Convention Center Auditorium Lighting_202606051612549579.pdf

ABILENE CONVENTION CENTER

AUDITORIUM STEP/AISLE LIGHTING RENOVATION

RFP #CB-2638

INTENT

The City of Abilene (“City”) is soliciting sealed proposals from qualified contractors to provide labor, materials, equipment, supervision, permits, and incidentals necessary to complete the Abilene Convention Center Auditorium Step/Aisle Lighting Renovation (“Project”). The Project includes removal and replacement of existing stair edge and aisle lighting systems, remediation of electrical deficiencies, installation of new LED safety lighting systems, and all associated work required for a complete and operational installation.

BACKGROUND

The Abilene Convention Center Auditorium currently relies on aging incandescent strip lights with deteriorating orange plastic covers, powered by inefficient AC power supplies that have become increasingly difficult to maintain. In addition to the lighting system itself, the theater’s existing electrical infrastructure exhibits several deficiencies, including loose conduit straps, unsecured fittings, and exposed wiring that require correction.

SCOPE OF WORK

This proposal outlines a comprehensive modernization of the step edge lighting system, encompassing removal of all legacy components and installation of energy-efficient LED step and aisle lighting. The work also includes remediation of the electrical deficiencies identified throughout the theater.

Upon completion, the upgraded system will deliver improved energy efficiency, reduced maintenance costs, and a safer, more visually consistent environment for guests and staff.

The City of Abilene solicits responses from qualified Respondents and companies for lighting upgrades for steps and aisles within the Abilene Convention Center Auditorium for the City of Abilene, Texas.

All Respondents must have proper licensing at the time of submission of the response to this RFP.

● Remove all deteriorated plastic covers, existing incandescent stair edge strip lighting, and associated components. Disposal to be performed in accordance with applicable codes and safety standards.

● Furnish and install LED lighting along all stair edges where safety lighting currently exists. All runs will be securely mounted, properly routed, and terminated for long-term performance and reliability. New system will use the existing lighting circuits for power.

● Provide new lighting system that is durable, uniform, and code-compliant along all stairs and aisle edges.

● Address all identified safety lighting electrical deficiencies throughout the theater, including securing loose conduit, tightening fittings, and correcting exposed or improperly supported wiring, wire mold or boxes.

● Remove existing AC power supplies and install new power supplies properly sized to match the LED lighting load, including mounting and wiring.

● Test all installed systems for proper operation. Verify illumination levels and power supply output and confirm overall system reliability prior to project closeout.

● Restore/ repair any flooring that is damaged by installation processes.

PRE-PROPOSAL CONFERENCE

A Mandatory pre-proposal conference will be held on Thursday, June 18, 2026 at 10:00 a.m. at the Abilene Convention Center Auditorium, 1100 N. 6th St., Abilene, Texas.

CONTACT & QUESTIONS

All questions about the meaning or intent of the Proposal, Contract Documents, including specifications must be submitted in writing to the Purchasing Manager. Replies will be issued by addenda on the City’s website. Only questions answered by formal written addenda will be binding.

Written questions shall be submitted to: Melissa Gorman at melissa.gorman@abilenetx.gov.

The deadline for questions is Tuesday, June 23, 2026 at 12:00 p.m. (noon).

PAYMENT, PERFORMANCE & MAINTENANCE BONDS

The payment, performance and a one-year maintenance bond will be required for this project. Any and all cost should be included in your pricing proposal.

ADDENDA

Should specifications be revised prior to the deadline for submittals, the City’s Purchasing Department will issue an addendum addressing the nature of the change. Proposers must acknowledge the receipt/review of the addendums as provided in the Proposal Submission.

Addenda will be posted on the City’s website as they are issued. Proposers are responsible for contacting the City or checking the City’s website to determine if any addendums have been issued prior to submitting a proposal. Failure to do so will be at the risk of the proposers and no accommodations will be made for failing to consider all addendums.

mailto:melissa.gorman@abilenetx.gov

RELEASE OF INFORMATION

Information submitted in response to this RFP will not be released by the City of Abilene during the proposal evaluation process or prior to a contract award.

PROPRIETARY INFORMATION

All material submitted to the City becomes public property and is subject to the Texas Public Information Act upon receipt.

If a Proposer does not desire proprietary information in the proposal to be disclosed, each page must be identified and marked proprietary at time of submission. The City will, to the extent allowed by law, endeavor to protect such information from disclosure. The final decision as to information that must be disclosed lies with the Texas Attorney General or a Court of Law.

Failure to identify proprietary information may result in all unmarked sections being deemed non-proprietary and available upon public request.

RESTRICTION ON COMMUNICATIONS

Proposers are prohibited from directly or indirectly communicating with City Council members regarding their qualifications or any other matter related to the eventual award of Contract.

Proposers are prohibited from contacting City staff or committee members regarding their qualifications or the award of a contract, unless in response to an inquiry from a staff or committee member. Any violation of this provision may result in immediate disqualification of the Proposer from the selection process.

CONFLICT OF INTEREST DISCLOSURE REQUIREMENT

Pursuant to Chapter 176 of the Local Government Code, any person or agent of a person who contracts or seeks to contract for the sale or purchase of property, goods, or services with a local governmental entity (i.e. The City of Abilene) must disclose in the Questionnaire Form CIQ (“Questionnaire”) the person’s affiliation or business relationship that might cause a conflict of interest with the local governmental entity.

The Questionnaire must be filed with the Abilene City Secretary no later than seven days after the date the person begins contract discussions or negotiations with the City, or submits an application or response to a request for proposals or bids, correspondence, or other writing related to a potential Agreement with the City. Updated Questionnaires must be filed in conformance with Chapter 176.

A copy of the Questionnaire Form CIQ shall be enclosed with the submittal documents. The form is available at https://www.ethics.state.tx.us/forms/conflict/.

If you have any questions about compliance, please consult your own legal counsel. Compliance is the individual responsibility of each person or agent of a person who is subject to the filing requirement. An offense under Chapter 176 is a Class C misdemeanor.

https://www.ethics.state.tx.us/forms/conflict/

NOTE: If you are not aware of a Conflict of Interest in any business relationship that you might have with the City, use N/A in each of the areas on the form. However, the company name in #1 box and a signature is required in the #7 box in all cases.

CERTIFICATE OF INTERESTED PARTIES FORM 1295

The successful proposer is required to complete online the Certificate of Interested Parties Form 1295 and the form must be submitted to the Purchasing contact listed in the solicitation before the purchase/contract will be presented to the City Council.

The form may be completed at https://www.ethics.state.tx.us/filinginfo/1295/.

REQUEST FOR PROPOSAL TIMELINE

Request for proposal issued June 7, 2026

Mandatory Pre-Proposal Meeting June 18, 2026 @ 10:00 a.m.

Deadline for questions related to request for proposal June 23, 2026 at 12:00 p.m. (noon)

Response to questions - will be posted online @:

http://abilenetx.gov/city-hall/departments/finance/purchasing-division/bids-and-proposals

June 25, 2026 by 5:00 p.m.

Proposals due June 30, 2026 at 3:00 p.m.

Evaluation of proposals by City staff July, 2026

Contract approval by City Council July-August, 2026

SUBMISSION AND FORMAT

Sealed proposals shall be submitted to the following address in an envelope clearly marked “Abilene Convention Center Auditorium Step & Aisle Lighting Renovation” on the outside of the envelope.

Please also include the company name on the outside of the envelope.

City of Abilene Attn: Purchasing

555 Walnut, Room 201A Abilene, Texas 79601

Proposals must be submitted no later than Tuesday, June 30 at 3:00 p.m. in a sealed envelope.

Proposals received after the specified date and time will not be accepted.

Proposal sections shall consist of the following information:

1. Statement of Qualifications - Brief history of company, how can you meet the contract requirements

2. Staffing/Services Description – How many employees and their work experience/license attainment; what type of services can you provide

3. Proposal Form – Exhibit B https://www.ethics.state.tx.us/filinginfo/1295/ http://abilenetx.gov/city-hall/departments/finance/purchasing-division/bids-and-proposals http://abilenetx.gov/city-hall/departments/finance/purchasing-division/bids-and-proposals

4. Certificate of Insurance Proposals are to be signed by an officer of the company who is authorized to bind the submitting company to the proposal’s provisions.

COST OF PROPOSALS

Costs incurred by any proposer in the preparation of its response to the RFP are the responsibility of the proposer and will not be reimbursed by the City of Abilene. Proposers shall not include any such expenses as part of their proposals.

EVALUATION CRITERIA

Proposals will be evaluated on, but not limited to, the following criteria:

1. Cost for completion of project 25 points

2. General appearance, quality and fit of finished system 50 points

3. Company Experience History and References 25 points

EVALUATION & SELECTION PROCESS

Proposals will be evaluated in a fair, consistent, and objective manner based on the criteria established in this document. Selection will be based on the submitted response and requirements identified in the RFP and interviews, if applicable. The final recommendation will be subject to consideration and approval by the City Council.

AWARD

The City of Abilene reserves the right to accept or reject any or all proposals or parts of proposals and to waive any formalities and technicalities and to accept the proposal(s) most advantageous to the City.

The City of Abilene reserves the right to award a contract to more than one contractor, to select a contractor for specific purposes or for any combination of specific purposes.

EXHIBIT A

AUDITORIUM STEP/AISLE LIGHTING RENOVATION

PART 1 - GENERAL

All work is to be performed according to industry standards, according to the material manufacturers’ recommendations and to the satisfaction of the City of Abilene.

Contractor shall perform its services in a prompt and timely manner and under the terms of the contract.

Project Coordinators

Work performed under this contract must be authorized by the City of Abilene Director of Parks and Recreation or its designee.

CONTRACTOR RESPONSIBILITIES

Contractor’s Employees

The Contractor shall ensure that personnel are knowledgeable of all the requirements of these specifications. The Contractor shall be responsible for instructing his employees in all safety measures.

Site Control

All work areas shall be secured from public access, clearly marked, and barricaded. At all times, work shall not unreasonably interfere with ingress or egress of the building or normal operations of citizens, City employees or vehicles. All surrounding surfaces and vegetation shall be protected from contact with any materials used in the project.

The Contractor is solely responsible for damage to surrounding surfaces, facilities, vegetation, vehicles, or persons caused by its materials, equipment, workers, or agents. The Contractor shall make every effort to maintain a clean, quiet, and orderly work area throughout the term of this contract. No materials or equipment shall be left on the site when the contractor’s workers are not present. The Contractor is responsible for protecting the work from damage from any source prior to final acceptance.

Work Schedule

The Abilene Convention Center has scheduled events that may impact access to work areas and construction activities. The Contractor shall coordinate all work with the Convention Center's event schedule and perform work only during times and in areas approved by the Owner.

Project Coordinators

Work performed under this contract must be authorized by the City of Abilene Assistant Director of Parks and Recreation or designee.

Clean Up

At the completion of work, the Contractor shall completely remove all materials, supplies, debris and rubbish and leave each area in a clean, acceptable condition.

PART 2 – CONTRACT PROVISIONS

Minimum Proposer Requirements

The Contractor shall be a full time, commercial contractor and must provide the appropriate documentation as verification. Contractors not meeting this requirement will not be considered.

The Contractor shall provide evidence of his or her engagement in the lighting business for a minimum of three (3) years.

Demonstrate that an adequate number of employees and equipment are maintained to satisfactorily perform scheduled services, who are skilled, responsible persons; who in a manner and character are suitable to a business administering to the type of patronage expected by a City Contractor.

Employees who have certain criminal convictions may not be eligible to work at all City facilities.

Contractors selected to work for the City may be required to have employees cleared by the Abilene Police Department or the FBI for criminal background check.

Have company vehicles all clearly marked with company name.

The Contractor shall provide references from at least five (5) commercial facilities for which work has been completed in the past twenty-four (24) months. References shall be indicated in the Proposal Form – Exhibit B.

Contractor shall perform its services in a prompt and timely manner and under the terms of the contract.

REQUIRED REFERENCE LIST

Company _____________________________________________________________________________

Address ______________________________________________________________________________

Phone/Fax/Email ______________________________________________________________________

Contact Name/Title ____________________________________________________________________

Type of Work Performed ________________________________________________________________

EXHIBIT B

PROPOSAL FORM

AUDITORIUM STEP/AISLE LIGHTING RENOVATAION

RFP #CB-2638

Company Name

Address

Phone

Email

Total Lump Sum Proposal Amount (Please attach additional information for specifics of Proposal)

Proposed Project Duration

Authorized Signature

Printed Name

Title

Date