Planning commission approves two RFPs to electrify poles and add holiday wreaths and garlands

The South Perry Planning Commission on April 2 approved two invitations to bid that together author the town’s first step toward fully electrified holiday street decorations.

Presenters from the streetscape subcommittee, including Hugh Sullivan and Tom Welen, told the commission the subcommittee had drafted two RFPs: one to upfit existing streetscape poles with 120-volt electrical outlets and one to procure illuminated decorative wreaths and garlands. "We created two invitations to bid," Sullivan said, and added the group would like to "get these decorations in for this year." The subcommittee recommended procuring materials first and then seeking installation/manpower bids to determine total program cost.

Why it matters: Electrifying poles is intended to allow businesses and community groups to plug in seasonal lighting without repeated infrastructure work, and the subcommittee said available infrastructure funds should cover pole upfitting. Presenters said the goal is to equip every pole on the street to avoid piecemeal rollouts and to speed future expansion of decorative lighting.

Key details presented to the commission included: the material RFPs describe 120-volt outlets, LED lighting at about 3000K color temperature, and dual outlets; vendors were asked to ship wreaths and garlands in storeable boxes to simplify takedown and reuse. The draft RFP also references an electrical box height described in the transcript as "approximately 5T up"; presenters characterized that item as a suggestion drawn from vendor practice rather than a strict code requirement.

The subcommittee cited outside examples in the presentation. Sullivan referenced Mike Burton’s work in Sandy Hook and said that community reported limited vandalism when outlets and brackets were mounted high. The presenters also noted vendor feedback that modern ground-fault interrupter (GFI) receptacles on the market have low replacement rates — a vendor claim noted in the meeting as "less than 1% every two years" — and that weatherproof, gasketed covers and tamperproof enclosures are part of the proposed specifications to reduce moisture intrusion and unauthorized use.

Commissioner concerns and procurement process: Commissioners asked about storage (the library basement was discussed as a temporary storage site), insurance for damaged decorations, and whether the initial RFPs include installation and removal. Presenters said the initial invitations focus on furnishing the materials and that a separate RFP for installation/removal/packaging will follow. The group also discussed practical installation questions — pole cadence (reported in the meeting at roughly 70–90 feet), breaker coverage for pole circuits (described as a breaker serving a small group of poles), and aesthetic placement of boxes so drivers are not distracted.

Formal action and next steps: A motion was made to accept both RFPs as presented and was seconded; the motion passed with one member recorded as opposed. The transcript does not identify the mover, the seconder, or the opposing member by full name. The commission directed staff to post the RFPs and use a one-month response window from posting for vendor proposals; staff will finalize posting dates and any required pre-bid coordination.

What’s unresolved: The vote did not settle specific installation responsibilities, final outlet positioning, or whether the town will perform installation or rely entirely on contractors and volunteers. The RFP language about the electrical box height ("approximately 5T up") and certain material choices will be clarified in pre-bid meetings and contract discussions; the transcript does not define the meaning of "5T." The record also does not provide a numerical vote tally or named mover/second for the motion.

The commission adjourned after directing staff to post the RFPs and return with procurement results and contractor proposals.