Request for Proposal _ Lyons Park Lighting Ha.pdf

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REQUEST FOR PROPOSAL: ATHLETIC FIELD AND COURT LIGHTING INSTALLATION

The City of Lyons is soliciting bid proposals from experienced and qualified Contractors for the furnishing and installation of a comprehensive lighting system for Partin Park and Faison Park.

This project includes the replacement of athletic field and court lighting, poles, and controls across multiple areas.

BID SUBMISSION

• Method: Proposals must be submitted via email only to Hayes Hofstadter at hayes@hofstadter.com AND jamielynn@hofstadter.com clearly labeled as “RFP for Lyons Park Lighting”

• Deadline: Proposals must be received by 12:00 PM local time on May 15, 2026.

• Responsibility: The party submitting the bid is solely responsible for ensuring the email delivery is completed by the time stated.

PROJECT OVERVIEW

Primary Objective: Establish the performance and installation criteria necessary for a lighting system that is safe for players, enjoyable for spectators, respectful to neighbors, and includes the security of a long-term performance warranty.

Quality Assurance: The manufacturer shall have a minimum of 10 years of experience in the design and fabrication of sports lighting systems that meet the required type and performance criteria. The proposal shall include a list of 10 LED sports lighting installation references located within the state of Georgia. References shall include the type of LED fixture proposed for this project.

mailto:hayes@hofstadter.com mailto:jamielynn@hofstadter.com

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Playability: The lighting design shall comply with the latest version of ANSI/IES RP-6 Recommended Illuminance Criteria for Sports and Recreational Areas based on the designated class of play. The following parameters shall be included:

Field / Area of Lighting

Avg Target Illumination Levels

Max Uniformity

Ratio Grid Points Grid Spacing

Partin Park – Field 3

30FC Infield

20FC Outfield

2.5:1.0 Infield

3.0:1.0 Outfield

25 Infield

75 Outfield 20’ x 20’

Partin Park – Field 4

30FC Infield

20FC Outfield

2.5:1.0 Infield

3.0:1.0 Outfield

25 Infield

49 Outfield 20’ x 20’

Faison Park – Soccer Field 1

30FC 2.5:1.0 54 30’ x 30’

Faison Park – Soccer Field 2

30FC 2.5:1.0 54 30’ x 30’

Faison Park – Soccer Field 3

30FC 2.5:1.0 96 30’ x 30’

Faison Park – Pickleball Courts

30FC 2.5:1.0 36 10’ x 10’

Faison Park – Basketball Courts

30FC 2.5:1.0 45 10’ x 10’

1. Color Temperature: The lighting system shall have a color temperature of 5700K and minimum CRI of 75.

2. Vertical Illumination: Provide adequate illumination above the field to allow visibility of the ball in flight on all Baseball/Softball Fields.

3. Pole Heights: Pole height minimum requirements to achieve optimal control of spill and glare.

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Location and # of Poles

Pole Designation Pole Height

Partin Park (4) A5, A6, B7, B8 50’

Partin Park (1) A4 60’

Partin Park (3) B4, B5, B6 70’

Faison Park (6) S1, S2, S3, S4, S5, S6 50’

Faison Park (4) S7, S8, S9, S10 70’

Faison Park (5) P1, P2, BB1, BB2, BB3 40’

4. Beam Type Restriction: To minimize player glare, NEMA beam types 1–3 shall not be used on the field of play.

5. Player glare limits (Baseball/Softball Fields):

a. Home plate: Player glare shall not exceed 1,000 cd from any outfield pole fixture.

b. Outfield positions (LF, CF, RF): Glare shall not exceed 4,500 cd from any A-pole fixture.

Light Pollution & Glare Control:

1. Lighting Ordinances: Lighting design must meet all local lighting ordinance criteria.

2. Offsite Glare: Maximum candela shall not exceed 6,000 cd measured 150 feet from perimeter of field 5 feet above grade.

Warranty: 25-year parts and labor warranty is required, covering equipment rental, shipping, and guaranteed light levels.

Maintenance Design: Drivers, fuses, and other electronic components shall be housed in an aluminum enclosure no higher than 10 feet above grade, accessible via step ladder.

Control & Monitoring: The system shall provide remote control, monitoring, and scheduling capabilities. The system shall be accessible 24/7 through a website, phone app, or call center.

Fields must be proactively monitored to detect luminaire outages. All subscription costs during the warranty period shall be included.

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Management Tools: An online dashboard shall be included to report usage metrics and system health.

Structural Design: Manufacturer shall provide steel poles with pre-stressed concrete base or an anchor bolt foundation embedded in concrete backfill. Direct bury steel (including concrete encased), hinged, and wood are not permitted. Manufacturer shall design foundation based on Geotechnical report parameters. If there is no Geotechnical report, design shall use Class 5 soil standards per IBC 2024.

Electrical Design: Electrical control shall use contactor switching rather than dimming drivers.

Include ≥50 kA surge protection per pole per ground line. All wiring shall be fully enclosed. The system must be UL listed, or internal wiring shall be enclosed in raceway per NEC.

Installation Requirements: Contractor shall provide all labor, materials, and equipment needed for a complete operational system, including:

1. Contractor furnished materials and labor: The electrical contractor shall provide and install all equipment necessary to provide a complete operational sports lighting facility.

Items to be provided and installed by the contractor include, but shall not be strictly limited to the following:

a. Electrical wire (Copper).

b. Electrical conduit shall be provided.

c. All labor and materials necessary to install new electrical service panels and circuits from utility provided transformer(s).

d. All labor and materials necessary to install contactors and controls.

e. No more than two poles will be on a single lighting circuit.

2. ELECTRICAL DISTRIBUTION SYSTEM

a. Electrical contractor shall provide as-built electrical drawings with final close out documents.

b. All electrical work shall conform to the current edition of the National Electric Code.

c. The electrical service shall be rated at least 12% of calculated KA load. Panel boards shall be rated for service entrance; NEMA 3R (Outdoor) and each shall include a main breaker. All branch breakers shall be bolt types.

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d. All wiring shall remain underground before entering the base of the pole and no wiring shall be exposed to sun or weather as it transitions through the pole and to the electrical enclosure.

e. No trench line or branch circuit shall cross the playing area. Branch circuits shall be all copper wires in conduit. Wiring in conduit shall be THHN or THWN copper wire.

f. All wiring shall be new.

g. All conduits above grade shall be rigid galvanized steel.

h. Each branch circuit will have a dedicated contactor.

i. Electrical switch gear installed outdoors will be housed on a frame constructed from 3” galvanized angle iron with hardware that is either stainless steel or hot dipped galvanized.

j. The installing contractor shall be responsible for locating all underground utilities including, but not limited to, natural gas, electric, water, sewer, cable TV and telephone.

k. The Owner shall be responsible for locating and staking any underground facilities that are not utility related.

l. Trenching depth and width shall be adequate to install appropriately sized conduit and to meet local and National Electrical Codes.

m. Trenches shall be back-filled with excavated soil and compacted to approximately the same density of the surrounding soil to minimize settlement.

n. The contractor shall obtain and pay for all permits and inspections required by the building and safety code and ordinances and the rules and regulations of any legal body having jurisdiction.

Site Visit: All contractors must visit the site prior to submission. Site familiarity is required.

Submittals: Proposals must include a photometric lighting design reflecting all specified values.

The Owner / engineer will review bid submittals from all the manufacturers to ensure compliance to the specification. Proposals that do not include all necessary information to support specified values will be disqualified.

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EVALUATION CRITERIA: The proposal evaluation will be made on the following criteria:

Evaluation Criteria: Max Score Proposed Approach & Timeline 30 Experience & Qualifications 20 References 20 Cost Proposal 30 Total 100

Proposed Approach & Timeline – Evidence of thorough understanding of the project, quality and detail of the proposed approaches to the completion of the required tasks. Evidence of consultant team’s capacity and availability to perform the services outlined in the scope of work

Experience & Qualifications – Experience and qualifications of the team personnel, as demonstrated by resumes, organizational chart, and other information provided. Experience of the team in executing successful and relevant projects including other city-wide safety action plans.

References – Quality and relevance of references, as well as responsiveness of references contacted by City staff

Cost Proposal— The cost proposal will not factor into the committee’s evaluation of the technical proposal. Scores will be determined by weights assigned based on proposed cost.

Item Unit Total No. Qty. Unit Description Price Price

1005 1 LS Partin Park Field 1 $ $ 1010 1 LS Partin Park Field 2 $ $ 1015 1 LS Faison Field 1 Soccer $ $ 1020 1 LS Faison Field 2 Soccer $ $ 1025 1 LS Faison Field 3 Basketball $ $ 1030 1 LS Faison Field 4 Pickleball $ $

Total Construction Section 1000 $