RFP: Streetlight Acquisition, Inventory Mapping, and LED Conversion Services

RFP: Streetlight Acquisition, Inventory Mapping, and LED Conversion Services

Questions Received as of 6PM on 8/13/2025

1. Can you provide us with recent Versant Power utility bills that includes all utility owned streetlights in your city?
   • Available on request. E-mail jingalls@ellsworthmaine.gov to receive copies.
2. Do you know the approximate number of municipally owned streetlights in your city?
   • Approx. 100 municipally owned street lights.
3. When you have a chance can you send me the spec documents for this bid?
   • No spec documents currently exist. The vendor awarded the project will be responsible for drafting the specs.
4. Is the city pleased with the LED streetlights that Versant has been installing? There appears to be 114 installed to date. Wasn’t sure if you envisioned leaving them and trying to use the same fixture for the rest of the city to match up with the manufacturer and color temperature, or if you wanted 100% of the lights replaced regardless of whether the lights are High Pressure Sodium or LED.
   • We intend to replace all existing lighting, including Versant installed LEDs. We would be interested in recouping some of the costs from the already installed LEDs if that is a possibilty (offering them for sale / auction, etc).
5. Can the City please confirm how many streetlights it is acquiring from Versant Power, as well as how many are cobra head fixtures vs. decorative fixtures?
   • All decorative fixtures are owned by the city and we have approx. 75 of those. There are another approx. 25 city owned cobra head style fixtures and there are approx. 500 Versant owned cobra head style fixtures. 

1. Introduction

The City of Ellsworth is soliciting proposals from qualified firms to assist with the acquisition of municipal streetlights from Versant Power, inventory and GIS mapping of all streetlight assets, and the replacement of existing fixtures with energy-efficient LED luminaires. The selected firm will lead a turnkey project that includes all technical, administrative, and field work necessary to support the City through acquisition, design, retrofit, and documentation.

2. Project Background

Ellsworth currently leases streetlights from Versant Power. As part of an initiative to improve energy efficiency and reduce long-term operational costs, the City intends to acquire ownership of its streetlight infrastructure and retrofit all fixtures with LED technology. The City seeks a comprehensive partner with demonstrated experience in municipal conversions.

3. Scope of Services

The selected firm will be responsible for the following project components:

3.1 Acquisition Support

• • Assist in negotiations with Versant Power to determine the fair market value of streetlight assets.
  • Support the City in navigating applicable PUC and legal requirements for transfer of ownership.

3.2 Asset Inventory and Mapping

• • Perform a field audit of all streetlight locations currently leased from Versant and municipally owned streetlighting.
  • Collect and verify asset data including pole ID, location (GPS), fixture type, wattage, arm length, and mounting height.
  • Provide GIS-compatible files and full inventory reports for City use.

3.3 Evaluation of Municipally Owned Streetlights

• • Assess existing municipally owned streetlights along Main Street, Oak Street, High Street, Commerce Park, and Myrick Street.
  • Evaluate condition, lighting quality, fixture type, energy consumption, and compliance with modern lighting standards.
  • Make recommendations regarding:
    • Replacement with LED technology.
    • Photometric improvements and uniformity.
    • Opportunities for smart controls or lighting automation.
    • Potential fixture consolidations or relocations for improved coverage.

3.4 LED Conversion Planning

• • Develop and present a photometric design and LED fixture specification plan based on inventory and evaluation.
  • Identify opportunities for smart controls, dimming, and maintenance savings.
  • Assist in selecting fixture models and configurations suited to local lighting needs and dark-sky compliance.

3.5 Procurement and Installation

• • Procure all LED fixtures, mounting hardware, and associated equipment.
  • Coordinate and perform all LED fixture replacements, ensuring safe removal of legacy equipment.
  • Minimize disruption to residents and businesses during installation.

3.6 Project Closeout

• • Conduct post-installation inspection and verification.
  • Deliver as-built documentation, including GIS data, fixture warranty details, and maintenance guides.
  • Support the City with utility account updates and billing transitions.

4. Proposal Requirements

Interested firms should submit a proposal including:

• • Cover Letter
  • Firm Background – Including relevant municipal LED conversion experience.
  • Approach & Methodology – Description of how the project will be managed, scheduled, and executed.
  • Sample Deliverables – Examples of inventory maps, fixture spec sheets, or project reports.
  • References – Minimum of three municipalities for which similar work has been completed.
  • Cost Proposal – Itemized costs for each major component: acquisition support, mapping, design, materials, and installation.
  • Additional Information – The proposer may provide any other information that may be relevant for the review and evaluation of the prospective vendor’s experience or capabilities.

5. Evaluation Criteria

Proposals will be evaluated based on the following:

• • Experience with municipal LED conversions
  • Clarity and feasibility of proposed approach
  • Cost effectiveness
  • References and past performance

6. Schedule

RFP Issued – August 7, 2025
Questions Due – 6:00pm EDT – August 13, 2025
Proposal Submission Deadline – 6:00pm EDT – August 21, 2025

7. Submission Instructions

City of Ellsworth – IT Systems Admin Jason Ingalls
1 City Hall Plaza, Ellsworth, Maine 04605
E-Mail: jingalls@ellsworthmaine.gov
Proposals may be submitted electronically or in hard copy. Late submissions will not be considered.

8. Reservation of Rights

The City of Ellsworth reserves the right to reject any or all proposals, waive minor irregularities, and negotiate with the most qualified firm to best serve the interests of the City.