Why this RFP is worth reading
Sports-lighting retrofit discussions often begin with fixture wattage, energy savings or a one-for-one LED replacement. A real municipal procurement document looks very different.
The City of Mauldin, South Carolina, issued a request for proposals for Phase 1 of the Sunset Park sports-field lighting upgrade. The work covers four diamond fields. The existing system has 14 poles and 84 older lights, and the City intends to reuse the existing poles while replacing the lighting system with LED.
The buyer is not purchasing LED floodlights alone. It is purchasing a complete, working lighting system.
The project starts with existing infrastructure
The RFP requires the new LED system to use the existing lighting poles. That immediately turns fixture selection into a compatibility problem.
The selected contractor must verify field conditions and confirm that the proposed luminaires, mounting hardware, electrical connections and control equipment are compatible with the existing pole configuration. The City does not require the contractor to warrant the structural condition of the existing poles, but any visible structural, mounting or electrical concerns discovered during design or installation must be reported.
The RFP also requires the new LED luminaires to weigh less than the fixtures being replaced.
Photometrics are part of the bid — not something added later
The City requires bidders to submit photometric calculations and lighting layouts with the proposal. The design must address the intended use of the four fields while minimizing glare, light spill and unnecessary illumination outside the playing areas.
The RFP references the applicable requirements of IES RP-6-20 for sports and recreational lighting.
| Required design information | Why the owner needs it |
|---|---|
| Average maintained illumination | Shows the maintained lighting level expected over operation. |
| Minimum and maximum illumination | Helps the owner understand the distribution, not only the average. |
| Uniformity ratios | Supports evaluation of consistency across the playing area. |
| Fixture locations and mounting heights | Connects the calculation to the real installation. |
| Fixture aiming information | Allows the design to be translated into field installation. |
| Light-spill information | Addresses unwanted illumination outside the playing area. |
The same section separately asks the proposer to explain glare-control capabilities and the design measures used to reduce spill light toward players, officials, spectators, neighboring properties and roadways.
Controls are an operating requirement, not a specification footnote
The RFP calls for a complete wireless lighting control system across all four diamond fields. Bidders are asked to describe much more than the name of a communication protocol.
This distinction matters. A luminaire may be “controls-ready,” but the buyer is evaluating whether the complete system can support day-to-day operations.
Installation is not the finish line
After installation, the selected contractor is responsible for fixture aiming, field adjustment, system testing, control-system testing, correction of installation deficiencies and final commissioning.
The City may require field verification of lighting levels and uniformity. If the installed system does not match the approved performance, the contractor must make the necessary aiming corrections, repairs or other adjustments at no additional cost to the City.
Warranty and lifecycle service carry real weight
The RFP requires a minimum 10-year full parts-and-labor warranty covering all components. Monitoring and communication costs must also be covered during the warranty period.
The proposer is also asked to identify expected luminaire life, inspection intervals, replacement procedures, replacement-parts availability and any ongoing maintenance, software, licensing, monitoring or subscription costs.
This shifts the comparison away from fixture purchase price alone. For a municipal owner, long-term service, spare parts and system costs are part of the purchase decision from the beginning.
Price is only 20% of the evaluation score
One of the most revealing parts of the RFP is the scoring table. Cost matters, but it does not dominate the decision.
In other words, warranty and lifecycle service are weighted exactly the same as price. Timeline is also weighted the same as price. Technical approach, experience, maintenance and testing account for the rest.
What suppliers should learn from this tender
This is one municipal project in South Carolina, so it should not be treated as a universal specification for every sports-lighting retrofit. But it offers a useful view of how a public owner can define value.
The procurement package connects six things that are often marketed separately:
For manufacturers, this changes the sales conversation. A useful technical submittal needs more than a product datasheet. It needs enough information for the contractor, designer and owner to understand how the product fits the complete project.
Frequently asked questions
Does this RFP require new lighting poles?
No. The project specifically intends to reuse the existing poles serving the four diamond fields.
Does the City evaluate only fixture price?
No. Cost is 20 points out of 100. Timeline and warranty/lifecycle services are also worth 20 points each.
Is a photometric design required before installation?
Yes. The proposal must include photometric calculations and lighting layouts, including illumination, uniformity, fixture locations, aiming and light-spill information.
Does the control requirement stop at dimming?
No. The RFP asks for a complete wireless control and monitoring system, including scheduling, remote access, field-level control, status reporting, user security and disclosure of recurring fees.
Is the installed result subject to verification?
Yes. The City may require field verification of lighting levels and uniformity, and the contractor is responsible for correcting deficiencies before final acceptance.
Build the technical package around the real site conditions
For retrofit projects, ZC Lighting can support luminaire selection, optical configuration, photometric files and project-specific technical review based on available field dimensions, pole locations, mounting heights and project requirements.
Request Project SupportPrimary references
- City of Mauldin — RFPs & RFQs / Sunset Park Sports Field Lighting
- City of Mauldin — RFP 2026-REC1, Sunset Park Sports Fields Lighting Phase 1
This article is an independent engineering and procurement analysis of a public RFP. Sunset Park is not presented as a ZC Lighting project, and no project award or supplier relationship is implied.