SCHOONOVER OBSERVATORY TELESCOPE SYSTEM PROJECT NO. 07-26

REQUEST FOR PROPOSALS
SCHOONOVER OBSERVATORY
TELESCOPE SYSTEM
PROJECT No. 07-26

REQUEST FOR PROPOSALS Schoonover Observatory Telescope System
1. Project Overview
The City of Lima, Ohio ("Owner") is seeking proposals from qualified design-build teams ("bidder",
"proposer", "Design-Builder") to provide comprehensive design, engineering, procurement,
installation, integration, testing, and commissioning services for a complete telescope system at the
Schoonover Observatory. This is a turnkey project requiring a single point of responsibility for all
aspects of the observatory telescope system.
1.1 Project Background
Schoonover Observatory is located at 670 N. Jefferson Street within Schoonover Park, a 59-acre
public park owned by the City of Lima and situated on the west side of the park in Allen County,
Ohio (Allen County Parcel 37-3009-08-008.00). The park's recreational use dates to the late 1800s.
In 1940, Thomas Schoonover purchased the property and donated it to the City of Lima to operate
as a public city park. The Schoonover Observatory building was constructed in 1964 and has
served the community continuously since that time. The property is recorded on the Ohio Historic
Inventory as ALL-00593-08.
The facility is owned by the City of Lima and operated in partnership with the Lima Astronomical
Society, which conducts public programming, educational outreach, and observational activities at
the site. The proposed improvements are being completed by the City in cooperation with the Lima
Astronomical Society. Design-Builders should expect to coordinate with representatives of both the
City and the Lima Astronomical Society throughout the project.
This project will install a new, significantly enhanced telescope system to expand the observatory's
capabilities and support the continued public mission of both the City and the Lima Astronomical
Society. The selected system is centered on the PlaneWave CDK20 optical tube assembly
mounted on a PlaneWave L-550 direct-drive equatorial mount, with a full suite of imaging cameras
and auxiliary equipment as specified in Section 3.
1.2 Procurement Authority
This procurement is authorized under Chapter 288 of the Codified Ordinances of the City of Lima,
which govern the announcement, prequalification, evaluation, selection, and related requirements
for services on public projects. The Mayor has determined that the proposed project delivery
method as outlined by this document is in the City's best interest for this project due to the
specialized and technical nature of observatory telescope systems.
1.3 Project Goals
* Deliver a fully functional, imaging-capable telescope system based on specified off-the-shelf
components
* Mount the L-550 equatorial mount securely to the existing observatory pedestal (see Section
3.2 for mount-to-pedestal interface requirements)
* Provide automated operation capabilities including dome integration (see Section 3.3 for
dome automation requirements)
* Integrate all equipment into a cohesive, operable system
* Provide dome repairs to enhance the existing dome's service life and functionality
* Provide comprehensive training and documentation for operations staff
* Provide warranty coverage and ongoing support options
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REQUEST FOR PROPOSALS Schoonover Observatory Telescope System
2. Scope of Work
The selected design-build team shall be responsible for all aspects of the telescope system from
design through commissioning. The scope includes, but is not limited to:
2.1 Design Phase
* Site assessment and integration planning, including dome repair assessment (see Section
3.4)
* Mount-to-pedestal interface assessment and engineering (see Section 3.2)
* Dome automation assessment and engineering (see Section 3.3)
* Detailed system design including telescope, mount, custom pier, mount-to-pedestal interface,
dome automation, and all accessories
* Electrical and data infrastructure design
* Control system and software architecture
* Imaging and instrument package design
* Safety systems and protocols
2.2 Equipment Procurement
The Owner has specified the following off-the-shelf equipment (see Section 3.1 for the complete
list). The Design-Builder shall procure all listed items. In addition to procuring off-the-shelf
equipment, the Design-Builder is responsible for any fabrication or procurement of equipment
included in the custom mount-to-pedestal interface and dome automation system.
2.3 Installation and Integration
* Mount-to-pedestal interface installation and precision alignment
* Telescope assembly and optical alignment
* Medium-field and wide-field telescope (piggyback) installation and alignment
* Camera and filter wheel integration on all optical tubes
* Electrical and data infrastructure installation
* Dome integration and automation
* Control system installation and configuration
* Imaging system integration and calibration
* All mechanical, electrical, and software integration work
2.4 Testing and Commissioning
* Mount-to-pedestal interface verification
* System testing and verification of all off-the-shelf components
* Polar alignment and tracking accuracy verification
* Pointing model development
* Imaging system calibration across all cameras
* Automation and safety system testing
* Performance verification against specifications
* Documentation of as-built conditions
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REQUEST FOR PROPOSALS Schoonover Observatory Telescope System
2.5 Training and Documentation
* Comprehensive operator training (minimum 4 hours)
* Maintenance training for operations staff
* Complete system documentation including operation manuals, maintenance procedures, and
troubleshooting guides
* As-built drawings and documentation for all custom fabrication
* Software documentation and license records
2.6 Warranty and Support
* Maintenance and Guarantee Bond as provided in Appendix B - Standard Contract Terms
* Technical support plan covering remote and on-site response
* Optional extended warranty and maintenance agreements
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REQUEST FOR PROPOSALS Schoonover Observatory Telescope System
3. Equipment and Technical Requirements
3.1 Specified Equipment List
The following equipment has been selected by the Owner and shall be procured by the Design-
Builder. All items are commercially available off-the-shelf products. No custom fabrication is
required for any item in this list.
# Component Notes
1 PlaneWave CDK20 (Primary Telescope OTA) 20" f/6.8 Corrected Dall-Kirkham
2 PlaneWave L-550 Direct-Drive Mount Main mount for all optical tubes
3 L-500/L-600 Equatorial Wedge For polar alignment
4 Medium Field Telescope - Lunt 130 (LUNT130) Piggyback, medium FOV
5 Wide Field Telescope - RedCat 51 (REDCAT51) Piggyback, wide FOV
6 Piggyback Dovetail Bar Attaches piggyback scopes to L-550
7 Vixen to Losmandy Adapter Dovetail adapter as required
8 Counterweights and Bracket (CDK20) Per CDK20/L-550 requirements
9 Main Camera - QHY600 Pro (Full-Frame) Primary imaging camera on CDK20
10 Medium Camera - QHY268 Pro On LUNT130
11 CDK20 SecureFit Adapter Kit Camera interface for CDK20
12 Wide Field Camera - QHY268 M/C PH On RedCat 51
13 Motorized Filter Wheel - QHYCFW3 For main camera imaging train
14 Desktop Computer Setup Control and imaging computer
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REQUEST FOR PROPOSALS Schoonover Observatory Telescope System
3.2 Mount-to-Pedestal Interface - Design-Builder Design Responsibility
The Owner has an existing observatory pedestal. The exact method of attaching the PlaneWave L-
550 mount to this pedestal has not been predetermined and is a Design-Builder design
responsibility.
The Design-Builder shall:
* Conduct a site survey and field assessment of the existing pedestal, including dimensional
survey, material verification (concrete, steel, or other), anchor point capacity, and levelness
* Evaluate the structural adequacy of the existing pedestal to support the combined load of the
mount, telescopes, cameras, and counterweights under static and dynamic (slewing)
conditions
* Design an appropriate interface solution, which may include a custom adapter plate, threaded
anchor bolts, through-bolts, or other engineered fastening system compatible with both the
existing pedestal and the custom pier
* Design an appropriate custom pier solution compatible with the interface solution and the L-
500/L-600 Equatorial Wedge. An offset pier is anticipated due to the equatorial wedge
* Ensure the interface solution provides the rigidity, levelness, and load-bearing capacity
required for precise polar alignment and stable telescope operations
* Prepare engineering drawings of the interface design for Owner review and approval prior to
fabrication or installation. A commercial building permit from the City of Lima Building
Department is anticipated. Engineering drawings required for permitting shall be signed and
sealed by a registered Ohio design professional. Permitting fees specific to the project will be
waived; general contractor registration fees not specific to the project shall be borne by the
respective contractors
Note: The Owner will provide existing pedestal drawings or dimensions if available. The Design-Builder
shall perform field measurements as part of the site survey to verify all critical dimensions.
3.3 Dome Automation - Design-Builder Design Responsibility
The existing dome is equipped with motorized rotation and shutter systems, and the Owner intends
to retain the existing dome structure. The exact scope of work required to retrofit the existing dome
for automated operation, including which components require replacement or upgrade, has not
been predetermined and is a Design-Builder design responsibility.
The Design-Builder shall conduct a field assessment of the existing dome drive system and design
a retrofit solution that provides full automation capability using the existing dome structure to the
greatest extent practicable.
The Design-Builder shall:
* Conduct a site survey and field assessment of the existing dome drive system, including
inspection of existing motors, motor mounts, drive mechanisms, shutter hardware, wiring, and
control circuitry. Existing electrical infrastructure includes two single-phase, 110V motors
controlling dome rotation (Breaker #12, Observatory Electrical Panel) and one three-phase,
480V motor with a control box converting to 110V single-phase controlling the dome shutter
(Breaker #7, Observatory Electrical Panel), as shown in Appendix A, Fig. A3
* Evaluate the condition and compatibility of existing motors, drive hardware, and electrical
infrastructure with automation-capable control systems. Identify which components are
suitable for retention and which require replacement or upgrade to achieve reliable automated
operation
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REQUEST FOR PROPOSALS Schoonover Observatory Telescope System
* Design a dome automation retrofit solution that provides full azimuth rotation control and
shutter open/close control, integrated with the telescope control software (e.g., NINA,
TheSkyX, or equivalent) via a standard protocol such as ASCOM or INDI
* Ensure the dome automation system supports slave mode operation, in which dome azimuth
automatically tracks telescope pointing
* Design any required electrical modifications or new electrical infrastructure in compliance with
the National Electrical Code (NEC) and all applicable local codes. It is anticipated that the
existing Observatory Electrical Panel will not require modification; the Design-Builder shall
verify this assumption as part of the site survey. If panel modifications are necessary,
engineering drawings for permitting shall be signed and sealed by a registered Ohio design
professional, and the Design-Builder shall coordinate with the City of Lima Building
Department regarding required permits
* Coordinate with the City of Lima Building Department regarding any required permits for
electrical or mechanical work associated with dome automation
Note: Existing electrical panel breaker assignments and motor configurations are shown in Appendix A,
Fig. A3. The Design-Builder shall perform field verification of all electrical and mechanical conditions as
part of the site survey, as existing documentation is approximate and subject to field conditions.
3.4 Dome Repairs - Design-Builder Design Responsibility
The existing dome is an original Ash-Dome product installed in 1964 and is the dome structure that
will be retained as part of this project. The dome is in serviceable condition but has several known
deficiencies identified by Ash-Dome during a site visit conducted in August 2025. A copy of the Ash-
Dome site visit report is included in Appendix A, Figure A4.
The Design-Builder shall review the Ash-Dome report and conduct its own field assessment of the
dome's condition as part of the site survey. Based on this assessment, the Design-Builder shall
identify and recommend repairs necessary to restore the dome to reliable, long-term operational
condition and to support automated operation as required by Section 3.3.
The following constraints apply to all dome repair work:
* Replacement of the dome is not within the scope of this project
* Repairs that would materially alter the exterior appearance of the building are not within the
scope of this project, consistent with the structure's listing on the Ohio Historic Inventory (ALL-
00593-08)
The Design-Builder shall provide a separately itemized cost for all recommended dome repairs in
the Cost Proposal (Section F). Dome repair costs are funded entirely by the City of Lima and are
not eligible for reimbursement under the grant funding the telescope system procurement.
Proposers should be aware that the Owner may elect to proceed with all, some, or none of the
recommended repairs; the Cost Proposal should reflect this as a line-item schedule of optional
repair work rather than a lump sum inclusive of repairs.
Note: The Ash-Dome site visit report included in Appendix A, Fig. A4 represents the dome
manufacturer's findings and recommendations as of August 2025 and is provided for informational
purposes. The Design-Builder shall independently verify existing conditions and is not bound by the
scope or prioritization of repairs identified in that report.
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REQUEST FOR PROPOSALS Schoonover Observatory Telescope System
4. Project Requirements and Specifications
4.1 System Performance Requirements
Requirement Specification
Primary Telescope PlaneWave CDK20, 20" aperture, f/6.8, Corrected Dall-Kirkham optics
Mount PlaneWave L-550 direct-drive, GoTo, autoguiding, precision tracking
Imaging Capability Multi-camera system: full-frame (QHY600 Pro), medium (QHY268
Pro), wide-field (QHY268 M/C PH), with motorized filter wheel
Control Software Industry-standard (e.g., NINA, TheSkyX, MaxIm DL, or equivalent)
with remote access capability
Automation Level Automated dome control, imaging sequences, weather monitoring,
and automatic shutdown
Mount Interface Engineered adapter to existing pedestal; Design-Builder design
responsibility
4.2 General Design Requirements
* All work must comply with applicable building codes, electrical codes, and safety standards
* System must be designed for ease of maintenance and operation by trained municipal staff
* Design must accommodate future instrument changes and upgrades
* Environmental controls must protect equipment from temperature extremes and humidity
* Safety systems must include emergency stops, weather monitoring, and automatic protection
protocols
4.3 Schedule Requirements
Proposers shall provide a realistic schedule based on equipment lead times and installation
complexity. The following represents the Owner's suggested phasing:
# Milestone Target Duration
1 Notice of Intent to Award (NOIA) Day 0
2 Final Award, Contract Execution and Notice to Proceed (NTP) Within 60 days from NOIA
3 Preconstruction Phase: Design Development 30 days from NTP
4 Preconstruction Phase: Design Approvals and Reviews 60 days from NTP
5 Preconstruction Phase: Procurement 120 days from NTP
6 Preconstruction Phase: Fabrication 120 days from NTP
7 Design-build Phase: On-Site Installation Begins 130 days from NTP
8 Design-build Phase: Integration and Testing Complete 160 days from NTP
9 Design-build Phase: Training Complete / Final Acceptance 180 days from NTP
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REQUEST FOR PROPOSALS Schoonover Observatory Telescope System
5. Proposal Requirements
5.1 Required Submissions
Proposals shall be organized into the following sections:
Section A - Cost Proposal
Provide a lump sum price with the following breakdown:
Fill out the Cost Proposal Form provided in Appendix C
An Excel version of the form is available on the Auditor's website or by contacting the
Engineering Division. Proposers are responsible for verifying all information is correctly
entered onto the form.
All costs must be provided in United States dollars (USD).
Section B - Additional Forms Required to be Submitted with the Proposal
1. Non-Collusion Affidavit Form
This affidavit must be executed for the proposal to be considered.
2. City of Lima Income Tax Form:
The form shall be completed by the proposer. There is a City Income Tax Law in
effect in the City of Lima. Proposers shall familiarize themselves with all provisions of this law
before submitting a proposal.
3. Exhibit "A" - Personal Property Tax Delinquencies:
This affidavit must be executed for the proposal to be considered.
4. Proposal Bond or Certified Check:
The proposal shall be accompanied by a proposal bond, with corporate surety or sureties
satisfactory to the City, or by certified check on a solvent bank. The amount of the bond shall be
one hundred percent (100%) of the proposal. The bond shall be given in favor of the City of Lima,
Ohio. The amount of the certified check shall be ten percent (10%) of the proposal. The certified
check shall be drawn payable to the order of the City of Lima, Ohio.
The proposal bond or certified check shall be forfeited if the said proposer fails to enter into
contract with the City of Lima, Ohio; and to furnish the required bond within Twenty-One (21) days
after the notice of acceptance of the contract, if the award is made to said proposer.
The certified checks, if applicable, of all except the shortlisted proposers will be returned on
demand as soon as the proposals are canvased. The certified checks, if applicable, of the
shortlisted proposers will be held until the execution of the contract and the furnishing of the
required bond, after which they will be returned.
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