Bartow Lighting Controls

The City of Bartow seeks proposals to supply networked streetlight control nodes and a cloud-based management system, including communications, training, support, and integration services, for phased deployment of approximately 3,500 lighting control devices citywide.

Background

Project Details

• Reference ID: RFP 26-20
• Department: Electric Department
• Department Head: Michael Poucher (Director of Electric Utility)

Important Dates

• Questions Due: 2026-08-04T20:00:00.000Z

Evaluation Criteria

• Tab 1 - Executive Summary (5 pts) —

  Executive Summary

  • The purpose of the Executive Summary is to provide an overview of the Proposer’s qualifications to perform the scope of services.
  • Introduction letter describing your company, experience, number of years in business, licenses and/or applicable certifications, contact name, company address, phone number and email address of the contact person who can sign on behalf of your entity and will be assigned as the main contact for the resulting agreement. (One page, single or double sided)
  • Provide documentation showing proper incorporation by the Secretary of State.
  • All forms listed under Section 8: Forms.
• Tab 2 - Organization Resources (5 pts) —
  • As part of the evaluation process, the City has the responsibility of taking into account the size and complexity of the project/tasks and be assured that the firm/team has the organizational and financial resources required to successfully deliver this project/task. Please describe your operational stability as reflected in a certified financial statement or other certified statement, corporate financial resources, and insurance limits.
  • Describe the firm’s current and future projected workload. Describe specifically the firm’s daily ability to handle each aspect of the scope of services described herein. (Limit response to two (2) pages maximum)
  • Provide a list of all public agencies that have chosen to cancel or not renew lighting‑control, smart‑lighting, or other comparable networked‑technology contracts with your firm during the last five (5) years.
• Tab 3 - Experience and Expertise (35 pts) —
  • Describe your understanding of the objectives, purpose, and scope of this project, and your approach to completing the project successfully. Please include a description of your proposed implementation approach, project coordination plan, and any methods used to ensure schedule adherence, cost control, and system reliability.
  • Provide a list of all communities or public agencies where the Proposer has furnished, supported, or maintained networked lighting control systems, smart‑lighting systems, or comparable remote monitoring and control technology during the last three (3) years. For each community or agency, include the following:
    • Name of the organization that contracted with your firm
    • Name and phone number of the primary contact
    • Whether the contract was exclusive or non‑exclusive
    • Number of lighting control nodes or devices deployed
    • Time period of installation or service
    • Examples of system‑level reporting or performance summaries (sample reports may be provided)
  • Provide a list of your company’s three (3) most recent projects that demonstrate experience with the scope of services outlined. For each project, provide:
    • Description of the project
    • Final cost of effort
    • Completion dates (if applicable)
    • Name of client
    • Experience with implementation, coordination, and system integration
    • Reference information (one current contact name and title with telephone number and e‑mail address)
  • Identify the key members of the team and provide resumes (limited to one page per employee) of the individuals who will perform required tasks under the Proposal. All discipline and area leads shall be licensed in the State of Florida. Resumes shall include professional credentials and experience of the firm’s key members who will complete required tasks. Identify the proposed Project Manager who will have primary contact with the City for all work associated with this Agreement. For each team member, provide:
    • Title
    • Area of specialty
    • Office location assigned for the previous two years (if recently reassigned, provide explanation and timing)
    • Total years of experience
    • Years with firm
    • Specific involvement/role in the projects listed above
  • Include an organizational chart.
  • If available, identify subcontractors and the specific requirements of this RFP for which each proposed subcontractor will perform services.
• Tab 4 - Approach to Project (30 pts) —

  Approach to Project

  • Describe your understanding of the objectives, purpose, and scope of this project, and your approach to completing the project successfully. Please include a description of your proposed implementation strategy, deployment plan, coordination with City staff, and methods to ensure reliable performance throughout the project.
  • Proposers shall present, within a table in their proposal, their ability to meet the City’s anticipated order schedule and required delivery lead times, including any identified supply‑chain risks or constraints. The table shall address the following phases:
    
    • Phase 1 Deployment (200–300 Nodes):
      • Delivery timing for approximately 200–300 nodes to support installation completion prior to December 31, 2026
      • Lead time in weeks from purchase order issuance
      • Notes on supply‑chain risks or constraints affecting Phase 1 delivery
    • Phase 2 – Balance of System (2027–2028):
      • Delivery timing for the remaining quantities, supporting staggered purchase‑order placements during calendar years 2027–2028
      • Lead time in weeks from purchase order issuance
      • Notes on supply‑chain risks or constraints affecting continued availability
  • Describe systems or processes your firm uses for customer service, project coordination, installation support, monitoring, maintenance, and issue resolution for networked lighting control systems or similar utility‑grade technology deployments.
  • Outline a pragmatic approach to achieving the City’s goals and objectives while minimizing disruption to City operations and residents.
  • Provide a timeline for achieving the City’s goals and milestones for this project.
  • Describe any innovative or value‑added features your solution or approach provides (e.g., analytics enhancements, energy‑saving strategies, training tools, resilience features, or local capacity‑building).
  • Briefly describe the firm’s experience with quality control, dispute resolution, and stakeholder engagement.
  • Provide a summary of your proposed system design approach, including any configuration options or scalability considerations relevant to the City’s phased deployment.
  • Describe the system’s scalability to support expansion in future years.
  • Provide details regarding available resources, such as project support teams, technical support, and materials staging or logistics capabilities.

  Proposed Equipment and Services:

  • Hardware, software, and network specifications, including whether they meet all requirements in the Scope of Work
  • Delivery and proposed deployment schedule
  • Description of the proposed system maintenance program, including technical support structure, response times, and staffing resources
  • Options available to the City at the end of the subscription term (e.g., renewal options, data retention, transition support, or transfer of accounts)

  Operations and Maintenance:

  • Proposed maintenance, repair, and replacement plan, including response times for system or hardware issues, staffing availability, and the proximity or accessibility of support personnel
• Tab 5 - Women/ Minority Owned Business Enterprise (W/MBE), Disabled Veteran & Veteran Owned Business Utilization (5 pts) —
  • Any firm certified as a W/MBE and/or Veteran Owned Business will be allotted the maximum amount of points for this Tab. A copy of your company’s certification must be included in your response.

  Provide certifications and descriptions of services being rendered for any subconsultant firm(s)/ subcontractor(s) being utilized on this project. One (1) point will be given for each W/MBE and/ or Veteran business utilized up to the maximum points allotted for this Tab.

• Tab 6 - Local Firm or Intent/capacity to affect the local economy through the use of local labor, vendors, sub-contractors and resources (5 pts) —

  •    Identify the location of the firm’s principal office and the home office location of key staff on this project. Any firm’s offices can be considered as the firm’s principal office for the purposes of this RFP so long as the designated location is the home office of key team members and is where actual work for the City will be performed. If proven to be local, your firm will be allotted the maximum points for this Tab. 

  •    If the company submitting is not located in the Bartow Utility Services Area (BUSA), you may provide documentation and descriptions of services being rendered for any subconsultant(s)/ subcontractor(s) being utilized on this project. One (1) point will be given for each local business located within the BUSA utilized up to the maximum points allotted for this Tab.

• Tab 7 - Performance Surveys (10 pts) —

  •    Surveys shall be sent to all clients for whom has identified under Tab 3 – Experience and Expertise. Surveys should correlate to all projects identified under Tab 3. Please refer to Exhibit I (Under Section 10 - Vendor Submittal Forms) for detailed Instructions on how to prepare and send performance surveys.
  •    Completed surveys. Procurement will take the average of all surveys, and score as follows

  o    Average Score between 9-10     10 Points
  o    Average Score between 7-8     8 Points
  o    Average Score between 5-6     6 Points
  o    Average Score between 3-4     4 Points
  o    Average Score between 1-2     2 Points
  o    Average Score of 0             0 Points

• Tab 8 - Financial Viability, User Experience, Accessibility, and Payment Mechanisms (15 pts) —
  • Financial viability of proposed business model:
  • Cost effectiveness / proposed budget
  • Planning‑level detail showing anticipated expenditures and revenues
  • Describe any proposed fee structure, subscription structure, cost‑recovery approach, or financial model associated with the lighting‑control system, including any recurring SaaS fees, connectivity costs, escalation assumptions, or optional service packages.
  • Maximum public benefit; defined as highest system uptime, cost‑effectiveness, reliability of service, and responsiveness to the City.
  • Proposed options available to the City when the subscription term expires and potential costs to the City, including:
    • Renewal options
    • Transition support or data retention
    • Ability to transfer wireless service accounts or system administration
    • Identification of any costs associated with end‑of‑term options

Submission Requirements

• Price Submittal (required)
• Technical Proposal Submittal (required)
• W-9 (required)
• REQUIRED FOR HARD COPY ONLY: Addenda Acknowledgement —

  Please download the below documents, complete, and upload.

• Bidder Incorporation Information (required) —

  Please download the below documents, complete, and upload.

• Proposer's Certification Form (required) —

  Please download the below documents, complete, and upload.

• Tab 7 - Performance Surveys (required) —

  Please download the below document, complete, and upload.

  • The surveys shall be sent to all clients for whom the Consultant has identified under Tab 3 – Experience and Expertise ONLY. 
  • Surveys should correlate to all projects identified under Tab 3 ONLY. 
  • If more surveys are included, then Procuement will only use those identified under Tab 3.

   

• Drug Free Workplace Form (required) —

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• Certification Regarding Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters (required) —

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• Certification Regarding Lobbying (required) —

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• Affidavit Certification Immigration Laws (required) —

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• E-Verify Certification (required) —

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• Sworn Statement on Public Entity Crimes (required) —

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• Non Collusive Affidavit (required) —

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• Vendor Certification Regarding Scrutinized Companies List (required) —

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• Affidavit Regarding the Use of Coercion for Labor or Services (required) —

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• Using Surety2000 for Bid Bond? (required)
• Surety2000 Bid Bond —

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• Upload of Bond (required)
• Additional Information
• Submission Process (required)
• Will there be interviews? (required)
• Are permits needed? (required)
• Bond Requirements? (required)
• Federally Funded? (required)
• Pricing Table (required)