BID PROPOSAL

BID PROPOSAL Poplar Springs Baseball Complex Bid Proposal Baseball Field Lighting Project Ringgold, Georgia 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 1.7, Item I) C. Total Project Cost: (Add Bid item “A” and “B”) $_________________ $_________________ ________________________________________________________________ Company Name Authorized Signature Address City/State/ZIP Telephone Date POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 1 of 13 SPORTS FIELD LIGHTING PART 1 – GENERAL 1.1 SUMMARY 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 performance and design standards for Poplar Springs Complex in Ringgold, Georgia. The manufacturer/contractor shall supply lighting equipment to meet or exceed the standards set forth by the criteria set forth in these specifications. C. The sports lighting will be for the following fields: 1. Field 1 (225’/225’/225’) 2. Field 2 (225’/225’/225’) 3. Field 3 (225’/225’/225’) 4. Field 4 (225’/225’/225’) 5. Field 5 (225’/225’/225’) D. The primary goals of this sports lighting project are: 1. Spill and Glare Light Control: It is the primary goal of this project to provide a safe and pleasing environment for players and spectators, and to reduce offsite spill and eliminate field to field glare. Maximum Spill and Glare control shall be provided. 2. Life Cycle Cost: In order to reduce the operating budget, the preferred lighting system shall be energy efficient and cost effective to operate. 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. Each manufacturer shall provide along with bid a recommended lamp maintenance schedule required to provide guaranteed light levels for 25 years. 1.2 SCOPE OF WORK A. Electrical Contractor shall be responsible for unloading and storage of equipment upon delivery. B. Contractor furnished materials and labor: The electrical contractor shall provide and install all equipment necessary to provide a complete operational sports lighting facility. Items to be provided and installed by the contractor include, but shall not be strictly limited to the following: 1. Electrical wire (Copper). 2. Electrical conduit shall be provided. 3. All labor and materials necessary to install new electrical circuits from existing transformer. POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 2 of 13 4. All labor and materials necessary to install contactors and controls (Supplied by Lighting Manufacturer). 5. Each pole location will have a dedicated circuit breaker and contactor. 6. All labor and materials necessary for the installation of the new poles and foundations 7. All labor and materials necessary to assemble new poles. 8. All labor and materials necessary to aim poles/lighting. 9. All labor and materials necessary to install lamps and reflectors on pole top assembly. 1.3 ELECTRICAL DISTRIBUTION SYSTEM A. Electrical contractor shall provide as-built electrical drawings signed and sealed by a Georgia Registered Professional Engineer with final close out documents. B. All electrical work shall conform to the current edition of the National Electric Code. C. The electrical service shall be rated at least 12% of calculated KA load. Panel boards shall be rated for service entrance, NEMA 3R (Outdoor) and each shall include a main breaker. All branch breakers shall be bolt types. D. The pole and the luminaries shall be designed such that all wiring remains underground before entering the base of the pole and that no wiring shall be exposed to sun or weather as it transitions through the pole and to the ballast and on to each lamp. E. No trench line or branch circuit shall cross the playing area. Branch circuits shall be all copper wires in conduit. Wiring in conduit shall be THHN or THWN copper wire. F. All wiring shall be new. G. All conduits above grade shall be rigid galvanized steel. H. Each pole location will have a dedicated circuit and contactor. I. Electrical switch gear installed outdoors will be housed on a frame constructed from 3” galvanized angle iron with hardware that is either stainless steel or hot dipped galvanized. J. 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. K. The Contractor shall be responsible for locating and staking any underground facilities that are not utility related. Contractor accepts responsibility for damage to such facilities that are not properly located or staked. L. Trenching depth and width shall be adequate to install appropriately sized conduit and to meet local and National Electrical Codes. M. Trenches shall be back-filled with excavated soil and compacted to approximately the same density of the surrounding soil to minimize settlement. N. The contractor shall obtain and pay for all permits and inspections required by the building and safety code and ordinances and the rules and regulations of any legal body having jurisdiction. POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 3 of 13 1.4 A. GENERAL INFORMATION Initial site inspection: The contractor shall be presumed to have made a reasonable inspection of the premises prior to the time of bidding and shall be held responsible for all information available through such inspection. The contractor shall immediately upon discovery, bring to the attention of the Owner any conflicts that may occur among the various provisions of the specifications and plans. The Owner shall resolve such conflicts and shall be responsible for any costs reasonably incurred by the contractor due to such conflict. Failure of the contractor to bring conflicts or exceptions to the attention of the Owner shall allow the Owner to require any change deemed necessary before acceptance by the Owner. The successful contractor shall be responsible for keeping job site clean and orderly. All excess material shall be removed after completion. Contractor will locate all utilities. Soil Conditions – It shall be the contractor’s responsibility to determine soil condition and will be responsible for necessary drilling or excavation due to less than desirable soils. Owners will not issue change order. Work shall be coordinated with and inspected by Catoosa County or appointed Representatives. LIGHTING PERFORMANCE A. Lamps shall be 1500 watt, metal halide and shall meet ANSI designation M48PC-1500 BU and B. C. D. 1.5 1.6 be Philips MH1500BU, MH1500MZ, or an approved equal. of 155,000 for all fields. B. Manufacturers shall supply computer generated point-by-point light scans based on a maximum C. A tilt factor of 1.0 shall not be acceptable for any type of lamp unless the lamp has been rated by the manufacturer in its intended operating position. However, the lumen output listed above shall remain the maximum allowable value used for lighting calculations. D. Due to the nature of high output lamps experiencing excessive lumen depreciation and undesirable color shift over its usable life, lamps with a published lumen output of more than 155,000 lumens will not be permissible. E. Baseball fields 1, 2, 3, 4 and 5 shall utilize a common 4 pole design. F. 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 5000 hours. 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. Average Constant Light Levels 50 FC Infield 30 FC Outfield 50 FC Infield Maximum to Minimum Uniformity Ratio 2.0:1 2.5:1 2.0:1 Grid Spacing Area of Lighting Field Size Grid Points Baseball Field 1 Baseball Field 2 225’/225’/225’ 225’/225’/225’ 25 Infield 94 Outfield 25 Infield 20’ x 20’ 20’ x 20’ POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 4 of 13 30 FC Outfield Baseball Field 3 Baseball Field 4 Baseball Field 5 225’/225’/225’ 225’/225’/225’ 225’/225’/225’ 50 FC Infield 30 FC Outfield 50 FC Infield 30 FC Outfield 50 FC Infield 30 FC Outfield 2.5:1 2.5:1 2.0:1 2.5:1 2.0:1 2.5:1 2.0:1 94 Outfield 25 Infield 94 Outfield 25 Infield 94 Outfield 25 Infield 94 Outfield 20’ x 20’ 20’ x 20’ 20’ x 20’ 1.7 ENVIRONMENTAL LIGHT CONTROL A. Spill & Glare Control - The installed lighting system must provide good light control in order to be environmentally responsible, provide good playability, and ensure the facility is aesthetically pleasing to the community. 1. 2. Photometric reports from an independent or certified testing laboratory must be provided to demonstrate the capability of achieving the following specified performance. Minimum Mounting Height - Due to the offsite glare control concerns, a minimum mounting height shall be used to ensure proper vertical light illumination and minimal disability glare for the players. These values will vary by manufacturer in order to meet the requirements of “Paragraph b above”. No manufacturer shall provide poles any less in mounting height than shown below. These minimum mounting heights are shown below: Pole ID A1, A2, A3, A4, A5 B1, B2, B3, B4, B5 Minimum Mounting Height 60’ 70’ 3. Spill Values – To ensure that lighting system design is consistent in creating environmental light control the Lighting Manufacturer shall provide scans with the following: a. 150’ Horizontal Footcandle Spill Line – i. Grid Spacing = 30.0’ ii. Values given at 3.0’ above grade b. 150’ Max Vertical Spill Line – i. Grid Spacing = 30.0’ ii. Values given at 3.0’ above grade B. Each item listed below shall be provided in the form of clear and concise statements and/or plans and drawings which can be easily read and clearly interpreted. Each item shall also be clearly numbered to correspond with the following list. All items shall be assembled in the order indicated and secured or bound in a neat and orderly fashion for easy use and reference. Computer generated scans showing the initial and maintained light levels, based on the criteria set in these specifications. Full photometric reports for each NEMA type fixture used in design. Iso-candela curves will not be accepted. 1. 2. POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 5 of 13 3. 4. 5. Aiming diagram or report, showing vertical aiming angles of each fixture, for the field layout. Generic pole drawing detail including foundation detail and electrical transition. Lighting fixture cut-sheet depicting remote ballast and spill and glare control. C. To avoid uncontrolled glare and spill light and to improve field playability, lighting fixtures that require the lamp to be mounted horizontally (exposing the side of the arc tube to the front face of the fixture) will not be allowed. LIFE CYCLE COSTS 1.8 A. Energy Consumption: Based on a 5000 hour operating cycle, the average kWh consumption for the field lighting system shall be: 1. The average kWh consumption for one baseball field shall be 32 or less. 2. The average kWh consumption for all baseball fields shall be 157 or less. B. Complete Lamp Replacement: Manufacturer shall include all group lamp replacements required to provide 25 years of operation based upon 400 hours per year. 1. Manufacturers using lamps rated for 3,000 hours shall provide five (5) total relamps over 25 years. Manufacturers using lamps rated for 5,000 hours shall provide one (1) total relamps over 25 years. 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. 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 include lighting contactors. 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. F. 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 or to only having permission to execute “early off” commands by phone. G. On site equipment shall include Manual Off-On-Auto Switches to allow for maintenance, and shall accept and store 7-day schedules. The controller shall be protected against power outages / memory loss and shall reboot once power is regained and execute any commands that would have occurred during outage. POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 6 of 13 H. Management Tools: Manufacturer shall provide a web-based database of actual field usage and provide reports by facility and user group. I. Control Zones: The lighting system shall be designed in such a way to allow the owner to remotely and manually turn lights on and off for each individual field. J. Communication Costs: Manufacturer shall include communication costs for operating the controls and monitoring system for a period of 25 years. K. 25-Year Life Cycle Cost: Manufacturer shall submit 25-year life cycle cost calculations as follows. 1. Luminaire energy consumption costs # luminaires x _1.62kW demand per luminaire x 0.11 kWh rate x 400 annual usage hours x 25 years 2. 3. Cost for spot relamping and maintenance over 25 years Assume 7.5 repairs at $500 each (if not included) Cost to relamp all luminaires during 25 years 400 annual usage hours x 25 years / lamp replacement hours x $125 lamp & labor x # fixtures (if not included) 4. Extra energy used without base bid automated control system (Energy cost in Item “a” above ) x 15% TOTAL 25-Year Life Cycle Operating Cost + + + = POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 7 of 13 1.9 PRE-BID SUBMITTAL REQUIREMENTS 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 at least 10 days prior to 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. B. Design Approval: The Owner will review pre-bid shop drawings from the manufacturers to ensure compliance to the specification. If the design meets the design requirements of the specifications, a letter will be issued to the manufacturer indicating approval for the specific design submitted. 1.10 ALTERNATE SYSTEM REQUIREMENTS 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 following Initial and maintained light levels: Average Initial Light Levels 71.5 footcandles 41.5 footcandles Average Maintained Light Levels 50 footcandles 30 footcandles Maximum to Minimum Uniformity Ratio 2.0:1.0 2.5:1.0 Grid Points 25 94 Grid Spacing 20’ x 20’ 20’ x 20’ Area of Lighting Baseball Infield Baseball Outfield C. For alternate systems, scans for both initial and maintained light levels shall be submitted. D. Revised Electrical Distribution: Manufacturer shall provide revised electrical distribution plans to include changes to service entrance, panel and wire sizing. 1.11 DELIVERY TIMING submittals and receipt of complete order information. A. Equipment On-Site: The equipment must be on-site 4-6 weeks from receipt of approved PART 2 – PRODUCT 2.1 A. LIGHTING SYSTEM CONSTRUCTION System description: Lighting system must comply with IBC Building Code edition 2006 and wind speed of 90. Luminaire, visor, and crossarm shall withstand 150 mph winds and maintain luminaire aiming alignment. Foundation design will be based on IBC 2006 Edition. 1. Galvanized steel poles POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 8 of 13 2. Pre-cast concrete foundation with concrete backfill. 3. Alternate Concrete Foundation - The foundation may be concrete anchor bolt type. All concrete foundations should be designed to keep the steel pole and any exposed steel portion of the foundation a minimum of 18” above grade level. 4. To alleviate concerns of corrosion at or near grade level and to curtail the need for corrosion inspections and maintenance in the same area, direct buried steel poles will not be permissible. 5. To eliminate the need of using heavy duty cranes during installation and reduce the possibility of damaging the field and site with this equipment and possibility of less than suitable soils, concrete poles will not be accepted. 6. All luminaires shall be constructed with a die-cast aluminum housing to protect the luminaire reflector system. 7. 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 enclosure. 8. Wire harness complete with an abrasion protection sleeve, strain relief and plug-in connections for fast, trouble-free installation. 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 tested. 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. POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 9 of 13 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 A. Support Structure Wind Load Strength: Poles and other support structures, brackets, arms, bases, anchorages and foundations shall be determined based on the 2006 edition of the IBC Building Code, wind speed of 90 mph, exposure category C and an importance factor of 1.0. Luminaire, visor, and crossarm shall withstand 150 mph winds and maintain luminaire aiming alignment. 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 1994. C. Soil Conditions: The design criteria for these specifications are based on soil that meet or exceed those of a Class 5 material as defined by 2001 IBC, Table 1804.2-I-A. D. Foundation Drawings: Project specific foundation drawings stamped by a registered engineer in the State of Georgia are required and shall be provided with bid. The foundation drawings must list the moment, shear (horizontal) force, and axial (vertical) force at ground level for each pole. 2.3 EXTRA MATERIALS 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. Fuses: Equal to 5 additional fuses per field. PART 3 – EXECUTION 3.1 FIELD QUALITY CONTROL A. Illumination Measurements: Upon substantial completion of the project and in the presence of the Contractor, Owner’s Representative, and Manufacturer' Representative, illumination s 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 Contractor shall be liable to any or all of the following: 1. Contractor shall at his expense provide and install any necessary additional fixtures to meet the minimum lighting standards. The Contractor 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. Contractor shall remove the entire unacceptable lighting system and install a new lighting system to meet the specifications. POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 10 of 13 3. Contractor shall minimize the Owner' additional long term fixture maintenance and energy s 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. POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 11 of 13 All items listed below are mandatory, shall comply with the specification and be submitted according to pre-bid submittal requirements Included Tab Item A Letter/ Checklist Description Listing of all information being submitted must be included in a cover letter. List the name of the supplier’s local representative and his/her phone number. Signed submittal checklist to be included. Lighting design drawing(s) showing: 1. Field Name, date, file number, prepared by, and other pertinent data 2. Outline of field(s) being lighted, as well as pole locations referenced (x, y) to homeplate. Illuminance levels at grid spacing specified 3. Pole height, number of fixtures per pole, as well as luminaire information including wattage, lumens and optics 4. Height of meter above field surface 5. 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. 6. Alternate manufacturers shall provide both initial and maintained light scans using a maximum 0.70 Light Loss Factor to calculate maintained values. All information as specified in section 1.3 Document showing each luminaire’s aiming angle and the poles on which the luminaries are mounted. Each aiming point shall identify the type of luminaire. Design Submittal Data Checklist and Certification SUBMITTAL INFORMATION B On Field Lighting Design C D E Structural Calculations F G H I J K L M 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 foundation drawing along with soil bearing pressures. Design must be stamped by a structural engineer in the state of Georgia. (Supplied with Bid) Electrical If bidding an alternate system, manufacturer must include a revised electrical distribution plan distribution including changes to service entrance, panels and wire sizing, signed by a licensed Electrical plans Engineer in the state of Georgia. Provide performance guarantee including a written commitment to undertake all corrections Performance required to meet the performance requirements noted in these specifications at no expense to the Guarantee owner. Light levels must be guaranteed per specification for 25 years. Warranty Provide written warranty information including all terms and conditions. Manufacturer shall provide written cost of ownership per Table in 1.8 I Manufacturer to provide a list of project references of similar products, including warranties and guarantees, completed within the past three years. Complete set of product brochures for all components, including a complete parts list and UL Listings. Manufacturer shall list all items that do not comply with the specifications. Off Field Lighting Design Luminaire Aiming Summary Cost of Ownership Project References Product Information NonCompliance Compliance N Manufacturer shall sign off that all requirements of the specifications have been met at that the 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 L – Non-Compliance Bond, Provide a Performance and Payment Bond as provided by law. Contractor must have minimum Worker’s Worker’s Comp and General Liability Insurance in full force and effect. No proposal will be Comp., Gen. considered unless it is accompanied by satisfactory evidence that the Bidder holds Georgia State Liability Ins., Contractor' License of proper classification and in full force and effect, in compliance with the s License, provisions of O.C.G.A. Sec. 43-14-2 et seq. POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 12 of 13 O References Contractor shall provide references of similar work completed in last 5 years Catoosa County reserves the right to accept or reject any and all proposals, to waive formalities, technicalities or irregularities and to re-advertise if necessary. The contract between Catoosa County and the selected responder shall be subject to the payment agreement drawn up between Catoosa County and the selected responder. Manufacturer: ___________________________________ Contact Name: ___________________________________ Signature: __________________________________ Date:______/______/______ POPLAR SPRINGS COMPLEX SPORTS FIELD LIGHTING 13 of 13