RFB-2025-1114-Sports Lighting

City of Summerville P. O. Box 180. Summerville, GA 30747

Phone: 706-859-0900

Web: http://www.summervillega.org

CITY OF SUMMERVILLE

REQUEST FOR BID

Athletic Sports Lighting and Installation

Sealed bids will be received by the City of Summerville, 120 Georgia Ave., Summerville, Georgia 30747 until 2:00 p.m. on 12/12/2025 for Athletic Sports Lighting and Installation.

All bids must be good for 60 business days. All bids are subject to the provisions of the conditions outlined in this document. Bids shall be opened promptly on the same day at

2:00 p.m. at the City Hall, Council Room, and their contents will be made public for the information of the Respondents, and others properly interested. The bid will not be awarded until the applicable designated city officials have had ample time to review each bid. Bids must be submitted in sealed envelopes with "RFB-2025-1114-Sports Lighting" clearly marked on the outside of the envelope for easy identification by the City of Summerville.

Any bids received later than the specified time will not be accepted/considered. The City will not be responsible for late submissions caused by the postal service, other carriers, or any other delivery problems regardless of the reason.

Bids submitted by USPS should be addressed to:

City of Summerville

PO Box 180

Summerville, GA 30747

ATTN: PURCHASING AGENT

Bids submitted by Federal Express, United Parcel Services, etc. and should be addressed to:

City of Summerville

120 Georgia Ave

Summerville, GA 30747

ATTN: PURCHASING AGENT

http://www.summervillega.org/

The City of Summerville reserves the right to engage in discussions with or request additional information from any or all responsible Respondents who submit bids which appear to be eligible for the award, for the purpose of clarification to assure full understanding of and responsiveness to the RFB requirements herein. In the event the City elects to negotiate a contract with the successful vendor, any contract shall contain, at a minimum, the term and conditions (or substantially the same term and conditions) as hereinafter stated. The City reserves the right, in its sole discretion, to reject all submissions, reissue a subsequent RFB, terminate, restructure or amend this procurement process at any time. The final selection and contract negotiation rest solely with the City.

This solicitation does not commit the City of Summerville to award a contract/purchase order, to pay any costs incurred in the preparations of a bid, or to procure or contract for services. The City of Summerville reserves the rights to reject any and all responses, to cancel this solicitation, and to make an award deemed in its own best interest.

INSTRUCTIONS FOR BIDS:

All Bids must include:

1. Signed Bid

2. Signed Certificate of Non-Discrimination

3. Signed E-Verify Compliance Affidavit

4. Signed Save Compliance Affidavit

5. Request for Taxpayer I.D. Number (W-9)

6. Certificate of Insurance

7. Contractor Affidavit

Signed Bids

All bids must be signed by an authorized officer or agent of the company submitting the bid and delivered in sealed envelopes to City Hall no later than the time and dates indicated above. Bids received after the time and date indicated above will not be considered. Faxed bids will not be accepted under any circumstances. The City will assume no responsibility for oral instructions or suggestions. All official correspondences in regard to the specifications should be directed to and will be issued by the designated City official. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. The City of Summerville shall not be legally bound by any amendment or interpretation that is not in writing. The City will rank, based upon the evaluation criteria, all responsible and responsive vendors.

The City will begin negotiations with the top-ranked vendor or vendors and will continue with negotiation down the ranking until a satisfactory contract with the City is finalized if any. The terms and conditions of the contract will be no less advantageous than the provisions of the RFB or the Vendor's bid. The City reserves the right to make a partial award or to split the award at its sole discretion.

DEFINITIONS:

Responsible Respondent means a respondent who has the capability in all respects to fully perform contract requirements and the integrity and reliability, which will assure good faith performance.

Responsive Respondent means a respondent who has submitted a bid, which conforms in all material respects to the Request for Bid.

CHANGES:

Any changes to the specifications in this request for bid package shall be in writing and an addendum will be distributed to all prospective respondents so each respondent can compete equitably.

Any changes in this request for bid after the purchase order/contract agreement has been awarded must be with the written consent of the designed city official or the City Manager;

otherwise, the responsibility for such changes lies with the vendor.

INQUIRIES:

Questions concerning this Request for Bid (RFB) should be directed to the Parks &

Recreation Director at 706-936-2671 or by email at awilson@summervillega.org. The deadline for the submission of all inquiries is 12/05/2025. Any changes to the specifications in the bid package shall be in writing and an addendum will go out to all prospective respondents so each vendor can compete equitably.

AWARD OF CONTRACT:

Selection shall be made of one or more Respondents deemed fully qualified and best performing among those submitting bids. Negotiations shall be conducted with the

Respondents so selected. Price shall be considered, but may not be the sole determining mailto:awilson@summervillega.org factor. After negotiations have been conducted with each Respondent so selected, the City shall select the Respondent(s), which in its opinion, has made the best bid, and recommend that a contract(s) be awarded to the Respondent.

All contracts shall be in accordance with the laws of the State of Georgia. The City of

Summerville may cancel this RFB; reject bids or any portion thereof at any time prior to an award, and is not required to furnish a statement of the reason why a particular bid was not deemed to be the most advantageous.

EVALUATION PROCEDURE:

All bids will be evaluated and ranked by the City of Summerville. Negotiations and/or award of a contract may be initiated without further contact with the other Respondents.

BASIS FOR AWARD:

A committee of the City of Summerville Staff will review RFB submittals and will make its recommendation. The Committee may make such reasonable investigation, as it deems proper and necessary to determine the ability of the Respondent to perform the work/services.

SELECTION PROCESS:

The City shall select the most qualified Respondent. Each response shall be subject to the same review and evaluation process.

INSURANCE REQUIREMENTS:

The successful respondent shall agree to hold harmless, indemnify and defend the City of

Summerville, its agents, and employees from any claims for property damages or personal injury (including death resulting therefrom). Such claims are not limited to actual, consequential, incidental or punitive damages. The successful respondent shall agree to maintain sufficient comprehensive general liability insurance in the amount of

$1,000,000.00 per occurrence and $1,000,000.00 per person. Proof of such insurance shall be given to the City by an appropriate certificate-of-insurance issued by the successful respondent’s insurance agent. The successful respondent shall maintain vehicle liability insurance with minimum combined single limits of $1,000,000.00 per occurrence.

SCOPE OF SERVICES :

The City of Summerville is seeking bids from qualified, licensed, and experienced Athletic

Sports Lighting contractors for the installation of a new athletic sports lights at the

Summerville Recreation ballfields 220 Hwy. 100 Summerville, Georgia 30747 and the

Fairway Recreation ballfields 81 Senior Dr. Summerville, Georgia 30747. This project aims to provide adequate lighting for the ballfields mentioned.

Pre-Bid Conference 12/01/2025-10:30 AM at Summerville Rec. 220 Hwy 100

Summerville, Georgia 30747. If you need to make an appointment contact the Parks &

Recreation Director at 706-936-2671 or by email at awilson@summervillega.org.

SUMMERVILLE PARKS and RECREATION – EXTERIOR ATHLETIC LIGHTING PROJECT

PART 1 – GENERAL

1.1 SUMMARY

A. Work covered by this section of the specifications shall conform to the contract documents, engineering plans as well as state and local codes.

B. The purpose of these specifications is to define the lighting system performance and design standards for Summerville Recreation Complex and Fairway Field 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. Morgan Field (280’/280’/280’) - Summerville Rec. 220 Hwy. 100 - Summerville, Ga 30747

2. Dunson Field (185’/185’/185’) - Summerville Rec. 220 Hwy. 100 - Summerville, Ga 30747

3. Mitchell Field (190’/190’/190’) - Summerville Rec. 220 Hwy. 100 - Summerville, Ga 30747

4. Fairway Field (225’/225’/225’) - Fairway Rec. Center 81 Senior Dr. - Summerville, Ga 30747

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

1. Guaranteed Light Levels: Selection of appropriate light levels impact the safety of the players and the enjoyment of spectators. Therefore, light levels are guaranteed to not drop below specified target values for a period of 25 years.

2. Environmental Light Control: It is the primary goal of this project to minimize spill light to adjoining properties and glare to the players, spectators and neighbors.

3. Cost of Ownership: In order to reduce the operating budget, the preferred lighting system shall be energy efficient and cost effective to operate. All maintenance costs shall be eliminated for the duration of the warranty.

4. Control and Monitoring: To allow for optimized use of labor resources and avoid unneeded operation of the facility, customer requires a remote on/off control system for the lighting system.

Fields should be proactively monitored to detect luminaire outages over a 25-year life cycle. All communication and monitoring costs for 25-year period shall be included in the bid.

mailto:awilson@summervillega.org

1.2 SCOPE OF WORK – INSTALLATION & ELECTRICAL DISTRIBUTION

A. Work shall be coordinated to be scheduled as to impose the least amount of impact on daily community athletic activities

B. Demo and dispose of existing poles and fixtures. Poles to be cut off 2’ below grade.

C. Electrical Service Panels:

1. Morgan Field – Provide new 200 amp service - 220 Hwy. 100 - Summerville, Ga 30747

2. Dunson Field – Reuse existing service - 220 Hwy. 100 - Summerville, Ga 30747

3. Mitchell Field – Provide new 200 amp service - 220 Hwy. 100 - Summerville, Ga 30747

4. Fairway Field – Reuse existing service - 81 Senior Dr. - Summerville, Ga 30747

D. Provide Quazite or equivalent type boxes where any underground connections are made. All exposed conduit and elbows shall be galvanized rigid, others shall be schedule 40 EPVC. Where degrees exceed 270, pull boxes shall be installed, Quazite or equivalent type.

E. Provide directional boring to each pole as needed.

F. Provide and install new lighting Control Panels with contactors at each electrical service

G. Provide and install new conduit and copper conductors to all poles from electrical service/lighting contactor cabinet.

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

I. 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.)

J. 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

K. Position fixtures according to lighting manufacturer specifications

L. Coordinate with lighting manufacturer representative and commission

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

N. Keep all heavy equipment off of 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: Playing surfaces shall be lit to an average target illumination level and uniformity as specified in the chart below. Lighting calculations shall be developed and field measurements taken on the grid spacing with the minimum number of grid points specified below.

Appropriate light loss factors shall be applied and submitted for the basis of design. Average illumination level shall be measured in accordance with the IESNA LM-5-04 (IESNA Guide for Photometric Measurements of Area and Sports Lighting Installations). Illumination levels shall not drop below desired target values in accordance to IES RP-6-15, Page 2, Maintained Average Illuminance and shall be guaranteed for the full warranty period.

Area of Lighting Average Target

Illumination Levels

Maximum to Minimum

Uniformity Ratio Grid Points Grid Spacing

Morgan Field 30FC Infield

20FC Outfield 2.5:1.0 Infield

3.0:1.0 Outfield 25 Infield

156 Outfield 20’ x 20’

Dunson Field 30FC Infield

20FC Outfield 2.5:1.0 Infield

3.0:1.0 Outfield 25 Infield

56 Outfield 20’ x 20’

Mitchell Field 30FC Infield

20FC Outfield 2.5:1.0 Infield

3.0:1.0 Outfield 25 Infield

61 Outfield 20’ x 20’

Fairway Field 30FC Infield

20FC Outfield 2.5:1.0 Infield

3.0:1.0 Outfield 25 Infield

156 Outfield 20’ x 20’

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

C. Mounting Heights: To ensure proper aiming angles for reduced glare and to provide better playability, minimum mounting heights shall be as described below. Higher mounting heights may be required based on photometric report and ability to ensure the top of the field angle is a minimum of 10 degrees below horizontal.

# of Poles Pole Designation Pole Height

Morgan, Dunson &

Mitchell Fields 14 Poles

A1-A6, B1-B6, C1-C2 60’

Fairway Field 6 Poles

A1, A2, B1, B2, C1, C2 60’

1.4 ENVIRONMENTAL LIGHT CONTROL

A. Light Control Luminaires: All luminaires shall utilize spill light and glare control devices including, but not limited to, internal shields, louvers and external shields. No symmetrical beam patterns are accepted.

B. Targeted Up Light: The lighting system shall utilize technology that provides specific fixtures mounted approximately 16’ above the field to provide targeted light on the bottom side of the ball. This will attribute to better visibility of the ball in play with no glare in the players typical line-of-sight.

C. A technical document addressing the issue of lighting in the vertical plane above the playing surface for aerial sports while achieving desired glare control requirements will be required for approval.

D. Spill Light and Glare Control: To minimize impact on adjacent properties, spill light and candela values must not exceed the following levels taken at 3 feet above grade.

All Fields Average Maximum

150’ Specified Spill Line Horizontal Footcandles 0.0042 0.02

150’ Specified Spill Line Max Vertical Footcandles 0.0113 0.05

150’ Specified Spill Line Max Candela 390 1513

C. Spill Scans: Spill scans must be submitted indicating the amount of horizontal and vertical footcandles along the specified lines. 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. Illumination level shall be measured in accordance with the IESNA LM-5-04 after 1 hour warm up.

D. The efficacy for field aimed fixtures must meet DLC requirement of 105 lumens per watt

E. The first page of a photometric report for all luminaire types proposed showing horizontal and vertical axial candle power shall be provided to demonstrate the capability of achieving the specified performance. Reports shall be certified by a qualified testing laboratory with a minimum of five years experience or by a manufacturer’s laboratory with a current accreditation under the National Voluntary Laboratory Accreditation Program for Energy Efficient Lighting Products. A summary of the horizontal and vertical aiming angles for each luminaire shall be included with the photometric report.

PART 2 – PRODUCT

2.1 SPORTS LIGHTING SYSTEM CONSTRUCTION

A. Manufacturing Requirements: All components shall be designed and manufactured as a system. All luminaires, wire harnesses, drivers and other enclosures shall be factory assembled, aimed, wired and tested.

B. Durability: All exposed components shall be constructed of corrosion resistant material and/or coated to help prevent corrosion. All exposed carbon steel shall be hot dip galvanized per ASTM A123. All exposed aluminum shall be powder coated with high performance polyester or anodized.

All exterior reflective inserts shall be anodized, coated, and protected from direct environmental exposure to prevent reflective degradation or corrosion. All exposed hardware and fasteners shall be stainless steel, passivated and coated with aluminum-based thermosetting epoxy resin for protection against corrosion and stress corrosion cracking. Structural fasteners may be carbon steel and galvanized meeting ASTM A153 and ISO/EN 1461 (for hot dipped galvanizing), or ASTM B695 (for mechanical galvanizing). All wiring shall be enclosed within the cross-arms, pole, or electrical components enclosure.

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

1. Galvanized steel poles and cross-arm assembly.

2. Non-approved pole technology:

a. Square static cast concrete poles will not be accepted.

b. Direct bury steel poles 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. Lighting systems shall use concrete foundations. See Section 2.4 for details.

a. For a foundation using a pre-stressed concrete base embedded in concrete backfill the concrete shall be air-entrained and have a minimum compressive design strength at 28 days of 3,000 PSI. 3,000 PSI concrete specified for early pole erection, actual required minimum allowable concrete strength is 1,000 PSI. All piers and concrete backfill must bear on and against firm soil.

b. For anchor bolt foundations or foundations using a pre-stressed concrete base in a suspended pier or re-enforced pier design pole erection may occur after 7 days. Or after a concrete sample from the same batch achieves a certain strength.

4. 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 be touch-safe and 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. Integral drivers are not allowed. No exposed wiring is allowed.

b. Active cooling fans are not approved.

c. Manufacturer shall provide surge protection at the pole equal to or greater than 40 kA for each line to ground (Common Mode) as recommended by IEEE C62.41.2_2002.

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

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

6. Control cabinet to provide remote on-off control, monitoring, of the lighting system. See Section

2.3 for further details.

8. Manufacturer shall provide lightning grounding as defined by NFPA 780 and be UL Listed per UL 96 and UL 96A.

a. Integrated grounding via concrete encased electrode grounding system.

b. If grounding is not integrated into the structure, the manufacturer shall supply grounding electrodes, copper down conductors, and exothermic weld kits. Electrodes and conductors shall be sized as required by NFPA 780.The grounding electrode shall be minimum size of 5/8 inch diameter and 8 feet long, with a minimum of 10 feet embedment. Grounding electrode shall be connected to the structure by a grounding electrode conductor with a minimum size of 2 AWG for poles with 75 feet mounting height or less, and 2/0 AWG for poles with more than 75 feet mounting height.

D. Safety: All system components shall be UL listed for the appropriate application.

2.2 ELECTRICAL

A. Electric Power Requirements for the Sports Lighting Equipment:

1. Electric power: 240 Volt, Single Phase

2. Maximum total voltage drop: Voltage drop to the disconnect switch located on the poles shall not exceed three (3) percent of the rated voltage.

B. Energy Consumption: The kW consumption for the field lighting system shall be 73.34 or less.

2.3 CONTROL

A. Instant On/Off Capabilities: System shall provide for instant on/off of luminaires.

B. Lighting contactor cabinet(s) constructed of NEMA Type 4 aluminum, designed for easy installation with contactors, labeled to match field diagrams and electrical design. Manual off-on-auto selector switches shall be provided.

C. Dimming: System shall provide for 3-stage dimming (high-medium-low). Dimming will be set via scheduling options (Website, app, phone, fax, email)

D. Remote Lighting Control System: System shall allow owner and users with a security code to schedule on/off system operation via a web site, phone, fax or email up to ten years in advance.

Manufacturer shall provide and maintain a two-way TCP/IP communication link. Trained staff shall be available 24/7 to provide scheduling support and assist with reporting needs.

The owner may assign various security levels to schedulers by function and/or fields. This function must be flexible to allow a range of privileges such as full scheduling capabilities for all fields to only having permission to execute “early off” commands by phone. Scheduling tool shall be capable of setting curfew limits.

Controller shall accept and store 7-day schedules, be protected against memory loss during power outages, and shall reboot once power is regained and execute any commands that would have occurred during outage.

E. Remote Monitoring System: System shall monitor lighting performance and notify manufacturer if individual luminaire outage is detected so that appropriate maintenance can be scheduled. The controller shall determine switch position (manual or auto) and contactor status (open or closed).

F. Management Tools: Manufacturer shall provide a web-based database and dashboard tool of actual field usage and provide reports by facility and user group. Dashboard shall also show current status of luminaire outages, control operation and service. Mobile application will be provided suitable for IOS, Android and Blackberry devices.

Hours of Usage: Manufacturer shall provide a means of tracking actual hours of usage for the field lighting system that is readily accessible to the owner.

1. Cumulative hours: shall be tracked to show the total hours used by the facility

2. Report hours saved by using early off and push buttons by users.

G. Communication Costs: Manufacturer shall include communication costs for operating the control and monitoring system for a period of 25 years.

H. Communication with luminaire drivers: Control system shall interface with drivers in electrical components enclosures by means of powerline communication.

2.4 STRUCTURAL PARAMETERS

A. Wind Loads: Wind loads shall be based on the 2018 International Building Code. Wind loads to be calculated using ASCE 7-16, an ultimate design wind speed of 110 and exposure category C.

B. Pole Structural Design: The stress analysis and safety factor of the poles shall conform to 2013 AASHTO Standard Specification for Structural Supports for Highway Signs, Luminaires, and Traffic Signals (LTS-6).

C. Foundation Design: The foundation design shall be based on soil parameters as outlined in the geotechnical report. If no geotechnical report is available, the foundation design shall be based on soils that meet or exceed those of a Class 5 material as defined by 2018 IBC Table 1806.2.

D. Foundation Drawings: Project specific foundation drawings stamped by a registered engineer in the state where the project is located are required. The foundation drawings must list the moment, shear (horizontal) force, and axial (vertical) force at ground level for each pole. These drawings must be submitted at time of bid to allow for accurate pricing.

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. Contractor may issue a change order request / estimate for the Owner’s approval / payment for additional costs associated with:

1. Providing engineered foundation embedment design by a registered engineer in the State of Georgia for soils other than specified soil conditions;

2. Additional materials required to achieve alternate foundation;

3. Excavation and removal of materials other than normal soils, such as rock, caliche, etc.

3.2 DELIVERY TIMING

A. Delivery Timing Equipment On-Site: The equipment must be on-site 8-10 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 the Contractor, Project Engineer, Owner's Representative, and Manufacturer's Representative, illumination measurements shall be taken and verified. The illumination measurements shall be conducted in accordance with IESNA LM-5-04.

B. Field Light Level Accountability

1. Light levels are guaranteed not to fall below the target maintained light levels for the entire warranty period of 25 years. These levels will be specifically stated as “guaranteed” on the illumination summary provided by the manufacturer.

2. The contractor/manufacturer shall be responsible for conducting initial light level testing and an additional inspection of the system, in the presence of the owner, one year from the date of commissioning of the lighting.

3. The contractor/manufacturer will be held responsible for any and all changes needed to bring these fields back to compliance for light levels and uniformities. Contractor/Manufacturer will be held responsible for any damage to the fields during these repairs.

C. 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. 25-Year Warranty: Each manufacturer shall supply a signed warranty covering the entire system for 25 years from the date of shipment. Warranty shall guarantee specified light levels. Manufacturer shall maintain specifically-funded financial reserves to assure fulfillment of the warranty for the full term. Warranty does not cover weather conditions events such as lightning or hail damage, improper installation, vandalism or abuse, unauthorized repairs or alterations, or product made by other manufacturers.

B. Maintenance: Manufacturer shall monitor the performance of the lighting system, including on/off status, hours of usage and luminaire outage for 25 years from the date of equipment shipment. 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.

PART 4 – DESIGN APPROVAL

4.0 PRE-BID SUBMITTAL REQUIREMENTS

A. Design Approval: The owner / engineer will review pre-bid submittals per section 4.0.B from all the manufacturers to ensure compliance to the specification 10 days prior to bid. If the design meets the design requirements of the specifications, a letter and/or addendum will be issued to the manufacturer indicating approval for the specific design submitted.

B. Basis of Design Product: Musco’s Light-Structure SystemTM with TLC for LEDTM is the approved product. All substitutions must provide a complete submittal package for approval as outlined in Submittal Information at the end of this section at least 10 days prior to bid. Special manufacturing to meet the standards of this specification may be required. An addendum will be issued prior to bid listing any other approved lighting manufacturers and designs.

C. All listed manufacturers not pre-approved shall submit the information at the end of this section at least 10 days prior to bid. An addendum will be issued prior to bid; listing approved lighting manufacturers and the design method to be used.

D. Bidders are required to bid only products that have been approved by this specification or addendum by the owner or owner’s representative. Bids received that do not utilize an approved system/design, will be rejected.

REQUIRED SUBMITTAL INFORMATION FOR ALL MANUFACTURERS (NOT PRE-APPROVED) 10 DAYS

PRIOR TO BID

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

Yes / No

Tab Item Description

A

Letter/ Checklist

Listing of all information being submitted must be included on the table of contents. List the name of the manufacturer’s local representative and his/her phone number. Signed submittal checklist to be included.

B

Equipment Layout

Drawing(s) showing field layouts with pole locations

C On Field Lighting 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. Height of light test meter above field surface.

e. 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.

f. Technical document addressing the issue of lighting in the vertical plane above the playing surface for aerial sports while achieving the desired glare control requirements.

D Off Field Lighting Design

Lighting design drawing showing initial spill light levels along the boundary line (defined on bid drawings) in footcandles. Lighting design will show glare along the boundary line in candela. 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.

E Photometric

Report

Provide first page of photometric report for all luminaire types being proposed showing candela tabulations as defined by IESNA Publication LM-35-02. Photometric data shall be certified by laboratory with current National Voluntary Laboratory Accreditation Program or an independent testing facility with over 5 years experience. No partial wattage fixture reports or ISO Polar curve reports are acceptable.

F Performance Guarantee

Provide performance guarantee including a written commitment to undertake all corrections required to meet the performance requirements noted in these specifications at no expense to the owner. Light levels must be guaranteed to not fall below target levels for warranty period.

G Structural

Calculations

Pole structural calculations and foundation design showing foundation shape, depth backfill requirements, rebar and anchor bolts (if required). Pole base reaction forces shall be shown on the foundation drawing along with soil bearing pressures. Design must be stamped by a structural engineer in the state of Georgia, if required by owner. (May be supplied upon award).

H Control & Monitoring

System

Manufacturer of the control and monitoring system shall provide written definition and schematics for automated control system. They will also provide ten (10) references of customers currently using proposed system in the state of Georgia.

I Warranty

Provide written warranty information including all terms and conditions. Provide ten (10) references of customers currently under specified warranty in the state of Georgia.

J Project

References

Manufacturer to provide a list of 10 projects where the technology and specific fixture proposed for this project has been installed in the state of Georgia. Reference list will include project name, project city, installation date, and if requested, contact name and contact phone number.

K 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 on fixtures, remote driver cabinets, drivers, surge protections, fusing, controls, poles and foundations. All certifications including UL and DLC shall be shown on the technical cut sheets.

L Delivery

Manufacturer shall supply an expected delivery timeframe from receipt of approved submittals and complete order information.

M

Non- Compliance

Manufacturer shall list all items that do not comply with the specifications. If in full compliance, tab may be omitted.

N Environmental Light Control

Design

Environmental glare impact scans must be submitted showing the maximum candela 150’ from the field edge.

The information supplied herein shall be used for the purpose of complying with the specifications for the City of Summerville. 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 and not listed in the Non-Compliance section.

Manufacturer: Signature:

Contact Name: Date: ______/______/_____

Contractor: _______________________________________ Signature: _______________________________

Bid needs to include:

● All parts

● All labor

● Lead Time for the complete project

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the vendor agrees as follows:

The vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry, or disability. The vendor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry, or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the vendor’s non-compliance with this non-discrimination clause, the contract may be cancelled or terminated by the City of Summerville. The vendors may be declared, by the City of

Summerville, ineligible for further contracts with the City of Summerville until satisfactory proof of intent to comply shall be made by the vendor.

The vendor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

Vendor

Signature

Title

City of Summerville, Georgia

E-Verify Compliance Affidavit

STATE OF GEORGIA

COUNTY OF _______________

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Summerville, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. §13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. §13-10-91(b).

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User ID Number Signature (if less than 10 employees)

Date of Authorization Name of Contractor/Company

Name of Project Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ________ day of __________________, 20____.

Signature of Authorized Officer or Agent Printed Name of Officer or Agent

Subscribed and sworn before me

This ______ day of _________________, 20______.

My Commission Expires: ______________________

CITY OF SUMMERVILLE, GEORGIA

SAVE COMPLIANCE AFFIDAVIT

O.C.G.A. §50-36-1(f)(1)(B)

By executing this affidavit under oath, as an applicant for a Contract, as referenced in O.C.G.A. §50-36-1, from the City of Summerville, Georgia, the undersigned applicant verifies one of the following with respect to my application for public benefit:

1) ___________ I am a United States citizen.

2) ___________ I am a legal permanent resident of the United States.

3) ___________ I am a qualified alien or non-immigrant under the Federal Immigration and Nationality Act with an alien number issued by the Department of Homeland Security or other federal immigration agency.

My alien number issued by the Department of Homeland Security or other federal immigration agency is: _____________________

The undersigned applicant also hereby verifies that he or she is 18 years of age or older and has provided at least one secure and verifiable document, as required by O.C.G.A. §50-36-1 (f)(1)(A), with this affidavit.

The secure and verifiable document provided with this affidavit can best be classified as:

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of O.C.G.A. §16-10-20, and face criminal penalties as allowed by such criminal statutes.

Executed on ________ day of __________________, 20____.

Signature of Authorized Officer or Agent Printed Name of Officer or Agent

Subscribed and sworn before me This ______ day of _________________, 20______.

My Commission Expires: ______________________