Stadium Lighting Upgrade Brooks County School.pdf

BROOKS COUNTY SCHOOLS

Request for Proposal for Installation of Veterans Stadium Lighting Upgrade

Installation and support of Stadium Lighting at:

Veterans Stadium 400 Barwick Road, Quitman, GA 31643

BID SUBMITTAL AND OPENING:

Bid Date: May 5, 2026 Bid Time: 12:00 PM, local time Location: J. H. Wells Center, 1081 Barwick Road, Quitman, GA 31643

Sealed proposals are required. Late proposals will not be accepted.

Sealed bids must be delivered by 12:00 P.M. May 5, 2026 to the J. H. Wells Center, 1081 Barwick Road, Quitman, GA 31643.

Bids will be opened at that time in the Superintendent’s Office.

Proposals must be clearly labeled:

“Sealed Proposal – Veterans Stadium Lighting Upgrade”

INQUIRIES:

Reggie Lee, Athletic Director rlee@brooks.k12.ga.us 229-630-2661

Deadline for Questions: April 29, 2026 Responses will be issued via written addenda. Vendors are responsible for acknowledging all addenda.

ADVERTISEMENT AND COMPLIANCE:

This Request for Proposal (RFP) will be publicly posted on the Georgia Procurement Registry (GPR) and on the Brooks County Schools website.

This project shall comply with O.C.G.A. § 36-91 (Georgia Public Works Law), when applicable.

STATEMENT OF PURPOSE:

This Request for Proposal (RFP) documents the Brooks County Schools requirements for a lighting system with complete installation and support for the listed location.

SCOPE OF WORK:

Provide and install a lighting system which shall provide at a minimum the following:

● Provide a turnkey solution for the design, delivery, and installation of a high-efficiency sports lighting system.

● The project will replace existing fixtures and install the new system on the existing infrastructure to reduce energy consumption and maintenance while improving playability.

● Retrofit into existing poles and mounting structures. The vendor is responsible for verifying the structural integrity of existing poles for the new load.

● The system must meet, or exceed, the minimum requirements for a GHSA member school for competition in High School Football and Soccer.

● Fixtures must include specialized optics designed for aerial sports to track objects in flight against a dark sky.

● Maximum glare control must be utilized to protect player vision and minimize light spill into the surrounding community.

● Proactive system monitoring to alert the district of any fixture or component failure.

● Optional Feature: Capability for dimming and/or synchronized "light show" entertainment effects for pre-game and half-time events.

● Vendor is responsible for the professional removal and environmentally-safe disposal of all existing lamps and ballasts.

GENERAL REQUIREMENTS:

● Vendors may propose changes or upgrades if necessary

● Vendor must include maintenance and tech support for a minimum of one (1) year

● Provide pricing for continued annual renewal support

● Annual license fees must be clearly listed

● Onsite visits available April 1–30, 2026 by appointment

WARRANTY:

Vendor must provide a multi-year comprehensive warranty covering all parts and onsite labor.

INSURANCE REQUIREMENTS:

Vendor must provide proof of:

● Payment Bond for 100% of the amount of the bid for this project

● Performance Bond

● Workers’ Compensation Insurance

● Employer’s Liability Insurance

● General Liability Insurance

LEGAL REQUIREMENTS:

Vendor must comply with O.C.G.A. § 13-10-91 (E-Verify) and submit Contractor Affidavit.

ACCEPTANCE OF PROPOSAL:

Brooks County Schools reserves the right to reject any or all proposals.

All costs for proposal preparation are the responsibility of the bidder.

The district reserves the right to modify project scope prior to contract execution.

SELECTION CRITERIA:

Total Project Cost – 20 pts Technical Specifications – 15 pts

Vendor Experience – 5 pts Maintenance & Support – 5 pts Implementation Timeline – 5 pts

TOTAL: 50 POINTS

Brooks County Schools reserves the right to request additional information or conduct interviews.