CITY OF BELFAST
REQUEST FOR PROPOSALS
LED LIGHTING INSTALLER
INTRODUCTION
The City of Belfast, Maine (the City) is seeking a lighting contractor to install and/or retrofit
lights in 8 City buildings, taking advantage of rebates offered by Efficiency Maine. The City is
converting interior building lights to LEDs.
The City of Belfast is soliciting services from qualified professionals with experience in lighting
installation and retrofits and working with Efficiency Maine rebates. The lighting installer will
follow the work plan included in a recently completed lighting audit (see attachments).
The lighting installer will work with the City of Belfast staff (primarily the Assistant Planner)
who will communicate project progress with, and take direction from, the City Energy
Committee.
BACKGROUND & RELATED PROJECTS
In February of 2016 the City completed an energy audit with TRC Energy Services for
retrofitting lighting in City buildings to LEDS. In June of 2016 the audit was updated with
Efficiency Maine rebate amounts. The City Energy Committee recommended buildings for
retrofits to the City Council. The City Council authorized the Committee to go out to bid for an
installer in July, for the work to be completed by the end of September.
SCOPE OF WORK
The scope of work for which the installation services are sought is the following:
Task 1: Determine Appropriate Lighting Temperature
Work with City staff and the City Energy Committee to determine the appropriate lighting
temperature for various offices and other types of building spaces. Most existing office lighting
is rated at 3500K according to the lighting auditor. The goal is to provide a similar work
environment as exists now in most office spaces.
Task 2: Retrofit Lighting in City Buildings
Install lighting in City buildings according to recommended measures in the February 2016
lighting audit completed by TRC Energy Services (see attachments). This will require building
access coordination with the Facilities Manager and building staff. LED lighting installation
and/or retrofits are proposed for the following buildings:
City of Belfast
Lighting Retrofit RFP
Page 1
Police Station
Wastewater Treatment Plant
Harbormaster House
Fire Station
Transfer Station
Airport
Cemetery buildings
Public Bathrooms at City Landing
PROPOSAL CONTENT & FORMAT
Proposals should consist of:

Cover letter expressing the contractor’s interest in working with the City of Belfast and its
Energy Committee, and identification of the project manager and/or principal staff –
including any subcontractors – that will provide the requested services.

The approach that will be taken to complete the two tasks outlined above and an explanation
of any variations to the work plan. Address each of the tasks separately.

Timeline of work plan identifying each of the two tasks. Work must be completed and
Efficiency Maine rebates secured prior to September 30, 2016.

A statement, no longer than one page, of experience working with lighting temperature.

A statement, no longer than one page, of experience working with Efficiency Maine rebates,
if any.

A list of individuals that will be committed to this project and their professional
qualifications

A chart outlining the budget for the project, including hourly rates for staff and costs for
materials that are expected to be involved in this project. Total bid amount should be
clearly visible.
o Show the total estimated number of hours and cost for each task, and the
estimated number of hours and cost for each respective team member.
o Show a breakdown of costs by building according to buildings identified for
retrofit in the RFP.
City of Belfast
Lighting Retrofit RFP
Page 2

Documentation of relevant experience, including a brief project description and contact
information for each reference (minimum of 3 references).

A list of current lighting installations that your firm is working on, and installations
completed in the last six months.

Any other information illustrating your firm’s qualifications for performing the work
outlined in this RFP (maximum of two pages).
SUBMISSION/SELECTION CRITERIA
The City requests bidders to submit a statement that they have received the RFP and may be
interested in bidding.
Proposal packages can be submitted via either mail or e-mail to:
City of Belfast
Attn: Sadie Lloyd, Assistant Planner
131 Church Street
Belfast, ME 04915
[email protected] (PDF format only for e-mail submissions)
(Please mark your envelope with “Belfast lighting audit”)
Proposals from interested installers are due by 4:00pm on Monday, July 25th. Appointed City
staff and the Energy Committee will be responsible for screening proposals, conducting
interviews of selected firms (if necessary), and making a recommendation of a contractor to hire
to the Belfast City Council. The Council will make the final decision regarding selection of an
installer. The anticipated date of approval is Tuesday, August 2nd.
The criteria used in evaluation of the proposals will include:
-The respondent’s experience and qualifications to perform the requested service.
-Labor rates and output costs (the City of Belfast reserves the right to choose a contractor that is
not the lowest bidder).
-The clarity of the proposal, understanding of the project objectives, and responsiveness to the
work program.
-The degree to which the respondent demonstrates an ability to work effectively and coordinate
activities with the City of Belfast and other interested parties.
City of Belfast
Lighting Retrofit RFP
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-References
CONTACT FOR FURTHER INFORMATION
Please direct all questions regarding this RFP to:
Sadie Lloyd, Assistant Planner
City of Belfast
131 Church Street
Belfast, ME 04915
207-338-1417 x25
[email protected]
Questions should be submitted in writing and must be received by Friday, July 15th at 4pm.
Questions received will be shared with the known bidders.
City of Belfast
Lighting Retrofit RFP
Page 4