Free Sample Contractor Bid Proposal Baseball Field by vuw54558

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									                                                           City Of Poquoson Parks & Recreation
                                                                               500 City Hall Ave.
                                                                            Poquoson, Va 23662
                                                                           Phone: (757) 868-3000
                                                                             Fax: (757) 868-3101



Issue Date: June 24, 2007

To Arrange Site Visit Contact:
John Gill, Director of Parks & Recreation, (757) 868-3580

Due Date:       July 09, 2007, 2:00pm, local time

Deliver To: City of Poquoson, City Manager’s Office
            500 City Hall Ave.
            Poquoson, VA 23662

Submit:         Original and two (2) copies – Proposal # PR07-02 to be marked on

Inquiries:      John Gill, Director of Parks & Recreation, Phone (757) 868-3580
This public body does not discriminate against faith-based organizations.

In compliance with this Request for Proposal, and subject to all the conditions thereof, the undersigned offers
to furnish the goods/services requested and certifies he/she has read, understands, and agrees to all terms,
conditions and requirements of this quotation and is authorized to contract on behalf of the firm named below.

Company Name:_____________________________________________________________________




Email Address:_______________________________________________________________________

Federal Tax ID:_______________________________________________________________________

Print Name:___________________________________Title:________________________________

Faxed responses are NOT acceptable. All pages of the response must be received before the due date
and time.

                                                  Page 1                                Version 2 – Issued 07.19.05
                                        CITY OF POQUOSO
                                     REQUEST FOR PROPOSAL
                                              PR 07-2

I.        Purpose
          The purpose of this unsealed Request for Proposal is to select qualified vendors to design, furnish and
          install a sports field lighting system for the Poquoson Football Stadium, the removal and disposal of
          the existing lighting system, and integration of a public address system into the lighting system. The
          site is located at the Poquoson Middle School, 985 Poquoson Ave., Poquoson, Virginia. The facility is
          owned by the Poquoson City Schools. This project is being developed by the City of Poquoson.

          All offerors must have at least five years experience relating to the design and installation of similar
          equipment and be able to provide professional services in design and installation of complex sports
          lighting systems with emphasis on energy efficiency and safety.

II.       Scope of Work


1.1       SUMMARY

      A. Work covered by this section of the specifications shall conform to the contract documents and
         engineering plans, as well as state and local codes.
      B. The purpose of these specifications is to define the performance and design standards for the
         Poquoson Middle School Sports Field lighting project. The manufacturer/contractor shall supply
         lighting equipment to meet or exceed the standards set forth by the criteria set forth in these
      C. The sports lighting will be designed to accommodate the following sports:
         1. High School Varsity and Junior Varsity Football
         2. High School Varsity and Junior Varsity Soccer
         3. High School Varsity and Junior Varsity Field Hockey
      D. The primary goals of this sports lighting project are:
         1. Life Cycle Cost: In order to reduce the operating budget, the preferred lighting system shall be
            energy efficient and cost effective to operate. All maintenance costs for the poles, foundations,
            fixtures, and controls & monitoring system shall be eliminated. The field(s) should be proactively
            monitored to detect fixture outages over a 25 year life cycle. 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.
          2. Environmental Light Control: It is the primary goal of this project to not negatively impact this
             community with excessive spill light or glare.
          3. Guaranteed Light Levels: Selection of appropriate light levels impact the safety of the players and
             the enjoyment of spectators. Therefore the lighting system shall be designed such that the light
             levels are guaranteed for a period of 25 years.

1.2       LIGHTING PERFORMANCE(for new lighting system only)
      A. Performance Requirements: Playing surfaces shall be lit to an average constant light level and
         uniformity as specified in the chart below. Light levels shall be held constant for 25 years.
         Lighting calculations shall be developed and field measurements taken on the grid spacing
         with the minimum number of grid points specified below. Measured average illumination level
         shall be +/- 10% of predicted mean in accordance with IESNA RP-6-01, and measured at the first
         100 hours of operation. Lamps rated higher than 155,000 lumens will not be accepted.
                                              Average             Maximum to
                Area of Lighting          Constant Light Minimum Uniformity Grid Points                 Grid Spacing
                                               Levels                  Ratio
            360’ x 210’ Soccer Field             50                   2.0:1.0               25              20’ x 20’
                                          Each pole shall include 1 –1500 watt sports lighting fixture in addition to
                  Area Lighting             the fixtures required to light the field. These fixtures shall be aimed
                                          north & south of the field to illuminate the areas behind the end zones.
                                             Each pole shall contain 1-1000 watt incandescent fixture that will
                                          automatically come on in the event of a momentary power interruption.
                  MPI Lighting
                                            The fixture shall stay illuminated until the sports lighting fixtures re-
                                           The two light poles on the east side of the stadium shall contain a 400
                Security Fixtures
                                                     watt Lithonia KAD or equal Metal Halide light fixture.

1.3       ENVIRONMENTAL LIGHT CONTROL(for new lighting system only)

      A. Spill Light Control: Maximum horizontal footcandles taken with the meter aimed at the brightest light
         bank 150’ from the field perimeter shall not exceed 0.51. Footcandle readings shall be taken at 30’
         intervals along the specified line. Measured average illumination level shall allow a 10% variance of
         predicted mean in accordance with IESNA RP-6-01, and be measured at the first 100 hours of

      A. Energy Consumption: The average kWh consumption for the field lighting system shall be 50 or less
         for the 200’ baseball fields.
      B. Complete Lamp Replacement: Manufacturer shall include all group lamp replacements required to
         provide 25 years of operation based upon 400 usage hours per year.
      C. Preventative and Spot Maintenance:          Manufacturer shall provide all preventative and spot
         maintenance, including parts and labor for 25 years from the date of equipment shipment. Individual
         lamp outages shall be repaired when the usage of any field is materially impacted. Owner agrees to
         check fuses in the event of a luminaire outage.
      D. 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
         manufacturer shall notify the owner of outages within 24 hours, or the next business day. The
         controller shall determine switch position (Manual or Auto) and contactor status (open or closed).
      E. 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, fax or email up to ten years in advance.
         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. (Existing 150’ baseball
         field will need to be connected to the control system)
          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.
          Controller 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.
      F. Management Tools: Manufacturer shall provide a web-based database of actual field usage and
         provide reports by facility and user group.
      G. Communication Costs: Manufacturer shall include communication costs for operating the controls and
         monitoring system for a period of 25 years.
      H. 25-Year Life Cycle Cost: Manufacturer shall submit 25-year life cycle cost calculations as follows.
          Equipment price and total life cycle cost shall be entered separately on bid form.
                    Luminaire energy consumption
             a.     # luminaires x __kW demand per luminaire x $0.07 kW rate x
                    400 annual usage hours x 25 years

                    TOTAL 25-Year Life Cycle Operating Cost                      =

1.5       WARRANTY AND GUARANTEE(for new lighting system only)
      A. 25-Year Warranty: Each manufacturer shall supply a signed warranty covering the entire system for 25
         years. Warranty shall guarantee light levels; lamp replacements; system energy consumption;
         monitoring, maintenance and control services, spill light control, and structural integrity. Manufacturer
         shall maintain specifically-funded financial reserves to assure fulfillment of the warranty for the full
         term. Warranty may exclude fuses, storm damage, vandalism, abuse and unauthorized repairs or

      A. Equipment On-Site: The equipment must be on-site 4-6 weeks from receipt of approved submittals
         and receipt of complete order information.

      A. Approved Product: Musco’s Light-Structure Green™ System is the approved product. All substitutions
         must provide a complete submittal package for approval as outlined in Submittal Information at the end
         of this section with the bid. Special manufacturing to meet the standards of this specification may be
         required. An addendum will be issued prior to bid listing any other approved lighting manufacturers
         and designs.


      A. Compliance to Specifications: Acceptance of a bid alternate does not negate the contractor and
         lighting manufacturer’s responsibility to comply fully with the requirements of these specifications. Any
         exceptions to the specifications must be clearly stated in the prior approval submittal documents.

      B. Light Level Requirements: Manufacturer shall provide computer models guaranteeing light levels on
         the field over 25 years. If a constant light level cannot be provided, a maximum Recoverable Light
         Loss Factor of 0.70 shall be applied to the initial light level design to achieve the maintained light levels
         of 50/30 footcandles for the baseball. For alternate systems, scans for both initial and maintained light
         levels shall be submitted.

      C. Revised Electrical Distribution: Manufacturer shall provide revised electrical distribution plans to
         include changes to service entrance, panel and wire sizing.

      D. Alternate Anchor Bolt Foundation: Instead of utilizing a precast concrete base, the pole
         foundation may be an anchor bolt type. The anchor bolt foundation shall be designed such
         that the steel pole and any exposed steel portion of the foundation be located a minimum of
         18” above final grade. Project specific foundation drawings stamped by a registered engineer
         in the State of Virginia must be provided upon award. The foundation drawings must list the
         moment, shear (horizontal) force, and axial (vertical) force at ground level for each pole. Direct
         Burial Steel or Concrete Poles will not be accepted.

      A. System Description: Lighting system shall consist of the following:
          1. Galvanized steel poles and crossarm assembly
          2. Pre-stressed concrete base embedded in concrete backfill.
          3. All luminaires shall be constructed with a die-cast aluminum housing to protect the luminaire
             reflector system.
          4. Manufacturer will remote all ballasts and supporting electrical equipment in aluminum enclosures
             mounted approximately 10’ above grade. The enclosures shall include ballast, capacitor and
             fusing for each luminaire. Safety disconnect per circuit for each pole structure will be located in the
          5. Wire harness complete with an abrasion protection sleeve, strain relief and plug-in connections for
             fast, trouble-free installation.
          6. Controls and Monitoring Cabinet to provide on-off control and monitoring of the lighting system,
             constructed of NEMA Type 4 aluminum. Communication method shall be provided by
             manufacturer. Cabinet shall contain custom configured contactor modules for 30, 60, and 100
             amps, labeled to match field diagrams and electrical design. Manual Off-On-Auto selector switches
             shall be provided.
      B. Manufacturing Requirements: All components shall be designed and manufactured as a system. All
         luminaires, wire harnesses, ballast and other enclosures shall be factory assembled, aimed, wired and
      C. Durability: All exposed components shall be constructed of corrosion resistant material and/or coated
         to help prevent corrosion. All exposed steel shall be hot dip galvanized per ASTM A123. All exposed
         hardware and fasteners shall be stainless steel of at least 18-8 grade, passivated and polymer coated
         to prevent possible galvanic corrosion to adjoining metals. All exposed aluminum shall be powder
         coated with high performance polyester. All exterior reflective inserts shall be anodized, coated with a
         clear, high gloss, durable fluorocarbon, and protected from direct environmental exposure to prevent
         reflective degradation or corrosion. All wiring shall be enclosed within the crossarms, pole, or electrical
         components enclosure.
      D. Lightning Protection: All structures shall be equipped with lightning protection meeting NFPA 780
         standards. Contractor shall supply and install a ground rod of not less than 5/8” in diameter and 8’ in
         length, with a minimum of 10’ embedment. Ground rod should be connected to the structure by a
         copper main down conductor with a minimum size of #2 for poles with less than 75’ mounting height
         and 2/0 for poles with more than 75’ mounting height.
      E. Safety: All system components shall be UL Listed for the appropriate application.
      F. Electric Power Requirements for the Sports Lighting Equipment:
          1. Electric power: 480 Volt, Three 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.

2.2       STRUCTURAL PARAMETERS(for new lighting system only)
      A. Support Structure Wind Load Strength: Poles and other support structures, brackets, arms, bases,
         anchorages and foundations shall be determined based on the 2003 Edition of the International
         Building Code, Wind Speed of 110 MPH, Exposure Category C. Luminaire, visor, and crossarm shall
         withstand 150 mph winds and maintain luminaire aiming alignment. Foundation design will be based
         on 2003 Edition of the International Building Code, Wind Speed of 110 MPH, Exposure C.
      B. Structural Design: The stress analysis and safety factor of the poles shall conform to AASHTO
         Standard Specifications for Structural Supports for Highway Signs, Luminaires and Traffic Signals
      C. Soil Conditions: The design criteria for these specifications are based on soil design parameters as
         outlined in the geotechnical report. If a geotechnical report is not provided by the owner, the foundation
         design shall be based on soils that meet or exceed those of a Class 5 material as defined by 2001
         IBC, Table 1804.2-I-A. It shall be the contractors responsibility to notify the owner if soil conditions
         exist other than those on which the foundation design is based. The owner shall then be responsible
         and absorb the additional costs associated with:

                          a.       Providing engineered foundation embedment design by a registered engineer
                                   in the State of Virginia for soils other than specified soil conditions.
                          b.       Additional materials required to achieve alternate foundation.

          The design criteria for these specifications are based on readily excavated soil types. It shall
          be the contractors responsibility to notify the owner of soil conditions that cannot be readily
          excavated. The owner shall then be responsible and absorb the additional costs associated
          with excavation and removal of materials other than normal soils, such as rock, caliche, etc.

      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.
      E. Speaker Brackets: All poles shall include a bracket, hand hole, and coupling for each pole to allow for
         speakers to be mounted. Orientation and mounting shall be coordinated with the owner.

      A. Extra Materials: Manufacturer shall furnish extra materials described below that match products
         installed and that are packaged with protective covering for storage and identified with labels
         describing contents.
          1. Lamps: Equal to 5% of amount installed for each size indicated.
          2. Fuses: Equal to 5 additional fuses per field.



      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-6-01, Appendix B.

      B. Correcting Non-Conformance: If, in the opinion of the Owner or his appointed Representative, the
         actual performance levels including footcandles, uniformity ratios, and maximum kilowatt
         consumptions are not in conformance with the requirements of the performance specifications and
         submitted information, the Manufacturer shall be liable to any or all of the following:

          1. Manufacturer shall at his expense provide and install any necessary additional fixtures to
             meet the minimum lighting standards. The Manufacturer shall also either replace the
             existing poles to meet the new wind load (EPA) requirements or verify by certification by a
             licensed structural engineer that the existing poles will withstand the additional wind load.

          2. Manufacturer shall minimize the Owner's additional long term fixture maintenance and
             energy consumption costs created by the additional fixtures by reimbursing the Owner the
              amount of $1,000.00 (one thousand dollars) for each additional fixture required.

         3. Manufacturer shall remove the entire unacceptable lighting system and install a new
            lighting system to meet the specifications.



      The entire system is to be installed in accordance with the manufacturer’s written instructions.
      The existing system shall be removed and disposed of in accordance with all applicable
      environmental laws, rules and regulations. Owner reserves the right to retain any and/or all
      existing system components for use in other locations.

4.2      Electrical

         A. Contractor Responsibility

         The installing contractor shall be responsible for providing the equipment and installation of a
         complete and operational system commencing from the load side of the service transformer
         and terminating at the safety disconnect within the electrical enclosure, 10’ above grade, on
         each lighting pole. The electrical contractor shall coordinate the transformer and switchgear
         locations, as well as identifying the voltage and phase of the service, with the local power
         company and the Owner’s representative before any equipment is installed.

         B.      System Design

                 1.      The electrical system equipment shall consist of:

                         a.      Conductors and conduit from the main service transformer to the
                                 service entrance panel board.

                         b.      The service shall be fed to the existing service panel board located at
                                 the adjoining baseball field lighting control site. Contractor shall supply
                                 all breakers and other materials necessary to integrate this lighting
                                 system into existing control panels and boards.

                         c.      Conductors and conduit for the feeder and control circuits from the
                                 service entrance panel board to the lighting control contactors.
                                 Lighting       control       contactors,      supplied     by      the
                                 sports lighting manufacturer, shall be sized per local codes and the
                                 NEC according to the circuit amperage. The contactors shall be rated
                                 for lighting applications and shall be housed in a NEMA 4 enclosure.

                         d.      Conductors and conduit for the feeder circuit from the service entrance
                                 panel board (or from the contactor panel if applicable) to the safety
                                 disconnect mounted in the electrical enclosure on each lighting pole
                                 10’ above grade.

                         e.      Grounding conductors and grounding methods for the following:
     1.      The main service entrance panel board. (per NEC or local codes)
     2.      The lighting contactor enclosure. (per NEC or local codes)

     3.      Each electrical component enclosure mounted on the lighting poles.
             (Equipment Grounding System) (per NEC or local codes)

     4.      Lightning Protection for individual poles as follows (per NFPA 780):

          a. A 5/8” x 8’ copper grounding rod buried vertically in undisturbed earth.
             The bottom tip of the grounding rod should reach a minimum of 10’
             above grade.

          b. A copper grounding conductor shall be connected to the top of the
             copper grounding rod and extend and connect to the grounding lug
             located inside the handhole of the pole approximately 10’ above grade.
             The size of this conductor shall be #2 if the pole is less than 75’ in
             height and #2/0 if the pole is 75’ in height or greater.

2.   Underground wiring shall be all copper wire, shall be installed in PVC
     Schedule 40 conduit, and shall be buried to a depth meeting the NEC and
     local electrical codes. Acceptable copper wire types need to comply with any
     local requirements, but will be labeled either THHN or THWN. If above
     ground conduit must be used, it shall be rigid. Conduit elbows located at the
     electrical panel should be rigid conduit.

3.   Integrated Audio/Public Address Equipment: Provide and install a audio/public
     address system. The system is to consist of products manufactured by one of
     the following system manufacturers; Bogen Communications, Inc., Altec
     Corporation, Dukane Corp., Executone Information Systems, Inc., Rauland-
     Borg Corp.

     a.       Supply and install the following equipment:
               i. Bogen M300 Power Amplifier (rack mounted) or equivalent
              ii. Bogen MS35 Pre-power Amplifier (rack mounted) or equivalent
             iii. Bogen MBS1000A Microphone or equivalent (2 each)
             iv. Equipment Rack – House amplifiers and auxiliary equipment in
                  standard 19 inch (483 mm) racks
              v. Bogen STP30A Horn Type Loud Speakers – Pole Mounted
     b.       System is to be sized and equipped sufficiently to meet the
              manufacturer’s standards and /or recommendations for an audio
              system for this football stadium.
     c.       Wiring: Wiring and cable are to meet all applicable codes and are to be
              installed underground. Signal loss is to be less than 10% due to wire
              size. Wiring Method: Install wiring through raceways and underground
              except within consoles, desks and counters.
     d.       System is to supply microphone connections (minimum of 2 jacks) to
              the press box and at the 50 yard line (exact location will be determined
              by owner) for on the field use. Exterior jacks are to be housed in
              weather proof boxes.
     e.       System is to be tested and demonstrated to be in good working order
              prior to acceptance.
                   f.     Training in the operation of the system shall be provided to designated
                          school personnel. Training shall be provided by a factory-authorized
                   g.     All manuals, wiring diagrams and warrantees shall be provided to
                          school personnel and reviewed as part of the system training.
                           i. Shop drawings detailing the public address system shall be
                              provided including, but not limited to, the following:
                                  1. Console layouts.
                                  2. Control panels.
                                  3. Rack arrangements.
                   h.     Installer shall be a factory authorized installer with at least 5 years
                          experience installing systems of similar size and scope.

   C.      Trenching or Directional Boring

           1.      The installing contractor shall be responsible for locating all underground
                   utilities including, but not limited to, natural gas, electric, water, sewer, cable
                   TV and telephone.

           2.      The owner shall be responsible for locating and staking any underground
                   facilities that are not utility related. Owner accepts responsibility for damage
                   to such facilities that are not properly located or staked.

           3.      Trenching depth and width shall be adequate to install appropriately sized
                   conduit and to meet local and National Electrical Codes.

           4.      Trenches shall be back-filled with excavated soil and compacted to
                   approximately the same density of the surrounding soil to minimize settlement.

           5.      No trench line or feeder circuit shall cross the playing area.

   D.      Design Standards

           1.      All circuits shall be designed so as not to exceed a 3% voltage drop at the
                   safety disconnect in the electrical enclosure near the base of each pole.

           2.      All work shall meet local and National Electrical Codes. It shall be the
                   installing contractors’ responsibility to correct any work deemed unacceptable
                   by local electrical inspectors.

           3.      Each pole shall be on a dedicated circuit. If common poles are to be used, or
                   a pole is to have fixtures on a separate circuit, another dedicated circuit shall
                   be ran to that pole. Consult lighting equipment specifications and lighting
                   manufacturer for special circuitry information.

   E.      Submittal Information

The successful contractor shall provide an electrical plan/schematic, detailing all of the
equipment described above, to the owner prior to commencing work.
                                                    SUBMITTAL INFORMATION
                                      Design Submittal Data Checklist and Certification
       All items listed below are mandatory, shall comply with the specification and be submitted according to pre-bid submittal requirements

  Included   Tab          Item         Description
                                       Listing of all information being submitted must be included in a cover letter. List the name of the
              A                        supplier’s local representative and his/her phone number. Signed submittal checklist to be
                                       Lighting design drawing(s) showing:
                                       a. Field Name, date, file number, prepared by, and other pertinent data
                                       b. Outline of field(s) being lighted, as well as pole locations referenced to the center of the field (x
                                            & y), or homeplate for baseball/softball fields. Illuminance levels at grid spacing specified
                                       c. Pole height, number of fixtures per pole, as well as luminaire information including wattage,
                        On Field            lumens and optics
              B         Lighting       d. Height of meter above field surface
                        Design         e. Summary table showing the number and spacing of grid points; average, minimum and
                                            maximum illuminance levels in foot candles (fc); uniformity including maximum to minimum
                                            ratio, coefficient of variance and uniformity gradient; number of luminaries, total kilowatts,
                                            average tilt factor; light loss factor.
                                       f. Alternate manufacturers shall provide both initial and maintained light scans using a maximum
                                            0.70 Light Loss Factor to calculate maintained values.
                        Off Field
              C         Lighting       Lighting design drawings showing spill light levels in footcandles as specified in section 1.4 A.
                       Life Cycle      Document life cycle cost calculations as defined in the specification. Identify energy costs for
              D           Cost         operating the luminaires, maintenance cost for the system including spot lamp replacement, and
                       calculation     group relamping costs. All costs should be based on 25 Years.
                                       Document showing each luminaire’s aiming angle and the poles on which the luminaries are
              E          Aiming
                                       mounted. Each aiming point shall identify the type of luminaire.
                                       Pole structural calculations and foundation design showing foundation shape, depth backfill
                                       requirements, rebar and anchor bolts (if required). Pole base reaction forces shall be shown on the
              F       Calculations
                                       foundation drawing along with soil bearing pressures. Design must be stamped by a structural
                                       engineer in the state of Virginia. (may be submitted upon award)
                                       Manufacturer shall provide written definition and schematics for automated control system to
                      Control and
              G                        include monitoring. They will also provide examples of system reporting and access for numbers
                                       for personal contact to operate the system.
                                       If bidding an alternate system, manufacturer must include a revised electrical distribution plan
              H        distribution
                                       including changes to service entrance, panels and wire sizing.
                                       Provide performance guarantee including a written commitment to undertake all corrections
               I                       required to meet the performance requirements noted in these specifications at no expense to the
                                       owner. Light levels must be guaranteed per specification for 25 years.
              J         Warranty       Provide written warranty information including all terms and conditions.
                        Project        Manufacturer to provide a list of project references of similar products completed within the past
                      References       three years.
                        Product        Complete set of product brochures for all components, including a complete parts list and UL
                      Information      Listings.
              M                        Manufacturer shall list all items that do not comply with the specifications.
                                       Manufacturer shall sign off that all requirements of the specifications have been met at that the
              N       Compliance       manufacturer will be responsible for any future costs incurred to bring their equipment into
                                       compliance for all items not meeting specifications and not listed in item N – Non-Compliance

Manufacturer: __________________________________________                     Signature: _________________________________________

Contact Name: _________________________________________                      Date: ______/______/______

                                                                     11 of 17
                                                       BID PROPOSAL

                                            Poquoson Middle School Bid Proposal
                                               Soccer Field Lighting Project
                                                      Poquoson, VA

Company ame: ____________________________________

Contact: ___________________________________________                Telephone umber: ___________________________

The undersigned bidder, in compliance with your request for bids for the lighting equipment at the above project, having
examined specifications, related documents, and site of the proposed project, hereby proposes to furnish the lighting equipment
material as described in the specifications. These prices are for all labor and materials and are to cover the specified equipment
and delivery charges. The contract for bid item “A” will be based on the bid item “C” (The total cost of bid item A and bid
item B).

A. Contract Price:                                                       $

B. 25-Year Life Cycle Operating Cost Total:                              $
                  (From Section 1.5, Item H)

C. Add Bid item “A” and “B”:                                             $

              Representative’s Signature

                                                            12 of 17
III.     Proposal Submissions – Proposals shall contain the following information in the order listed:

       1. Brief statement of the firm’s history including number of personnel and scope of operation
       2. Description of the qualifications and skills of the firm including equipment available to facilitate the design
          process. Include descriptions of similar size jobs completed within the past 3 years.
       3. The primary point of contact for the City should be identified and a resume of qualifications included. This
          person or a back-up shall be readily available during normal work hours by phone or in person, and shall
          be knowledgeable of the terms and procedures of the contract resulting from this solicitation.
       4. Work plan schedule and listing of current workload to demonstrate proposer can provide this service by the
       5. References –Provide 3 references for similar type work completed during the previous three (3) years.
          Provide firm name, contact name, address, telephone, fax and e-mail information.

IV.      Evaluation Criteria
         This solicitation is an unsealed Request for Proposal. Proposals shall be evaluated by City staff and
         representatives of City departments that will use this service. Selection shall be made of the offeror(s)
         deemed to be most fully qualified and best suited among those submitting proposals, on the basis of the
         Evaluation Criteria listed below. Negotiations shall be conducted with the selected offeror(s) and an award
         shall be made to the offeror(s) that has made the best proposal.

         Selection of the successful proposor shall be based on the following criteria:

           A.      The ability, capacity, skill, reputation and experience of the firm to provide the services required;
           B.      Past experience in the design and installation of similar structures;
           C.      Price;
           D.      Overall strength of proposal submitted by firm in specifically understanding and addressing the
                   City’s needs and objectives as expressed in the RFP; and
           E.      Quality and duration of warranty.

V.         Contract
           This RFP, the successful proposer’s response and any negotiated terms shall be incorporated into the
           Standard Contract (Sample provided as Attachment A). Any concerns regarding the Standard Contract
           shall be addressed within the proposal response.

           The proposer shall inform himself in full of the conditions relating to the performance of the contract.
           Failure to do so shall not relieve the successful proposer of his obligations to carry out the provisions of this
           proposal and to complete the Scope of Work outlined herein.

VII.       Terms And Conditions
           Precedence In Terms: In the event of a conflict, the Terms & Conditions shall take precedence.

           Contractors Title To Materials: No materials or supplies for the work shall be purchased by the
           contractor or by any subcontractor subject to any security interest, installment or sales contract or any other
           agreement or lien by which an interest is retained by the seller or is given to a secured party. The
           contractor warrants that he has clear title to all materials and supplies which he uses in the work or for
           which he accepts payment in whole or in part.

           Delivery And Storage: It shall be the responsibility of the contractor to make all arrangements for
           delivery, unloading, receiving and storing materials at the site during installation. The City will not assume
           any responsibility for receiving these shipments. Contractor shall check with the City and make necessary
           arrangements for security and storage space at the site during installation.

           Final Inspection: At the conclusion of the work, the contractor shall demonstrate to the authorized City
           representative that the work is fully operational and in compliance with contract specifications and codes.
           Any deficiencies shall be promptly and permanently corrected by the contractor at the contractor’s sole
           expense prior to final acceptance of the work.

           Warranty: The contractor agrees that the goods or services furnished under any award resulting from this
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solicitation shall be covered by the most favorable commercial warranties the contractor gives any
customer for such goods or services and that the rights and remedies provided therein are in addition to
and do not limit those available to the City by any other clause of this solicitation. A copy of this warranty
should be furnished with the proposal. At a minimum, all work shall be guaranteed by the contractor
against defects resulting from the use of inferior materials, equipment, or workmanship for one (1) year
from the date of final acceptance of the entire project by the City in writing.

The contractor warrants that, unless otherwise specified, all materials and equipment incorporated in the
work under the contract shall be new, in first class condition, and in accordance with the contract
documents. The contractor further warrants that all workmanship shall be of the highest quality and in
accordance with contract documents and shall be performed by persons qualified at their respective trades.
Defects discovered during the warranty period shall be corrected by the contractor to the City’s satisfaction.

Work Site Damages: Any damage to existing utilities, equipment or finished surfaces resulting from the
performance of this contract shall be repaired to the City’s satisfaction at the contractor’s expense.

Superintendence By Contractor: The contractor shall have a competent foreman or superintendent,
satisfactory to the City, on the job site at all times during the progress of the work. The contractor shall be
responsible for all construction means, methods, techniques, sequences, and procedures, for coordinating
all portions of the work under the contract except where otherwise specified in the contract documents, and
for all safety and worker health programs and practices. The contractor shall notify the owner, in writing, of
any proposed change in superintendent including the reason therefore prior to making such change.

Use Of Premises And Removal Of Debris: The contractor shall:

Perform his contract in such a manner as not to interrupt or interfere with the operation of any existing
activity on the premises or with the work of any contractor;

Store his apparatus, materials, supplies, and equipment in such orderly fashion at the site of the work as
will not unduly interfere with the progress of his work or the work of any other contractor; and

Place upon the work or any part thereof only such loads as are consistent with the safety of that portion of
the work.

The contractor expressly undertakes, either directly or through his subcontractor(s), to effect all cutting,
filling, or patching of his work required to make the same conform to the drawings and specifications, and,
except with the consent of the owner, not to cut or otherwise alter the work of any other contractor. The
contractor shall not damage or endanger any portion of the work or premises, including existing
improvements, unless called for by the contract.

The contractor expressly undertakes, either directly or through his subcontractor(s), to clean up frequently
all refuse, rubbish, scrap materials, and debris caused by his operations, to the end that at all times the site
of the work shall present a neat, orderly, and workmanlike appearance. No such refuse, rubbish, scrap
material, and debris shall be left within the completed work nor buried on the building site, but shall be
removed from the site and properly disposed of in a licensed landfill or otherwise as required by law.

The contractor expressly undertakes, either directly or through his subcontractor(s), before final payment,
to remove all surplus material, false work, temporary structures, including foundations thereof, plants of any
description and debris of every nature resulting from his operations and to put the site in a neat, orderly
condition; to thoroughly clean and leave reasonably dust free all finished surfaces including all equipment,
piping, etc., on the interior of all buildings included in the contract; and to thoroughly clean all glass installed
under the contract including the removal of all paint and mortar splatters and other defacements. If a
contractor fails to clean up at the completion of the work, the owner may do so and charge for costs thereof
to the contractor.
Safety: The Contractor shall be responsible for initiating, maintaining and supervising all safety
precautions and programs in connection with the work.
Work Performance: The Contractor shall perform the work in accordance with manufacturer’s
recommendations and specifications.
Insurance: By signing and submitting a proposal, the offeror certifies that if awarded the contract, they will
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have the insurance coverage as outlined below at the time the work commences. Additionally, they must
maintain the same coverage during the entire term of the contract. All insurance coverage will be provided
by insurance companies authorized to sell insurance in the Commonwealth of Virginia. All limits will be
made available which are in excess of the amounts below.

The contractor will advise the underwriter to name the City of Poquoson as additional insured per form ISO
2010 under the Commercial General Liability policy on a primary basis. The City’s Commercial General
Liability shall not contribute in any loss payment insured under the contractor’s Commercial General
Liability policy.

The Contractor will provide a certificate of insurance evidencing the insurance requirements. If the
Contractor receives notification of cancellation or non-renewal of coverage, Contractor shall immediately
notify the City.

         Workers’ Compensation and Employers Liability
         Coverage A     Statutory
         Coverage B $100,000/$500,000/$500,000

         Commercial Auto Liability Including Hired and Non Owned Car Liability Coverage
              Limit of Liability       $500,000 per occurrence

         The Contractor shall purchase and maintain during the life of this Contract such commercial
         automobile liability insurance including employer's non-ownership liability and hired car liability
         insurance to protect him and any subcontractors performing work covered by this Contract from
         claims for damages, whether such operations be by him or any subcontractor or by anyone directly
         or indirectly employed by either of them.

         Commercial General Liability Including Contractual and Completed Operations
              Limit of Liability       $500,000 per occurrence

Contractor Responsibilities: Employees of the contractor must be able to work within a public setting without
creating a disruption and conform to all policies, rules and regulations. Contractor shall require that their
employees be courteous at all times, not to use loud or profane language, and to work as quietly as possible.
Contractor shall require that its employees shall not trespass, loiter, cross property to adjoining premises, or
tamper with property not covered by the contract resulting from this solicitation.

It is the contractor’s responsibility to have equipment of suitable type, and in proper condition to operate
and maintain uninterrupted schedules.

It is the contractor’s responsibility to follow schedules and instructions provided by designated City contacts. The
Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in
connection with the work.

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                                     By and Between
                                  CITY OF POQUOSON
                                     Selected Vendor


      THIS AGREEMENT ENTERED INTO THIS __ day of _________, 2007, by and between the City
of Poquoson, Virginia, hereinafter referred to as the Owner and _________., hereinafter referred to as the


       WHEREAS, the Owner is undertaking certain activities requiring contractor services hereinafter
referred to as the project.

     WHEREAS, the Owner desires to engage the Contractor to render certain Contractor services in
connection with said project in the City of Poquoson and environs.

      NOW, THEREFORE WITNESSETH: The Owner and the Contractor, in consideration of the
foregoing by their mutual covenants set forth herein and for the consideration hereinafter set forth hereby
agree as follows:


        The Contractor shall perform all necessary services provided under this contract as required by the
        Owner in connection with and regard to installation of sports lighting system at the Poquoson
        Middle School Sports Field, and shall perform such services in a satisfactory and proper manner,
        under direction of the City Manager or his designated representative. The Contractor shall provide
        basic planning and other services and perform such studies and investigations as are required.

        The work to be performed hereunder shall be limited to those items set forth in the Owner’s
        Request For Proposal dated June 24, 2007 and the Contractor's sealed proposal in its entirety,
        dated July 9, 2007. Both the Request for Proposal PR 07-2and the Contractor’s proposal are
        made a part hereof as full and completely as if the same were fully set forth.


        The services of the Contractor are to commence no later than ________, 2007 and continue until


        Contractor shall be paid a lump sum of $_____________ for services rendered.

        Payments are subject to receipt of a requisition for payment from the Contractor and shall be
        adequately supported. All requisitions and supporting documents shall be acceptable to Owner
        before payment is made.

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       IV.    AMENDMENTS

              This Contract may be amended from time to time by Owner and shall be subject to renegotiation if
              such amendment results in a change in the scope of services, compensation, or method of

       IN WITNESS WHEREOF, the parties hereto have made and executed this agreement as of the day and
year above written.
Contractor                                       CITY OF POQUOSON

BY:                                                   BY:_________________________
                                                          CHARLES W. BURGESS, JR.
                                                          City Manager

Attest:______________________________                 Attest:___________________

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