RFP 05-2026 - Lighting at Legacy Park

CONTRACT SPECIFICATIONS
LIGHTING AT LEGACY PARK
TENNIS AND BASKETBALL COURTS
TOWN OF BEDFORD, NH
DEPARTMENT OF PUBLIC WORKS
RFP 05-2026
Release to Advertise Friday, July 24, 2026
Mandatory Pre-bid Meeting Thursday, July 30, 2026, 10:00AM EST
Bid Opening Friday, August 7, 2026, 10:00AM EST
Town of Bedford, NH
Department of Public Works
Bedford Safety Complex
55 Constitution Drive
Bedford, NH 03110
Brian Desfosses, P.E., Public Works Director

TABLE OF CONTENTS
Advertisement for Bid i
Information for Contractors/ Pre-Bid Meeting IFC 1-2
Contractor's Bid Form BID 1-7
Notice-of-Award NOA-1-2
Agreement A 1-2
Special Conditions SC 1-2
Specifications S 1-16
General Conditions GC 1-19

ADVERTISEMENT FOR BIDS
Sealed bids for the "Lighting at Legacy Park: Tennis and Basketball Courts" will be received at the
Department of Public Works, Bedford Safety Complex, 55 Constitution Drive (2nd Floor), Bedford, NH 03110,
until 10:00 am on Friday, August 7, 2026, upon which they shall be publicly opened and read aloud.
A mandatory pre-bid conference will be held Thursday, July 30 @ 10:00 am - Bedford Safety
Complex, 55 Constitution Drive, Bedford. The Owner may waive any formalities in the Bid
submittal process and/or minor defects in the Bid submittal and/or reject any and all Bids. No
Bidder may withdraw a Bid within 60 days after the actual date of the opening thereof. Should
there be reasons why the contract cannot be awarded within the specified period, the time may be
extended by mutual agreement between the Owner and the Bidder. The Prequalification
Statement is part of this document (last 3 pages). It may also be obtained at the Bedford Public
Works Department, 55 Constitution Drive (2nd Floor), Bedford, NH 03110. The Prequalification
Statement is due together with the bid submission.
The work will include furnishment of all labor, materials, tools, and equipment necessary to
refurbish or replace existing lighting at the Basketball court. Furnishment of all labor, materials,
tools, and equipment necessary to install new lighting at the tennis courts. All work must meet the
specifications contained in the document. All materials for installation, replacement, and repairs of
existing fixtures shall strictly adhere to the Manufacturer's written installation instructions and
accordance with the contract documents.
i

INFORMATION FOR CONTRACTOR
1. GENERAL
Sealed bids for the "Lighting at Legacy Park: Tennis and Basketball Courts" will be received at the
Office of the Director of Public Works, Bedford Safety Complex, 55 Constitution Drive (2nd Floor),
Bedford, NH 03110, until 10:00 am on Friday, August 7, 2026, upon which they shall be publicly
opened and read aloud. A mandatory pre-bid conference will be held Thursday, July 30 @ 10:00
am - Bedford Safety Complex, 55 Constitution Drive, Bedford. The Owner may waive any
formalities in the Bid submittal process and/or minor defects in the Bid submittal and/or reject any
and all Bids. No Bidder may withdraw a Bid within 60 days after the actual date of the opening
thereof. Should there be reasons why the contract cannot be awarded within the specified period,
the time may be extended by mutual agreement between the Owner and the Bidder. The
Prequalification Statement is part of this document (last 3 pages). It may also be obtained at the
Bedford Public Works Department, 55 Constitution Drive (2nd Floor), Bedford, NH 03110. The
Prequalification Statement is due together with the bid submission.
2. AWARD
The Owner reserves the right to accept or reject any Bid for any reason or no reason without recourse by
any Bidder and to award a Contract to any Bidder on any basis which the Owner, in its sole and absolute
discretion, determines to be in the best interest of the Owner.
The Bid may not be withdrawn for a period of sixty (60) days from the date of receipt of Bids and the
Owner shall have the right to award a Contract within the sixty (60) day period.
3. NOTICE TO PROCEED
The Notice-to-Proceed should be issued within thirty (30) days of the execution of the Agreement by the
Owner. Should there be reasons why the Notice-to-Proceed cannot be issued within such period, the time
may be extended by mutual agreement between the Owner and Contractor.
4. CONTRACT TIME
The Contractor shall commence work no earlier than the date of award, and will have until December 31,
2026, for substantial completion. This agreement may be extended further if materials and supplies are
not timely available, or in the event of early winter onset; which is proven to and accepted by the Town of
Bedford following a good faith effort, in which case the work can be extended into 2027. In no case shall
the project be extended further than June 30, 2027. Preference will be given to contractors who are able
to complete the work in 2026, all other things being equal.
IFC-1

5. QUALIFICATIONS OF BIDDERS
All bidders must be prepared present satisfactory proof of their capacity and ability to successfully meet
the requirements of this RFP. Proposals shall include a brief summary of similar projects or services to
prior clients including the dates of the projects and the point of contact of such clients. In addition to the
Proposal, all Bidders will also be required to complete the Bid Form (pages BID 1 to BID 7) in its entirety
and submit with the Proposal. Failure to do so may be cause for rejection of the Proposal (Bid Form). The
OWNER may make such investigations, as he/she deems necessary, to determine the ability of the Bidder
to perform the work. Also, the Bidder shall furnish the OWNER with all such information and data for this
purpose as the OWNER that such Bidder is properly qualified to carry out the obligations of the Contract
and to complete the work contemplated therein. Conditional bids will not be accepted. The award will not
be made based solely on cost of services. Evaluation factors to be considered in addition to cost shall be:
Past experience and other references, quality of workmanship or services provided, adequate financial
resources or ability to obtain such resources to complete the project. The Prequalification Statement is
part of this document (last 3 pages). It may also be obtained at the Bedford Public Works Department, 55
Constitution Drive (2nd Floor), Bedford, NH 03110. The Prequalification Statement is due together with
the bid submission.
6. BIDDER QUESTIONS
Bidders are encouraged to submit questions via email to publicworks@bedfordnh.gov; however, the
Owner assumes no liability for ensuring accurate and complete email transmission/receipt and is not
responsible to acknowledge receipt. Inquiries must be submitted citing the RFP title, Page, Section, and
received no later than Friday, July 31 at 5:00PM:
Brian Desfosses, DPW Director
55 Constitution Drive
Bedford, NH 03110
Email: bdesfosses@bedfordnh.gov
The Owner will consider all timely-received questions and requests for change and, if reasonable and
appropriate, will issue an addendum to clarify or modify this RFP. Answers to Bidder submitted questions
and other addenda will be addressed online at bedfordnh.gov, at the RFP site, and by email to all bidders
who attended the pre-bid meeting no later than Tuesday, August 4, 2026 at 5:00PM.
IFC-2

BID 05-2026
Proposal of ______________________________________(hereinafter called "Bidder"),
organized and existing under the laws of the State of _________, doing business in
___________________________________________________ as__________________ *.
Insert "a corporation", "a partnership", or "an individual" as applicable.
To the Town of Bedford, New Hampshire (hereinafter called "Owner"): In compliance with your
Advertisement for Bids, Bidder hereby proposes to perform all work for the "Lighting at Legacy Park:
Tennis and Basketball Courts" as directed by the Owner in strict accordance with the Contract Documents,
within the time set forth therein, and at the prices stated below. If it is determined to be advantageous for
the Town of Bedford, the Town may extend the unit bid prices, if agreed by the Bidder, without unit cost
adjustment.
By submission of this Bid, each Bidder certifies, and in the case of a joint Bid, each party thereto certifies as
to their own organization that this Bid has been arrived at independently, without consultation,
communication or agreement as to any matter relating to this Bid with any other Bidder or with any
competitor.
The Bidder declares that no person in the employ of the Owner is pecuniary interested in the proposal or
in the Contract for the work which they propose to do, that the Owner has carefully examined the
Contract Documents and Specifications and has informed themselves fully in regard to all conditions
pertaining to the sites where the Work is to be done and has carefully estimated the work. The Bidder
understands that the Owner, its agents and employees, are not to be in any manner held responsible for
the accuracy of, or bound by, any estimates or plans or locations of underground structures relating to the
Work, and that, if any have been given or made, they are to be considered solely as a base for completing
and comparing proposals.
The Bidder proposes to furnish all the labor, equipment and materials required to carrying out the work in
strict accordance with the Contract Documents for the prices specified herein, subject to additions and
deductions, described in the Contract Documents and in all respects according to the terms thereof.
Bidder hereby agrees to commence Work under this Contract on or after receipt of the Notice-to Proceed
and to substantially complete the Project by no later than December 31, 2026. In the event that the
winning bidder cannot perform on the contract, the Town of Bedford reserves the right to hold all efforts
and monies until a future year, and with a separate contractor, if they so choose.
The Bidder proposes and agrees that within 10 days next after the day on which the Notice-of Award shall
be given to him or mailed to him at the address hereinafter given, he will sign the agreement and will
execute and deliver to the Owner, the Agreements and Bonds in the sums specified, conditioned to
faithfully furnish and do everything required of the Contractor, with a surety company authorized to do
business in New Hampshire.
BID-1

BIDDER acknowledges receipt of the following ADDENDUM(S):
___________________________________________________________________________
___________________________________________________________________________
Town of Bedford
RFP 04-2026
LIGHTING AT LEGACY PARK TENNIS AND BASKETBALL COURTS
COMPLIANCE CHECKLIST - TENNIS COURTS
REQUIRED SUBMITTAL INFORMATION FOR ALL MANUFACTURERS (NOT PRE-APPROVED) 10
DAYS PRIOR TO BID
All items listed below are mandatory, shall comply with the specification and be submitted
according to pre-bid submittal requirements. Complete the Yes/No column to indicate
compliance (Y) or noncompliance (N) for each item. Submit checklist below with submittal.
Yes
/ Tab Item Description
No
Listing of all information being submitted must be included on the table of
Letter/
A contents. List the name of the manufacturer's local representative and his/her
Checklist
phone number. Signed submittal checklist to be included.
Equipment
B Drawing(s) showing court layouts with pole locations
Layout
Lighting design drawing(s) showing:
a. Field Name, date, file number, prepared by
b. Outline of field(s) being lighted, as well as pole locations referenced to the
center of the field (x & y), Illuminance levels at grid spacing specified
c. Pole height, number of fixtures per pole, horizontal and vertical aiming
On Field
angles, as well as luminaire information including wattage, lumens and optics
C Lighting
d. Height of light test 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 (CV),
coefficient of utilization (CU) uniformity gradient; number of luminaries, total
kilowatts, average tilt factor; light loss factor.
Lighting design drawing showing initial spill light levels along the boundary line
Off Field (defined on bid drawings) in footcandles. Lighting design showing glare along the
D Lighting boundary line in candela. Light levels shall be taken at 30-foot intervals along the
Design boundary line. Readings shall be taken with the meter orientation at both
horizontal and aimed towards the most intense bank of lights.
Provide first page of photometric report for all luminaire types being proposed
Photometric
E showing candela tabulations as defined by IESNA Publication LM-35-02.
Report
Photometric data shall be certified by laboratory with current National Voluntary
BID-2

Laboratory Accreditation Program or an independent testing facility with over 5
years experience.
Provide performance guarantee including a written commitment to undertake all
Performance corrections required to meet the performance requirements noted in these
F
Guarantee specifications at no expense to the owner. Light levels must be guaranteed to not
fall below target levels for warranty period.
Pole structural calculations and foundation design showing foundation shape,
depth backfill requirements, rebar and anchor bolts (if required). Pole base
Structural
G reaction forces shall be shown on the foundation drawing along with soil bearing
Calculations
pressures. Design must be stamped by a structural engineer in the state of New
Hampshire, if required by owner. (May be supplied upon award).
Manufacturer of the control and monitoring system shall provide written
Control &
definition and schematics for automated control system. They will also provide ten
H Monitoring
(10) references of customers currently using proposed system in the state of New
System
Hampshire.
Electrical Manufacturer bidding an alternate product must include a revised electrical
I Distribution distribution plan including changes to service entrance, panels and wire sizing,
Plans signed by a licensed Electrical Engineer in the state of New Hampshire.
Provide written warranty information including all terms and conditions. Provide
J Warranty ten (10) references of customers currently under specified warranty in the state of
New Hampshire.
Manufacturer to provide a list of ten (10)projects where the technology and
Project specific fixture proposed for this project has been installed in the state of New
K
References Hampshire. Reference list will include project name, project city, installation date,
and if requested, contact name and contact phone number.
Product Complete bill of material and current brochures/cut sheets for all products being
L
Information provided.
The information supplied herein shall be used for the purpose of complying with the
specifications for Legacy Park Tennis. By signing below, I agree that all requirements of the
specifications have been met and 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 the Non-Compliance section.
Manufacturer: __________________________________________ Signature: __________________________________________
Contact Name: __________________________________________ Date: ______/______/_____
Contractor: _____________________________________________ Signature___________________________
BID-3

LIGHTING AT LEGACY TENNIS AND BASLETBALL COURTS
COMPLIANCE CHECKLIST BASKETBALL COURT
REQUIRED SUBMITTAL INFORMATION FOR ALL MANUFACTURERS (NOT PRE-APPROVED) 10 DAYS PRIOR TO BID
All items listed below are mandatory, shall comply with the specification and be submitted according to pre-bid
submittal requirements. Complete the Yes/No column to indicate compliance (Y) or noncompliance (N) for each item.
Submit checklist below with submittal.
Yes/
Tab Item Description
No
Listing of all information being submitted must be included on the table of
Letter/
A contents. List the name of the manufacturer's local representative and his/her
Checklist
phone number. Signed submittal checklist to be included.
Equipment
B Drawing(s) showing court layouts with pole locations
Layout
Lighting design drawing(s) showing:
f. Field Name, date, file number, prepared by
g. Outline of field(s) being lighted, as well as pole locations referenced to the
center of the field (x & y), Illuminance levels at grid spacing specified
h. Pole height, number of fixtures per pole, horizontal and vertical aiming
On Field
angles, as well as luminaire information including wattage, lumens and optics
C Lighting
i. Height of light test meter above field surface.
Design
j. 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 (CV), coefficient
of utilization (CU) uniformity gradient; number of luminaries, total kilowatts,
average tilt factor; light loss factor.
Lighting design drawing showing initial spill light levels along the boundary line
Off Field (defined on bid drawings) in footcandles. Lighting design showing glare along the
D Lighting boundary line in candela. Light levels shall be taken at 30-foot intervals along the
Design boundary line. Readings shall be taken with the meter orientation at both
horizontal and aimed towards the most intense bank of lights.
Provide first page of photometric report for all luminaire types being proposed
showing candela tabulations as defined by IESNA Publication LM-35-02.
Photometric
E Photometric data shall be certified by laboratory with current National Voluntary
Report
Laboratory Accreditation Program or an independent testing facility with over 5
Town of Bedford
years' experience.
Provide performance guarantee including a written commitment to undertake all RFP 11-2025
corrections required to meet the performance requirements noted in these Lighting at Legacy Park: Tennis and Basketball Courts
Performance
F specifications at no expense to the owner. Light levels must be guaranteed to not Compliance Checklists
Guarantee
fall below target levels for warranty period. Glare values in candela must be
guaranteed to not be exceeded.
BID-4

Manufacturer of the control system shall provide written definition and
Control
G schematics for automated control system. They will also provide references of
System
customers currently using proposed system in the state of New Hampshire.
Provide written warranty information including all terms and conditions. Provide
H Warranty ten (10) references of customers currently under specified warranty in the state of
New Hampshire.
Manufacturer to provide a list of ten (10) projects where the technology and
Project specific fixture proposed for this project has been installed in the state of New
I
References Hampshire. Reference list will include project name, project city, installation date,
and if requested, contact name and contact phone number.
Product Complete bill of material and current brochures/cut sheets for all products being
J
Information provided.
Manufacturer shall supply an expected delivery timeframe from receipt of
K Delivery
approved submittals and complete order information.
Non- Manufacturer shall list all items that do not comply with the specifications. If in full
L
Compliance compliance, tab may be omitted.
The information supplied herein shall be used for the purpose of complying with the
specifications for Legacy Park Basketball. By signing below, I agree that all requirements of the
specifications have been met and 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 the Non-Compliance section.
Manufacturer: _________________________________ Signature: _________________________________
Contact Name: _________________________________ Date: ______/______/_____
Contractor: ____________________________ Signature:______________________________
BID-5