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RFP for Sonoraville Recreation Exterior Athletic Lighting Renovations 2025-02 Contact Information: Gordon County Attn: Purchasing Manager 201 North Wall Street Calhoun, Georgia 30701 (706) 879-2198 [EMAIL REDACTED] ---PAGE BREAK--- REQUEST FOR PROPOSAL Sonoraville Recreation Complex Exterior Athletic Lighting Renovations The Gordon County Board of Commissioners is soliciting competitive sealed proposals from qualified vendors to perform renovations of the Exterior Athletic Lighting at the Sonoraville Recreation Complex. Your written sealed proposal must contain a minimum: Completed bid form with the total cost of services An Authorized Signature. Five written recommendations on completed lighting projects from the last 5 to 10 years Non-Collusion Affidavit form provided by the county. In addition, the successful contractor shall submit the following items within ten (10) calendar days of notification from the county of the bid award. Proof of Worker’s Compensation Insurance in accordance with state law. Proof of valid and current business license from the city/county where the business is located or a business license from Gordon County. Certification that the contractor operates a drug-free workplace in accordance with O.C.G.A. 50-24-1 through 50-24-6 (form provided by the county) General Liability Insurance Certificate A mandatory pre-bid meeting will be held on June 16 at 10:00 am at the Sonoraville Recreation Complex located at 7494 Fairmount Hwy SE, Calhoun, GA 30701. Since this is a rebid, if you or someone from your company attended the first mandatory pre-bid meeting, you do not have to attend this meeting if you are planning on resubmitting. All questions concerning this project must be sent via e-mail to [EMAIL REDACTED] Questions will be answered as an addendum on the website. No questions will be answered via telephone calls. If you choose to submit a written proposal, your sealed proposal must be marked, “Exterior Lighting Proposal” and delivered to Gordon County Administration Building at 201 N. Wall Street, Calhoun, GA 30701 no later than 2:00 p.m. on July 10, 2025. All Proposals will be publicly opened at that time and place. You are invited to attend this proposal opening. No proposals shall be withdrawn for a period of 90 days after the proposal opening. The Gordon County Board of Commissioners reserves the right to accept or reject any or all proposals received and/or disregard informalities in the bids received. ---PAGE BREAK--- Submission If you choose to submit a RFP for this service and products, the County requires the vendor to submit five sealed original printed bid/proposals (faxes and emails not accepted) and one thumb drive of the bid/proposal. The bid response shall be in the form defined in Proposal Response Requirements. Any response received after the deadline date and time shall be returned unopened. Incomplete responses may not be considered if the omissions are determined to be significant. The Gordon County Board of Commissioners reserves the right to accept, or reject, any and all Bids received and/or disregard informalities in the Bids received. If additional information is needed, contact Charmon VanDyke, Gordon County Purchasing Manager [EMAIL REDACTED] Communication with Gordon County All Communications regarding this RFP should be communicated through Gordon County Purchasing. Telephone inquiries will not be accepted. Any questions regarding this RFP should be submitted to Charmon VanDyke via email – [EMAIL REDACTED]. Your inquiry must contain “Exterior Lighting Proposal”, your company name, address, and telephone number Information obtained from any other source is not official and should not be relied upon ---PAGE BREAK--- Award While the County entertains a Bid, it will not be bound to award the Bid. The County may contact and evaluate the vendor’s and any subcontractor’s references; contact any vendor to clarify response; contact any current or past users of a vendor's or subcontractors services. The County will not be obligated to accept the lowest offer but will make an award in the best interest of the County after all factors have been evaluated. The County will be the sole judge of the successful offer. The County reserves the right to negotiate with any and all vendors. Vendors are advised that it is possible that an award may be made without discussion or any contact concerning the Bid received. Accordingly, Bids should contain the most favorable terms from a price and technical standpoint, which the vendor can submit to the County. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss or revise your proposal. Payment Terms THE COUNTY SHALL: Pay the contractor in payments with terms of NET 60 unless cash discounts are offered for early payment. ---PAGE BREAK--- Local Bidder Privilege The County has within the purchasing policies a Local Bidder Privilege as defined below: Because bids awarded to “local” vendors contribute to the Gordon County tax base and promote the local economy, the Gordon County Board of Commissioners has determined that, under certain circumstances, such “local” vendors shall be provided an additional privilege when bidding against non-local vendors. If a “local” vendor’s bid shall meet all specifications and is not more than four percent more than the lowest responsive and responsible bidder, the lowest bidding “local” vendor shall be given one business day from the opening of such bids in which to notify the Purchasing Manager that it agrees to match the low bid submitted by any non-local vendor. If such “local” vendor shall not agree to match the low bid, then the next lowest “local” vendor, if any within this specified category, shall be given one business day there from to notify the Purchasing Manager that it agrees to match the low bid submitted by any non-local vendor, and so on until all “local” vendors who fall within the specified category have had an opportunity to match the low bid. This privilege or preference shall not apply to road construction or public works projects otherwise governed by Georgia Law or to the purchase of any other goods and/or services, for which such preference is prohibited by Georgia Law. A “local” vendor for purposes of this section shall be defined as a vendor maintaining a physical presence within Gordon County, including, but not limited to the maintenance of one or more offices within Gordon County with continuous employment of not fewer than two persons at such office(s) for more than six months prior to the submission of such bid. The mere maintenance of a post office box within Gordon County shall not qualify a vendor as “local” for purposes of this policy. ---PAGE BREAK--- GORDON COUNTY, GEORGIA SONORAVILLE RECREATION COMPLEX EXTERIOR LIGHTING RENOVATIONS BID FORM Completion Date Name of Contact Authorized Printed It is agreed by the above-signed bidder that the signature and submission of this bid represents the bidder’s acceptance of all terms, conditions, and requirements of the bid specifications and if awarded, the bid will represent the agreement between both parties. The bidder agrees that the cost of any work performed, materials furnished, services provided, or expenses incurred, which are not specifically delineated in the bid documents, but which are incidental to the scope, intent, and completion of this contract, shall be deemed to have been included in the prices bid for the various items scheduled. ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS NON-COLLUSIONAL AFFIDAVIT STATE COUNTY I being first duly sworn, depose and say that; He/She the bidder that has submitted the attached bid; He/She is fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such bid; Such bid is genuine and is not a collusive or sham bid; Neither the said bidder nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has any way colluded, conspired, connived, or agreed, directly or indirectly with any other bidder, firm or person to submit a collusive or sham bid in connection with the contract for which the attached bid has been submitted or to refrain from bidding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other bidder, firm or person to fix the price or prices in the attached bid or of any other bidder, or to fix any overhead, profit, or cost element of the bid price or the bid price of any other bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the Gordon County Board of Commissioners or any person interested in the proposed contract; and The price or prices quoted in the attached bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. Printed Subscribed and sworn to me this day of 2025 Notary Public: Commission Expires: ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS DRUG-FREE WORKPLACE CERTIFICATE By signature on this certificate, the contractor certifies that the provisions of O.C.G.A. Section 50-24-6 related to the “Drug-Free Workplace Act” have been complied with in full. The contractor further certifies that: A drug-free workplace will be provided for the contractor’s employees during the performance of the contract; and Each contractor who hires a subcontractor to work in the drug-free workplace shall secure from that subcontractor the following written certification: “As part of the subcontracting agreement with (contractor’s name), (subcontractor’s name) certifies to the contractor that a drug-free workplace will be provided for the subcontractor’s employees during the performance of this contract pursuant to O.C.G.A. Section 50-24-3(b)(7).” By signature of this certificate, the contractor further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of controlled substance or marijuana during the performance of this contract. Printed ---PAGE BREAK--- Tentative Calendar of Events RFP Posted: June 10, 2025 Mandatory Pre Bid Meeting June 23, 2025 @ 1 pm RFP Deadline July 23, 2025 at 2 p.m. Gordon County Admin Building – 201 N Wall St. – Calhoun, GA 30701 Evaluation July 23 thru July 31, 2025 Possible Vendor notification of award August 5, 2025 ---PAGE BREAK--- SONORAVILLE RECREATION COMPLEX EXTERIOR ATHLETIC LIGHTING RENOVATIONS PART 1 – GENERAL 1.1 SUMMARY Work covered by this section of the specifications shall conform to the contract documents, engineering plans as well as state and local codes. The purpose of these specifications is to define the lighting system performance and design standards for Sonoraville Recreation Complex using an LED Lighting source. The manufacturer / contractor shall supply lighting equipment to meet or exceed the standards set forth in these specifications. The sports lighting will be for the following venues: Field 1 – 300’/350’/300’ Field 2 – 300’/300’/300’ Field 3 – 320’/320’/320’ Field 4 – 320’/320’/320’ Tennis Courts – 6 Courts The primary goals of this sports lighting project are: 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 the warranty period. Environmental Light Control: It is the primary goal of this project to minimize glare to the players, spectators and the surrounding community. 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. 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 the warranty period. All communication and monitoring costs for the warranty period shall be included in the bid. 1.2 SCOPE OF WORK – INSTALLATION & ELECTRICAL DISTRIBUTION Work shall be coordinated to be scheduled as to impose the least amount of impact on daily community athletic activities Demo and dispose of existing fixtures and crossarms. Provide and install new lighting Control Panels with contactors in the owner designated location. Provide and install 120V control circuit to lighting control cabinet for remote on/off control and monitoring Install new crossarms, fixtures, electrical component enclosures and wire harnesses per manufacturer requirements. No exposed wiring allowed on poles or between cross arms and fixtures. ---PAGE BREAK--- Make all necessary electrical connections to ensure the lighting system is fully operational Position fixtures according to lighting manufacturer specifications Coordinate with lighting manufacturer representative and commission Contractor shall submit installation warranty on company letterhead for no less than one year Keep all heavy equipment off of playing fields unless necessary and inform the owner if travel across field(s) is required. 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 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 Field 1 50FC Infield 30FC Outfield 2.0:1.0 Infield 2.5:1.0 Outfield 25 Infield 86 Outfield 30’ x 30’ Field 2 50FC Infield 30FC Outfield 2.0:1.0 Infield 2.5:1.0 Outfield 25 Infield 73 Outfield 30’ x 30’ Field 3 50FC Infield 30FC Outfield 2.0:1.0 Infield 2.5:1.0 Outfield 25 Infield 86 Outfield 30’ x 30’ Field 4 50FC Infield 30FC Outfield 2.0:1.0 Infield 2.5:1.0 Outfield 25 Infield 86 Outfield 30’ x 30 Tennis Courts 1 – 6 30FC 2.5:1.0 90 20’ x 20’ Color: The lighting system shall have a minimum color temperature of 5700K and a CRI of 75. 1.4 ENVIRONMENTAL LIGHT CONTROL 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. 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 with all ---PAGE BREAK--- fixtures on and at full power. Softball Fields Average Maximum Horizontal spill light 150’ from the playing fields 0.04 0.1 Vertical spill light 150’ from the playing fields 0.17 0.4 Candela value at 150’ from the playing fields 9290 25900 Tennis Courts Average Maximum Horizontal spill light 150’ from the playing fields 0.0 0.0 Vertical spill light 150’ from the playing fields 0.0 0.0 Candela value at 150’ from the playing fields 3 22 Spill and Glare Scans: Spill and Glare impact 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. Scans shall indicate values with all lights on all fields at 100% power. 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. 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 contribute to better visibility of the ball in play with no glare in the players typical line-of-sight. 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. PART 2 – PRODUCT 2.1 SPORTS LIGHTING SYSTEM CONSTRUCTION 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. 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 ---PAGE BREAK--- galvanizing). All wiring shall be enclosed within the cross-arms, pole, or electrical components enclosure. System Description: Remove existing cross arms and fixtures. Provide new galvanized tubular cross arms for new LED fixtures. All wiring will be internal with no exposed wiring between poles, electrical component enclosures, cross arms and fixtures. Manufacturer will supply all drivers and supporting electrical equipment 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. 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. Provide new wire harness complete with an abrasion protection sleeve, strain relief and plug-in connections for fast, trouble-free installation. All luminaires, visors, and cross-arm assemblies shall withstand 150 mi/h winds and maintain luminaire aiming alignment. Must provide a control cabinet with contactors to provide remote on-off control and monitoring of the lighting system. See Section 2.3 for further details. Manufacturer shall provide lightning grounding as defined by NFPA 780 and be UL Listed per UL 96 and UL 96A. Manufacturer shall provide lightning grounding as defined by NFPA 780 and be UL Listed per UL 96 and UL 96A. Installing contractors needs to ensure grounding meets minimum standards required by code. All existing poles are required to be supplied with a new lightning grounding conductor for lightning protection. Full length lightning grounding conductor from pole top to grounding electrode. Support external grounding conductor every 4 ft (1.2 m) max. Protect from damage 8 ft (2.4 m) from grade. PVC conduit recommended. When routing below grade, do not allow the conductor to dip below the top of the grounding electrode. Bond existing internal ground to new lightning grounding conductor at all available locations (per code requirements). Ensure all components of the lighting system are bonded to both the lightning grounding conductor and the equipment grounding conductor. Excavate location near pole to depth of at least 2 ft (0.6 Drive grounding electrodes into ground. In case of shallow bedrock or obstruction, you may drive electrodes at 45° or shallower angle. Use a driving sleeve to prevent deforming the end of the electrode. Trim any deformed portion for proper exothermic fusion-welding. Bond conductor to electrode using exothermic fusion-welding kit with ignitor and brush. ---PAGE BREAK--- Ground resistance must be 25 ohms or less and verified by a 3-point test with an earth ground tester. Safety: All system components shall be UL listed for the appropriate application. 2.2 ELECTRICAL Electric Power Requirements for the Sports Lighting Equipment: Electric power: Varies by field and should be verified by the bidding contractor Maximum total voltage drop: Voltage drop to the disconnect switch located on the poles shall not exceed three percent of the rated voltage. Energy Consumption: The kW consumption for all fields shall be 173.0 or less. 2.3 CONTROL Instant On/Off Capabilities: System shall provide for instant on/off of luminaires. 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. Dimming: System shall provide for 3-stage dimming (high-medium-low). Dimming will be set via scheduling options (Website, app, phone, fax, email) 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 or email up to ten years in advance. The 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 tools shall be capable of setting curfew limits. Controllers 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. 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). 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 applications 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. Cumulative hours: shall be tracked to show the total hours used by the facility Report hours saved by using early off and push buttons by users. Communication Costs: Manufacturer shall include communication costs for operating the control and monitoring system for the duration of the warranty period. ---PAGE BREAK--- Communication with luminaire drivers: Control system shall interface with drivers in electrical components enclosures by means of powerline communication. 2.4 STRUCTURAL PARAMETERS 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. 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). PART 3 – EXECUTION 3.1 DELIVERY TIMING 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. 3.2 FIELD QUALITY CONTROL 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. Field Light Level Accountability Light levels are guaranteed not to fall below the target maintained light levels for the entire warranty period. These levels will be specifically stated as “guaranteed” on the illumination summary provided by the manufacturer. 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. 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. 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 10-Year Warranty: Each manufacturer shall supply a signed warranty covering the entire system for 10 years from the date of shipment. Warranty shall guarantee specified light levels. The 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 products made by other manufacturers. Maintenance: Manufacturer shall monitor the performance of the lighting system, including ---PAGE BREAK--- on/off status, hours of usage and luminaire outages throughout the warranty period. The warranty period shall begin 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. The manufacturer is responsible for removal and replacement of failed luminaires, including all parts, labor, shipping, and equipment rental associated with maintenance. The owner agrees to check fuses in the event of a luminaire outage.