REQUEST FOR PROPOSALS

(RFP) for

Downtown Merced Overhead Lighting Feasibility Study and Implementation Plan Downtown Merced Partnership Merced, CA Proposal Release Date:

Friday, September 18th, 2026

Proposal Due Date:

Monday, October 12th, 2026 at 5pm

Submission Email:

info@downtownmerced.org

PROJECT OVERVIEW

The Downtown Merced Partnership is seeking proposals from qualified firms or multidisciplinary consultant teams to determine how overhead string lighting could be implemented along Main Street in Downtown Merced. The priority project area is Main Street from Martin Luther King Jr. Way to M Street. The consultant should evaluate this corridor as the primary location for the proposed lighting improvements. The Partnership's vision is to create a warm, inviting, and visually memorable Downtown environment that improves the nighttime experience, enhances pedestrian comfort and the sense of safety, supports Downtown businesses and evening activity, and strengthens Downtown Merced's identity. The Partnership has previously explored installing overhead lighting within the corridor but has not yet identified a clear pathway to implementation. Questions remain regarding supporting infrastructure, electrical access, structural requirements, City approvals, ownership, maintenance, liability and total project cost. Through this RFP, the Partnership intends to retain a qualified consultant or multidisciplinary team to assess feasibility, coordinate with the City and other stakeholders, develop a preferred preliminary lighting concept, estimate costs, and provide a practical implementation strategy. The Partnership is seeking more than a conceptual design. The selected consultant should be prepared to identify practical solutions, facilitate technical discussions, and provide an implementation-focused plan that the Partnership can use to determine whether and how to proceed with the project.

PROJECT AREA

The primary project area encompasses Main Street from Martin Luther King Jr. Way to M Street in Downtown Merced. The consultant should evaluate the full corridor, recognizing that implementation may ultimately occur in phases based on feasibility, cost, infrastructure, and available funding. If technical, operational, financial, or regulatory constraints significantly limit the feasibility of implementation along Main Street, the consultant may evaluate and recommend a nearby alternative location that could accomplish the project's goals. This may include Canal Street between Main Street and 18th Street. Any alternative recommendation should explain why the location would provide a more feasible, cost-effective, or appropriate opportunity for the project.

PROJECT VISION

The Downtown Merced Partnership is primarily interested in lighting suspended above and across portions of Main Street. The desired effect is warm, welcoming and distinctive, creating a recognizable nighttime environment that encourages people to walk, visit businesses and spend more time Downtown. Inspiration images are included in this RFP to communicate the desired atmosphere and general visual direction. The inspiration images are conceptual and are not intended to prescribe a particular product, fixture, configuration, attachment method or engineering solution. The Partnership is open to alternative lighting concepts and installation approaches that may emerge through the consultant's assessment and coordination with the City, provided the recommended solution supports the overall goals of the project.

LIGHTING VISION AND INSPIRATION

Inspiration images are provided for general design direction only. The final lighting style, placement, support system, electrical service and installation method will be determined through the feasibility and planning process.

EXISTING CONDITIONS AND KNOWN CONCERNS

Downtown Merced's existing decorative streetlights are primarily Sternberg-style pedestrian light poles. Based on the Partnership's initial discussions, these poles do not appear to provide the height, placement or structural capacity generally required to support lighting suspended across Main Street. Unlike corridors that already have appropriately positioned utility poles or taller streetlights, the proposed project area does not have a consistent or obvious system from which overhead lighting could be supported. The Partnership needs professional assistance determining whether the project should utilize new freestanding poles, attachments to existing buildings, other available infrastructure or a combination of support systems. The Partnership has identified the following preliminary concerns and questions. Respondents should independently assess the corridor and should not assume this list is exhaustive. Existing Streetlight Poles

• Existing Sternberg-style poles are pedestrian-scale and do not meet the height requirements for lighting suspended across the street.
• The poles may not have the structural capacity to support additional cables, fixtures, tension or wind loads.
• It is currently unknown whether any portion of the existing pole infrastructure could be safely incorporated into the project. Support and Attachment Options
• New freestanding poles, anchors or support structures may be required.
• Building-to-building attachments may require structural review and agreements with individual property owners.
• Building heights, setbacks, construction types and ownership vary throughout the corridor.
• Different blocks may require different support or installation methods. Electrical Access
• Based on the Partnership's preliminary review and discussions to date, no existing electrical source has been identified that is readily available or confirmed for use.
• Preliminary discussions have indicated that access to existing City-owned electrical service may be limited or unavailable. The selected consultant will be expected to further evaluate available infrastructure and explore potential solutions or alternative power- delivery options with the City.
• The use of City electrical service may require separate metering, reimbursement, controls, service upgrades or an operating agreement. City Right-of-Way and Approvals
• Portions of the lighting and supporting infrastructure may be located within the public right-of-way.
• The project may require encroachment approval, electrical permits, structural calculations, engineering review or other City authorizations.
• Coordination may be required across multiple City departments.
• Ownership, liability, inspection, electricity costs and long-term responsibility have not been determined. Street and Emergency Operations
• The system must maintain appropriate clearance above the street.
• The design must account for emergency vehicles, fire apparatus, delivery vehicles, parades, public events, temporary street closures and regular street maintenance.
• The lighting and supporting infrastructure must not create hazards for pedestrians, vehicles or adjacent properties. Maintenance and Long-Term Operations
• Responsibility for electricity, maintenance, repairs, fixture replacement and emergency response has not been established.
• The selected system should be durable and suitable for permanent outdoor use.
• Lighting controls, operating schedules, maintenance access, expected useful life and replacement availability must be evaluated.
• The design should allow for reasonable maintenance access without frequent street closures or unnecessary specialized equipment whenever possible. Cost and Project Phasing
• The total cost of design, engineering, permitting, infrastructure, equipment and installation is currently unknown.
• The Partnership needs cost estimates for the proposed project area and for potential smaller initial phases.

SCOPE OF SERVICES

The selected consultant will be expected to complete the following work. A. Site Assessment and Feasibility The consultant will:

• Meet with Downtown Merced Partnership staff to review the project vision, previous efforts, known challenges and available information.
• Conduct an on-site assessment of Main Street from Martin Luther King Jr. Way to M Street.
• Evaluate existing streetlights, buildings, streets, sidewalks, trees, utilities, electrical infrastructure and public rights-of-way relevant to the project.
• Evaluate feasible options for supporting overhead lighting, including new poles, building attachments, existing infrastructure or a combination of approaches.
• Identify significant structural, electrical, clearance, safety, ownership, regulatory or operational constraints.
• Recommend alternative lighting or installation approaches if the Partnership's initial vision is not feasible.

B.City and Stakeholder Coordination The selected consultant will serve as the project's primary technical representative in discussions with the City of Merced and other applicable stakeholders. Downtown Merced Partnership staff will provide introductions and participate as appropriate.

The consultant will:

• Lead necessary technical coordination with City staff and other stakeholders.
• Determine required permits, reviews, approvals and agreements.
• Explore potential use of City property, rights-of-way, electrical service and other available infrastructure.
• Address questions related to ownership, liability, maintenance, emergency access and long-term responsibility.
• Coordinate with utilities and property owners when necessary.
• Identify a practical pathway toward implementation. The Partnership is seeking a consultant who will work collaboratively with the Partnership and City to identify practical solutions, while recognizing that the consultant cannot guarantee City approval or access to City-owned infrastructure. C. Electrical Service and Power Strategy The consultant will:
• Identify and evaluate available power sources, including the potential use of City- owned electrical service.
• Estimate anticipated electrical demand and operating costs.
• Identify necessary electrical infrastructure, controls, metering or service upgrades.
• Evaluate alternative power-delivery options if existing City-owned service is not feasible.
• Provide preliminary costs for viable power options. D.Preliminary Lighting Concept The consultant will develop a preferred preliminary concept for the corridor that identifies:
• Recommended lighting type and configuration.
• Recommended poles, supports, attachment systems or other infrastructure.
• Preliminary electrical requirements.
• Preliminary diagrams, layouts or renderings.
• Benefits, limitations and tradeoffs of the recommended approach. The concept should complement Downtown Merced's existing character, businesses, streetscape, public spaces and California Cultural District designation. E. Cost, Phasing and Implementation Strategy The consultant will provide:
• A preliminary cost estimate for the proposed project area, including design, engineering, permitting, infrastructure, equipment and installation.
• Estimated long-term electricity, maintenance, repair and replacement costs.
• Estimated costs by block, segment or priority area when possible.
• A recommended phasing strategy, if appropriate.
• A preliminary implementation schedule.
• Recommended ownership, operating and maintenance responsibilities.
• Identification of additional design, engineering, permits and agreements required to proceed.
• Recommended next steps toward implementation.

At the end of the assignment, the Partnership should have a clear understanding of what can be installed, where and how it can be installed, what approvals and agreements are required, what it will likely cost and what steps are necessary to move the project forward.

POTENTIAL FUTURE SERVICES

This initial contract is limited to feasibility, preliminary planning, concept development, cost estimating and implementation recommendations. If the project moves forward, the Partnership may consider the selected consultant for additional services related to final design, engineering, permitting, procurement, and installation support. Any future work would be subject to available funding, satisfactory performance, Partnership approval and negotiation of a separate scope and fee. Selection through this RFP does not guarantee authorization of future services.

DESIRED CONSULTANT QUALIFICATIONS

The Partnership is seeking a qualified firm or multidisciplinary consultant team with demonstrated experience in:

• Overhead, suspended, architectural or exterior lighting systems.
• Downtown streetscape, placemaking or public right-of-way projects.
• Electrical and structural engineering.
• Utility coordination, municipal permitting and interdepartmental coordination.
• Project cost estimating and phased implementation planning.

Respondents may be a single multidisciplinary firm or a consultant team led by one primary firm. The lead consultant will serve as the Partnership's primary point of contact and will be responsible for coordinating all necessary subconsultants and technical disciplines. All applicable design and engineering services must be performed by appropriately qualified and licensed professionals.

PROPOSAL REQUIREMENTS

Proposals should be clear, concise, and organized to include the following information. A. Cover Letter Provide a brief introduction, identify the lead firm and primary contact, and summarize the firm's interest in the project. B. Proposed Approach Briefly describe the respondent's approach to completing the Scope of Services and advancing the project toward implementation. C.

Project Team Identify:

• Lead consultant and primary point of contact.
• Key personnel and proposed subconsultants.
• Roles and responsibilities. D.Relevant Experience Provide examples of similar projects involving one or more of the following:
• Overhead or suspended lighting.
• Downtown streets or public rights-of-way.
• Municipal infrastructure.
• Electrical or structural design.
• City or utility coordination.
• Public-private projects.

For each example, respondents are encouraged to include the client, location, project scope, their role, and completion date. E.

Proposed Schedule Provide:

• Availability to begin work.
• Estimated timeframe for completing the feasibility study/plan.
• A preliminary schedule identifying major tasks and deliverables.

F.Fee Proposal Provide a fixed or not-to-exceed fee for completing the services described in this RFP.

The fee proposal should identify:

• A fixed or not-to-exceed fee, organized by major task or deliverable.
• Any assumptions, exclusions, optional services or additional costs not included in the proposed fee G.

Ability to Provide Future Services Describe the respondent's ability to continue supporting the project through final design, engineering, permitting, contractor procurement, and installation. A total cost for future construction or implementation of services is not required at this time because the preferred system and final project requirements will be determined through this initial assignment. H. References Provide at least two professional references familiar with the respondent's relevant work.

RFP Schedule and Contact Information RFP Release Date:

Friday, September 18, 2026

Proposal Due Date:

Monday, October 12, 2026, by 5pm.

Anticipated Selection Notification:

Respondents will be notified of the Partnership's selection no later than Monday, November 13, 2026.

Questions and Proposal Submissions:

Questions regarding this RFP and completed proposals should be submitted to info@downtownmerced.org.

Proposal Email Subject:

Downtown Merced Overhead Lighting Proposal - [Firm Name] Downtown Merced Partnership reserves the right to modify this schedule as necessary.