RFP 26_109 Award_Agenda Packet 3_23_26.pdf

STAFF REPORT

Department: Recreation, Parks & Cultural Services

Submitted By: Morgan Rodgers Meeting Date: March 23, 2026

AGENDA ITEM:

Request For Proposal 26-109: North Park Lighting Project with Land and Water Conservation Fund Grant Funding Consideration and approval of the award of RFP 26-109: North Park Lighting Project with LWCF Grant Funding to PSG Energy Services, LLC in an amount totaling $739,809.41 for pole and light replacement on North Park rectangular fields 1-4, NMML field, and tennis/pickleball courts, and with authorization for the Mayor to execute all necessary documents.

STAFF RECOMMENDATION:

Recommend the Mayor and City Council approve the award of contract to PSG Energy Services, LLC for RFP 26- 109 North Park Lighting Project with LWCF Grant Funding pole and light replacement on North Park softball fields 1-4 and light replacements on rectangular fields, NMML field, tennis/pickleball courts, and to permit the Mayor to execute all necessary documents.

BUDGET & PROCUREMENT:

BUDGETED ITEM: YES FISCAL IMPACT: YES

INCLUDED IN CURRENT FY CPTL BUDGET: YES INCLUDED IN CURRENT FY OPRT. BUDGET: NO

TOTAL PROJECT COST: $739,809.41

APPROPRIATIONS:

ACCOUNT TITLE/NUMBER DOLLAR AMOUNT

LWCF Grant (North Park Lighting) 34061150-541500-G2507 LWCF Match (North Park Lighting) 30161150-541500-G2507

$369,905 $369,905

EXTERNAL FUNDING SOURCES:

ACCOUNT TITLE/NUMBER DOLLAR AMOUNT

LWCF Grant (North Park Lighting) 34061150-331310-G2507

$369,905 $0.00

ITEM DESCRIPTION:

Background:

Due to the age and quality of the lights on the fields included in the scope, and age and condition of the existing wooden poles on fields 1-4, the City of Alpharetta requested RFP 26-109 North Park Lighting Project with LWCF Grant Funding proposals from contractors qualified to provide lighting upgrades to the athletic facilities at certain fields within the City's North Park, located at 13450 Cogburn Road, Alpharetta, GA.

The project includes replacement of poles (24) and lights (228 fixtures) on North Park softball fields 1-4, and lights on multipurpose turf field, Miracle League Adaptive Field, and tennis/pickleball courts; to replace existing wooden light poles with concrete pole system and to upgrade lighting fixtures to LED. The project scope addresses removal and disposal of existing wooden poles, installing new concrete poles, and updating the current lighting to LED fixtures to no less that Class IV lighting level. Required design and permitting should also be included.

This project detail in RFP 26-109 is funded (in part) with Land and Water Conservation Fund (LWCF) grant funds, requiring the awarded contractor to adhere to all qualifying requirements through the project duration.

Procurement Statistics:

1. Vendor invitations sent:

a. Bonfire: 86

b. State, Georgia Procurement Registry: 773

2. PSG proposal attached with cost sheet.

3. Contract draft attached; reviewed and approved by our legal team and by the vendor.

4. We had four responses, but only two of those were responsive and responsible proposals. (Of those eliminated from scoring, one was offering a different type of pole than the requested concrete poles, and one was well beyond our budget.) Scoring matrix for the two remaining proposals is listed below:

Firm Total Cost Points Awarded Technical Proposal, Quality

Total Score

PSG Energy Services, LLC

$739,809.41 30.00 58.33 88.33

Qualite Sports Lighting

$910,805.00 24.37 55.00 79.37

Recommendation Explanation:

PSG Energy Services, LLC put forth a proposal that scored highest out of the two submitted, and is therefore recommended to be the service provider for requested RFP 26-109 North Park Lighting Project with LWCF Grant Funding.

ALTERNATIVES:

Deny approval and resubmit through the RFP process.

ATTACHMENTS:

1. RFP 26-109 Scope of Work-Submittal Info

2. 26-109 North Park Lighting- Record of Receipt

3. City of Alpharetta- PSG Response- SOW

4. 26-109 PSG Energy Svcs Contract

5. RFP 26-109 Ranking and Cost