Lighting RFP.pdf

WHEELER COUNTY SCHOOL DISTRICT

REQUEST FOR COMPETITIVE SEALED PROPOSALS

A. INVITATION TO PROPOSE

The Wheeler County Board of Education is requesting proposals from interested and qualified Lighting Professional for installation of stadium lighting for baseball and football fields of Wheeler County K-12 School, Alamo, Georgia. Work shall be coordinated with Wheeler County School District as directed by the school District’s owner’s representative following the competitive process.

Responses must be received by the Wheeler County Board of Education in the Board Office at 18 McRae Street, Alamo, Georgia, 30411 on or before 8:00 A.M. Eastern Standard Time on June 28, 2024, after which time and date they will no longer be accepted. Late responses will not be considered. To be accepted, all responses must be submitted in a sealed package marked “Request for Competitive Sealed Proposals for Athletic Field Lighting of Wheeler County K-12 School, Alamo, Georgia."

Three (3) copies of each proposal must be forwarded or delivered to:

Ms. Suzanne Couey Superintendent Wheeler County School District 18 McRae Street Alamo, Georgia 30411

Oral or telegraphic (including FAX) responses are not acceptable.

Project selection timeline:

Public Advertisement: May 31, 2024 Proposals Due: June 28, 2024

Please direct all questions regarding this RFP and the program it represents by emailing Mr. Wilcher and copying Mrs. Couey at email addresses below:

Mr. Gregory Wilcher Director of Maintenance and Operations Wheeler County School District greg.wilcher@wheeler.k12.ga.us Suzanne.couey@wheeler.k12.ga.us

A mandatory pre-bid conference is scheduled for June 11, 2024, at 10:00 A.M. in the lobby of the Wheeler County K-12 School located at 50 Snowhill Road; Alamo, GA. All parties must sign in at conference to be eligible to respond.

The School District reserves the right to select or reject any and all responses as a result of this Request for Proposal. The School District is not liable for any costs incurred by any person or firm responding to this Request for Proposal.

mailto:greg.wilcher@wheeler.k12.ga.us mailto:Suzanne.couey@wheeler.k12.ga.us

B. GENERAL INFORMATION

1. Responsibility

The selected firm will be required to assume total responsibility for all services offered in his/her proposal. The selected firm will be considered the prime contractor and the sole point of contact with regard to all contractual matters.

2. Project Specifications

Refer to Exhibit A for project specifications and requirements.

3. Required Bonds and Insurance

The firm shall provide the school District with the required bonds listed below.

Performance and Labor & Material Payment Bonds: The accepted proposer (contractor) shall furnish a proper Performance Bond and Labor & Material Payment Bond covering the full amount of the Contract Price as security for the faithful performance of all work under the Contract and payment of all charges in connection therewith. The cost of these bonds shall be included in the contractor’s proposal.

To adequately protect the interests of the school District, the successful respondent shall procure, and maintain in effect during the life of the agreement, the following insurance coverages:

1. Workers Compensation:

a. Coverage A: State Statutory

b. Coverage B: Employers Liability:

$500,000.00 Each Accident $500,000.00 Disease Policy Limit $500,000.00 Disease Each Employee

2. Comprehensive General Liability (including Premises-Operations; Independent Contractors Protective; Products and Completed Operations; Broad Form Property Damage; X-C/U Explosion, Collapse and Underground Coverage):

a. General Aggregate: $2,000,000.00

b. Products/Completed & Operations Aggregate: $2,000,000.00

c. Each Occurrence: $1,000,000.00

d. Personal & Advertising Injury: $1,000,000.00

e. Fire Damage - Any One Fire: $100,000.00

3. Comprehensive Automobile Liability:

Combined Single Limits: $1,000,000.00

4. Umbrella Excess Liability:

a. General Aggregate: $1,000,000.00

b. Products/Completed & Operations Aggregate: $1,000,000.00

c. Each Occurrence: $1,000,000.00

d. Personal & Advertising Injury: $1,000,000.00

e. Completed Value/Builders Risk including interests of the Owner, Contractor, Subcontractors and Sub-subcontractors and covering the entire project including materials stored off site and materials in transit.

4. Taxes, Fees, Code Compliance and Licensing:

The firm shall be responsible for the payment of any required taxes or fees associated with the contract. The firm shall also be responsible for compliance with all applicable codes and statutes. All installation and demolition work shall be done by sub-contractors licensed in the State of Georgia.

5. References and Proprietary Information:

Submission of a response authorizes the school district to make inquiries concerning the respondent and its officers to any persons or forms deemed appropriate by the school district.

6. Inquiries:

Questions that arise prior to the proposal submittal date shall be submitted in writing to the school district.

C. SELECTION PROCESS

Proposal Evaluation

Interested firms responding to this Request for Competitive Sealed Proposals must provide the information required to meet the criteria contained in “Response Format and Contents.” The evaluation committee will evaluate submittals and choose the most highly qualified firm. The following criteria will be considered in choosing the most highly qualified contractor:

1. Firm History, Stability & Capability

2. Relevant Experience, Past Performance, & Current Workload

3. Warranty Period

4. Project Personnel Qualifications

5. Project Schedule

6. Required Specifications Documentation

7. Cost

D. RESPONSE FORMAT AND CONTENTS

Responses must be submitted in the format outlined in this section. Each response will be reviewed to determine if it is complete prior to actual evaluation. Failure to provide accurate, up-to-date responses to any and all portions of the RFP may result in disqualification without prejudice. The school District reserves the right to eliminate from further consideration any responses that are deemed to be substantially or materially unresponsive to the requests for information contained in this section. The intent of the school District is that all responses follow the same format in order to evaluate each response fairly. The school District may, during the course of the evaluation process, request additional information to supplement and/or clarify the information provided.

Proposals will be evaluated in light of the material and substantiating evidence presented in the proposal, and not on the basis of what is inferred.

Each respondent shall provide the school District with three (3) copies of his/her proposal. Begin each section and subsection as described herein on a separate page. Number the pages in each section consecutively. Each page shall have the name of the respondent indicated clearly across the bottom of each page.

1. Cover Letter

Each proposal shall include a one-page cover letter at the beginning of the proposal. The cover letter shall include a project title, firm information (including name, address, and telephone number), names and telephone numbers of persons authorized to provide any clarifications required.

2. Financial Information:

1. Provide a compliance letter from your bonding company showing consent to provide 100% Performance and Payment Bonds for your services as a general contractor.

4. Each respondent shall provide a certificate of insurance detailing their firm's present coverage and limits. Insurance agent shall certify that they are licensed to perform business in the State of Georgia.

5. The certificate of insurance should be addressed to WCS and dated within 30 days of RFP due date.

6. Provide your firm’s current bonding rate.

7. Has the firm ever failed to complete, or been removed from any project it has been awarded?

3. Project Approach: (Provide the following items in the order listed)

A. Relevant Experience:

Provide a summary of your relevant experience with this building type that distinguishes your firm from other contractors.

B. Relevant Projects/References:

List at least five similar projects completed under the firm name. Include at a minimum the Project Name, Facility Type, Building Size, Scope of Work Performed, Project Cost, and name and contact information for reference.

C. Current Work Load:

Provide a description of your current ongoing work load with tentative start and completion dates.

D. Warranty Period:

Provide detailed explanation of warranty for all products, to include warranty period, items covered, services covered, and any information that sets your firm apart from others.

E. Project Personnel:

Include a list of project team members including education, certifications, experience, and any other pertinent information for each member who will work on the project.

F. Project Schedule :

Include a detailed project schedule showing the necessary activities and schedule for implementation of this project.

G. Cost:

Provide an itemized list and explanation of all project cost elements. List baseball and football field projects separately, and itemize any lighting features beyond those specified that could be included (along with pricing for each).

4. Required Project Submittal Information:

Refer to Exhibit A for scope of project and information required.

E. Evaluation Guideline for Competitive Sealed Proposals

PURPOSE:

To evaluate, score and recommend the most qualified proposer who is capable of providing the best value to the owner. The committee approach for evaluating proposals provides opportunities for discussion of the listed criteria and expedites the selection process.

F. EVALUATION CRITERIA:

A contract will be awarded based on the highest score obtained by the Review Committee from evaluating the Proposer’s qualifications and using the criteria established in the Request for Proposal.

1. Firm History and Capability: 10 points

This category should be a measure of the firm’s stability and consistency, not just a measure of how long the firm has been in business. It should also measure the firm's ability to professionally staff, manage and report on the project as well as its bond/insurance coverage.

2. Relevant Experience, Past Performance & Current Workload: 15 points

This category should measure both qualitatively and quantitatively the relevant projects previously awarded to the proposer. “Relevant” might be defined as schools and other public projects completed in the State of Georgia.

Does the contractor’s current workload allow for successful completion of this project?

3. Warranty Period: 15 points How long is the warranty period for the project? What is included in the warranty? Does the warranty include monitoring and service?

4. Project Personnel Qualifications: 10 points

This category should measure the proposed employees’ experience level and proficiency on previous jobs.

5. Project Schedule: 5 points

What is the timeline? How detailed is the timeline? What is the company’s track record for completing projects on time?

6. Required Specifications: 20 points

Is all information included? Comparison of quality and quantity of elements

7. Cost: 25 points

What is the cost of the project? What optional elements could be included within budget?

EXHIBIT A

Wheeler County High School Sports Lighting Project

PART 1 – GENERAL

1.1 SUMMARY

A. Work covered by this section of the specifications shall conform to the below specifications as well as state and local codes.

B. The purpose of these specifications is to define the lighting system performance and design standards for Wheeler County High School Athletic Complex using an LED Lighting source.

The manufacturer / contractor shall supply lighting equipment to meet or exceed the standards set forth in these specifications.

C. The sports lighting will be for the following venues:

1. Football Stadium

2. Baseball Field

D. The primary goals of this sports lighting project are:

1. Extended Warranty: All maintenance costs shall be eliminated for the duration of the warranty.

2. Environmental Light Control: The lighting system shall minimize spill and glare to the players, spectators and community.

3. Control and Monitoring: Owner requires a remote on/off control system for the lighting system. Fields should be proactively monitored to detect luminaire outages over warranty cycle. All communication and monitoring costs for warranty period shall be included in the bid.

1.2 SCOPE OF WORK – INSTALLATION & ELECTRICAL DISTRIBUTION

A. Demo existing wood poles and fixtures and dispose of all equipment.

B. Football Stadium: Provide labor, materials and equipment to install new 600amp 120/208 service. Refeed concession stand with underground service. Provide new conduit and copper conductors to each pole.

C. Baseball Field: Provide labor, materials and equipment to install new 400amp 3 phase 120/208 electrical service. Install power back to areas previously fed from overhead.

D. Provide and install new lighting Control Panels with contactors on Unistrut frame next to service panels.

E. Provide and install 120V control circuit to lighting control cabinet for remote on/off control and monitoring.

F. Install new poles and fixtures per manufacturer requirements (Contractor responsible for complete installation of poles to include drilling and dirt removal from site, crane rental, etc.)

G. Contractor responsible for 811 locate, any directional boring, concrete cutting and pour back to original state, etc. Routes shall be field verified and written plan shall be submitted to owner and approved prior to start.

H. Contractor shall submit installation warranty on company letterhead for no less than one year.

I. Keep all heavy equipment off playing fields. Repair damage to grounds that exceeds that which would be expected. Indentations caused by heavy equipment traveling over dry ground would be an example of expected damage. Ruts and sod damage caused by equipment traveling over wet grounds would be an example of damage requiring repair.

1.3 LIGHTING PERFORMANCE

A. Illumination Levels and Design Factors: Light levels and uniformity to meet IESNA recommended standards for Class III Level of Play:

Area of Lighting

Average Target

Illumination Levels

Maximum to Minimum Uniformity

Ratio

Grid Points

Grid Spacing

Football Stadium

360’ x 160’ 50FC 2.0:1.0 72 30’ x 30’

Baseball Field 300’/340’/300’

50FC Infield 30FC Outfield

2.0:1.0 Infield 2.5:1.0 Outfield

25 Infield 80 Outfield 30’ x 30’

B. Color: The lighting system shall have a minimum color temperature of 5700K and a CRI of

75.

PART 2 – PRODUCT

2.1 SPORTS LIGHTING SYSTEM CONSTRUCTION

A. Durability: All exposed components shall be constructed of corrosion resistant material and/or coated to help prevent corrosion.

B. System Description: Lighting system shall consist of the following:

1. Galvanized steel poles and cross-arm assembly. No exposed wiring is allowed.

2. Concrete base (anchor bolt foundation or slip-fit design)

a. Static cast concrete poles will not be accepted.

b. Direct bury steel poles or direct bury steel poles encased in concrete which utilize the extended portion of the steel shaft for their foundation will not be accepted due to potential for internal and external corrosive reaction to the soils and long-term performance concerns.

3. Manufacturer will supply all drivers and supporting electrical equipment.

a. Remote drivers and supporting electrical equipment shall be mounted approximately 10 feet above grade in aluminum enclosures. The enclosures shall include drivers and fusing with indicator lights on fuses to notify when a fuse is to be replaced for each luminaire. Disconnect per circuit for each pole structure will be located in the enclosure.

b. Integral driver fixtures are not allowed.

b. Manufacturer shall provide surge protection at the pole equal to or greater than 40 kA

5. Wire harness complete with an abrasion protection sleeve, strain relief and plug-in connections for fast, trouble-free installation.

6. All luminaires, visors, and cross-arm assemblies shall withstand 150 mi/h winds and maintain luminaire aiming alignment.

7. Control cabinet with contactors to provide remote on-off control and monitoring of the lighting system.

PART 3 – EXECUTION

3.1 SOIL QUALITY CONTROL

A. It shall be the Contractor’s responsibility to notify the Owner if soil conditions exist other than those on which the foundation design is based, or if the soil cannot be readily excavated.

3.2 DELIVERY TIMING

A. Delivery Timing Equipment On-Site: The equipment must be on-site 8 weeks from receipt of approved submittals and receipt of complete order information.

3.3 FIELD QUALITY CONTROL

A. Illumination Measurements: Upon substantial completion of the project and in the presence of Owner's Representative, illumination measurements shall be taken and verified.

B. Correcting Non-Conformance: If, in the opinion of the Owner or his appointed Representative, the actual performance levels including footcandles and uniformity ratios are not in conformance with the requirements of the performance specifications and submitted information, the Manufacturer shall be required to make adjustments to meet specifications and satisfy Owner.

3.4 WARRANTY AND GUARANTEE

A. Extended Warranty: Each manufacturer shall supply a signed warranty covering the entire system from the date of shipment. Length of warranty will be a factor in vendor evaluation and should include all fixtures, drivers, poles and lighting controls. Warranty does not cover weather conditions events such as lightning or hail damage, improper installation, vandalism or abuse, or unauthorized repairs or alterations.

B. Maintenance: Manufacturer shall monitor the performance of the lighting system, including on/off status, hours of usage and luminaire outage during warranty period. Parts and labor shall be covered such that individual luminaire outages will be repaired when the usage of any field is materially impacted. Manufacturer is responsible for removal and replacement of failed luminaires, including all parts, labor, shipping, and equipment rental associated with maintenance. Owner agrees to check fuses in the event of a luminaire outage.

REQUIRED SUBMITTAL INFORMATION

All items listed below are mandatory and shall comply with the specification.. Complete the Yes/No column to indicate compliance (Y) or noncompliance (N) for each item. Submit checklist below with submittal.

Yes

No

Item Description

On Field

Design

Lighting design drawing(s) showing:

a. Field Name, date, file number, prepared by

b. Outline of field(s) being lighted, as well as pole locations referenced to the center of the field (x & y), Illuminance levels at grid spacing specified

c. Pole height, number of fixtures per pole, horizontal and vertical aiming angles, as well as luminaire information including wattage, lumens and optics

d. Summary table showing the number and spacing of grid points; average, minimum and maximum illuminance levels in foot candles (fc); uniformity including maximum to minimum ratio, coefficient of variance (CV), coefficient of utilization (CU) uniformity gradient; number of luminaries, total kilowatts, average tilt factor; light loss factor.

Off Field

Design

a. Lighting design showing horizontal spill values at 150’ from the playing field

b. Lighting design showing vertical spill values at 150’ from the playing field

c. Lighting design showing candela values at 150’ from the playing field

Light levels shall be taken at 30-foot intervals along the boundary line. Readings shall be taken with the meter orientation at both horizontal and aimed towards the most intense bank of lights.

Photometric Report

To verify candela values provide the first page of photometric report for all luminaire types being proposed showing candela tabulations as defined by IESNA Publication LM-35-02.

Structural Information

Information depicting pole and foundation type. No direct burial steel foundations allowed.

Control & Monitoring

System

Manufacturer of the control and monitoring system shall provide information for automated control system. They will also provide five (5) references of customers currently using proposed system in the state of Georgia.

Warranty Provide written warranty information including all terms and conditions.

Product Information

Complete bill of materials and current brochures/cut sheets for all products being provided. Cut sheets shall be technical (and illustrative) and provide specific detail regarding: fixtures, remote driver cabinets, drivers, surge protections, fusing, controls, poles and foundations.

The information supplied herein shall be used for the purpose of complying with the specifications for Wheeler County High School in Alamo, GA. By signing below I agree that all requirements of the specifications have been met and that the manufacturer will be responsible for any future costs incurred to bring their equipment into compliance for all items not meeting specifications.

Manufacturer: ________________________________ Signature: _________________________________

Contact Name: ________________________________ Date: ______/______/_____

Contractor: __________________________________ _ Signature: _____________________________