LIGHTING EQUIPMENT UPGRADES

Location:	North Carolina
Posted:	Nov 7, 2025
Due:	Nov 21, 2025
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	62 - Lighting Fixtures and Lamps
Solicitation No:	251-26-224
Publication URL:	To access bid details, please log in.

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Memorandum from Purchasing Department

Letter of Instruction for RFP #251-26-224

To: Prospective Parties

Thank you for your interest in the Wake County Public School System. Please review the following

instructions prior to submitting your proposal.

• Prior to submitting and executing the proposal, please make sure you read and understand the terms

and conditions referenced. All proposals are subject to the terms and conditions outlined herein. All

responses will be controlled by such terms and conditions and the submission of other terms and

conditions, price lists, catalogs, and/or other documents as part of an offeror’s response will be waived

and have no effect either on this Request For Proposals or on any contract that may be awarded

resulting from this solicitation. The attachment of any other terms and conditions by the Offeror may be

grounds for rejection of that proposal. Offeror specifically agrees to the conditions set forth in the

above paragraph by signature to the proposal.

• Please read carefully the section titled CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS

DURING THE RFP PROCESS. All questions should be directed only to bids-pgooding@wcpss.net

• Offerors are cautioned that this is a request for offers, not a request to contract, and WCPSS reserves

the unqualified right to reject any and all offers when such rejection is deemed to be in the best

interest of WCPSS.

• In submitting a proposal, the Offeror agrees not to use the results there from as part of any news

release or commercial advertising.

All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the RFP

requirements and achieving the highest and best final evaluation which is best for WCPSS. Vendors

SHALL not be considered who are not approved or authorized by The State of North Carolina to do

business with The State of North Carolina. WCPSS reserves the right to waive any minor informality or

technicality in proposals received.

IMPORTANT: CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date proposals are opened through the date the contract is

awarded—each Vendor submitting a proposal (including its representatives, sub-contractors and/or

suppliers) is prohibited from having any communications with any person inside or outside of WCPSS

regarding this solicitation. All communication should be directed in written form to the WCPSS

contact indicated above.

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Request for Proposal #251-26-224

1551 Rock Quarry Rd – Bldg. F

Raleigh, NC 27610

Refer ALL Inquiries to: Petra Gooding

Telephone No: 919-588-3456

E-Mail: bids-pgooding@wcpss.net

LIGHTING EQUIPMENT UPGRADES AT

EAST MILLBROOK MIDDLE SCHOOL AUDITORIUM

Contract Type: Open Market

Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM

NOTICE TO VENDORS

Proposals, subject to the conditions made a part hereof, will be received via email to bids-pgooding@wcpss.net until 12:00

p.m. on Friday, November 21, 2025. Proposals are subject to rejection unless submitted on this form.

EXECUTION

In compliance with this Invitation for Proposals, and subject to all the conditions herein, the undersigned offers and agrees

to furnish and deliver any or all items upon which prices are proposed, at the prices set opposite each item within the time

specified herein. By executing this proposal, I certify that this proposal is submitted competitively and without collusion.

Failure to execute/sign proposal prior to submittal shall render bid invalid. Late proposals are not acceptable.

VENDOR:

STREET ADDRESS:

CITY & STATE & ZIP:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING:

AUTHORIZED SIGNATURE:

DATE:

FEDERAL ID OR SOCIAL SECURITY NO.

P.O. BOX:

ZIP:

TELEPHONE NUMBER:

TOLL FREE TEL. NO

(800)

FAX NUMBER:

E-MAIL:

Offer valid for 60 days from date of proposal opening unless otherwise stated here: ____ days Prompt Payment Discount:

_______ % __________________ days.

DELIVER BID TO: Petra Gooding

bids-pgooding@wcpss.net

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RFP SCHEDULE

The table below shows the intended schedule for this RFP. WCPSS will make every effort to adhere to this schedule.

Event

Issue RFP

Site visit (optional, but strongly encouraged)

East Millbrook Middle School

3801 Spring Forest Road, Raleigh, NC 27616

Submit Proposals

Responsibility

WCPSS

WCPSS/Vendor

Vendor

Date and Time

11-7-25

11-13-25 at 10:00 am

11-21-25 @ 12:00 PM ET

PROJECT OBJECTIVES

The Wake County Public School System’s (WCPSS) Magnet & Curriculum Enhancement Department is seeking

to contract with a vendor who can upgrade the lighting equipment in the Auditorium at East Millbrook Middle

School in Raleigh, NC, per the specifications outlined below.

BACKGROUND

The Wake County Public School System (WCPSS) is currently the largest school district in North Carolina and

the 15th largest in the United States. There are currently 203 schools serving a student population of

approximately 162,000, with approximately 20,000 staff. Wake County covers 854 square miles. Additional

information about the school system can be accessed via the internet site (www.wcpss.net).

SCOPE OF WORK

Replacement of the lighting equipment at East Millbrook Middle School as follows. A copy of the riser map and other

documents that vendors may find helpful can be found here.

1. GENERAL

• SECTION INCLUDES

Performance Lighting Power, Dimming, and Control Systems which serve the Auditorium, Studio

Theater, and related support spaces.

• DELIVERY, STORAGE, AND HANDLING

Delivery, storage, and handling of all equipment related to this section is the responsibility of the

contractor until project is accepted as complete.

• NARRATIVE OF WORK

A Narrative describing the scope and function of the work and systems inclusive of this section is

included with the bill of materials at the end of this section.

2. PRODUCTS

• A COMPLETE AND WORKING SYSTEM

It is incumbent upon the bidder to determine all materials required to comprise a complete and

working system that meets all requirements of this section, the functional Narrative and any

drawings of other specifications part of this bid.

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• BILL OF MATERIALS

A General Bill of Materials inclusive of the products in this section in included at the end of this

section. This bill of materials is offered for the convenience of the bidder but is not intended to be

an all-inclusive list of all materials required by this section. It is incumbent upon the bidder to

determine all materials required to comprise a complete and working system that meets all

requirements of this section.

• SUBSTITUTIONS

These specifications were not written to intentionally eliminate any one bidder. All products

identified in this document are specific materials that have been identified as compatible with the

district’s design goals and working with other district owned equipment.

To add or modify a product included in the bill of materials, the bidder shall submit electronic

copies of the following information with their proposal.

o Manufacturer name and complete model number of both the specified product and the

suggested substitution.

o Manufacturer’s cut sheet showing a picture, product details, specifications and warranty

information of suggested substitution.

o Manufacture information and background.

o List of local distributors or dealers that stock the product.

o List of local installation sites and owner contact information.

o A memo describing: the exact differences between the specified product and the suggested

substitution, a written justification of the substitution that described how the product will

achieve the same design goals and why the bidder is suggesting a substitution.

o If a model in these specifications has been designated as "End of Life" or is no longer being

manufactured, bidder shall utilize this same process.

Incomplete submittals may not be reviewed

Product evaluation will be based on the information provided - it is the bidder's responsibility to

understand the review criteria prior to submission as well as ensure their submittal is received by

the deadline.

The Owner will lead the evaluation of submitted substitutions and will communicate the results to

all bidders in the form of an addendum to the bid

The Owner reserves the right to accept or reject substitutions where it is deemed in its best

interest.

Not all product substitution submittals will be approved, even if the product meets all of the

specifications.

• MANUFACTURER’S WARRANTY

The successful bidder must be a licensed dealer of all products delivered.

The manufacturer’s warranty should start from the date of substantial completion.

3. EXECUTION

• SHOP DRAWINGS AND SUBMITTALS

Submittals and shop drawings must be submitted and approved prior to commencing work.

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Submittals should be inclusive of manufacturer specifications for any equipment not specifically

listed in the bill of materials. Where manufacturer specification sheets include multiple options,

mark the options to be selected.

Shop drawings should include complete documentation of the intended physical configuration and

layout of materials in this section, including:

o Provided Equipment

o Any applicable existing equipment

o Interconnection of all equipment including wires, labels, and wire types.

o Faceplate and Rack elevations, detailing connector types, decides, finishes, security vent,

and blank panels as applicable and engravings and labels.

o Mounting of equipment.

• INSTALLATION

For work where the contractor for this section is not the prime contractor, schedule and sequence

the work in this section in conjunction with related trades and the Construction Manager or other

designated contact from the prime contractor. For work where the contractor for this section is the

prime contractor, work with all other trades to coordinate, schedule, and sequence work in this

section with all other work.

Data and communication cables for all devices in this section shall be provided by the contractor

responsible for this section

• SYSTEM COMMISSIONING

Work done in this section must be commissioned according to manufacturer requirements. Prior to

scheduling system commissioning, the following work, where applicable, should be complete. This

list is a general checklist and may not apply to all sequencing or conditions for this Job.

o All Dimmer and Relay panels must be rigidly attached to their mounting surfaces

o Dimmer panels have sufficient access to the front and left for door clearance with ten

inches of unobstructed clearance above the fan(s)

o Feeder cable is pulled in the dimmer and relay panels, and installed and terminated on both

ends

o All branch circuits originating from the dimmer or relay panels are installed and terminated

on both ends

o All branch circuits have separate neutrals

o All air gaps in the dimmer panels are sealed, making each rack section and airtight enclosure

o Any equipment rack and mounted, and provided with power as specified

o All back boxes are mounted and supplied with specified data cable tails 36" long

o All control cable runs are installed as specified

o All control cables are labeled at both ends as specified

o All 0-10v lines have been metered to ensure no line voltage is present between conductors

or between conductors and ground.

o All RDM/DMX fixtures are addressed

o A complete and accurate as built load schedule is available.

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As part of system commissioning, the following must occur.

o All dimmer and relay circuits should be tested to verify their operation. Testing should both

verify that wiring is correct at each receptacle as well as verify that the labeling of that

receptacle matches the labeling in the control racks.

o All data connections should be tested.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Solicitation Number:	251-26-224
Project Title:	LIGHTING EQUIPMENT UPGRADES
Description:	EAST MILLBROOK MIDDLE SCHOOL AUDITORIUM
Opening Date:	11/21/2025 12:00 PM
Posted Date:	11/8/2025
Status:	Open
Department:	WAKE COUNTY BD OF EDUCATION


Solicitation Number * 251-26-224	Department WAKE COUNTY BD OF EDUCATION	Status Reason Open
Opening Date 2025-11-21T12:00:00.0000000	Posted Date * 2025-11-07T19:34:35.0000000Z	Commodity Code Stage and studio lighting and accessories
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Petra Gooding
Description EAST MILLBROOK MIDDLE SCHOOL AUDITORIUM
Description EAST MILLBROOK MIDDLE SCHOOL AUDITORIUM
Attachments 251-26-224 (Lighting Equipment Upgrades - East Millbrook MS).pdf (604.07 KB)

LIGHTING EQUIPMENT UPGRADES

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See also