RFP 26-039 Lighting Contract

BIBB COUNTY PUBLIC SCHOOLS - Request for Propos al
RFP # 26-039____General Constructor
RFP TITLE: REBID - Lighting for Middle School Practice Fields and
Ed Defore Sports Complex Baseball and Softball Fields
RFP Schedule - Date & Time
RFP Issued 04/21/2026
Pre Bid Meeting and Site Visit 04/29/2026 @ 8:00 AM, Est.
Deadline for Questions 05/06/2026 @ 8 am, EST.
RFP Due Date and Time 05/21/2026 @ 08:00 am EST
BOARD APPROVAL IF NEEDED June TBD or Sooner
Proposals must be received by the due date and time. No late proposals will be accepted.
RFP Buyer Contact Information
Name Dr. Elaine M Wilson - Beverly
E-Mail Elaine.Wilson@bcsdk12.net;
Any inquiries or requests regarding clarification of this RFP document shall be submitted to the buyer in
writing. Offerors may contact ONLY the buyer regarding the terminology stated in the procurement
documents.
RFP Submittal Location
All Submittals are completed Via https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.
BONFIRE:
Registration is FREE - A valid account is needed to review the
bid opportunity.
RFP Term
Bibb County Public Schools reserves the right to utilize this awardee on future expansion of the same project
if needed.
Site Visits to all schools/facilities will be mandatory. The site visits will immediately follow the pre-bid
meeting.
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Good day,
All bids will be evaluated as described in the attached document; the time is of the essence and any bids
received after the announced time and date for submittal, whether by mail or otherwise, will be rejected.
Late bids received will be so noted in the bid file in order that the vendor's name will not be
removed from the subject commodity/service list. Late bids will not be considered.
If you have any questions concerning this bid, please submit them in writing to Dr. Elaine M. Wilson-
Beverly, Elaine.wilson@bcsdk12.net.
In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be
coordinated through the Purchasing Department to Dr. Elaine Wilson-Beverly, via email ONLY;
Elaine.Wilson@bcsdk12.net.
Dr. Elaine M. Wilson-Beverly
Procurement Executive Director
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RFP 26-039 @ 8 am, EST.

Introduction/Background:
The Bibb County School District is seeking proposals from qualified vendors to provide the requested
services as outlined in the scope of services.
1. Invitation:
The procurement office, on behalf of the Bibb County School District, would like to extend a
formal offer to all qualified contractors according to the specifications indicated within this RFP.
Please carefully review all sections of the RFP along with the Closing Date and Time. All
questions about this RFP should be emailed to the Procurement Executive Director, Dr. Elaine M.
Wilson-Beverly, Elaine.wilson@bcsdk12.net.
2. Specifications/Requirements:
SCOPE OF WORK:
The scope of work for this project is to install field lighting on the practice fields at all middle school level
facilities, as well as the softball and baseball field at Ed Defore, to improve the quality and safety of
practice fields at all middle school level facilities in the district, as well as the softball and baseball field
at Ed Defore Sports Complex.
Schools/Facilities and locations to be included in this scope of work: (Bids should be separated by
school)
* Appling Middle School, 1646-B Upper River Rd., Macon, GA 31211
* Ballard-Hudson Middle School, 1070 Anthony Rd., Macon, GA 31211
* Howard Middle School, 6600 Forsyth Rd., Macon, GA 31210
* Miller Middle School, 751 Hendley St., Macon, GA 31204
* Rutland Middle School, 6260 Skipper Rd., Macon, GA 31216
* Weaver Middle School, 2570 Heath Rd., Macon, GA 31206
* Ed Defore Sports Complex, 2851 Heath Rd., Macon, GA 31206
The following guidelines are recommended by the Georgia High School Association (GHSA); however,
as these fields are for practice, lighting should meet the standard footcandles across the playing area,
with no safety concerns. Additionally, the vendor should be a licensed electrician.
General: Lighting Performance
The lighting system shall provide the target illuminance level. LED is the required lighting system
technology, and lighting manufacturers shall provide a guarantee that light levels will be sustained over
the life of the system. A specified quantity of light, measured in footcandles, helps ensure visibility for
players and spectators. Playing surfaces shall be lit to the targeted light levels established by GHSA
guidelines; however, these fields are for practice only. As long as the lighting meets the standard
footcandles across the playing area, with no safety concern, it will be acceptable. Uniformity, or
evenness of light over the playing surface, improves visibility for players. An object will appear to change
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speed when it passes between light and dark spots. To enhance playability and avoid glare to adjacent
fields, pole locations and luminaire placements should be as shown on the layouts in appendix. For
aerial sports, such as baseball, adequate illumination must be provided above the field in order to see
the ball in flight. Manufacturers shall provide a lighting analysis, above the field of play, to evaluate the
visibility of the ball. Where possible, power should be drawn from the school/facility to eliminate
additional meter base.
Environmental Lighting Control
Field lighting will be down-light fixtures and will prevent light trespass to adjacent properties.
Control and Monitoring System (Price as an Add-Alternate)
Remote lighting control. The system shall allow owners and users with a security code to schedule
on/off system operation via web site, phone or email. Control units 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.
Cabinet Construction
Cabinets should be constructed of aluminum and rated NEMA Type 4 for durability and weather
resistance. Contactor modules should be labeled to match field diagrams and electrical designs. Manual
off-on-auto selector switches shall be provided.
Lightning Protection
Verify that all grounding of new or existing structures meets current electrical codes. Ground resistance
should not exceed 25 ohms.
Lighting System Construction - Middle School Practice Fields
Outdoor sports lighting systems should consist of the following.
1 - Galvanized steel poles and luminaire crossarm assembly
2- Wood poles or direct burial steel poles are NOT allowed
3- Pre-stressed concrete base embedded in concrete backfill or a poured-in-place foundation containing
reinforced steel cured a minimum of 28 days before any stress load is applied.
4- All drivers and supporting electrical equipment mounted remotely in aluminum enclosers shall be
approximately 10 feet above grade. The enclosure shall include driver, controller, and fusing for each
luminaire. Safety disconnects and surge protection per circuit for each pole structure must be located in
the enclosure.
5- Wire harness complete with an abrasion protection sleeve, strain relief, and plug-in connection for
fast, trouble free installation.
Lighting System Construction - Ed Defore Sports Complex Baseball and Softball Fields
1 - This is a one for one swap of lights., L.E.D. is the required type of illumination.
2 - The lighting system shall provide target illuminance level over the guaranteed lifetime of the systems
operation.
3 - Ball Tracker technology must be incorporated into the desired system in order to have adequate
illumination to see balls in flight.
4 - Remote lighting control. The system shall allow owners and users with a security code to schedule
on/off system operation via web site, phone or email.
5 - Playing surfaces shall be lit to the target light levels that is established by the GHSA.
6 - Power for the Softball Field must be relocated from the softball scorers booth to the main
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concession area with new controllers. Saw cutting concrete will be required. Each circuit will need to
be relocated from the softball scorers booth to the main concession area as well. The concession
houses the main switch gear.
7 - All power that energizes lighting is the contractors' responsibility to ensure power is stable and safe
to each location.
8 - Switchgear and Applicable Transformers: It is the contractors' responsibility to ensure that the main
switchgear is in compliance with NEC 2023.
*Bids should consist of separate pricing per school.
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Appling Middle School
Ballard-Hudson
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Howard Middle
Miller Middle
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Rutland Middle
Weaver Middle
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Ed Defore Sports Complex - Baseball and Softball Fields
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Proposal Submission:
Interested vendors must submit proposals that include the following
information:
* Company background and experience in providing services addressing ALL the
requirements within the Scope of Services.
3. Contract Award:
The contract will be awarded to the vendor whose proposal best meets the needs of the
Bibb County School District, as determined by the custodial department.
4. Inquiries:
Any inquiries regarding this RFP should be directed to the Bibb County School District
Procurement Office at elaine.wilson@bcsdk12.net,
The Bibb County School District reserves the right to reject any or all proposals and to
waive any informalities or irregularities in the proposal process. This RFP does not
commit the Bibb County School District to award a contract, nor does it obligate the
district to pay any costs incurred in the preparation of proposals.
5. Proposal Information:
Submitted as a PDF Document, ensure to include the following information.
6. Evaluation:
a. Cost 50 points
b. Company Overview 10 points
c. Project Timeline 20 points
d. Experience 20 points
Total Possible Points 100 points
The contract, if awarded, will be awarded to the responsible bidder. Product quality, service
issues and other factors stipulated above must be met to the satisfaction of the Board for a bid to
be considered responsive. The Bids will be evaluated with the following Criteria.
7. INTERPRETATION/ADDENDA:
If any questions should arise pertaining to the RFP Documents, the bidders may email the
Executive Director of Procurement, Dr. Elaine M. Wilson-Beverly, at
Elaine.wilson@bcsdk12.net. Please include the RFP number in the Subject line, in order
to guarantee a response to the question submitted. The questions should be received prior
to the deadline within the TENTATIVE TIMELINE.
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