Invitation to Bid LED Lighting Retro Fit.pdf

INVITATION TO BID

LED Football Stadium Lighting Retrofit Project

Issue Date: 7/15/2026

1. INTRODUCTION

The Caldwell County Board of Education is soliciting sealed bids from qualified contractors for the retrofit and upgrade of existing football stadium lighting systems at three (3) high school athletic facilities. The project will consist of replacing existing stadium lighting with new high-efficiency LED sports lighting systems while reusing existing poles and associated infrastructure where feasible.

The intent of this project is to improve field illumination performance, reduce energy consumption and maintenance costs, and provide a modern lighting solution compliant with current athletic standards.

2. PROJECT SCOPE

The selected contractor shall furnish all labor, materials, equipment, supervision, permits, engineering, and related services necessary to complete the following work:

Base Bid Requirements

• Removal and disposal of existing lighting fixtures and related obsolete components.

Owner may opt to keep some lighting components.

• Reuse of existing poles

• Furnish and install new LED sports lighting fixtures.

• Furnish and install all required mounting brackets and hardware.

• Furnish and install new in-pole wiring and associated electrical components as required.

• Aim and commission lighting systems for optimal field performance.

• Provide all electrical connections and testing necessary for complete operation.

• Coordinate work schedules with school administration to minimize disruptions.

3. LIGHTING PERFORMANCE REQUIREMENTS

The proposed lighting systems shall:

• Meet or exceed the 50 foot-candle illumination requirement established by the North

Carolina High School Athletic Association for high school football competition.

• Provide uniform field illumination suitable for athletic competition and spectator viewing.

• Minimize glare and light spill onto adjacent properties.

• Include manufacturer photometric analysis demonstrating compliance with illumination requirements.

• Include aiming diagrams and fixture layouts for each stadium.

• A formal light test shall be conducted in the presence of the owner, contractor, and lighting representative. Actual readings must meet the required levels and uniformities set forth in written specifications.

• Lighting systems not meeting performance criteria for this project shall be upgraded at the contractor’s expense until the owner is satisfied that all lighting, structural, and electrical components meet the specifications herein.

4. ENERGY SAVINGS ANALYSIS

Bidders shall provide:

• A detailed analysis comparing existing system energy consumption to the proposed LED system.

• Estimated annual energy savings expressed in:

o Kilowatt-hours (kWh) o Percentage reduction o Estimated annual utility cost savings

• Estimated maintenance savings and projected fixture life expectancy.

5. OPTIONAL ALTERNATE – DYNAMIC LIGHTING EFFECTS PACKAGE

As an optional alternate, bidders shall provide pricing for a dynamic lighting scenes and effects package including:

• Pre-programmed lighting scenes

• Team entrance effects

• Goal or touchdown celebration effects

• Color-changing or synchronized lighting capabilities

• Mobile or touchscreen control interface

• Integration requirements and training

Optional pricing shall be clearly separated from the base bid.

6. CONTRACTOR QUALIFICATIONS

Bidders shall demonstrate:

• Experience with sports lighting installations of similar size and scope.

• Experience with LED athletic field lighting systems.

• Proper state and local licensing. Must be an unlimited license holder by the State of North

Carolina.

• All requirements of the National Electric Code, Article 250 for bonding and grounding shall be adhered to.

• Adequate insurance coverage. Proof of $2,000,000.00 per incident insurance policy and a $5,000,000.00 insurance umbrella policy required by bidding contractor.

• References from at least three (3) comparable projects completed within the last five (5) years.

7. SUBMITTAL REQUIREMENTS

Bid submissions shall include:

1. Completed bid form

2. Contractor qualifications and references

3. Product specifications and cut sheets

4. Photometric analysis

5. Energy savings analysis

6. Proposed project schedule

7. Warranty information

8. Optional alternate pricing for dynamic lighting package

9. Proof of insurance and licensing

8. WARRANTY REQUIREMENTS

The lighting system shall include:

• Minimum 5-year manufacturer warranty on fixtures and drivers.

• Warranty coverage for parts and labor.

• Contractor workmanship warranty.

9. PROJECT SCHEDULE

• Pre-Bid Meeting: 7/20/26 8:00 am. Will start at South Caldwell High School...7035

Spartan Dr. Hudson, NC 29638

• Questions Due: 7/23/2026 3:00 pm

• Bid Submission Deadline: 7/30/2026 1:00 pm

• Estimated Project Completion: No later than 2/19/2027

10. BID SUBMISSION

Sealed bids shall be submitted no later than 7/30/2026 at 1:00pm. Send bids to:

Caldwell County Schools

1914 Hickory Blvd SW

Lenoir, NC 28645

Attention: Andy Puhl, Assistant Superintendent

Bids should be clearly marked Stadium LED Lighting Retro-fit. Bids received after the specified deadline will not be considered.

11. RIGHTS RESERVED

The Caldwell County Board of Education reserves the right to:

• Reject any or all bids

• Waive informalities or irregularities

• Request additional information from bidders

• Award the contract in the best interest of the organization

12. CONTACT INFORMATION

All questions regarding this Invitation to Bid shall be directed to:

Andy Puhl

Assistant Superintendent

828 728-8407 apuhl@caldwellschools.com