RFP_for_Installing_Sports_Lighting_for_Three_Multi-Purpose_Fields_at_School_Street-5-9-25.pdf

REQUEST FOR PROPOSALS FOR RECREATION AND PARKS PROJECT FOR

INSTALLATION OF SPORTS LIGHTING FOR THREE MULTI-PURPOSE ATHLETIC FIELDS

IN CAMBRIDGE, MARYLAND 2025

RECREATION AND PARKS PROJECT FOR INSTALLATION OF SPORTS LIGHTING FOR

THREE MULTI-PURPOSE ATHLETIC FIELDS IN CAMBRIDGE TO THE COUNTY OF

DORCHESTER, MARYLAND.

INVITATION TO BID

The County Council of Dorchester County is requesting sports lighting for three multi-purpose athletic fields in Dorchester County.

Sealed bids, clearly marked “DORCHESTER COUNTY, MARYLAND, DEPARTMENT OF

RECREATION AND PARKS PROJECT FOR INSTALLATION OF SPORTS LIGHTS FOR THREE MULTI-

PURPOSE ATHLETIC FIELDS,” are to be submitted on June 3rd, 2025 at the Dorchester County Office Building, Room 108, 501 Court Lane, Cambridge, MD 21613 no later than 1:00 p.m., at which time bids will be opened in Room 110 of the County Office Building.

The Request for Proposals is available at dorchestercountymd.com. For additional information and /or to schedule a site visit, please contact Duc Trieu, Recreation and Parks Director, at dtrieu@docogonet.com or (410) 228-5578.

The Dorchester County Council reserves the right to accept or reject any and all bids or parts of bids when it is judged in the best interest of the County.

George L. Pfeffer, Jr. President Dorchester County Council

DORCHESTER COUNTY, MARYLAND, DEPARTMENT OF RECREATION AND PARKS PROJECT FOR

INSTALLATION OF SPORTS LIGHTS FOR THREE MULTI-PURPOSE ATHLETIC FIELDS IN

CAMBRIDGE, MARYLAND.

The Project

• Dorchester County is accepting proposals from vendors to provide professional installation of sports lights for three multi-purpose athletic fields in Cambridge, Maryland. The address of the property is the property that is fronting School Street and Northwest of Somerset Avenue, Maryland, 2163.

Scope of Work for Sports Lighting

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 School Street Athletic Complex 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. Field 1

2. Field 3

3. Championship Field

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

1. Guaranteed Light Levels: Selection of appropriate light levels impacts the safety of 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 players, spectators, and neighbors.

3. Cost of Ownership: 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. All lighting designs shall comply with Cambridge, MD.

5. 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.

a. Control and monitoring system shall provide contactor control of all existing circuits. Key switches shall be provided to provide field-level control of existing circuit groups.

1.2 ONFIELD 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 manufacturers will provide a guarantee that light levels will be sustained over the life of the warranty period.

Lighting calculations shall be developed, and field measurements taken on the grid spacing with the minimum number of grid points specified below.

Manufacturers will provide lumen maintenance data of the LED luminaires used per TM-21-11 and will incorporate the lumen maintenance projections into the lighting designs to ensure target light levels are achieved throughout the guaranteed period of the system. Per IES guidelines, lumen maintenance hours should be reported based on the 6x multiplier of testing hours.

Area of Lighting Average Target Illumination Levels Maximum to Minimum Uniformity Ratio Grid Points Grid Spacing

Field 1 18.46 15.48 66 30.0’x30.0’

Field 3 17.78 26.69 66 30.0’x30.0’

Championship

Field FB/SO 30 2.5 72 30.0’x30.0’

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

C. Playability: Lighting design and luminaire selection should be optimized for playability by reducing glare on-field and providing sufficient uplight.

1. Aiming Angles: To reduce glare, luminaire aiming should ensure the top of the luminaire field angle (based on sample photometric reports) is a minimum of 10 degrees below horizontal.

2. Glare Control Technology – Luminaires selected should have glare control technology including, but not limited to: external visors, internal shields and louvres. No symmetrical beam patterns are acceptable.

3. Aerial lighting – Adequate illumination must be provided above the field to see the ball in flight. It is recommended that a lighting analysis be performed above the field of play to evaluate the visibility of the ball over its typical trajectory to ensure the participants will adequately see the ball. Calculation planes should be evaluated up to the maximum anticipated height for the level of play.

4. Mounting Heights: To ensure proper aiming angles, minimum mountings heights shall be as described below. Higher mounting heights may be necessary for luminaire with lesser glare control to meet field angle requirements of section 1.2.C.1.

# of Poles Pole Designation Pole Height

8 F1, F2, F3, F4, S1, S2, S7 and S8 70’

1.3 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. Lighting Ordinance: In accordance with Cambridge, MD lighting ordinance, maximum initial horizontal illumination at the property line shall not exceed 0.5 foot-candles.

C. 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.

Average Maximum

150’ Specified Spill Line Horizontal Footcandles 0.01 fc 0.05 fc

150’ Specified Spill Line Max Vertical Footcandles 0.02 fc 0.07 fc

150’ Specified Spill Line Max Candela (taken at 5 ft above grade) 750 cd 2,500 cd

D. Environmental glare impact scans must be submitted showing the maximum candela from the field edge on a map of the surrounding area until 2,500 candela or less is achieved.

E. Spill Scans: Spill scans must be submitted indicating the amount of horizontal and vertical footcandles along the specified lines. Light levels shall be provided in 30-foot intervals along the boundary line at 3 ft above grade.

F. Sample Photometry: 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.

G. Field Verification: Lighting manufacturer shall supply field verification of environmental light control using a meter calibrated within the last 12 months:

1. Spill verification: Illumination levels shall be taken in accordance with IESNA RP-6-22. The light sensing surface of the light meter should be held 36 inches above the playing surface with the sensing surface horizontal (for horizontal readings) or vertically pointed at the brightest light bank (for max vertical readings)

1.4 COST OF OWNERSHIP

A. Manufacturer shall submit a 25 year Cost of Ownership summary that includes energy consumption, anticipated maintenance costs, and control costs. All costs associated with faulty luminaire replacement - equipment rentals, removal and installation labor, and shipping - are to be included in the maintenance costs.

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. Alternate: Concrete pole with a minimum of 8,000 psi and installed with concrete backfill will be an acceptable alternative provided building code, wind speed and foundation designs per specifications are adhered to.

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 undisturbed 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.

b. 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.

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

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

7. Control cabinet to provide remote on-off control, monitoring. 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: 480 Volt, 3 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 47.66.

2.3 CONTROL

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

B. Contactor control of lights: To minimize wear on drivers and other electrical components and prevent lights from turning on due to communication loss, circuits must be controlled via contactor switching, not dimming driver output to zero.

C. 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 and Android 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.

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

E. 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 115 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 Maryland 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

B. Delivery Timing Equipment On-Site: The equipment must be on-site 8 to 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 RP-6-22.

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, uniformity ratios, uplight for aerial visibility, and offsite candela readings 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.

Scope of Work for Assembling New Light Poles and Bases for Electrical System

Furnish all materials and labor:

1. Provide equipment and materials to off load truck, spot pole bases and poles—store electrical boxes and light fixtures.

2. Provide equipment and labor to dig 12 holes, set 12 pre-cast pole base, provide concrete for recommended back fill.

3. Provide equipment and labor to assemble (8) light poles.

4. Provide equipment and labor to set and Aim (8) light poles.

5. Provide labor to hook up light poles.

6. Dispose of construction trash.

7. Provide conduit from Panels to 12 pole bases.

8. Provide wire in conduit to (8) pole bases.

9. Provide and install New 600 amp ct service and disconnect near School street.

10.Furnish and install 600’ of service cable (direct buried) from DPL pole to CT.

board then to panel board location between Soccer and Football fields.

11.Furnish and install 2” conduit past Football field for future pickle ball courts

12.Furnish and install 2 runs of 4”PVC conduit for main service

13.Furnish and install 600amp 480 volt outdoor panel board with breakers.

14.Pole layout by others.

15.Access to all locations for drill equipment, trucks.

16.Spoils to be Moved to one site at park.

17. Lights to be stored inside the storage trailer till assembled.

18.Provide electrical permit/inspection.

19.Turnkey project.

Vendor Qualifications

• Vendor shall have the wherewithal to provide services as specified, shall have proper insurance, equipment, knowledge, and employees in place to satisfactorily perform the professional installation of sports lighting for three multi-purpose athletic fields in a timely fashion.

• Vendor shall supply references for ten sports lighting projects within the last ten years.

Tax Exemption

• The Department of Recreation and Parks, being a political subdivision, is exempt by law from applicable excise and sales tax.

Invoicing

• Contractor/Company shall provide a W-9 form. Invoices shall be paid approximately within 30 days of receipt. Partial or prepayments must be discussed prior to Invoicing.

Final payments will not be made until project is completed to satisfactory.

Invoices may be emailed to dtrieu@docogonet.com

Or Mailed to:

Dorchester County Recreation and Parks PO Box 598 Cambridge, MD 21613

Bidding Form

• Bids will be submitted on the “Bid Form” that is contained within this document.

Reservation

• The County Council reserves the right to reject any and all bids waive formalities, informalities, and technicalities therein, and to take whichever bid they determine to be in the best interest of the County considering lowest or best bid, quality of goods and work, time of delivery or completion, responsibility of bidders being considered, previous experience of bidders, or any other factors they deem appropriate.

Vendor’s Insurance

• The Vendor shall purchase and maintain during the life of this contract, Workman’s Compensation Insurance for all of his or any subcontractor’s employees employed at the site of the work; and such Public Liability and Property Damage Insurance as shall protect him from claims which may arise from operations under this contract for personal injury (including accidental death) as well as for property damage-whether such operations are by himself or by any subcontractor, or by anyone directly employed by them.

• Public Liability Insurance shall be in the amount not less than $500,000 for injuries, including wrongful death to any one person; and, subject to the same limit for each person, in an amount not less than $1,000,000 on account of one accident.

• Property Damage Insurance shall be in an amount not less than $500,000 for damages on account of any one accident, and in an amount not less than $1,000,000 for damages on account of all accidents.

• A Certificate of Insurance shall be provided as a condition of a contract award.

Dorchester County shall be named as an additional insured.

Acceptance and Final Payment

When in the opinion of the vendor that he has substantially completed the work in a satisfactory manner in accordance with the terms of the contract, the vendor shall submit in writing to the County a request for a determination that the project is complete and suitable for its intended use. They County shall make an inspection of the entire project and shall provide in writing to the Contractor a finding if the project is substantially complete and if so a final punch list of the remaining work to be completed for final completion.

• As a condition for final payment, the vendor shall supply the following:

A. Release of Liens-The vendor shall deliver (in a form satisfactory to the County) a written report to the effect that all bills for labor, materials, and supplies have been paid or satisfactorily secured.

B. Consent of Surety-Projects bonded by a surety bond will require written Consent of Surety for Final Payment.

BID FORM

DORCHESTER COUNTY, MARYLAND, DEPARTMENT OF RECREATION AND PARKS PROJECT FOR

INSTALLATION OF SPORTS LIGHTS FOR THREE MULTI-PURPOSE ATHLETIC FIELDS IN

CAMBRIDGE, MARYLAND.

Cost of Project for the installation of sports lights for three multi-purpose athletic fields:

NOTE: Bidder must provide proof of insurance, references, proof of business status and all tax related information with bid.

Witness: Bid Submitted By:

Company Name

Representative & Title

Email

Address

Phone number

Date

AFFIDAVIT OF QUALIFICATION TO BID

I hereby affirm that

1. I am the ________________________________________________________and the duly authorized (Title)

Representative of the firm of ____________________________________________________________________ (Name of Firm)

Whose address is ____________________________________________________________________________

And that I possess the legal authority to make this Affidavit on behalf of myself and the firm for which I am acting.

2. Except as described in paragraph 3 below, neither I nor the above firm, nor to the best of my knowledge, any of its officers, director, or partners, or any of its employees directly involved in obtaining contracts with the State or any county, bi-county or multi-county agency, or subdivision of the State have been convicted of, or have pleaded nolo contendere to a charge of, or have during the course of an official investigation or other proceeding admitted in writing or under oath, acts or omission which constitute bribery, attempted bribery, or conspiracy to bribe under the provision of Article 27 of the Annotated Code of Maryland or under the laws of any state or the federal government (conduct prior to July 1, 1977 is not required to be reported).

3. (State “None” or, as appropriate, list any conviction, plea, or admission described in paragraph 2 above, with the date, court, official, or administrative body, the individuals involved and their position with the firm, and the sentence of disposition if any).

I acknowledge that this Affidavit is to be furnished to the Dorchester County Council and, where appropriate the Board of Public Works and to the Attorney General under section 16D of Article 78A of the Annotated Code of Maryland. I acknowledge that, if the representations set forth in this Affidavit are not true and correct, The Dorchester County Council may terminate any contract awarded and take any other appropriate action. I further acknowledge that I am executing this Affidavit in compliance with section

16D of Article 78A of the Annotated Code of Maryland, which provides that certain persons who have been convicted of or have admitted to bribery, attempted bribery, or conspiracy to bribe may be disqualified, either by operation of law or after a hearing, from entering into contracts with the State or any of agencies or subdivisions.

I do solemnly declare and affirm under the penalties of perjury that the contents of the Affidavit are true and correct.

Signature Date