RFP 26-43AB - ATTACHMENT F.pdf

Hampton Coliseum Lighting Modernization City of Hampton, Virginia

Official RFP - Final Version (For Approval) Page 2

CITY OF HAMPTON, VIRGINIA

Hampton Coliseum Lighting Modernization External and Interior Architectural Lighting with Central Controls

Issuing Entity City of Hampton, Virginia Facility Hampton Coliseum

Project Type Modernization of exterior and interior architectural lighting systems

Construction Date

December 1, 1969

Primary Goal Replace aging manual lighting infrastructure with a modern programmable solution featuring centralized controls, scheduling, event-ready color capability, and improved maintainability.

Document Type Request for Proposals (RFP)

1. Project Overview The City of Hampton seeks proposals from qualified firms to design, furnish, install, program, and commission a modern lighting system for Hampton Coliseum.

The intent is to transform the building’s original lighting approach into a contemporary architectural lighting solution that improves visual impact, operational control, flexibility, and long-term maintainability.

This project is expected to impact both the exterior envelope and select interior public-facing spaces, including the concourse walls and lobby areas, through a centrally managed system capable of scheduling, scene programming, and event-based color changes.

2. Background and Existing Conditions

• Hampton Coliseum was constructed on December 1, 1969, and the lighting infrastructure under consideration is legacy in nature and now more than 56 years old.

• Current lighting changes are manual and labor-intensive due to the absence of a centralized controller.

• Existing infrastructure constraints include power-over-wire conditions, embedded conduit in concrete, and limited routing flexibility for new cabling.

• The current setup relies in part on original fixtures using interchangeable gel caps, which do not provide the control, responsiveness, or presentation expected of a modern venue.

• Ground-level fixture placement is limited by crowd management and public safety considerations.

Area Current Notes

Exterior Lighting Approx. 48 uplighting fixtures, 96 crown fixtures, and 48 low-level fixtures identified for evaluation and modernization.

Lobby Fixtures Interior public-facing lighting to be included within the modernization effort.

Concourse Lighting Architectural lighting along concourse walls to be evaluated as part of the interior enhancement scope.

Interior Fixture Count Planning notes reference approximately 24 existing 150-watt halo fixtures and up to 26 interior fixture opportunities.

Official RFP - Final Version (For Approval) Page 3

3. Project Objectives

• Modernize the Coliseum’s original lighting system with a contemporary RGB or RGBW architectural lighting solution.

• Provide central controls to allow authorized staff to manage color changes, scenes, schedules, and event programming in-house.

• Improve the visual presence of Hampton Coliseum through dynamic lighting that supports civic branding, event identity, and public presentation.

• Enhance ease of operation while reducing reliance on manual fixture-by-fixture intervention.

• Implement a solution that is durable, maintainable, and scalable for future operational needs.

4. Scope of Services A. Exterior Lighting

• Provide a complete modernization approach for exterior architectural lighting systems serving the building façade and associated lighting zones identified by the City.

• Replace or retrofit existing equipment as needed to deliver a consistent, programmable, venue-quality solution.

• Account for placement limitations, crowd management restrictions, and existing infrastructure conditions.

B. Interior Architectural Lighting

• Address lighting within the lobby and concourse wall areas as part of the public-facing modernization program.

• Provide an integrated interior approach that complements the exterior presentation and allows coordinated scene control where appropriate.

• Evaluate whether any existing fixtures or mounting conditions can be reused without compromising quality, reliability, or control capability.

C. Controls and Programming

• Provide a centralized lighting control platform suitable for in-house management and scheduling.

• Include a secure web-based interface and a physical control option such as a touch panel or wall-mounted control station.

• Support user permissions or group-based access for operational control.

• Allow programmable scenes, calendar scheduling, and event-based color changes.

D. Photometric Testing and Analysis

• Perform existing-condition photometric testing and/or calculations for relevant exterior and interior lighting zones to document current performance.

• Develop proposed photometric models illustrating anticipated lighting performance, visibility, coverage, and uniformity for the recommended design.

• Provide before-and-after photometric comparisons, fixture layouts, and supporting calculations sufficient for City review and decision-making.

• Identify assumptions, target light levels, glare-control considerations, and any code or best-practice references used in the analysis.

E. Implementation Services

• Include design verification, equipment supply, installation, programming, testing, commissioning, training, and closeout documentation.

• Coordinate installation methods to minimize disruption and reduce the need for invasive demolition where feasible.

Official RFP - Final Version (For Approval) Page 4

5. Technical and Operational Requirements

Category Requirement

Control System Centralized control with scene programming, scheduling, and authorized in-house operation.

Interfaces Web control, touch panel or equivalent physical interface, and organized user group permissions.

Lighting Capability Dynamic color control for architectural, branding, and event support applications.

Durability Weather- and wind-resistant equipment appropriate for long-term exterior exposure.

Infrastructure Approach Wireless or hybrid communication approach is preferred due to concrete-embedded conduit and limited cabling flexibility.

Operations System must be manageable and schedulable by City staff after training and handoff.

6. Design Constraints and Considerations

• Existing electrical and lighting infrastructure must be carefully evaluated, including available 277-volt connections and legacy conditions.

• Embedded conduit and concrete conditions may restrict conventional rewiring approaches.

• No existing power or pathway assumptions should be made without field verification by the proposer.

• The City prefers solutions that balance performance, maintainability, and minimal disruption to the structure.

7. Vendor Qualifications

• Demonstrated experience with architectural lighting modernization, controls integration, and commissioning.

• Ability to evaluate existing site conditions and deliver a practical implementation strategy for a legacy facility.

• Capacity to provide staff training, warranty support, and post-installation documentation.

• Experience working in public assembly venues, municipal facilities, arenas, or similarly complex environments is preferred.

8. Deliverables

• Proposed system narrative and implementation approach.

• Fixture schedule and equipment specifications.

• Control architecture and user interface description.

• Existing-condition and proposed-condition photometric analyses.

• Installation and commissioning plan.

• Training plan for City staff.

• Warranty, support, and maintenance information.

• Final record documentation at project closeout.