Panthorn Softball Lights RFP.pdf

SOUTHINGTON PARKS AND RECREATION DEPARTMENT

SOUTHINGTON, CONNECTICUT

REQUEST FOR PROPOSALS

The Southington Parks and Recreation Department is accepting proposals for:

Panthorn Park

Lower Softball Field Lighting Upgrade

RFP-2027-04

Town Contact(s):

David Lapreay; Superintendent

David Voisine; Assistant Superintendent

Telephone: 860-276-9430

Email: recreation@southingtonct.gov

SEALED, MARKED PROPOSALS will be accepted by the Town Manager’s Office in the Town Hall located at 75 Main Street, Southington, CT 06489 until:

2:00PM on October 5, 2026 mailto:recreation@southingtonct.gov

1. Scope of Services

The Town of Southington Parks and Recreation Department request proposals from qualified and experienced electrical/athletic-field lighting contractors for the purchase, removal/disposal, installation of new lights, aiming, testing, and commissioning of LED sports lighting at the Panthorn Park Lower Softball Field, located at:

485 Burritt Street Plantsville, Connecticut

Requests for Proposals can be submitted to the Town of Southington’s PlanetBids website at https://vendors.planetbids.com/portal/61724/bo/bo-search. Prospective bidders must complete a one-time registration process on the web site in order to receive log-in credentials – this is accomplished by navigating to the link provided, clicking “log-in”, then clicking “register for free here” to be taken to the vendor registration portal. Bidders must log in to the web site to download bidding documents for the project. Bidders will be added to the “plan holders” or prospective bidders list upon downloading the bidding documents for the project. Bidding documents will not otherwise be available for examination at other locations.

The project consists primarily of replacing the field's existing lighting fixtures with new high-efficiency LED sports lighting. The Town anticipates replacement of twenty-four

(24) existing light fixtures.

The Town reserves the right to reject any or all proposals, waive minor informalities, negotiate with proposers, and select the proposal determined to be in the best interest of the Town.

The contractor shall be responsible for verifying existing site conditions prior to submitting a proposal. A site visit is strongly recommended.

Also, the contractor shall furnish all labor, materials, equipment, supervision, transportation, tools, boomlift/crane, electrical components, hardware, controls, and incidentals necessary to provide a complete and operational installation.

The contractor shall provide, at a minimum, the following:

A. Existing Fixture Removal

● Disconnect and safely remove twenty-four (24) existing field-lighting fixtures.

● Remove existing mounting hardware as necessary to accommodate the new LED fixtures.

● Properly dispose of or recycle removed fixtures and materials.

● Protect existing poles, wiring, electrical equipment, and site improvements during removal.

B. LED Fixture Installation

● Install twenty-four (24) new LED sports lighting fixtures.

● Fixtures shall be the specified fixture or an approved equivalent.

● LED fixtures shall be suitable for outdoor athletic-field applications.

● Fixtures shall be adjustable/aimable to provide appropriate illumination and uniformity across the softball field.

● Provide all necessary brackets, adapters, mounting hardware, connectors, and associated components.

● Securely install and aim each fixture in accordance with the manufacturer's requirements and approved lighting design.

D. Electrical Work The contractor shall inspect the existing electrical infrastructure and determine its suitability for the proposed LED system.

Work shall include, as applicable:

● Electrical connections to existing circuits.

● Replacement or modification of disconnects, connectors, junction boxes, breakers, or other components where required.

● Replacing any PVC conduit at ground level (the first 8-10’) with metal conduit or protective metal encasement for added protection from balls, bats, machinery and vandalism.

● Verification of proper grounding and bonding.

● Testing of existing electrical circuits serving the field.

● Identification of deficiencies that could prevent proper operation of the new LED system.

● All electrical work shall comply with applicable federal, State of Connecticut, and

Town requirements and applicable electrical codes.

No major electrical-system replacement shall be performed without prior written authorization from the Town.

E. Lighting Design and Aiming The contractor shall provide a lighting layout/photometric plan showing the proposed fixture locations, wattages, aiming angles and expected illumination levels.

The contractor shall be responsible for proper fixture aiming and adjustment following installation.

The completed system shall provide appropriate illumination for recreational softball use with reasonable uniformity and minimized glare and light spill outside the playing area.

F. Testing and Commissioning Upon completion, the contractor shall:

● Test all fixtures for proper operation.

● Verify electrical connections.

● Verify fixture aiming.

● Confirm proper operation of all lighting controls.

● Correct any defective, non-functioning, or improperly aimed fixtures.

● Demonstrate the completed system to the Parks and Recreation Department.

● Provide documentation of final installation and equipment.

2. Lighting Specifications and Requirements

Examples of the Town's anticipated fixture specifications are:

● P1 850W 113,849 lm 5700K 4Hx4V 120-277V LED Sportlight

● MLLG-AG-LED-IMF-600-5-[OPTIC]-TR-[V] 600W 84,000lm LED Flood Light

● LS-OSL3-640A-50-45-TR-[V] 320/480/640W 55,680-111,900lm Adjustable Oval

LED Stadium Light

● Or approved equivalent

A. ALTERNATE PRODUCTS

Equivalent products may be proposed provided they meet or exceed the performance, quality, efficiency, durability, warranty, and lighting characteristics specified in this RFP.

Proposed equivalents must provide equal or better performance with respect to:

● Light output.

● Energy efficiency.

● Optical performance.

● Adjustability.

● Durability.

● Surge protection.

● Warranty.

● Expected service life.

● Athletic-field suitability.

The proposer shall provide complete technical documentation for any proposed equivalent.

The Town reserves the right to determine whether a proposed substitute is acceptable.

B. UPGRADES

Proposers may also provide upgrades.

Each alternative shall be separately priced and clearly described.

Examples may include:

● Enhanced lighting controls.

● Remote monitoring/control.

● Additional surge protection.

● Extended warranty.

● Alternative LED fixture packages.

● Additional energy-saving features.

Alternates shall not be included in the base proposal unless specifically identified.

C. WARRANTY

The contractor shall provide a minimum manufacturer's warranty for the LED fixtures and associated equipment.

The proposal shall clearly state:

● Fixture warranty duration.

● Warranty coverage.

● Labor warranty, if applicable.

● Coverage for LED modules.

● Coverage for drivers/power supplies.

● Coverage for controls.

● Process for submitting warranty claims.

● Expected response time for warranty service.

The Town strongly prefers a minimum five-year manufacturer's warranty covering LED fixtures and associated components.

D. PROPOSED LIGHT FIXTURES/EQUIPMENT SHALL:

● Be designed and rated for outdoor sports-field use.

● Be suitable for the environmental conditions at the project location.

● Provide high-efficiency LED illumination.

● Have adjustable optics/aiming capability appropriate for softball-field lighting.

● Be constructed with durable, corrosion-resistant materials suitable for outdoor installation.

● Include appropriate surge protection.

● Have a manufacturer-backed warranty.

● Be commercially available and supported by the manufacturer.

● Meet applicable UL, ETL, DLC, or other applicable safety/efficiency certifications, as appropriate to the proposed equipment.

The contractor shall identify the proposed manufacturer's name, model number, wattage, LED output, color temperature, warranty, and other relevant specifications in its proposal.

3. PERFORMANCE REQUIREMENTS

● Appropriate illumination for softball play.

● Good uniformity across the playing surface.

● Proper illumination of the infield and outfield.

● Reduced glare to players, officials, spectators, and neighboring areas.

● Minimized unnecessary light trespass outside the field.

● Improved energy efficiency compared with the existing lighting system.

4. POLES AND EXISTING INFRASTRUCTURE

● The Town anticipates utilizing the existing field-lighting poles and infrastructure.

● The Town anticipates utilizing/supplying cross arms for mounting.

● The contractor shall inspect the existing poles, cross arms and mounting locations prior to installation and shall notify the Town of any conditions that may affect the proposed installation.

● The contractor shall not modify, repair, replace, or structurally alter existing poles without prior approval from the Town.

● If the contractor believes pole modifications or replacements are necessary, those requirements shall be clearly identified as separate line items in the proposal.

5. CONTROLS

The contractor shall evaluate the existing lighting controls and identify any modifications necessary for compatibility with the proposed LED fixtures.

The proposal shall identify:

● Existing controls that will be retained.

● New controls that will be provided.

● Any required control panels or components.

● Scheduling/timing capabilities, if applicable.

● Remote or wireless control capabilities, if included.

● Any ongoing subscription or software costs.

Any recurring costs associated with proposed controls must be clearly identified.

6. PERMITS AND CODE COMPLIANCE

The contractor shall obtain and pay for all permits required for its work unless otherwise specifically stated by the Town.

All work shall comply with applicable:

● State of Connecticut requirements.

● Town of Southington requirements.

● National Electrical Code (NEC).

● Occupational Safety and Health Administration (OSHA) requirements.

● Manufacturer installation requirements.

● Applicable building, electrical, and safety codes.

The contractor shall be responsible for scheduling required inspections associated with its work.

7. CONTRACTOR QUALIFICATIONS

Proposers shall demonstrate experience with outdoor athletic-field or sports-lighting projects.

At a minimum, proposals shall include:

● Company name and contact information.

● Years in business.

● Description of relevant LED sports-lighting experience.

● At least three (3) comparable projects completed within the past five (5) years, if available.

● References for comparable projects.

● Manufacturer(s) proposed.

● Proposed fixture model(s).

● Names and qualifications of key project personnel.

● Description of electrical contractor licensing and qualifications.

● Evidence of required insurance.

● Any subcontractors proposed for the project.

The Town reserves the right to contact references and verify qualifications.

8. SITE VISIT

Proposers are encouraged to inspect the Panthorn Park Lower Softball Field before submitting a proposal.

The proposer shall be responsible for becoming familiar with:

● Existing light poles.

● Existing fixtures.

● Electrical service.

● Field layout.

● Fixture mounting locations.

● Access to the work area.

● Site conditions.

● Any other conditions that may affect the cost or execution of the project.

Submission of a proposal shall constitute acknowledgment that the proposer has had an opportunity to review existing conditions.

9. PROJECT SCHEDULE

RFP Release - September 4, 2026 Deadline for written inquiries - September 18, 2026 by noon Responses for written inquiries - September 30, 2026 by 3:00PM Sealed RFP due date and public opening- October 5, 2026 by 2:00PM Work completion date- March 1, 2027

10. INQUIRIES

Proposers may submit written questions concerning this RFP to the Parks and Recreation Department no later than the date specified above. All inquiries must be in writing and may be mailed, emailed or hand delivered. Written inquiries after September 18, 2026 will not be considered.

11. SAFETY AND SITE PROTECTION

The contractor shall be responsible for maintaining a safe work area throughout the project.

The contractor shall:

● Maintain appropriate barricades and safety controls.

● Protect park users and the public from construction hazards.

● Properly secure equipment and materials.

● Maintain the work area in a clean and orderly condition.

● Repair any damage caused by its operations.

● Comply with applicable OSHA requirements.

The contractor shall coordinate work activities with the Parks and Recreation Department to minimize disruption to park operations.

A. CLEANUP

Upon completion, the contractor shall remove all construction debris, packaging, discarded materials, temporary equipment, and other waste generated by the project.

The site shall be left in a clean and orderly condition.

12. PROPOSAL SUBMITTAL REQUIREMENTS

Each proposal shall contain, at minimum:

● Completed proposal pricing form.

● Company information.

● Description of relevant experience.

● Three comparable project references.

● Proposed LED fixture manufacturer and model.

● Product specification sheets.

● Proposed project schedule.

● Warranty information.

● Contractor licensing information.

● Insurance information.

● List of proposed subcontractors, if applicable.

● Exceptions or deviations from this RFP.

● Any proposed alternates.

● Signed proposal certification.

Failure to provide required information may result in rejection of the proposal.

The Town is not obligated to select the lowest-priced proposal and may consider the overall value offered by each proposer.

13. PAYMENT

The Town may require appropriate documentation of completed work prior to payment.

The Town reserves the right to withhold payment for incomplete, defective, or nonconforming work.

14. INSURANCE

The successful contractor shall maintain insurance coverage in amounts and types acceptable to the Town of Southington.

Required insurance shall include, as applicable:

● Commercial General Liability.

● Workers' Compensation

● Appropriate coverage for subcontractors.

Certificates of insurance shall be provided to the Town prior to commencement of work.

The Town may specify additional insurance requirements in the final contract.

15. INDEMNIFICATION

The successful contractor shall be responsible for claims, damages, losses, and expenses arising from the contractor's negligent acts, omissions, or failure to comply with the requirements of the contract, to the extent provided by applicable law and the final agreement.

16. TOWN RIGHTS

The Town reserves the right to:

● Reject any or all proposals.

● Cancel or modify this RFP.

● Request clarification from proposers.

● Conduct interviews or negotiations.

● Negotiate scope and pricing with one or more proposers.

● Waive minor informalities.

● Award the project in whole or in part.

● Select the proposal that, in the Town's judgment, provides the best overall value.

● Decline to award the project if proposals exceed available funding.

17. CONTRACT AWARD

The successful proposer shall enter into a contract with the Town of Southington upon approval by the Southington Parks and Recreation Department/Parks and Recreation Board. No work shall begin until the contractor receives written authorization from the Town.

18. PROPOSAL VALIDITY

Proposals shall remain valid for a minimum of ninety (90) days following the proposal submission deadline unless otherwise agreed to by the Town.

19. PROPOSER CERTIFICATION

The undersigned certifies that:

● The information contained in this proposal is accurate and complete.

● The proposer has reviewed the RFP and understands its requirements.

● The proposer has had an opportunity to inspect the project site.

● The proposer has included all costs necessary to complete the project as proposed.

● The proposed equipment meets or exceeds the requirements of this RFP, except where specifically identified.

● The proposer agrees to comply with applicable laws, codes, regulations, and Town requirements.

COMPANY INFORMATION

Company Name: ______________________________________

Address: ____________________________________________

City/State/Zip: _______________________________________

Authorized Representative: _____________________________

Title: _______________________________________________

Signature: ___________________________________________

Date: _______________________________________________

Telephone: __________________________________________

Email: ______________________________________________

PROPOSED EQUIPMENT

The proposer shall complete the following:

Manufacturer: _______________________________________

Fixture Model: _______________________________________

Fixture Wattage: _____________________________________

Fixture Lumens:______________________________________

Lumens per Watt (efficiency):___________________________

LED Output: _________________________________________

Color Temperature: __________________________________

Optics: ______________________________________________

Surge Protection: ____________________________________

Expected Service Life: ________________________________

Manufacturer Warranty: _______________________________

Control System: ______________________________________

Photometric Report Attached: Yes / No

Product Specification Sheet Attached: Yes / No

COMPARABLE PROJECT REFERENCES

Reference 1 Project: _____________________________________________

Location: ____________________________________________

Completion Date: _____________________________________

Project Value: _______________________________________

Contact Name: _______________________________________

Telephone/Email: _____________________________________

Reference 2 Project: _____________________________________________

Location: ____________________________________________

Completion Date: _____________________________________

Project Value: _______________________________________

Contact Name: _______________________________________

Telephone/Email: _____________________________________

Reference 3 Project: _____________________________________________

Location: ____________________________________________

Completion Date: _____________________________________

Project Value: _______________________________________

Contact Name: _______________________________________

Telephone/Email: _____________________________________

REQUEST FOR PROPOSALS

The Southington Parks and Recreation Department is accepting proposals for: