:


Completion Date:

Contact E-mail:


Ameren rebates?


Reference 3

Project Name:


Completion Date:

Contact E-mail:


Ameren rebates?


Exhibit A – Work Area Floor Plans (Work Area Highlighted Yellow)

Figure 1 Ground Floor Plan – Work Area in Yellow

Figure 2 First Floor Plan – Work Area in Yellow

Figure 3 Second Floor Plan – Work Area in Yellow

Ameren Missouri Business Energy Efficiency MEEIA 2019-2021 Standard Incentive Program Guidelines Version 1.0 Effective 03/01/2019

Page 1 of 5Ameren Missouri Business Energy Efficiency

PO Box 66149 MC 921 – Saint Louis, Missouri 63166-6149 Toll-free 1.866.941.7299 – Local 1.314.436.0391 – Facsimile 1.314.814.8900

[email protected]

STANDARD INCENTIVE PROGRAM GUIDELINES

DESCRIPTION

The Standard Incentive Program offers prescriptive incentives for energy efficiency

measures on a per-unit basis. There are incentives available for a variety of qualified energy

efficient improvements.

OBJECTIVE

The objective of the Standard Incentive Program is to provide awareness of energy

efficiency opportunities, an incentive to encourage achieving these savings, and an

expedited, simple solution for customers interested in purchasing efficient technologies

that will produce verifiable energy savings.

DATES AND TIMELINES

The Program start date is March 1st, 2019.

The last day to submit an application for a Pre-Approval project is October 30th, 2021.

The last day to submit Fast Track application and all Pre-Approval project’s completion

paperwork is November 30th, 2021.

Fast Track applications must be received within 180 days of the invoice date in order to

qualify for an incentive.

For Pre-Approval projects, completion documents and the completed application must

be received no later than 12 months from the date the incentive offer was signed by the

customer or November 30th, 2021, whichever occurs earlier.

ELIGIBILITY

1.4.1 Participant Eligibility

Commercial electric customers of Ameren Missouri that are classified under one of the

following rates are eligible to apply for incentives (Excluding multifamily market and low-

income, which is part of Residential Program):

Small General Service Rate 2(M)

Large General Service Rate 3(M)

Small Primary Service Rate 4(M)

Large Primary Service Rate 11(M)

katie

Text Box

Exhibit B




[email protected]

1.4.2 Payee Eligibility

Eligible Ameren Missouri customers may elect to receive incentive payments for qualifying

measures through one of the following methods:

By check to the Ameren Missouri customer associated with the project

As a bill credit toward the Ameren Missouri company account where qualifying

measures were installed

By authorizing a check to be made payable to an approved Ameren Missouri Trade Ally

(TA) in good standing

Note: Upon receiving completed applications where an approved TA in good standing is the payee, the BizSavers Team will contact the customer to verify installation prior to processing applications.

1.4.3 Equipment eligibility

A list of energy efficiency measures eligible under the Standard Incentive Program can be

found at AmerenMissouri.com/BizSavers.

Energy Efficient equipment that is not eligible through the Standard Incentive Program may

still be eligible in other Ameren Missouri BizSavers Programs.

Equipment qualifying under the Standard Incentive Program may not be purchased or

installed prior to the start date of the program.

Ameren Missouri electric business customers are not eligible for incentives on any

equipment already discounted through Ameren Missouri Residential Energy Efficiency

Programs.

Note: Please see the list of participating stores for the Residential Program on AmerenMissouri.com and be aware of point of purchase advertising as an indication of products that may have already received a Residential Incentive. For questions about whether a lamp is eligible for an incentive please contact the BizSavers program office at 1.866.941.7299 or [email protected]. Please have the store name and product SKU available for review.

1.4.4 Project eligibility

Standard Incentive Program applications will be approved based on fulfillment of eligibility

requirements, technical review and approval, passed inspections, and compliance with

program terms and conditions.

Equipment must be installed prior to submitting a Fast Track project application in order to

qualify for an incentive.




[email protected]

Equipment must be installed prior to submitting completion paperwork for a pre-approved

project application in order to qualify for an incentive.

PROCESS

1.5.1 Determining measure eligibility

1. Before purchasing and installing equipment for your project, verify that a Standard

Incentive is available by reviewing the Standard Incentive Program list of measures and

incentives posted on AmerenMissouri.com or by downloading the most current version

of the application.

a. If a measure meets the Standard Incentive Program measure eligibility

requirements it must be applied for through the Fast Track or Pre-Approval

process in the Standard Incentive Program.

b. If a measure does not meet Standard Incentive Program eligibility

requirements it may be eligible for a Custom Incentive. Please refer to the

Custom Incentive Program at AmerenMissouri.com/BizSavers.

1.5.2 Fast Track Application Process

1. If the project exclusively contains eligible Standard Incentive Program Fast Track

measures (as identified on the Standard Incentive List) with an estimated incentive of

less than $10,000, you can proceed with equipment purchase and installation.

2. After installation, submit your application with completion paperwork to the BizSavers

Team.

a. The customer must receive the project invoice prior submitting the application.

b. Invoices must be itemized to show the following:





v. Disposal fees


3. Once the BizSavers Team receives your completed application they will perform a

technical review and submit for final approval prior to your incentive being distributed.

Note: The BizSavers Team may identify additional questions or documentation requirements during technical review.




[email protected]

Note: After submittal of the completion paperwork and completed application the project may be subject to an inspection. All Standard Incentive Program projects are subject to inspections.

1.5.3 Pre-Approval Application Process

1. If your project has an estimated incentive of $10,000 or greater or you wish to apply

for Standard Pre-Approval measures, please submit your project for Pre-Approval.

2. Once the project is reviewed and the value of the incentive offer has been determined,

the BizSavers Team will send the incentive offer to the project contacts for their review

and customer signature.

a. When the customer receives the offer from the BizSavers Team they will need

to indicate the project estimated start date, installation complete date, and

date final paperwork will be submitted to the BizSavers Team.

b. The customer must sign and return the offer to the BizSavers Team within 30

days to signify acceptance of the offer.

3. Once the BizSavers Team receives the customer signed offer, purchase and installation

of project equipment can begin.

4. Upon complete installation of the offered Standard Pre-Approval measures, submit the

project application and required documentation (outlined in the application) to the

BizSavers Team at [email protected].

a. After complete installation ensure that the completed application is adjusted

to accurately represent installed equipment (ensure to identify any changes

from the offer).

Note: All projects are subject to inspection after submittal of the completion paperwork and completed application. Projects with incentives greater than or equal to $15,000 will require a post-installation inspection.

b. The customer must receive the project invoice prior to submitting the

application.

c. Invoices must be itemized to show the following:





v. Disposal fees





[email protected]

Note: A change in scope from what was offered will require recalculation of incentive amounts and based on measure eligibility and incentive budget availability the incentive may increase or decrease.

5. Once the BizSavers Team receives your completed application they will perform a

technical review and submit for final approval prior to your incentive being distributed.

Note: The BizSavers Team may identify additional questions or documentation requirements during technical review.

INCENTIVES

The most current Standard Incentive list will be available on the Ameren Missouri website.

Incentive amounts are subject to change and eligible incentive rates for projects will be

based on the following:

Fast Track projects that do not require Pre-Approval (total project incentive less than

$10,000 and project contains only Standard Fast Track measures) will be eligible for the

incentive rates that were available at the time application was received by the BizSavers

Team.

Pre-Approval projects will be eligible for the incentive rates at the time the Pre-Approval

project was submitted.

Incentive amounts are set per measure and are calculated per measure unit identified on

the list. Each Standard measure incentive is capped at the total eligible cost of the installed

measure as identified on the submitted invoice. This includes the cost of installation,

equipment, disposal fees, and equipment rental.

Note: If an eligible third party has been assigned as the payee by the customer then only costs associated with services or equipment directly provided by the third party can be claimed on the application.

Customers must install measures achieving a minimum total incentive of $150.00 per

application and total incentives across all programs shall be capped at $3,000,000 per

customer per this cycle defined as March 1, 2019 through December 31st, 2021.

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