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Sports Field Lighting System
ELIZABETH A. NEVILLE TOWN CLERK REGISTB-~R OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New ~fork 1197 ~ Fax (631) ~65-6145 Telephone (631) 765-1800 OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD June 13, 2000 Doug Yates, Vice-President Musco Lighting 22 Chesnut Drive Mahopac, New York 105~1 Dear Mr. Yates: Enclosed please find two (2) copies of the contract between the Town of Southold and Musco Lighting for the Light Structure System at Peconic Lane Park which have been signed by Supervisor Cochran. Please §ign both copies, and then return the "~I~WN COPY" to me in the self-addressed envelope at your earliest convenience. Thank you. Very truly yours, Southold Town Clerk Enclosures ELIZABETH A, NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 1197~ Fax (631) ~65-6145 Telephone (631) 765-1800 OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD June 13, 2000 Doug Yates, Vice-President Musco Lighting 22 Chesnut Drive Mahopac, New York 10541 Dear Mr. Yates: Enclosed please find two (2) copies of the contract between the Town of Southold and Musco Lighting for. the Light Structure System at Peconic Lane Park which have been sigr~ed by Supervisor Cochran. Please Sign both copies, and then return the "~WN COPY" to me in the self-addressed envelope at your earliest convenience. Thank you. Very truly yours, Southold Town Clerk Enclosures AGREEMENT THIS AGREEMENT, made this 12.44` day of June, 2000, between the TOWN OF SOUTHOLD, a municipal corporation of the state of New York, having its office and principal place of business at 53095 Main Road, Southold, New York 11971, hereinafter called the "Town" and Musco Lighting, Inc., 22 Chestnut Drive, Mahopac, New York 10541 hereinafter called the "Contractor". WHEREAS, the Town of Southold did heretofore request and receive a proposal from the Contractor to perform all the work required to provide and deliver a Musco Light Structure System at the Peconic Lane Park, Peconic Lane, Peconic, New York 11958, in the amount of Thirty-Three Thousand Nine Hundred Fifty-Six Dollars ($33,956.00) and WHEREAS, the Town of Southold accepted the proposal of the Contractor on the June 6, 2000 NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. The Contractor does hereby agree to perform all the work required to perform, construct and deliver the Lighting System to serve the Town of Southold, Peconic Lane Park, located at Peconic Lane, Peconic, New York 11958, in accordance with the certified plans, specifications, contractor's proposal and all conditions set forth in the documents entitled "Invitation to Bidders: for Sports Field Lighting System" which are annexed hereto and made part of this contract. 2. The Town does hereby agree to pay the Contractor for the work, the total sum of Thirty-Three Thousand Nine Hundred Fifty-Six Dollars ($33,956.00) the total sum to paid to the Contractor for the performance and delivery of the Lightning System within thirty (30) days of the completion of said work and the acceptance thereof by the Town. 3. It is hereby understood and agreed by and between the parties hereto that the funds for performance of the work provided for herein are provided in total by the Town of Southold and that accordingly, the Contractor does hereby agree to comply with all of the requirements as described in the "Specifications: Sports Field Lighting System". The Contractor shall secure and maintain such insurance that will protect him/her from claims under the Worker's Compensation Acts and from claims for bodily injury, death or property damage which may arise from the performance of his services under this Agreement, in limits of $1,000,000 and $2,000,000 aggregate liability for bodily injury and property damage. The Contractor shall indemnify and hold harmless the town from and against all suits, claims, demands or actions for any injury sustained or alleged to be sustained by any party or parties in connection with the alleged negligent performance or negligent performance by the Contractor, his employees or agents or any subcontractor and in case of any such action brought against the Town, the Contractor shall immediately take charge of and defend the same at his own cost and expense. In addition, the Contractor will name the Town as an additional insured on any applicable policies. IN WITNESS WHEREOF, the parties hereto have set their hands and seals the day and year first above written. Town of Southold Jea~n)W. Cochran, Supervisor By President Musco Sports Lighting Inc. ELIZABETH A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fox (631) 765-6145 Telephone (631) 765-1800 OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD June 12, 2000 Doug Yates, Vice-President Musco Lighting 22 Chesnut Drive Mahopac, New York 1050,1 Dear Mr. Yates: The Southold Town Board at their regular meeting held on June 6, 2000 awarded the bid for the Sports Field Lighting System to Musco Lighting. A certified copy of this resolution is enclosed. Thank you for submitting your proposal. Very truly yours, Elizabeth A. N~ville Southold Town Clerk Enclosures cc: Superintendent Jacobs James Richter, R.A. ELIZABETH A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION WAS ADOPTED AT A REGULAR MEETING OF THE SOUTHOLD TOWN BOARD HELD ON JUNE 6. 2000: RESOLVED that the Town Board of the Town of Southold hereby accepts the bid of Musco Lighting to supply and deliver a sports lighting system for 'the Southold Little League field, at Tasker Park, in the amount of $33,956.00 in accordance with the Drawings and Specifications prepared by James A. Richter, R.A., subject to the approval of the Town Attorney. Southold Town Clerk June 6. 2000 ELIZABETR A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD BID ON SPORTS FIELD LIGHTING SYSTEM (~ TASKER PARK BID OPENING: 10:00 AM~ THUSDAY~ APRIL 20, 2000 ONE (1) BID WAS RECEIVED: 1. MUSCO Lighting $33,956.00 22 Chestnut Drive Mahopac, NY 10541 Don Rhuda Musco Sports Lighting, Inc. Phone: 914/628-4577 Fax: §14/621-1789 E-mail: don.rhuda@musco corn 22 Chestnut Drive Mahopac, NY 10541 Web site: www musco corn TASKER PARK SOUTHOLD LITTLE LEAGUE PECONIC, NEW YORK PRICE FOR MUSCO LIGHT STRUCTURE SYSTEM: $33,956.00 PRICE INCLUDES: 24- FIXTURES WITH LAMPS FIXTURES FACTORY HUNG ON STEEL CROSSARMS FIXTURES FACTORY WIRED FIXTURES FACTORY AIMED REMOTE BALLASTS; BALLAST BOX INCL. BREAKER FACTORY FUSING FACTORY BUILT WIRE HARNESSES 4- GALVANIZED STEEL POLES PRE CAST CONCRETE BASES MUSCO'S TEN CLUB SERVICE ASSURANCE PROGRAM LEVEL 8 SPILL & GLARE OPTICS ON ALL FIXTURES POLE SIZE BREAKDOWN: 2- 60' 2- 70' PLEASE NOTE: 1. THESE ARE BUY PRICES; PRICES ARE FOR EQUIPMENT ONLY AND DO NOT INCLUDE ANY INSTALLATION. 2. PRICES INCLUDE SHIPPING; OFF LOADING OF THE EQUIPMENT IS THE RESPONSIBILITY OF THE INSTALLER. April 18, 2000 THE AMERICAN INSTITUTE OF ARCHITECTS AIA Document A310 Bid Bond KNOW ALL MEN BY THESE PRESENTS, that we Musco Lighting, Inc. 2107 Stewart Road, Muscatine, IA 52761 (Here insert full name and address or legal tide of Contractor) as Principal, hereinafter called the Principal, and United Pacific Insurance Company #3 Corporate Woods, Suite 380, 8700 Indian Creek Parkway (Here insert full name and address or legal title of Surety) Overland Park, KS 66210 a corporation duly organized under the laws of the State of Pennsylvania as Surety, hereinafter called the Surety, are held and firmly bound unto Office of the Southold Town Clerk, Southold Town Hall, 53095 Main Road, Southold, NY 11971 (Here insert full name and address or legaltitle of Owner) as Obligee, hereinafter called the Obligee, in the sum of Five Percent Of The Amount Bid Dollars ($ 5% ), for the payment of which sum well and truly to be made, the said Principal and the said Surety, bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. WHEREAS, the Principal has submitted a bid for Southold Little League, Project # 51033022 (Here insed full name, address and description of project) NOW, THEREFORE, if the Obligee shall accept the bid of the Principal and the Principal shall enter into a Contract with the Obligee in accordance with the terms of such bid, and give such bond or bonds as may be specified in the bidding or Contract Documents with good and sufficient surety for the faithful performance of such Contract and for the prompt payment of labor and material furnished in the prosecution thereof, or in the event of the failure of the Principal to enter such Contract and give such bond or bonds, if the Principal shall pay to the Obligee the difference not to exceed the penalty hereof between the amount specified in said bid and such larger amount for which the Obligee may in good faith contract with another party to perform the Work covered by said bid, then this obligation shall be null and void, otherwise to remain in full force and effect. Signed and sealed this (Witness, 20th day of April 2000 Musco Lighting, Inc. D~ug ~'~at.e s (Title) Vice-President of Prod~ettOn t J~cifiT~~any ,Seal, (Title) Dean M. Clark, Attorney-In-Fact AIA DOCUMENT A310 · BID BOND · ArA ® · FEBRUARY 1970 ED · THE AMERICAN INSTITUTE OF ARCHITECTS, 1735 N.Y. AVE., N.W., WASHINGTON, D. C. 20006 R]FLIAN(~I~ ,~;[ RETY COMPANY RELIANCE INSURANCE COMI~ANY ' {?.NITED P.~(?IiF~C INS[~RANCE COMPANY RELIANCE NATIONAL INDEMNITY COMI~ANY ADMINISTRATIVE OFFICE, PHILADELPHIA, PENNSYLVANIA POWER OF A'I"YORNEY KNOW ALL MEN BY THESE PRESENTS, that RELIANCE SURETY COMPANY ia a corporation duly organized under t~e laws of the State Of Del- aware, and [hat RELIANCE INSURANCE COMPANY ar~l UNITED PACIFIC INSURANCE COMPANY, are oorlx~'ationl duly organized under the laws of the Common'~ealth of Pennsylvania end that RELIANCE NATIONAL INDEMNITY COMPANY ia a cerlx~'ation dun organized under the iowa of the State ol Wisconsin (herein collectively called 'the Companies') end that the Coml~nle~ by ¥irtue of signature and aeaie do hereby make, constitute and appo nt William R. Phillips Lah'y D. Slegh, Brenda Vinciflt, .~..~, A2 'lVlu(~01ge, .,D~., L: A,.llders.~, ~ M. CI~, ,~ of bonds and undertakings of suretyIhlp and to bind the Companies thereby as fully and to the lame ex~ent as if such bonds and Undertakings and This Power of A~torney ia granted under end by the euthorfty of Article VII of the By-Law, of RELI_AN~C..E_.S.u_HE_?~._ACNOyMP~AhNic~, RELIANCE INSURANCE COMPANY, UNITED PACIFIC INSURANCE COMPANY, and RELIANCE NATIONAL INDbMNI/¥ ~rovls~ons are now in full force end effect, reading as follows: IN WITNESS WHEREOF, the Compani~ have ceuaed ~e pre~en~ to be signal and their ce~x~te, mis to be he.to affixed, thie De. tabor 22, 1999. CS ua~ca UNITED~C ~URANCE COMPANY RE[IAN= NATIONAL INDEMNITY COMPANY STATE OF Pennsylvania } COUNTY OF Philadelphia } sa. On thi~, December 22. 1999, before me, Valencia Wetlhem, Vice President of the Relieve SureW ~ny, a~ ~ V~ contained by s~gning the name of ~e ~o~reflon by himself al ~ila~, ~ ~ NOIa~ Pu~ic in ~ for ~ State of ~nnaylvanie L ~ ~ppe~. Secretary of RELIANCE SUR~ COMPANY RELIANCE INSURANCE COMPANY, UNITED PACIFIC INSURANCE COMPANY, and RELIANCE NATIONAL INDEMNI~ COMPANY do ~reby ~ ~t~ a~ve a~d ~re~ ~ ~ a tr~ s~ correct copy of t~ Power of A~orney IN WITNESS WHEREOF, I have hereunto ~et my ha~ a~ affix~ t~ sea ~ of said Com~el ~is ~y ~ ~ = ~00 . LITTLE LEAGUE BASEBALL ® INCO RPORATED INTERNATIONAL HEADQUARTERS April, 2000 TO Whom It Hay Concem: Musco Ughting, Inc. is a worldwide sponsor of UtUe League Baseball, Incorporated, and as such is designated the 'Offidal Sports Lighting System of Uttle League Baseball." In this role, Musco not only offers spatial lighting programs to chartered leagues of Little League Baseball and SoRball, but serves as our lighting consultant in the areas of standards and safety. Additionally, they sponsor our ASAP (A Safety Awareness Program) and conduct seminars annually to distdct and league administrators across the United States, discussing ways to make Baseball and Softball safer and therefore more enjoyable for participating boys and girls. We are proud to be associated with Husco Lighting, Inc., and affirm the importance they place on quality and service. Sinc~ere~Jy, Ste~en D. Keener ) President and Chief Executive Officer RO. Box3485 . WIIIlamspolt, Pennsytvanla 17701 . {570]326-1921 . FAX (570) 326-1074 Intemet address: http://~Nww, llffieleague,org Z -ro Pole Top Assembly Pole C~p Steel Pole Section- Wire Harness Inalde Pole Electrical Pe~ L~ht Structure System Concrete Base Celt trifu~oll¥ S~xm Bmcl~t FRONT V1E~y F~E~D SIDE Not To Score Location w/Groundinq LU~ Bar Hole C~ou~ Acce~a Hole Ground level *Note: o. o 0 I ! I I I I I I I I I I I I I I I Don Rhuda Musco Sports Lighting, Inc. Phone: 914/628-4577 Fax: 914/621~1789 E-maih don.rhuda@musco com 22 Chestnut Drive Mahopac, NY 10541 Web site: www. musco corn April 12, 2000 Southold Little League Tasker Park Lighting Project Southold, New York FOOTCANDLE LETTER OF GUARANTEE This letter is in reference to the lighting project at Tasker Park in Southold, NY. Musco hereby guarantees an average initial horizontal light level of 63 footcandles infield, 43 footcandles outfield. Musco further guarantees the maximum to minimum uniformity ratio shall not exceed 2.0:1 infield, 2.5:1 outfield. KW consumption shall not exceed 38.40. When averaged, field test stations shall meet or exceed the footcandle values represented on the computer generated lighting scans. This guarantee is based upon all test stations matched to the number and location of points supplied with the Musco computer generated light scan. Guarantee is dependent upon pole placement within 3' of Musco recommendation. Also, voltage supply to the ballasts of all fixtures must be no less than 97% of the designed input voltage. We trust dfis meets with your approval. MUSCO LIGHTING, INC. 4 - Mara Tieman Sales Coordinator c> .~ I.~o~.o, l~ ~ ~ [.35.o' N o Z 3:O I I I I I I I I I I I I I I I I I I I Musco 's Comprehensive 10-Year Warranty Program "Musco provides all materials and labor, to maintain operation of Light-Structure 2~- for 10 years, guaranteed!" -- Joe Crookham, President Mu#co Lig#tlng Inc. Lamps Lamps are group replaced during the tenth year and during the 10 year period if operation exceeds the useful life of the lamps as provided in your contract. Individual lamp outages are repaired when any one of these three events occur: 1. More than 10% of the lamps are out on any one field. 2. Lamp outages materially impact the usage of any field. 3. During on-site inspections. Assurance Musco will provide the Owner with a certificate of insurance, naming the Owner as an insured on the policy, which guarantees Musco's ability to perform on the warranty during the full 10 year duration. This insurance policy will, at a minimum, be fully funded for all projected warranty costs. 1. These simple, straight-forward provisions are set out in a warranty contract which is signed by Musco, and delivered to you. 2. Regular monitoring assures your lighting system is always ready to perform for you. 3. Toll-free access to Musco's warranty department who will arrange prompt attention. Customer may be charged a fee for repairs necessitated by vandalism; major storms and lightning; failure of owner's electrical service; unauthorized alterations. No expenditures will be charged without advising and receiving customer authorization. --See contractfor details on extent ofcoverage-- ©/sg8, revised 1999 Musco Sports Lighting, inc. · WLS23 mu~. UL Listing UL Listed Under: Musco Sports Lighting, Inc. ~.~L~ Underwriters 2107 Stewart Road Laboratories Inc.® P.O. Box 14 ~ us~o Muscatine, Iowa 52761 I UL Category Covers UL Number I I I I I I I I I I I High Intensity Discharge Fixtures Sportscluster,~ Units -- Standard & Remote Ballast Musco Single Fixtures ShowLight" Hood and Activator System E33316 Devices - Scaffolding Industrial Control Equipment Fixture Fittings Musco Platforms Multi-Watt" Musco Light-Pak" (Gym-Pak"') Ballast Box Light-Pak (Gym-Pak) Key Switch Light-Structure'- pole components SA7004 E123895 E132445 'Over a pedod of time we have had additional listings covedng changes in the Sportscluster, such as ballast mounting. UL treats these as modifications o! the original number instead of issuing additional numbers. Due to time constraints, Musco Lighting was not able to provide the foundation design stamped by a New York licensed engineer at bid time. A stamped design will be forwarded, once Musco Lighting receives it (approximately 3 days from bid date). 'DNI 'ONIIHOI1- l~OdS NWOX AA3N 'OIOHIAOS ONIIHOn O931J 3NOV3] 3]illq ~lOHlnOS NOU.¥0N~IOJ L~0dd~lS 3qOd (3111O3H3S NOI£VON~OJ 31Od 33S1 . HION31 IN3flO38f13 LEGAL NOTICE NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, in accordance with the provisions of Section 103 of the Ceneral Munlclpal Law, that sealed bids are sought and requested for furnishing all the labor, materials and equipment as specified for the design, construction, and supply of Sports Field Lighting for the designated Little League Field on Carroll Avenue, Peconic, New York, all in accordance with the Drawings & Specifications prepared by James A. Richter, R.A., Southold Town Engineering Department, Southold Town Hall, 53095 Main Road, Southold, New York 11971. Specifications~ may be obtained at the Office of the Town Clerk, Town of Southold, Town Hall, 53095 Main Road, Southold, New York 11971, .upon payment of a $10.90 ~non?refundable ~ee. The sealed bids, together with a bank draft, certified check, or bid bond in the amount of 5% of the Base Bid, will be received by the Town Clerk, at the Southold Town Hall, 53095 Main Road, Southold, New York, until 10:00 A.M., Thursday, April 20, 2000, at which time they will be opened and read aloud in public. The Town Board of the Town of Southold reserves the right to reject any and all bids and waive any and all informalities in any bid should it be deemed in the best interest of the Town of Southold to do so, and to retain bids for u,5 days from the date of receipt. The contractor shall not withdraw his bid during this period. All bids must be signed and sealed in envelopes plainly marked '~Bid on Sports Field Lighting", and submitted to the Office of the Town Clerk. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. March 28, 2000 ELIZABETH A. NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISH ON APRIL 6, AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH A. NEVILLE, TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD, NY 11971. Copies to the following: The Suffolk Times Town Board Members' Town Attorney Commissioner of Public Works Jacobs Jamie Richter Browns Letters Burrelle's Information Services Construction Information Data Construction Dodge Reports Town Clerk's Bulletin Board STATE OF NEW YORK) SS: COUNTY OF SUFFOLK) ELIZABETH A. NEVILLE, Town Clerk of the Town of Southold, New York being duly sworn, says that on the 31st day of March 201~0 she affixed a notice of which the annexed printed notice is a true copy, in a proper and substantial manner, in a most public place in the Town of Southold, Suffolk County, New York, to wit: Town Clerk's Bulletin Board~ Southold Town Hall~ 53095 Main Road~ Southold~ New York. LEGAL NOTICE - NOTICE TO BIDDERS for "Sports Field Lighting for Little League Field" at Peconic. Bid Opening: 10:00 A.M., Thursday April 20, 2000. ~' Elizabe{h A./Neville Southold Town Clerk Sworn to before me this 31st day of March, // ~otary Publ,c JOYCE M. WILKINS Notary Publio, State of New York No. 4952246, Suffolk County Term Expires June 12, ,,~..~ I $10.00 Non-refundable Fee for Bid Specifications BID ON SPORTS FIELD LIGHTING SYSTEM g TASKER PARK BID OPENING DATE: 10:00 A.M., THURSDAY, APRIL 20, 2000 Company Name F~ Contact Person Address Telephone ~. Fax Numbers 4/71. Don Rhuda, MUSCO Northeast, PO Box 449, Brick Town NJ 08723 2. 4/10 Lighting Maintenance, 42 Ave A, Port Washington, NY 11050 516-883-8855 J. P. Daly & Sons, Inc., 88A Brook Ave., Deer Park, NY Attn: Thomas Daly Att: Peter Kenny 11729-254-0436 Fax #254-0664 o 10. Don Rhuda Musco SpOrts Lighting, Inc. Phoi'le: 914/628.4577 Fax: 9 t 4/62 ~. 1789 22 Chestnut Drive Mahopac, NY ~0541 LEGAL NOTICE NOTICE TO BIDDERS 'NOTICE I$ HEREBY GIVEN, in accordance with the provisions of Section 103 of the General Municipal for the design, conslmcflon, a~t sup- ply of Sports Field Lighfla[ for the Town Hall, 53095 Main Road, Southold, New York 11971. Office of the Town Clerk, Town of $outhokl, Town HaU, 53095 Main Hall, 5~095 Main Road, Southold, New York, .until 1~00 A.M., ~ A~I ~, ~, at which rig.ht to reject any and all bids and i~ envelopes plainly marked "Bid on Spore Field Ll~htJll~"; and submit- March 28, 2000 STATE OF NEW YORK) )SS: C~IJ~NTY OFf.SUFFOLK) · (~/~ ~Z. {.I..) I'{ ~, ~ of Mattituck, in said county, being duly sworn, says that he/she is Principal clerk of THE SUFFOLK TIMES, a weekly newspaper, published at Mattituck, in the Town of Southold, County of Suffolk and State of New York, and that the Notice of which the annexed is a printed copy, has been regularly published in said Newspaper once each week for { weeks succes- (' ~+~'~ day sively, commqncing on the 20 Sworn to before me this dayof /' ~rincipal Clerk ' 20pD Oe~ml In ~llo~ Qxmty ~/ CIS 04/20/00 BIDS DUE AT 10:00 A.M. SPORTS FIELD LIGHTING FOR DESIGNATE LITTLE L~GUE FIELD Carroll Avenue, Peconic, Suffolk County, NY ToW~ Of $outhold 53095 Main Road, Southold, NY 11971 (516)-765-1800 James A. Richter (ARCM) (B16)-765-3070 Peconic Lane, Peconic, NY DOCUMENTS: From the off±co of the ToW~ Clerk DOCUMENT COST~ $10~00 non refundable CONTACT~ Ellz~be~h Neville, Clerk BID ~UARA~TEE: Bid bond, certified ck for 5% AE0~0328 04/04 '0O TUE 14:$7 FAX 516 6145 $0UTHOLD CLERK ~ Construct. In~o, ~001 Town lqall, 53095Main Road P.O. Box 1179 Southold, l~TewYork 11971 F~x(651) 765-6145 Telephone (631)765-1800 OFFICE OF TIq~.TOWNCLRI{K TOV~NOFSOUTHOLD FAX TRANSMITTAL TO: FROM: DATE: RE: CONSTRUCTION INFO - 800 962-0511~ DODGE REPORTS 293-5~56 BROWNS~S LEI I ERS 21~1,-9576 BURRELLE's INFO - 800 52~-3329 DATA CONSTRUCTION 888 232-991~1 BETTY NEVILLE, Southold Town Clerk Tele- 631 765-1800; fax 765-61u,5 April ~_ 2000 "BIDS" ADVERTISEMENT/PUBLICATION Number of Pages (including cover): ~ If total transmittal is not received, please call 631 765-1800. COMMENTS: PLEASE PUBLISH THE FOLLOWING DESCRIRED BID IN YOUR PUBLICATION AT YOUR EARLIEST CONVENIENCE: "SPORTS FIELD LIGHTING= AT LITTLE LEAGUE FIELD Bid Opening Date: 10:00 AoM., Thursday, April 20_,....2000 Please acknowledge receipt of this information by signing below and returning a faxed copy to me at 631 755-61qS, attention: Betty Neville. / Thank you._ ' t / / ELIZABETH A. NEVILLE TOWN CLERK REGISTIL~kR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD FAX TRANSMITTAL TO: FROM: DATE: RE: CONSTRUCTION INFO - 800 962-051PI DODGE REPORTS 293-50`56 BROWNS'S LETTERS 21P1--9576 BURRELLE'S INFO - 800 5211.-3329 DATA CONSTRUCTION 888 232-99o.1 BETTY NEVILLE, Southold Town Clerk Tele. 631 765-1800; fax 765-610.5 April q, 2000 "BIDS" ADVERTISEMENT/PUBLICATION Number of Pages (including cover): If total transmittal is not received, please call 631 765-1800. COMMENTS: PLEASE PUBLISH THE FOLLOWING DESCRIBED BID IN YOUR PUBLICATION AT YOUR EARLIEST CONVENIENCE: "SPORTS FIELD LIGHTING" AT LITTLE LEAGUE FIELD Bid Opening Date: 10:00 A.M., Thursday, April 20, 2000 Please acknowledge receipt of this information by signing below and returning a faxed copy to me at 631 765-610.5, attention: Betty Neville. Thank you. Received by Date Er.~ABETH A, NEVIZ.~.~ ItECORD5 MANAGEMENT OFFIC ,Ell FREEDOM OF I'ICFORMATION OFFICEI~ Town Hall, 53095 ~ Ruad P.O. Box 1179 Southold. New York 11971 F~ (631) 765-614~ T~lephone (631) 765-1800 OFFICE OF THE TO~ir[~ CLERK TOWN OF SOUTHOLD FAX TRANSMITTAL TO: FROM: DATE: RE: , SUFFOLK TIMES NEWSPAPER BE- ! I Y NEVILLE q./3/00 LEC~..L NOTICE FOR PUBLICATION ON ~16JO0 Number M Pages (including cover): 2 If total transmittal is not received, please call S16 75~-1800. fax 516 ONE (1) ~GAL NOTICE TO BIDDERS - S~RTS FIELD LIGHTING PL~E SIGN AND R~URN THE FOLLOWING CONFIRMING RECEIPT OF THE ABOVE. THANK YOU. ReceiVed By Date THANK YOU. ELIZABETH A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD FAX TRANSMITTAL TO: FROM: DATE: RE: SUFFOLK TIMES NEWSPAPER BETTY NEVILLE ~113/00 LEGAL NOTICE FOR PUBLICATION ON 0.16100 Number of Pages (including cover): 2 If total transmittal is not received, please call 516 765-1800. fax 516 765-61115 ONE (1) LEGAL NOTICE TO BIDDERS - SPORTS FIELD LIGHTING PLEASE SIGN AND RETURN THE FOLLOWING CONFIRMING RECEIPT OF THE ABOVE. THANK YOU. Received By Date THANK YOU. LEGAL NOTICE NOTICE TO BIDDERS NOTICE IS HEREBY GIVEN, in accordance with the provisions of Section 103 of the General Municipal Law, that sealed bids are sought and requested for furnishing all the labor, materials and equipment as specified for the design, construction, and supply of Sports Field Lighting for the designated Little League Field on Carroll Avenue, Peconic, New York, all in accordance with the Drawings & Specifications prepared by James A. Richter, R.A., Southold Town Engineering Department, Southold Town Hall, 53095 Main Road, Southold, New York 11971. Specifications may be obtained at the Office of the Town Clerk, Town of Southold, Town Hall, 53095 Main Road, Southold, New York 11971, upon payment of a $10.00 non-refundable fee. The sealed bids, together with a bank draft, certified check, or bid bond in the amount of 5% of the Base Bid, will be received by the Town Clerk, at the Southold Town Hall, 53095 Main Road, Southold, New York, until 10:00 A.M., Thursday, April 20, 2000, at which time they will be opened and read aloud in public. The Town Board of the Town of Southold reserves the right to reject any and all bids and waive any and all informalities in any bid should it be deemed in the best interest of the Town of Southold to do so, and to retain bids for 45 days from the date of receipt. The contractor shall not withdraw his bid during this period. All bids must be signed and sealed in envelopes plainly marked ~Bid on Sports Field Lighting", and submitted to the Office of the Town Clerk. The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. March 28, 2000 ELIZABETH A. NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISH ON APRIL 6, AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH A. NEVILLE, TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD, NY 11971. Copies to the following: The Suffolk Times Town Board Members Town Attorney Commissioner of Public Works Jacobs Jamie Richter Browns Letters Burrelle~s Information Services Construction Information Data Construction Dodge Reports Town Clerk's Bulletin Board STATE OF NEW YORK) SS: COUNTY OF SUFFOLK) ELIZABETH A. NEVILLE, Town Clerk of the Town of Southold, New York being duly sworn, says that on the 31st day of March 20Ii0 she affixed a notice of which the annexed printed notice is a true copy, in a proper and substantial manner, in a most public place in the Town of Southold, Suffolk County, New York, to wit: Town Clerk's Bulletin Board~ Southold Town Hall~ 53095 Main Road, Southold, New York. LEGAL NOTICE - NOTICE TO BIDDERS for "Sports Field Lighting for Little League Field" at Peconic. Bid Opening: 10:00 A.M., Thursday April 20, 2000. ~' Elizabef. h A./ Neville Southold Town Clerk Sworn to before me this 31st day of March, 200~. ry Public JOYCE M. WILKINS Notary Public, State of New York No. 4952246, Suffolk County Term F. xpires June 12, .2, C~l MAR-~I-OO O4:ZBPM FROM-CONSTRUCTIONDATACORP 1BBBZ329941 T-OG7 PO1 F-848 T~wn I~all. 55096 M~in Road P.O. Bm; 1179 Sauthold, New Yo~ 119Y1 F~ (516) Telephone (616) OI~FICE OF THR TOWN CLERIi ~OWN OF SOUT~IOI,D FAX TRANSMITTAL TO: FROM: ,CONSTRUCTION INFO - aoo 962-05qji, DODGE REPORTS 293-5q56 (Tale. 293-92131 Daffney BROWN'S lETTERS 2q&-9576 (Tale. 2~-961a Amelia} BURRELLE'S INFORMATION 800 52~-3329 (Tale 973 992-6600) Cheryl OAT& CONSTRUCTION 888' 232~99~1'. (Tale 900 396 lqO0,Ext 115 Nan~f] BIiTTY NE¥ILLE. S~OUTHOLD TOWN CLERK '516 7ii~-01~5 (Fax 'Number) DATE; .313l/nn RE: ~BIDS" ADVERTISEMENT/PUBLICATION Number of Pag.es [Including[ cover) If total transmittal Is not received, please call (516)765-1800. COMMENTS: PLEASE PUBLISH THE FO;-'LOWING DESCRIBED BID IN YOUR PUBLLC~TION AT .YOUR EARLIEST CONVENIENCE: BID ON.SI~ORTS EIELt)iUCHTING FOR LITTLE LEAGUE FIELD~ I~ID OPENING ~ 10:00 A.M., THURSDAY, APRIL 20, 2000~ Please acknowledge receipt ef this information, by signing below anddreturning 31/03 '00 FRI 1.7:26 FAX 516 769 8145 SOUTHOLD CLERK ~001 TX/RX NO INCOMPLETE TX/RX TRANSACTION OK ERROR MULTI TX/RX REPORT *** 1290 [* 1812935456 [* 1512449576 [* 16118005243329 [* 17118882329941 [* 32]18009620544 Dodge Reports Brown's Letters Burrelle's Info Data Construct Construct, Info, I~GISTItAR OF VITteL STATISTICS MARRIAGE OFFICER RECORDS ~tNAGE~ OFFICER FREEDOM OF INFOI~[ATION OFFICER Town Hall, 58095 Main }load P.O. Box 1179 $outhold, New York 11971 Fax (516) Telephone (516) 765-1800 OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD FAX TRANSMITTAL TO: FROM · .CONSTRUCTION INFO - 800 962-05q-q DODGE REPORTS 293-$q$$ (Tele. 293-9213] Daft'ney BROWN'S LETTERS 2qq-9576 (Tele. 2qq-9818 Amelia] BURRELLE'S INFORMATION 800 $2~-3329 (Tele 973 992-6600) Cheryl DATA CONSTRUCTION 888' 232799ql (Tele 900 395 l~00,Ext 115 Nancy) ,BETTY NEVILLE, SOUTHOLD TOWN CLERK.. 5.1,6. 765-61q5 (Fax Number) DATE: 3/31/110 RE: :'~B.I DS" ADVERTISEMENT/PUBLICATION Number of Pages [including cover) If total transmittal is not received, please call (516)765-1800. COMMENTS: PLEASE PUBLISH THE FOELOWlNG DESCRIBED BID IN YOUR PUBLI.~TION AT YOUR EARLIEST CONVENIENCE: BID ON sPORTs FIELD!UGHTING FOR LITTLE LEAGUE FIELD~ BID OPENING e 10:00 A.M., THURSDAY, APRIL 20, 2o00/ ELIZABETH A. NEVILLE TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD THIS IS TO CERTIFY ADOPTED AT A REGULAR HELD ON MARCH 28. 2000: THAT THE FOLLOWING RESOLUTION WAS MEETING OF THE SOUTHOLD TOWN BOARD RESOLVED that the Town Board of the Town of $outhold hereby authorizes and directs Southold Town Clerk Elizabeth Neville to advertise for bids to purchase a outdoor sports lighting system for the Little League Field at Robert Tasker Park, Peconic, New York, in accordance with the plans and specifications prepared by James A. Richter, R.A. EITzabeth A. NEville Southold Town Clerk March 28, 2000 INVITATION TO BIDDERS: DESIGN CON S TRUC T I ON & SUPPLY OF A SPORTS FIELD LIGHTING SYSTEM TASKER PARK CARROLL AVENUE PECONIC, New York 11958 DATE: MARCH '17, 2000 TI$OUTHOLD TOWN II I! ENG~EPA~ENT PROJECT DESCRIPTION PROJECT: SPORTS FIELD LIGHTING Tasker Park Memorial Field Carroll Avenue, Peconic, New York 11958 SCOPE OF THE PROJECT: The Town of Southold is requesting proposals for the design, construction and supply of a sports lighting system at the Southold Town Little League Field located on Carroll Avenue. Designs must meet the minimum requirements of Little League Baseball Lighting Standards. The approved lighting system, as selected by the Town of Southold, is Musco's Light-Structure System. A high degree of priority will be placed on the design of the equipment and expertise in spill & glare control as well as the availability of technical assistance by the manufacturer. All proposals shall include the delivery of thc lighting system to a location as specified by the Town of Southold and shipping and handling charges will be the manufacturers responsibility. Approval for alternate systems shall be determined by the Town of Southold. Requests for further information and all inquiries should be directed to the Office of the Engineer for the Town of Southold. 765-1802 Attention: ' James A. Richter, R.A. The foregoing Project Description is provided for general information only, and is not a part of the Contract Documents. For the specific provisions and requirements of this project, please refer to the full Specifications and Contract Documents. TASKER PARK LIGHTING INVITATION TO BID PROJECT: SPORTS FIELD LIGHTING: Tasker Park Memorial Field Carroll Avenue, Peconic, New York 11958 The Town Board of the Town of Southold will receive bids for furnishing all of the labor, materials and equipment as specified for the design, construction and supply of Sports Field Lighting for the designated Little League Field on Carroll Avenue all in accordance with the Specifications contained herein. The proposal will include all construction and items of work specified and detailed in the contract documents. Bids will be received at the office of the Southold Town Clerk, Southold Town Hall, 53095 Main Road, Southold, New York 11971, until 10 AM, Thursday, April 20, ,2000. All specifications and design criteria is provided and referenced herein: A fee of ten dollars ($10.00), cash or check, made payable to the Town of Southold will be required for one (1) copy of the Contract Documents. There are no refunds. This invitation to bid is not an offer and shall in no way bind the Town of Southold to award a contract for performance of the project. Should the Town of Southold decide to award a contract, it shall be awarded to the lowest responsible bidder. The Town of Southold reserves the right to waive any informalities, and to reject any or all bids, and to retain bids for 45 days from the date of receipt. The CONTRACTOR SHALL NOT withdraw his bid during this period. Bid Security in the form of a certified check or Bid Bond in the amount of 5% of the Base Bid will be required of each bidder. Please advise if you intend to bid or not. Dated: March 28, 2000 BY ORDER OF THE SOUTHOLD TOWN BOARD By: Elizabeth A. Neville Southold Town Clerk TASKER PARK LIGHTING A-1 INSTRUCTIONS TO BIDDERS A. PROPOSALS Proposals must be made in strict accordance with the "Proposal Form" provided. The bidders shall write in ink, both in words & numerals, the price for which he proposed: to furnish all materials, plant, equipment, tools, shoring or bracing, scaffolds, or other facilities, & to perform all labor and services necessary for the proper completion of the work in strict accordance with the plans and specifications, and subject at all times to the approval of the Architect. Each proposal must be signed in writing with the full name and address of bidder. Proposals shall be addressed as indicated on Invitation for Bids and shall be delivered enclosed in an opaque sealed envelope marked "Proposal" bearing title of work, and Bidders Name. No proposal shall be considered which has not been received by the Southold Town Clerk prior to the hour and date stated. B. PROPOSAL'GUARANTY A proposal will not be accepted or considered unless accompanied by a guaranty in the form of a bid bond or certified check in the amount of 5% of the total bid, payable to the Town of Southold. As soon as the proposal prices have been compared, the Owner shall return the bidder's bond or the certified checks accompanying such proposals as, in his judgement, would not likely be involved in making the award. All other proposal quantities will be held until the contract and contract bond have been executed after which they will be released or returned to the respective bidders whose proposals they accompanied. C. OMISSIONS AND DISCREPANCIES Bidders should carefully examine the drawings and specifications, visit the site of work, and fully inform themselves of all conditions and matters which can in any way affect the work or the cost thereof. Should a bidder find discrepancies in or omissions from the drawings, specifications, or other documents or should he be in doubt as to their meaning, he should at once notify the Architect who may issue a written instruction to all bidders. TASKER PARK LIGHTING B-1 D. PUBLIC OPENING OF PROPOSALS Proposals will be opened and road publicly at the time and place indicated in the Invitation for Bids. Bidders, there authorized agents, and other interested parties are invited to be present. E. AWARD OF CONTRACT Award of contract will be made as soon as practical, a contract may be awarded to a responsible bidder other than the lowest money bidder, if it is in the best interest of the Town. No bid may be withdrawn after scheduled closing time for receipt of bids for a period of 45 days pending execution of a contract by successful bidder. The competency and responsibility of the bidder and his sub-contractors will be considered in making the award. The Town reserves the right to waive any technical error, to accept any bid, or to reject any or all bids. The contract form will be the current edition of AIA Document A101 "Standard form of,~,greement between Owner and Contractor (Stipulated Sum)". The Town will either award the project or reject all proposals roceived within forty-five (45) days after the formal opening of proposals. The acceptance of a proposal will be a notice in writing signed by the Town Clerk and no other act shall constitute the acceptance of a proposal. F. WITHDRAWALS OF PROPOSALS Any bidder upon his or her authorized ropresentative's written request presented not later than the hour set for the opening thereof, will be given permission to withdraw his proposal. At the time of opening the proposals, when such proposals are reached, it will be returned to him unread. G. REJECTION OF PROPOSALS The Town roserves the right to waive any technical error and to reject any and/or all proposals. Without limiting the generality of the foregoing, any proposal which in incomplete, obscure, or irregular may be rejected; any proposal accompanied by an insufficient or irregular certified check or bidder's bond bay be rejected, any proposal having interlineation, erasure or corrections may be rejected. H. PLANT & EQUIPMENT The bidder shall state in his bid that be has available or under his control, plant and equipment of the character and in the amount roquirod to complete the proposed work within the specific time. TASKER PARK LIGHTING B-2 I. TIME FOR EXECUTION OF CONTRACT Any bidder whose proposal shall be accepted will be required to appear before the Town in person; or if a firm or corporation, a duly authorized representative shall so appear, and execute six (6) copies of the Contract within ten (10) days after notice that the Contract has been awarded to him. Failure to execute Contract shall constitute a breach of the agreement effected by the acceptance of the Proposal. The damages to the Town for such breach will in.(;lu, de loss from interference with his construction program and other items, the accurate amount of which it will be difficult or impossible to compute. The amount of the certified check or bidder's bond accompanying the Proposal of such bidder shall be retained by the Town, not as a penalty, but as liquidated damages for such breach. In the event any bidder whose proposal shall be accepted shall fail or refuse to execute the Contract as herein before provided, the Town may, at there option, determine that such bidder has abandoned the Contract, and thereupon, his proposal and acceptance thereof shall be null and void, and the Town shall be entitled to liquidated damages as above provided. J. TIME LIMIT TO COMMENCE AND COMPLETE WORK The contractor shall commence work within ten (10) calendar days after the date stipulated in the notice to proceed which was given to him by the Town of Southold and shall complete the work within the calendar day limit as set forth by him in his Proposal, but not more than one hundred twenty (120) working days. TASKER PARK LIGHTING B-3 INDEX TO SPECIFICATIONS: BIDDING REQUIREMENTS Invitation to Bid Instructions to Bidders Index to Specifications Proposal Form Statement of Non-Collusion N.Y.S. Affirmative Action Certification A- 1 through A- 1 B- 1 through B- 3 C- 1 through C- 1 D- 1 through D- 1 E- I through E- 1 F- 1 through F- 1 GENERAL CONDITIONS Non-Discrimination Clause M - 1 through M - 2 SPECIFICATIONS - Sports Field Lighting Table of Contents: Scope of Project Bidding Procedures Lighting Performance Inspection & Verification Lighting System Luminary Structure Wire Harness Electrical Component Enclosure Pole Structure Foundation Safety-Special Conditions Installation Submittal Requirements Patent Rights/Infringement Page 1 Page 1 Page 1 Page 3 Page 3 Page 4 Page 5 Page 6 Page 8 Page 10 Page 11 Page 12 Page 13 Page 14 TASKER PARK LIGHTING INDEX TO SPECIFICATIONS: BIDDING REQUIREMENTS Invitation to Bid Instructions to Bidders Index to Specifications Proposal Form Statement of Non-Collusion N.Y.S. Affirmative Action Certification A- I through A- 1 B ~ 1 through B- 3 C- 1 through C- 1 D- 1 through D- 1 E- 1 through E- 1 F- 1 through F- 1 GENERAL CONDITIONS Non-Discrimination Clause M- 1 through M - 2 SPECIFICATIONS - Sports Field Lighting Table of Contents: Scope of Project Biddin~l Procedures Lighting Performance Inspection & Verification Lighting System Luminary Structure Wire Harness Electrical Component Enclosure Pole Structure Foundation Safety-Special Conditions Installation Submittal Requirements Patent Rights/Infringement Page 1 Page 1 Page 1 Page 3 Page 3 Page 4 Page 5 Page 6 Page 8 PagelO Page 11 Page 12 Page13 Page 14 TASKER PARK LIGHTING C-1 PROPOSALFORM NAME OF BIDDER: DATE: Phone #: TO: SOUTHOLD TOWN BOARD TOWN HALL - 53095 MAIN ROAD SOUTHOLD, NEWYORK 1197'1 MEMBERS OF THE BOARD: The undersigned as bidder, declares that the only persons, company, or parties interested in this proposal as principals are named below; that this proposal is made without any connection, directly or indirectly with any other bidder for the same work; that it is in all respects fair and without collusion or fraud, and that no person acting for or employed by the aforementioned owner is or will be interested directly or indirectly, in the performance of the contract, or the supplies relating to it, or in any portion of the profit thereof; that he has carefully examined the contract documents dated: MARCH 17, 2000, including bidding requirements, contract, general and special conditions, specifications, contract drawings, and addenda, if any (Note: acknowledgment of addenda and their dates must be included as indicated on bottom page); that he has satisfied himself by personal examination of the proposed work, and by such other means as he may have chosen, as to the conditions and requirements of the work; and he proposed and agrees that if his proposal be accepted he will contract to furnish all materials not provided by the Town (See Specifications) and to perform all the work required to construct, perform and complete the work at: SPORTS FIELD LIGHTING - Little League Field, Tasker Park, Carroll Ave., Peconic, N.Y. '11958 and all other work in connection therewith, in accordance with the contract documents and addenda, if any, prepared by James A. Richter, R.A., Southold Town Engineering Department, Southold Town Hall, Southold, New York 11971, and shall comply with all the stipulations contained therein and that he will start the work as directed by the Town, he will accept, in full payment thereof as listed below: THIS ITEM WILL INCLUDE THE DESIGN, CONSTRUCTION AND SUPPLY OF THE SPORTS FIELD LIGHTING SYSTEM: this item will include a complete working fully functioning lighting system to serve the Little League Ball Field as indicated by the plans and specifications contained herein. (The installation of the lighting system shall be by others.) This item shall include all of the work required to complete the items referenced herein and all in accordance with the Contract Documents. This item shall include the delivery of the lighting system to the site. The above referenced activities will be completed for the stipulated "lump sum" of: (written in words) (written in numbers) And he further agrees that if this proposal shall be accepted by the Town and that if he shall refuse, fail or neglect to enter into a Contract pursuant to such proposal and to the requirements of the Town and shall fail to give the required security within the ten (10) days after notice of the acceptance of said proposal, shall have been deposited in the mail addressed to him at the address given in the proposal, that he shall be considered to have abandoned the contract and the sum represented by the certified check accompanying this proposal shall be forfeited to the Town as Liquidated damages; otherwise the certified check shall be returned to the bidder within forty-five (45) days after the date of receiving the bids. We the undersigned, further agree that this proposal is a formal bid and shall remain in effect for a period of forty-five (45) days, the Town will accept or reject this proposal or by mutual agreement may extend this time period. Signature Business of Bidder: Address: Date: TASKER PARK LIGHTING D-1 STATEMENT OF NON-COLLUSION (To be completed by each Bidder) In accordance with Section 103-d General Municipal Law, effective September 1, 1966, every bid or proposal hereafter made to a political subdivision of the State of any public department, agency, or official thereof or to a fore district or any agency or official thereof for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed to by the bidder and affirmed by such bidder as true under the penalties of perjury; non-collusive bidding certification. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: (1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor. (2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor. (3) No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition. The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the statements contained in this certification, and under the penaltie, s of perjury, affirms the truth thereof, such penalties being applicable to the bidder, as well as the person signing in its behalf. That attached hereto (if a corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signature of this bid or proposal on behalf of the corporate bidder. RESOLUTION Resolved that of (Name) (Name of Corporation) authorized to sign and submit the bid or proposal of this corporation for the following Project: be SPORTS FIELD LIGHTING SYSTEM - Little League Ball Field Tasker Park, Carroll Avenue, Peconic, New York 11958 and to include in such bid or proposal the certificate as to non-collusion required by section one-hundred-three-d (103-d) of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or mis- statements in such certificate this corporate bidder shall be liable under the penalties of perjury. The foregoing ts true and correct copy of the resolution adopted by corporation at a meeting of the Board of Directors, held on the day of ,19 __ (SEAL OF THE CORPORATION) Laws of New York, '1965 Ch. 751, Sec. 103-d, as amended effective September 1, 1965 (Signature) TASKER PaRk LIGHTING E-1 NEW YORK STATE AFFIRMATIVE ACTION CERTIFICATION (TO BE COMPLETED BY EACH BIDDER) Bidder's Certifications: A bidder will not be eligible for award of a contract under this Invitation for Bids unless such bidder has submitted as a part of its bid the following certification, which will be deemed a part of the resulting contract: BIDDER'S CERTIFICATION (Bidder) Certifies that: 1. I intend to use the following listed construction trades in the work under the contract_ ; and, as to those trades set forth in the preceding paragraph one hereof for which it is eligible under Part 1 of these Bid Conditions for participation in the Nassau-Suffolk County Plan it will comply with the said County area within the scope of coverage of that Plan, those trades being: ; and/or, as to.those trades for which it is required by these Bid Conditions to comply with Part II of these Bid Conditions, it adopts the minimum minority man- power utilization goals and the specific affirmative action steps contained in said Part II, for all construction work (both state and non-state) in the afore- mentioned area subject to these Bid Conditions, these trades being: ; and, I will obtain from each of my subcontractors and submit to the contracting or administering agency prior to the award of any subcontractor under this contract the subcontractor certification required by these Bid Conditions. (Signature of Authorized Representative of Bidder) TASKER PARK LIGHTING F-1 NON-DISCRIMINATION CLAUSE During the performance of this contract, the contractor agrees as follows: The contractor will not discriminate against any employee or applicant for employment because of race, creed, color, or national origin, and will rake affirmative action to insure that they are afforded equal employment opportunities without discrimination because of race, creed, color, or national origin. Such action shall be taken with reference, but not limited to: recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff or termination, rates of pay or other forms of compensation, and selection for training or retraining, including apprenticeship and on-the-job training. The contractor will send to each Jabor union or representative of workers with which ne has or is bound by a collective bargaining or other agreement or understanding, a notice, to be provided by the Commission of Human Rights, advising such labor union or representative of the Contractor's agreement under clauses "a.' through "h." hereinafter called "non-discrimination clauses", and requesting such labor union or representative to agree in writing, whether in such collective bargaining or other agreement or understanding or otherwise, that such labor union or representative will not discriminate against any member or applicant for membership because of race, creed, color, or national origin, and will rake affirmative action to insure that they are afforded equal membership opPortunities without discrimination because of race, creed, color, or national origin. Such action shall be taken with reference, but not be limited to: recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff or termination, rates of pay, or other forms of compensation, and selection for training or retraining including apprenticeship and on-the-job training. Such notice shall be given by the Contractor, and such written agreement shall be made by such labor union or representative, prior to the commencement of performances of this contract. If such a labor union or union representative fails or refuses so to agree in wdting, the Contractor shall promptly notify the Commission for Human Rights of such failure or refusal. The Contractor will post and keep posted in conspicuous places, available to employee and applicants for employment, notices to be provided by the Commission for Human Rights setting forth the substance of the provision of clauses "a." and "b." and such provisions of the State's Laws against discrimination as the Commission for Human Rights shall determine. The Contractor will state, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, that all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, or national origin. TASKER PARK LIGHTING M-1 The Contractor will comply with the prevision of Sections 291-229 of the Executive Law and the Civil Rights Law, will furnish all information and reports deemed necessary by the Commission for Human Rights under these non-discrimination clauses as such sections of the Executive Law and will, permit access to his books, records, and accounts by the Commission for Human Rights, and the Owners representatives / counsel for the purposes of investigation to ascertain compliance with these non-discrimination clauses and such sections of the Executive Law and Civil Rights Law. This Contract may be forthwith canceled, terminated, or suspended in whole or in part, by the contracting agency upon the basis of a finding made by the Commission of Human Rights that the Contractor has not complied with these non- discrimination clauses, and the Contractor may be declared ineligible for future contracts made by or on behalf of the Owner/Contracting Agency until he satisfied the Commission for Human Rights that he has established and is carrying out a program in conformity with the provisions of these non-discrimination clauses. Such finding shall be made by the Commission for Human Rights after conciliation efforts by the Commission have failed to achieve compliance with these non- discrimination clauses and after a verified complaint has been filed with the Commission, notice thereof has been given to the Contractor and an opportunity has been afforded him to be heard publicly before three members on the Commission. Such sanctions may be imposed and remedies otherwise provided by law. If this Contract is canceled or terminated under clause "f.", in addition to other rights of the Owner provided in this contract upon its breach by the Contractor, the Contractor will hold the Owner Harmless against any additional expenses or costs incurred by the Owner in completing the work or in purchasing the services, material equipment, or supplies contemplated by this contract, and the Owner may withhold payments from the contractor in an amount sufficient for this purpose and recourse may be had against the surety on the performance bond if necessary. The Contractor will include the provisions of clauses "a.", through "g." in every subcontract or purchase order in such a manner that such provisions will be binding upon each subcontractor or vendor as to operations to be performed within jurisdictional local of the Project being contracted by the Owner. The Contractor will take such action in enforcing such provisions of such subcontract or purchase as the Owner/Contracting Agency may direct, including sanctions or remedies for non- compliance, if the Contractor becomes involved in or is threatened with litigation with a sub-contractor or vendor as a result of such direction by the Contraction Agency/Owner, the Contractor shall promptly so notify the Owner's representatives/counsel, request him to intervene and protect the interests of the Owner (Contracting Agency's jurisdictional area). TASKER PARK LIGHTING M-2 SPECIFICATION SPORTS FIELD LIGHTING SCOPE OF THE PROJECT: The Town of Southold is requesting proposals for the design, construction and supply of a sports lighting system at the Southold Town Little League Field located on Carroll Avenue. Designs must meet the minimum requirements of Little League Baseball Lighting Standards. The approved lighting system, as selected by the Town of Southold, is Musco's Light-Structure System. A high degree of priority will be placed on the design of the equipment and expertise in spill & glare control as well as the availability of technical assistance by the manufacturer. This proposal shall include delivery to the site and all shipping and handling charges shall be the manufacturers responsibility. Approval for alternate systems shall be determined by the Town of Southold. Ao Bo BIDDING PROCEDURE: All bids shall be made in conformance with the Instruction to Bidders and shall be for the design, construction and supply of lighting equipment that will consist of galvanized steel poles, factory wired and aimed cross arm assemblies with lamps and photometric units, remote electrical enclosures and pole length wire harnesses. LIGHTING PERFORMANCE: i. CRITERIA: The manufacturer shall certify compliance with Little League Lighting Standards stating that the design submitted for this project meets the appropriate published lighting standards. The manufacturer shall also supply written guarantees that the lighting equipment and design shall meet or exceed these specifications as well as current published lighting standards of Little League Baseball, Inc. The Contact person for this organization is: Little League Baseball, Inc. Mr. Elmer Lehotsky (570) 326 - 1921 B. Final Designs must be approved by the Town of Southold. SPORTS FIELD LIGHTING Page 1 2. Design Documentation shall be provided showing: 1. Light Loss Factors using actual tilt loss. 2. Maintenance Factor no greater than .8. 3. Computer generated point by point analysis for each field. 4. Lamps to be 1500 watt metal halide, rated at 155,000 initial lumens by manufacturer. Approved manufacturers are Phillips, GE, or Sylvania. High-output lamps are not acceptable. 5. Reflector design shall not exceed the candlepower ratings at the specified angles as shown below: a. Beam definition - The approved lighting fixture shall not exceed the candlepower of specified degrees above the maximum candlepower in the vertical plane as specified in the following table. 12,000 candlepower is the unit of luminous intensity ttiat often begins' to cause discomfort and interfere with vision. Nema Type Reflector Candlepower Degrees Above The Center of Beam in the Vertical Plane Nema 2Hx3V 12,000 26 degrees Nema 3Hx3V 12,000 25 degrees Nema 4Hx4V 12,000 24 degrees Nema 5HxSV 12,000' 30 degrees b. Lower beam definition - To further define the fixture beam, the minimum can~epower that may be achieved below the center of the beam is described in the following table. Photome~ic reports from an independent testing laboratory must be provided to prove the capability of achieving speeified performance: Nema Type Reflector Minimum Candlepower .Degrees Below the Center of to be Achieved the Beam in Vertical Plane 2Hx3V 1,0270~400 -1.5 dellmes 3Hx3V 553~400 -1.5 degrees 4Hx4V 350t000 -1.1 degre*,s 5Hx5V 202t560 -4.0 dollxees SPORTS FIELD LIGHTING Page 2 C. INSPECTION AND VERIFICATION 1. Test and Measurement Procedures Field test stations for the horizontal field measurements shall consist of the number of points and grid spacing specified by Little League Standards. Horizontal footcandle readings shall be taken with the meter positioned horizontal 36 inches above grade. Testing equipment for measurement of footcandle levels shall be a calibrated Gossen Panalux Electronic 2 or an approved equal. For final approval of the project the m.anufacturer shall provide a final report from the test results that shall provide the following items: (1) (2) (3) Identification of number and location of the test stations. Actual horizontal footcandle readings taken at each test station. Number of hours of operation. LIGHTING SYSTEM 1. General Description - Sports lighting g. h. i. j. Hot-dip galvanized steel shafts with slip-fit assembly compatible to a tapered pre-stressed concrete foundation Hot-dip galvani?ed steel cmssarms. Fixture consisting of.' lamp, lamp socket, reflector, lens, lamp cone, reinfoming retaining ring. U.L. listed double fusing for the lamp circuits. Electrical Component Enclosure to consist of.' NEMA 3R enclosure with ballasts and capacitors. Thermal magnetic breaker. All wiring from the load side of the breaker to the lamp socket. Plug-in or landing lug connection devices for all elec~cal circuits on the pole. Aiming method for alignment of the luminaires. Method for re-alignment of the luminaire after movement for relamping. SPORTS FIELD LIGHTING Page 3 E. LUMINAIRE STRUCTURE Factory Construction The lamp and reflector mounting device shall be factory assembled to the crossarms and the crossarms shall he attached to a section of the pole by the manufacturer: Single Photometric Unit Each reflector shall be attached to the crossarm in such a way that its aiming position has been determined relative to all other fixtures on the pole so that in the factory all luminaires on the assembly are oriented to form a single photometric unit. Lamps Lamps shall be 1500 watt metal halide as manufactured by GE, Philips, or Sylvania and shall meet ANSI designation M48PC-1500BU. No other type of lamps will be considered. The lamp shall be supported in the reflector by a reinforcing retaining ring containing an acrylic compressed fiber ring which centers and stabilizes the lamp in the reflector and provides heat shield to protect the lamp socket from heat. Lens A rgmovable lens of impact and thermal resistant glass with silicone gasket shall be centered in a stainless steel lens rim and attached to the reflector with a hinged cable or chain. Aiming The manufacturer shall provide a memory positioning device for each luminaire on the assembly. The device shall provide for automatic repositioning of the aiming after relamping. Field Alignment Luminaire assembly shall be provided from the factory to the job site as a unit which may be universally oriented in a manner that the entire luminaire assembly can be field aimed as a single unit. Materials and Coatings All steel components shall be hot dip galvanized to ASTM A-123. High purity reflector grade aluminum shall be alzak finished. All other aluminum components shall be polyurethane powder coat painted or anodized to MIL-A- 8625E and coated with a clear thermoset polymer. All non-current carrying fasteners, hinges, and latches shall be stainless steel and shall be coated with thermoset epoxy type organic coatings such as Empigard to prevent galvanic interaction. SPORTS FIELD LIGHTING Page 4 Crossarm Welding Crossarms for the luminaire assembly shall be welded to the pole section before galvanizing by certified welders. Any additional fasteners used for the attachment of accessories to the crossarm shall be stainless steel and coated with Empigard or equivalent. Structural Strength The crossarm, reflector and its attachment to the pole shall be provided by the manufacturer such that it will structurally withstand winds of 125 m.p.h, with 1.3 gust factor without misaligmnent of any luminaire and without any damage to the crossarms or its components. Luminaires shall be attached to the crossarm by a minimum of two bolts, which fasteners shall be stainless steel and Empigard coated. There shall be no penetrations of the top or sides of the crossarm. WIRE HARNESS Strain Relief The wiring harness shall be supported at the top of the pole by a stainless steel wire mesh grip matched to the size of the harness. There shall be not more than 13 conductors supported by a single wire mesh grip. If harness is longer than 65', an interim wire mesh grip support shall be located appmxima[ely halfway down the pole. Strain Relief Slippage There shall be protection around the conductors, in addition to the insulation to protect from damage from the wire mesh grip and also to avoid slippage of the grip on the wire harness. The wire mesh grip shall also be clamped to the harness with a cable tie at the bottom of the grip to avoid loosening. Pole Attachment The wire mesh grip shall be mechanically attached to the pole to an enclosed mounting loop so that it cannot accidentally be removed in any direction. Spiral Winding The harness being supported by the wire mesh grip shall consist of multiple 14 gauge THHN conductors and shall be continuously spiral wound and bound with mylar wrap to prevent slippage of individual conductors within the wiring harness. Additionally, a cable tie shall be tightly wrapped around the harness at not more than 10' increments. SPORTS FIELD LIGHTING Page 5 Abrasion Bumper There shall be provided at 2' below the wire mesh grip and then at not more than 10 ft. intervals along the entire length of the wire harness an abrasion protective bumper device of sot~, durable abrasive resistant material not less than 2" in diameter attached around the wiring harness to protect the harness from striking and being abraded by the inter/or surface of the pole. Labeling Ali wiring harness conductors shall be color-coded and clearly labeled. Plug-Ins Each end of the wire harness shall be terminated into a plug-in with conductors sequenced consistent with the pattern of the wiring schematic provided by the manufacturer. Testing All c°nductors~and plug-ins shall be tested for resistance under load, for continuity, schematic sequence, and for insulation integrity. Manufacturer shall ship with the wire harness a copy of the test results. ELECTRICAL coMpoNENT ENCLOSURE (ECE~ NEMA 3R The ECE shall be a NEMA 3R rated gasketeat enclosure to house the ballasts, capacitors, fuses, thermal magnetic circuit breaker, and distribution lugs. Two Compartments The ECE shall be divided into two compadments. The upper compartment shall house the ballasts, capacitors, and fuses. The lower compartment shall provide for the thermal magnetic cirenit breaker, distribution lugs, and connection of all circuits coming into and out of the ECE. Materials and Coatings The ECE shall be fabricated of a minimum of.080 aluminum sheet in order to provide adequate heat dissipation from the ballasts. The ECE shall be coated with a polyurethane powder coat paint to provide protection from oxidation. Stainless Steel All latches, hinges, and non-current carrying fasteners, either outside or inside the enclosure, shall be stainless steel and shall fu~er be coated with a clear thermoset polymer coating such as Empigard to prevent galvanic interaction. SPORTS FIELD LIGHTING Page 6 Hinged Door Access The access door to the ECE shall be attached by a full-length stainless steel hinge and shall be secured when closed by lockable stainless steel latches. Pole Attachment The ECE shall attach to the pole by means of a device which is sufficient to align the ECE and support its weight. There shall be a sealed joint with a non-threaded connection to provide wiring access from the pole to the ECE for both the primary and secondary circuits. The connection shall be gasketed for water-tight protection. All wire passages shall be protected to prevent wire abrasion or damage. 10. ll. 12. Capacitors In the ECE, capacitor eases shall be made fi.om zinc coated steel or aluminum and top coated with enamel. Each cap~citor shall have a ground terminal welded to its case and such terminal shall be connected to ground via a grounding wire. The capacitor case shall not make direct contact with surface of the ECE. Disconnecting Device There shall be provided within the ECE a U.L. listed thermal magnetic circuit breaker such that electrical power to all equipment on the pole served by the feeder circuit shall be disengaged by the operation of one switch. The breaker shall be located in a compartment separated from any capacitors or ballasts. Lugs The breaker shall provide landing lugs for the conductors which provide power to the pole. Distribution Terminal Blocks There shall be provided by the manufacturer a set of distribution terminal blocks which shall be factory wired from the breaker to the blocks. These blocks shall provide for termination Of all ballast connection wiring. .Fusing There shall be provided an individual fuse for each ballast conductor except neutral conductors which shall not be fused or switched. Plug-In All lamp supply circuits in the ECE shall be color-coded and labeled and shall terminate into a U.L. recognized plug-in device in the lower compartment of the ECE in a manner suitable for plug-in to the wiring harness. SPORTS FIELD LIGHTING Page 7 13. 14. 15. 16. 17. 18. POLE 1. Wire Harness Connection The wiring harness circuits from the lamps shall be attached to the ECE circuits by U.L. recognized plug-in connectors. Grounding There shall be provided in the lower compartment of the ECE one equipment grounding lug, rigidly fastened to the enclosure and sized to accept up to a 1/0 conductor. There shall also be provision in the upper compartment for a ground terminal of sufficient size to permit connection of the grounding conductors from the capacitors. Ballast Type There shall be an individual ballast for each luminaire. The ballast shall be a lead peak auto-regulating ballast and be available for use with available voltage. The ballast shall be located remote from the luminaire crossarm and shall be placed approximately ten (10) feet above ground level. Ballast box must be a NEMA 3R encl6sure and must be manufactured by the luminaire assembly manufacturer and all mounting hardware shall be included with the ballast box assembly. The remote ballast system described above shall be located on the same pole as the luminaire assembly in the NEMA 3R enclosure with the capacitors and the capacitors shall operate in ambient air not to exceed 70 degrees C. The assembly design shall be adaptable to various standard ballast and must retain U.L. listing. Drawings Attached The manufacturer shall provide an electrical schematic of the ECE circuits, which schematic shall be ufa durable material and affixed to the inside of the ECE door for use by maintenance personnel. Location The ECE shall be attached to the pole with the lower end approximately 10 feet above grade at the pole foundation. U.L. Listing The ECE shall be listed by U.L. both for use with 90 degrees C rated supply conductors and as suitable for use in wet locations. STRUCTURE Safety Factors AASHTO structural design criteria shall be used to determine the pole stress allowance. SPORTS FIELD LIGHTING Page 8 Wind Factors The poles and foundations shall be designed to withstand 90 mph winds based upon AASHTO standards utilizing the 50 year mean recurrent isotach wind map data. Height and EPA The pole shall be designed to provide a fixture mounting height above the field playing surface to allow for the minimum aiming angles specified by Little League Lighting Standards and to be of sufficient strength to support the effective projected area (EPA) of the pole and all of the attached devices including, as applicable, light fixtures, crossarms, mounting brackets, ballast boxes, and any other devices which are to be attached to the pole. Pole Material (no substitutions) The pole shaft shall be high strength low alloy tapered tubular steel with galvanized coating inside and out: All connections of pole sections shall be by slip fitting the top section over the lower section by a length of at least 1 1/2 diameters. Bidders shall have the option of providing slip fit over concrete foundations or baseplate to anchor bolt design poured in place foundation. Resistance to Corrosion Steel components of the pole shall be hot dip galvanized ASTM A-123. Steel portions of the pole shall be constructed such that all segments of the pole can be readily heated to like temperatures in commercially available galvanizing methods. To avoid problems of galvanize adherence to differing steel alloys, all steel components used for the pole must be of the same type steel. All exposed steel components of the pole shall be at least 18" above the surface of the ground to avoid exposure of the steel to the heavily moisture and oxygen laden air, both above and below the surface. There shall be a cap to cover the top of the pole so that rain will not enter the interior of the pole. To avoid stress corrosion of the pole, there shall be no critical stress points of the steel portion of the pole within 18" of the ground. SPORTS FIELD LIGHTING Page 9 FOUNDATION ' Type Reinforced concrete is the only acceptable foundation. Direct burial of pole sections with concrete backfill will not be accepted. Safety Factor Broms safety factor of three (or UBC) shall be used in the foundation design. Foundation Strength Any concrete foundations that contain steel components to provide tension strength, shall be allowed to harden for a minimum of 28 days before stress loads of pole attachment are applied. This does not apply to concrete used as backfill. 4. Foundation Design (to be supplied by bidder) Precast concrete foundation. Shall be constructed of not less than 9,500 psi pre-stressed centrifically cast concrete such that the steel reinforcement within the concrete shall be protected from slippage and exposure to oxidation through voids in the concrete or exposure of the steel through porous concrete material. Design includes compatible taper with slip-fit steel pole shaft and underground electrical service access. This foundation will be installed in an excavation as prescribed by the Broms or UBC standard for foundation designs. Concrete backfill is required. Documentation of Foundations (to be supplied with bid) Documentation of the structural strength of the foundation from a structural engineer licensed in the State of New York will be provided with each bid. Soil Conditions The design criteria for these specifications are based on soil conditions with 2000 psf soil at the surface. Propnsals should include provisions for incremental or hourly costs in the event that sub-standard soils are found. SPORTS FIELD LIGHTING Page 10 Jo SAFETY - SPECIAL CONDITIONS U.L. Listing There shall be provided a U.L. listing for all electrical components from its connection to the feeder conductors, to its completion at the lamp socket including all connections. This listing shall be based upon U.L. testing and evaluation of the compatibility of the enclosures and the components for use in combination in this application in addition to the individual components being U.L. listed or recognized. U.L. Test Report Bidder shall supply in advance of bid a copy of the complete Underwriters Laboratory report covering the entire luminaire assembly being bid for the owner's review and retention. Partial U.L. files will not be accepted per the requirements of U.L. Codes a. b. The entire electrical system shall meet National Electrical code. Grounding system must be adequate to provide lightning protection as established by NFPA 780 (National Fire Protection Association) warranty a. Assurance - Manufacturer will provide services including all materials and labor to maintain operation of sports lighting equipment for ten years. Conditions - Manufacturer agrees in writing to provide an annual inspection of the system by a qualified lighting technician for a period of ten years. During this inspection, defective items that have failed due to normal operation shall be replaced, including lamps if: · more than 10% of the lamps are out · lamp outages materially effect the usage of the field · during the regular annual inspection Lamps will be group replaced at such time they exceed their useful life of 3000 hours or during the l0s annual inspection. Exclusions Damage - · vandalism · major storms and lightning · unauthorized repairs · failure of owner's electrical service SPORTS FIELD LIGHTING Page 11 Service Contact - Manufacturer shall provide a toll-free number to a full-time service department which shall be staffed by qualified repair personnel. Assurance Guarantee - Manufacturer shall provide signed documentation setting out evidence of their ability to support the commitment for the entire ten years of each item above. INSTALLATION Support Manufacturer shall make available to the installer educational materials to assure that design criteria is accomplished. If required, the manufacturer will have an experienced representative on site for assistance. Weight and Size To permit ease of handling of material at the job site by fork lif~ or fr[n[ end loader, and to avoid damage to the existing facility, no single component of the pole shall be in excess of 2800 lbs., nor be greater than 41' in length. Electrical Wiring The pole and the luminaires shall be designed such that all wiring remains underground before entering the base of the pole and that no wiring shall be exposed to sun or weather as it transitions through the pole and to the ballast and on to each lamp. There shall be provided a non-threaded hot-dip galvanized steel or concrete enclosed raceway for transition of the pole feeder conductors from the trench to the ECE. Field Connections All field electrical connections on the pole shall be achieved by U.L. listed plug-in or lug method of attachment fi.om the load side of the breaker/disconnect to the lamp socket. The feeder and grounding conductors fi.om the service entrance to the pole shall be connected at the pole by landing lugs. SPORTS FIELD LIGHTING Page 12 SUBMITTAL REQUIREMENTS Failure to provide any of the following information with the submittal will be grounds for rejection. Each item listed below shall be provided in the form of clear and concise statements and/or plans and drawings which can be easily read and clearly interpreted. Each item shall also be clearly lettered to correspond with the following list. All items shall be assembled in the order indicated and secured or bound in a neat and orderly fashion for easy use and reference. Lighting layout design showing luminaire mounting heights, aiming focus points, reflector types number cf luminaires per pole and kilowatt consumption. A drawing of the Sports Lighting Structure meeting or exceeding specified criteria. Computer generated point-by-point analysis of field light values as set forth in accordance with lighting performance specifications. Computer generated spill/glare analysis in accordance with lighting performance specifications. 5. Written statements of model number and manufacturer for all equipment bid. Written warranty fi'om the manufacturer covering entire structure as outlined in specifications. Complete U.L. Test Report - Bidder shall supply for the owner's review and retention a copy of the Underwriters Laboratory report covering the luminalre -assembly being bid. Manufacturer shall submit in writing a minimum of four similar lighting projects in the state of Pennsylvania where the specifications outlined have been met. Manufacturer shall submit a letter guaranteeing that footcandle levels and uniformity's as specified will be met. In addition, manufacturer's remedy to deficiencies will be noted. 10. There shall be provided by the pole supplier sufficient data and calculations to show that the specified criteria will be met. The complete design o~'the pole and recommended foundation must be submitted with bid and must be sealed by a registered PA Structural Engineer. 11. Manufacturer shall submit a test report confirming that capacitors operate at 70 degrees Celsius, please refer to page 10, Ballast Type under Section Electrical Component Enclosure. SPORTS FIELD LIGHTING Page 13 13. 14. ITL reports must be submitted with bid. Failure to do so will be cause for immediate rejection of bid. Letter from appropriate representatives of Little League Baseball, lnc. verifying the lighting design meets the performance criteria of their organization. Mo PATENT RIGHTS AND INFRINGEMENT There are various established performance criteria tlu'oughout this request for products and services. There may exist patent coverage £or some means and methods of achieving those performance criteria. Bidders are responsible for ascertaining that means and methods of the products and services which they are providing are not being provided in violation of any such patent rights. Bidders responsibilities are as follows: 12. To hold harmless, the owner, as to any violation to include dollar amounts that could be owing as a result of damages for infringement including potential treble damages as provided for under U.S. Patent Law. 13. Any and all costs that the owner would incur in replacing materials and services which are determined to infringe patent rights. 14. All administrative, legal and other costs that would be incurred as a result of an infringement. If any product or services proposed to be provided by the bidder are known by the bidder to be subject to any existing claims of infringement, bidder shall notify owner of such claim and provide evidence of financial ability to perform on the above hold harmless requirements. SPORTS FIELD LIGHTING Page 14 INVITATION TO BIDDERS: DESIGN CONSTRUCTION & SUPPLY OF A SPORTS FIELD LIGHTING SYSTEM TASKER PARK CARROLL AVENUE PECONIC, New York 11958 DATE: MARCH 17, 2000 PROJECT DESCRIPTION PROJECT: SPORTS FIELD LIGHTING Tasker Park Memorial Field Carroll Avenue, Peconic, New York 11958 SCOPE OF THE PROJECT: The Town of Southold is requesting proposals for the design, construction and supply of a sports lighting system at the Southold Town Little League Field located on Carroll Avenue. Designs must meet the minimum requirements of Little League Baseball Lighting Standards. The approved lighting system, as selected by the Town of Southold, is Musco's Light-Structure System. A high degree of priority will be placed on the design of the equipment and expertise in spill & glare control as well as the availability of technical assistance by the manufacturer. All proposals shall include the delivery of the lighting system to a location as specified by the Town of Southold and shipping and handling charges will be the manufacturers responsibility. Approval for alternate systems shall be determined by the Town of Southold. Requests for further information and all inquiries should be directed to the Office of the Engineer for the Town of Southold. 765-1802 Attention: James A. Richter, R.A. The foregoing Project Description is provided for general information only, and is not a part of the Contract Documents. For the specific provisions and requirements of this project, please refer to the full Specifications and Contract Documents. TASKER PARK LIGHTING INVITATION TO BID PROJECT: SPORTS FIELD LIGHTING: Tasker Park Memorial Field Carroll Avenue, Peconic, New York 11958 The Town Board of the Town of Southold will receive bids for furnishing all of the labor, materials and equipment as specified for the design, construction and supply of Sports Field Lighting for the designated Little League Field on Carroll Avenue all in accordance with the Specifications contained herein. The proposal will include all construction and items of work specified and detailed in the contract documents. Bids will be received at the office of the Southold Town Clerk, Southold Town Hall, 53095 Main Road, Southold, New York 11971, until 10 AM, Thursday, April :20, ,2000. All specifications and design criteria is provided and referenced herein: A fee of ten dollars ($10.00), cash or check, made payable t(~ the Town of Southold will be required for one (1) copy of the Contract Documents. There are no refunds. This invitation to bid is not an offer and shall in no way bind the Town of Southold to award a contract for performance of the project. Should the Town of Southold decide to award a contract, it shall be awarded to the lowest responsible bidder. The Town of Southold reserves the right to waive any informalities, and to reject any or all bids, and to retain bids for 45 days from the date of receipt. The CONTRACTOR SHALL NOT withdraw his bid during this period. Bid Security in the form of a certified check or Bid Bond in the amount of 5% of the Base Bid will be required of each bidder. Please advise if you intend to bid or not. Dated: March 28, 2000 BY ORDER OF THE SOUTHOLD TOWN BOARD By: Elizabeth A. Neville Southold Town Clerk TASKER PARK LIGHTING A-1 INSTRUCTIONS TO BIDDERS A. PROPOSALS Proposals must be made in strict accordance with the "Proposal Form" provided. The bidders shall write in ink, both in words & numerals, the price for which he proposed: to furnish all materials, plant, equipment, tools, shoring or bracing, scaffolds, or other facilities, & to perform all labor and services necessary for the proper completion of the work in strict accordance with the plans and specifications, and subject at all times to the approval of the Architect. Each proposal must be signed in writing with the full name and address of bidder. Proposals shall be addressed as indicated on Invitation for Bids and shall be delivered enclosed in an opaque sealed envelope marked "Proposal" bearing title of work, and Bidders Name. No proposal shall be considered which has not been received by the Southold Town Clerk prior to the hour and date stated. B. PROPOSAL'GUARANTY A proposal will not be accepted or considered unless accompanied by a guaranty in the form of a bid bond or certified check in the amount of 5% of the total bid, payable to the Town of Southold. As soon as the proposal prices have been compared, the Owner shall return the bidder's bond or the certified checks accompanying such proposals as, in his judgement, would not likely be involved in making the award. All other proposal quantities will be held until the contract and contract bond have been executed after which they will be released or returned to the respective bidders whose proposals they accompanied. C. OMISSIONS AND DISCREPANCIES Bidders should carefully examine the drawings and specifications, visit the site of work, and fully inform themselves of all conditions and matters which can in any way affect the work or the cost thereof. Should a bidder find discrepancies in or omissions from the drawings, specifications, or other documents or should he be in doubt as to their meaning, he should at once notify the Architect who may issue a written instruction to all bidders. TASKER PARK LIGHTING B-1 D. PUBLIC OPENING OF PROPOSALS Proposals will be opened and read publicly at the time and place indicated in the Invitation for Bids. Bidders, there authorized agents, and other interested parties are invited to be present. E. AWARD OF CONTRACT Award of contract will be made as soon as practical, a contract may be awarded to a responsible bidder other than the lowest money bidder, if it is in the best interest of the Town. No bid may be withdrawn after scheduled closing time for receipt of bids for a period of 45 days pending execution of a contract by successful bidder. The competency and responsibility of the bidder and his sub-contractors will be considered in making the award. The Town reserves the right to waive any technical error, to accept any bid, or to reject any or all bids. The contract form will be the current edition of AIA Document A101 "Standard form of Agreement between Owner and Contractor (Stipulated Sum)". The Town will either award the project or reject all proposals received within forty-five (45) days after the formal opening of proposals. The acceptance of a proposal will be a notice in writing signed by the Town Clerk and no other act shall constitute the acceptance of a proposal. F. WITHDRAWALS OF PROPOSALS Any bidder upon his or her authorized representative's written request presented not later than the hour set for the opening thereof, will be given permission to withdraw his proposal. At the time of opening the proposals, when such proposals are reached, it will be returned to him unread. G. REJECTION OF PROPOSALS The Town reserves the dght to waive any technical error and to reject any and/or all proposals. Without limiting the generality of the foregoing, any proposal which in incomplete, obscure, or irregular may be rejected; any proposal accompanied by an insufficient or irregular certified check or bidder's bond bay be rejected, any proposal having interlineation, erasure or corrections may be rejected. H. PLANT & EQUIPMENT The bidder shall state in his bid that be has available or under his control, plant and equipment of the character and in the amount required to complete the proposed work within the specific time. TASKER PARK LIGHTING B~2 I. TIME FOR EXECUTION OF CONTRACT Any bidder whose proposal shall be accepted will be required to appear before the Town in person; or if a firm or corporation, a duly authorized representative shall so appear, and execute six (6) copies of the Contract within ten (10) days after notice that the Contract has been awarded to him. Failure to execute Contract shall constitute a breach of the agreement effected by the acceptance of the Proposal. The damages to the Town for such breach will i0(;lu, de loss from interference with his construction program and other items, the accurate amount of which it will be difficult or impossible to compute. The amount of the certified check or bidder's bond accompanying the Proposal of such bidder shall be retained by the Town, not as a penalty, but as liquidated damages for such breach. In the event any bidder whose proposal shall be accepted shall fail or refuse to execute the Contract as herein before provided, the Town may, at there option, determine that such bidder has abandoned the Contract, and thereupon, his proposal and acceptance thereof shall be null and void, and the Town shall be entitled to liquidated damages as above provided. J. TIME LIMIT TO COMMENCE AND COMPLETE WORK The contractor shall commence work within ten (10) calendar days after the date stipulated in the notice to proceed which was given to him by the Town of Southold and shall complete the work within the calendar day limit as set forth by him in his Proposal, but not more than one hundred twenty (120) working days. TASKER PARK LIGHTING B-3 INDEX TO SPECIFICATIONS: BIDDING REQUIREMENTS Invitation to Bid Instructions to Bidders Index to Specifications Proposal Form Statement of Non-Collusion N.Y.S. Affirmative Action Certification A- 1 through A- 1 B- I through B- 3 C- 1 through C - 1 D- 1 through D ~ 1 E - 1 through E- 1 F - 1 through F - 1 GENERAL CONDITIONS Non-Discrimination Clause M - 1 through M - 2 SPECIFICATIONS - Sports Field Lighting Table of Contents: Scope of Project Bidding Procedures Lighting Performance Inspection & Verification Lighting System Luminary Structure Wire Harness Electrical Component Enclosure Pole Structure Foundation Safety-Special Conditions Installation Submittal Requirements Patent Rights/infringement Page 1 Page 1 Page 1 Page 3 Page 3 Page 4 Page 5 Page 6 Page 8 Page10 Page 11 Page 12 Page13 Page 14' TASKER PARK LIGHTING INDEX TO SPECIFICATIONS: BIDDING REQUIREMENTS Invitation to Bid Instructions to Bidders Index to Specifications Proposal Form Statement of Non-Collusion N.Y,S. Affirmative Action Certification A- 1 through A - 1 B - 1 through B - 3 C- 1 through C - 1 D- I through D - 1 E- 1 through E- 1 F - 1 through F - 1 GENERAL CONDITIONS Non-Discrimination Clause M - 1 through M - 2 SPECIFICATIONS - Sports Field Lighting Table of Contents: Scope of Project Bidding Procedures Lighting Performance Inspection & Verification Lighting System Luminary Structure Wire Harness Electrical Component Enclosure Pole Structure Foundation Safety-Special Conditions Installation Submittal Requirements Patent Rights/Infringement Page 1 Page 1 Page 1 Page 3 Page 3 Page 4 Page 5 Page 6 Page 8 Page 10 Page 11 Page 12 Page 13 Page 14 TASKER PARK LIGHTING C-1 PROPOSALFORM NAMEOF BIDDER: DATE: TO: SOUTHOLD TOWN BOARD TOWN HALL - 53095 MAIN ROAD SOUTHOLD, NEWYORK 11971 Phone #: MEMBERS OF THE BOARD: The undersigned as bidder, declares that the only persons, company, or parties interested in this proposal as principals are named below; that this proposal is made without any connection, directly or indirectly with any other bidder for the same work; that it is in all respects fair and without collusion or fraud, and that no person acting for or employed by the aforementioned owner is or will be interested directly or indirectly, in the performance of the contract, or the supplies relating to it, or in any portion of the profit thereof; that he has carefully examined the contract documents dated: MARCH 17, 2000, including bidding requirements, contract, general and special conditions, specifications, contract drawings, and addenda, if any (Note: acknowledgment of addenda and their dates must be included as indicated on bottom page); that he has satisfied himself by personal examination of the proposed work, and by such other means as he may have chosen, as to the conditions and requirements of the work; and he proposed and agrees that if his proposal be accepted he will contract to furnish all materials not provided by the Town (See Specifications) and to perform all the work required to construct, perform and complete the work at: SPORTS FIELD LIGHTING - Little League Field, Tasker Park, Carroll Ave., Peconic, N.Y. 11958 and all other work in connection therewith, in accordance with the contract documents and addenda, if any, prepared by James A. Richter, R.A., Southold Town Engineering Department, Southold Town Hall, Southold, New York 11971, and shall comply with all the stipulations contained therein and that he will start the work as directed by the Town, he will accept, in full payment thereof as listed below: THIS ITEM WILL INCLUDE THE DESIGN, CONSTRUCTION AND SUPPLY OF THE SPORTS FIELD LIGHTING SYSTEM: this item will include a complete working fully functioning lighting system to serve the Little League Ball Field as indicated by the plans and specifications contained herein. (The installation of the lighting system shall be by others.) This item shall include all of the work required to complete the items referenced herein and all in accordance with the Contract Documents. This item shall include the delivery of the lighting system to the site. The above referenced activities will be completed for the stipulated "lump sum" of: (written in words) (written in numbers) And he further agrees that if this proposal shall be accepted by the Town and that if he shall refuse, fail or neglect to enter into a Contract pursuant to such proposal and to the requirements of the Town and shall fail to give the required secudty within the ten (10) days after notice of the acceptance of said proposal, shall have been deposited in the mail addressed to him at the address given in the proposal, that he shall be considered to have abandoned the contract and the sum represented by the certified check accompanying this proposal shall be forfeited to the Town as Liquidated damages; otherwise the certified check shall be returned to the bidder within forty-five (45) days after the date of receiving the bids. We the undersigned, further agree that this proposal is a formal bid and shall remain in effect for a period of forty-five (45) days, the Town will accept or reject this proposal or by mutual agreement may extend this time period. Signature Business of Bidder: Address: Date: TASKER PARK LIGHTING D-1 STATEMENT OF NON-COLLUSION (To be completed by each Bidder) In accordance with Section 103-d General Municipal Law, effective September 1, 1966, every bid or proposal hereafter made to a political subdivision of the State of any public department, agency, or official thereof or to a fore district or any agency or official thereof for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed to by the bidder and affirmed by such bidder as true under the penalties of perjury; non-collusive bidding certification. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: (1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition1 as to any matter relating to such prices with any other bidder or any competitor. (2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor. (3) No attempt has been made or will be made by the bidder to induce any other person, parfnershipl or corporation to submit or not to submit a bid for the purpose of restricting competition. The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder, as well as the person signing in its behalf. That attached hereto (ifa corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signature of this bid or proposal on behalf of the corporate bidder. RESOLUTION Resolved that of (Name) (Name of Corporation) authorized to sign and submit the bid or proposal of this corporation for the following Project: be SPORTS FIELD LIGHTING SYSTEM - Little League Ball Field Tasker Park, Carroll Avenue, Peconic, New York 11958 and to include in such bid or proposal the certificate as to non-collusion required by section one-hundred-three-d (103-d) of the General Municipal Law as the act and deed of such corporation, and for any inaccuracies or mis- statements in such certificata this corporate bidder shall be liable under the penalties of perjury. The foregoing is true and correct copy of the resolution adopted by corporation at a meeting of the Board of Directors, held on the day of ,19 __ (SEAL OF THE CORPORATION) Laws of New York, 1965 Ch. 751, Sec. 103-d, as amended effective September 1, 1965 (Signature) TASKER PARK LIGHTING E-1 NEW YORK STATE AFFIRMATIVE ACTION CERTIFICATION (TO BE COMPLETED BY EACH BIDDER) Bidder's Certifications: A bidder will not be eligible for award of a contract under this Invitation for Bids unless such bidder has submitted as a part of its bid the following certification, which will be deemed a part of the resulting contract: BIDDER'S CERTIFICATION (Bidder) Certifies that: 1. I intend to use the following listed construction trades in the work under the contract_ ; and, as to those trades set forth in the preceding paragraph one hereof for which it is eligible under Part 1 of these Bid Conditions for participation in the Nassau-Suffolk County Plan it will comply with the said County area within the scope of coverage of that Plan, those trades being: ; and/or, as to those trades for which it is required by these Bid Conditions to comply with Part II of these Bid Conditions, it adopts the minimum minority man- power utilization goals and the specific affirmative action steps contained in said Part II, for all construction work (both state and non-state) in the afore- mentioned area subject to these Bid Conditions, these trades being: ; and, I will obtain from each of my subcontractors and submit to the contracting or administering agency prior to the award of any subcontractor under this contract the subcontractor certification required by these Bid Conditions. (Signature of Authorized Representative of Bidder) TASKER PARK LIGHTING F-1 NON-DISCRIMINATION CLAUSE During the performance of this contract, the contractor agrees as follows: The contractor will not discriminate against any employee or applicant for employment because of race, creed, color, or national origin, and will rake affirmative action to insure that they are afforded equal employment opportunities without discrimination because of race, creed, color, or national origin. Such action shall be taken with reference, but not limited to: recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff or termination, rates of pay or other forms of compensation, and selection for training or retraining, including apprenticeship and on-the-job training. The contractor will send to each labor union or representative of workers with which ne has or is bound by a collective bargaining or other agreement or understanding, a notice, to be provided by the Commission of Human Rights, advising such labor union or representative of the Contractor's agreement under clauses "a." through "h." hereinafter called "non-discrimination clauses", and requesting such labor union or representative to agree in writing, whether in such collective bargaining or other agreement or understanding or otherwise, that such labor union or representative will not discriminate against any member or applicant for membership because of race, creed, color, or national origin, and will rake affirmative action to insure that they are afforded equal membership opportunities without discrimination because of race, creed, color, or national origin. Such action shall be taken with reference, but not be limited to: recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff or termination, rates of pay, or other forms of compensation, and selection for training or retraining including apprenticeship and on-the-job training. Such notice shall be given by the Contractor, and such written agreement shall be made by such labor union or representative, prior to the commencement of performances of this contract. If such a labor union or union representative fails or refuses so to agree in writing, the Contractor shall promptly notify the Commission for Human Rights of such failure or refusal. The Contractor will post and keep posted in conspicuous places, available to employee and applicants for employment, notices to be provided by the Commission for Human Rights setting forth the substance of the provision of clauses "a." and "b." and such provisions of the State's Laws against discrimination as the Commission for Human Rights shall determine. The Contractor will state, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, that all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, or national origin. TASKER PARK LIGHTING M-1 The Contractor will comply with the prevision of Sections 291-229 of the Executive Law and the Civil Rights Law, will furnish all information and reports deemed necessary by the Commission for Human Rights under these non-discrimination clauses as such sections of the Executive Law and will, permit access to his books, records, and accounts by the Commission for Human Rights, and the Owners representatives / counsel for the purposes of investigation to ascertain compliance with these non-discrimination clauses and such sections of the Executive Law and Civil Rights Law. This Contract may be forthwith canceled, terminated, or suspended in whole or in part, by the contracting agency upon the basis of a finding made by the Commission of Human Rights that the Contractor has not complied with these non- discrimination clauses, and the Contractor may be declared ineligible for future contracts made by or on behalf of the Owner/Contracting Agency until he satisfied the Commission for Human Rights that he has established and is carrying out a program in conformity with the provisions of these non-discrimination clauses. Such finding shall be made by the Commission for Human Rights after conciliation efforts by the Commission have failed to achieve compliance with these non- discrimination clauses and after a verified complaint has been filed with the Commission, notice thereof has been given to the Contractor and an opportunity has been afforded him to be heard publicly before three members on the Commission. Such sanctions may be imposed and remedies otherwise provided by law. If this Contract is canceled or terminated under clause "f.", in addition to other rights of the Owner provided in this contract upon its breach by the Contractor, the Contractor will hold the Owner Harmless against any additional expenses or costs incurred by the Owner in completing the work or in pumhasing the services, material equipment, or supplies contemplated by this contract, and the Owner may withhold payments from the contractor in an amount sufficient for this purpose and recourse may be had against the surety on the performance bond if necessary. The Contractor will include the provisions of clauses "a.", through "g." in every subcontract or purchase order in such a manner that such provisions will be binding upon each subcontractor or vendor as to operations to be performed within jurisdictional local of the Project being contracted by the Owner. The Contractor will take such action in enforcing such provisions of such subcontract or purchase as the Owner/Contracting Agency may direct, including sanctions or remedies for non- compliance. If the Contractor becomes involved in or is threatened with litigation with a sub-contractor or vendor as a result of such direction by the Contraction Agency/Owner, the Contractor shall promptly so notify the Owner's representatives/counsel, request him to intervene and protect the interests of the Owner (Contracting Agency's jurisdictional area). TASKER PARK LIGHTING M-2 SPECIFICATION SPORTS FIELD LIGHTING SCOPE OF THE PROJECT: The Town of Southold is requesting proposals for the design, construction and supply of a sports lighting system at the Southold Town Little League Field located on Carroll Avenue. Designs must meet the minimum requirements of Little League Baseball Lighting Standards. The approved lighting system, as selected by the Town of Southold, is Musco's Light-Structure System. A high degree of priority will be placed on the design of the equipment and expertise in spill & glare control as well as the availability of technical assistance by the manufacturer. This proposal shall include delivery to the site and all shipping and handling charges shall be the manufacturers responsibility. Approval for alternate systems shall be determined by the Town of Southold. BIDDING PROCEDURE: All bids shall be made in conformance with the Instruction to Bidders and shall be for the design, construction and supply of lighting equipment that will consist of galvanized steel poles, factory wired and aimed cross arm assemblies with lamps and photometric units, remote electrical enclosures and pole length wire harnesses. LIGHTING PERFORMANCE: 1. CRITERIA: The manufacturer shall certify compliance with Little League Lighting Standards stating that the design submitted for this project meets the appropriate published lighting standards. The manufacturer shall also supply written guarantees that the lighting equipment and design shall meet or exceed these specifications as well as current published lighting standards of Little League Baseball, Inc. The Contact person for this organization is: Little League Baseball, Inc. Mr. Elmer Lehotsky (570) 326 - 1921 B. Final Designs must be approved by the Town of Southold. SPORTS FIELD LIGHTING Page 1 2. Design Documentation shall be provided showing: 1. Light Loss Factors using actual tilt loss. 2. Maintenance Factor no greater than .8. 3. Computer generated point by point analysis for each field. 4. Lamps to be 1500 watt metal halide, rated at 155,000 initial lumens by manufacturer. Approved manufacturers are Phillips, GE, or Sylvania. High-output lamps are not acceptable. 5. Reflector design shall not exceed the candlepower ratings at the specified angles as shown below: a. Beam definition - The approved lighting fixture shall not exceed the candlepower of specified degrees above the maximmn candlepower in the vertical plane as specified in the following table. 12,000 candlepower is the unit of luminous intensity that often begins' to cause discomfort and interfere with vision. Nema Type Reflector Candlepower Degrees Above The Center of Beam in the Vertical Plane Nema 2Hx3V 12,000 26 degrees Nema 3Hx3V 12,000 25 degrees Nema 4Hx4V 12,000 24 degrees Nema 5Hx5V 12,000- 30 degrees b. Lower beam definition - To further define the fixture beam, the minimnm cand!apower that may be achieved below the center of the beam is described in the following table. Photometric reports from an independent testing laboratory must be provided to prove the capability of achieving specified performance: Nema Type Reflector Minimum Candlepower .Degrees Below the Center of to be Achieved the Beam in Vertical Plane 2Hx3V 1,0270,400 ~1.5 degxees 3Hx3V 553~400 -1.5 degxees 4Hx4V 350~000 -1.1 degrees 5Hx5V 202t560 -4.0 de~-ecs SPORTS FIELD LIGHTING Page 2 C. INSPECTION AND VERIFICATION l. Test and Measurement Procedures Field test stations for the horizontal field measurements shall consist of the number of points and grid spacing specified by Little League Standards. Horizontal footcandle readings shall be taken with the mete/positioned horizontal 36 inches above grade. Testing equipment for measurement of footcandle levels shall be a calibrated Gossen Panalux Electronic 2 or an approved equal. For final approval of the project the m~nufacturer shall provide a final report from the test results that shall provide the following items: (1) (2) (3) Identification of number and location of the test stations. Actual horizontal footcandle readings taken at each test station. Number of hours of operation. Do LIGHTING SYSTEM 1. General Description - Sports lighting g. h. i. j. Hot-dip galvanized steel shafts with slip-fit assembly compatible to a tapered pre-stressed concrete foundation Hot-dip galvanized steel crossarms. Fixture consisting of: lamp, lamp socket, reflector, lens, lamp cone, reinfoming retaining ring. U.L. listed double fusing for the lamp circuits. Electrical Component Enclosure to consist of.' NEMA 3R enclosure with ballasts and capacitors. Thermal magnetic breaker. All wiring from the load side of the breaker to the lamp socket. Plug-in or landing lug connection devices for all electrical circuits on the pole. Aiming method for alignment of the luminaires. Method for re-alignment of the luminaire after movement for relamping. SPORTS FIELD LIGHTING Page 3 E. LUMINAIRE STRUCTURE Factory Construction The lamp and reflector mounting device shall be factory assembled to the crossarms and the crossarms shall be attached to a section o£thc pole by the manufacturer. Single Photometric Unit Each reflector shall be attached to the crossarm in such a way that its aiming position has been determined relative to all other fixtures on the pole so that in the factory all luminaires on the assembly are oriented to form a single photometric unit. Lamps Lamps shall be 1500 watt metal halide as manufactured by GE, Philips, or Sylvania and shall meet ANSI designation M48PC-1500BU. No other type of lamps will be considered. The lamp shall be supported in the reflector by a reinforcing retaining ring containing an acrylic compressed fiber ring which centers and stabilizes the lamp in the reflector and provides heat shield to protect the tamp socket fi.om heat. Lens A removable lens of impact and thermal resistant glass with silicone gasket shall be centered in a stainless steel lens rim and attached to the reflector with a hinged cable or chain. Aiming The manufacturer shall provide a memory positioning device for each luminaire on the assembly. The device shall provide for automatic repositioning of the aiming at~er relamping. Field Alignment Luminaire assembly shall be provided fi.om the factory to the job site as a unit which may be universally oriented in a manner that the entire luminaire assembly can be field aimed as a single unit. Materials and Coatings All steel components shall be hot dip galvanized to ASTM A-123. High purity reflector grade aluminum shall be alzak finished. All other aluminum components shall be polyurethane powder coat painted or anodized to MIL-A- 8625E and coated with a clear thermoset polymer. All non-current carrying fasteners, hinges, and latohes shall be stainless steel and shall be coated with thermoset epoxy type organic coatings such as Empigard to prevent galvanic interaction. SPORTS FIELD LIGHTING P~e4 Crossarm Welding Crossarms for the luminaire assembly shall be welded to the pole section before galvanizing by certified welders. Any additional fasteners used for the attachment of accessories to the crossarrn shall be stainless steel and coated with Empigard or equivalent. Structural Strength The crossarm, reflector and its attachment to the pole shall be provided by the manufacturer such that it will structurally withstand winds of 125 m.p.h, with 1.3 gust factor without misaligmnent of any luminaire and without any damage to the crossarms or its components. Luminaires shall be attached to the crossarm by a minimum of two bolts, which fasteners shall be stainless steel and Empigard coated. There shall be no penetrations of the top or sides of the crossarm. WIRE HARNESS Strain Relief The wiring harness shall be supported at the top of the pole by a stainless steel wire mesh grip matched to the size of the harness. There shall be not more than 13 conductors supported by a single wire mesh grip. If harness is longer than 65', an interim wire mesh grip support shall be located approximately halfway down the pole. Strain Relief Slippage There shall be protection around the conductors, in addition to the insulation to' protect from damage from the wire mesh grip and also to avoid slippage of the grip on the wire harness. The wire mesh grip shall also be clamped to the harness with a cable fie at the bottom of the grip to avoid loosening. o Pole Attachment The wire mesh grip shall be mechanically attached to the pole to an enclosed mounting loop so that it cannot accidentally be removed in any direction. Spiral Winding The harness being supported by the wire mesh grip shall consist of multiple 14 gauge THI-IN conductors and shall be continuously spiral wound and bound with mylar wrap to prevent slippage of individual conductors within the wiring harness, Additionally, a cable tie shall be tightly wrapped around the harness at not more than 10' increments. SPORTS FIELD LIGHTING Page 5 Abrasion Bumper There shall be provided at 2' below the wire mesh grip and then at not more than 10 ft. intervals along the entire length of the wire harness an abrasion protective bumper device of soft, durable abrasive resistant material not less than 2" in diameter attached around the wiring harness to protect the harness from striking and being abraded by the interior surface of the pole. Labeling All wiring harness conductors shall be color-coded and clearly labeled. Plug-Ins Each end of the wire harness shall be terminated into a plug-in with conductors sequenced consistent with the pattern of the wiring schematic provided by the manufacturer. Testing ~ All conductors and plug-ins shall be tested for resistance under load, for continuity, schematic sequence, and for insulation integrity. Manufacturer shall ship with the wire harness a copy of the test results. G. ELECTRICAL coMpoNENT ENCLOSURE 0gCE) NEMA 3R The ECE shall be a NEMA 3R rated gasketed enclosure to house the ballasts, capacitors, fuses, thermal magnetic circuit breaker, and distribution lugs. Two Compartments The ECE shall be divided into two compartments, The upper compartment shall house the ballasts, capacitors, and fuses. The lower eompathnent shall provide for the thermal magnetic circuit breaker, distribution lugs, and connection of all circuits coming into and out of the ECE. Materials and Coatings The BCE shall be fabricated of a minimum of.080 aluminum sheet in order to provide adequate heat dissipation from thc ballasts. The ECE shall be coated with a polyurethane powder coat l~aint to provide protection from oxidation. Stainless Steel All latches, hinges, and non-current carrying fasteners, either outside or inside the enclosure, shall be stainless steel and shall further be coated with a clear thennoset polymer coating such as Empigard to prevent galvanic interaction. SPORTS FIELD LIGHTING Page 6 Hinged Door Access The access door to the ECE shall be attached by a full-length stainless steel hinge and shall be secured when closed by lockable stainless steel latches. Pole Attachment The ECE shall attach to the pole by means of a device which is sufficient to align the ECE and support its weight. There shall be a sealed joint with a non-threaded connection to provide wiring access from the pole to the ECE for both the primary and secondary circuits. The connection shall be gasketed for water-tight protection. All wire passages shall be protected to prevent wire abrasion or damage. 10. 11. 12. Capacitors In the ECE, capacitor cases shall be made from zinc coated steel or aluminum and top coated with enamel. Each capacitor shall have a ground terminal welded to its case and such terminal shall be connected to ground via a grounding wire. The capacitor case shall not make direct contact with surface of the ECE. Disconnecting Device There shall be provided within the ECE a U.L. listed thermal magnetic circuit breaker such that electrical power to all equipment on the pole served by the feeder circuit shall be disengaged by the operation of one switch. The breaker shall be located in a compartment separated from any capacitors or ballasts. Lugs The breaker shall provide landing lugs for the conductors which provide power to the pole. Distribution Terminal Blocks There shall be provided by the manufacturer a set of distribution terminal blocks which shall be factory wired from the breaker to the blocks. These blocks shall provide for termination of all ballast connection wiring. .Fusing There shall be provided an individual fuse for each ballast conductor except neutral conductors which shall not be fused or switched. Plug-In All lamp supply circuits in the ECE shall be color-coded and labeled and shall terminate into a U.L. recognized plug-in device in the lower compartment of the ECE in a manner suitable for plug-in to the wiring harness. SPORTS FIELD LIGHTING P~e7 13. Wire Harness Connection The wiring harness circuits from the lamps shall be attached to the ECE circuits by U.L. recognized plug-in connectors. i4. Grounding There shall be provided in the lower compartment of the ECE one equipment grounding lug, rigidly fastened to the enclosure and sized to accept up to a 1/0 conductor, There shall also be provision in the upper compartment for a ground terminal of sufficient size to permit connection of the grounding conductors from the capacitors. 15. Ballast Type There shall be an individual ballast for each luminaire. The ballast shall be a lead peak auto-regulating ballast and be available for use with available voltage. The ballast shall be located remote from the himinaire crossarm and shall be placed approximately ten (10) feet above ground level. Ballast box must be a NEMA 3R encl6sure and must be manufactured by the luminaire assembly manufacturer and all mounting hardware shall be included with the ballast box assembly. The remote ballast system described above shall be located on the same pole as the luminalre assembly in the NEMA 3R enclosure with the capacitors and the capacitors shall operate in ambient air not to exceed 70 degrees C. The assembly design shall be adaptable to various standard ballast and must retain U,L. listing. 16. Drawings Attached The manufacturer shall provide an electrical schematic of the ECE circuits, which schematic shall be of a durable material and affixed to the inside of the ECE door for use by maintenance personnel. 17. Location The ECE shall be attached to the pole with the lower end approximately 10 feet above grade at the pole foundation. 18. U.L. Listing The ECE shall be listed by U.L. both for use with 90 degrees C rated supply conductors and as suitable for use in wet locations. POLE STRUCTURE Safety Factors AASHTO structural design criteria shall be used to determine the pole stress allowance. SPORTS FIELD LIGHTING Page 8 Wind Factors The poles and foundations shall be designed to withstand 90 mph winds based upon AASHTO standards utilizing the 50 year mean recurrent isotach wind map data. Height and EPA The pole shall be designed to provide a fixture mounting height above the field playing surface to allow for the minimum aiming angles specified by Little League Lighting Standards and to be of sufficient strength to support the effective projected area (EPA) of the pole and all of the attached devices including, as applicable, light fixtures, crossarms, mounting brackets, ballast boxes, and any other devices which are to be attached to the pole. Pole Material (no substitutions) The pole shaft shall be high strength low alloy tapered tubular steel with galvanized coating inside and out. All connections of pole sections shall be by slip fitting the top section over the lower section by a length of at least 1 1/2 diameters. Bidders shall have the option of providing slip fit over concrete foundations or baseplate to anchor bolt design poured in place foundation. Resistance to Corrosion Steel components of the pole shall be hot dip galvanized ASTM A-123. Steel portions of the pole shall be constructed such that all segments of the pole can be readily heated to like temperatures in commercially available galvanizing methods. To avoid problems of galvanize adherence to differing steel alloys, all steel components used for the pole must be of the same type steel. All exposed steel components of the pole shall be at least 18" above the surface of the ground to avoid exposure of the steel to the heavily moisture and oxygen laden air, both above and below the surface. There shall be a cap to cover the top of the pole so that rain will not enter the interior of the pole. To avoid stress corrosion of the pole, there shall be no critical stress points of the steel portion of the pole within 18" of the ground. SPORTS FIELD LIGHTING Page 9 FOUNDATION Type Reinforced concrete is the only acceptable foundation. Direct burial of pole sections with concrete backfill will not be accepted. Safety Factor Broms safety factor of three (or UBC) shall be used in the foundation design. Foundation Strength Any concrete foundations that contain steel components to provide tension strength, shall be allowed to harden for a minimum of 28 days before stress loads of pole attachment are applied. This does not apply to concrete used as backfill. 4. Foundation Design (to be supplied by bidder) Precast concrete foundation. Shall be constructed of not less than 9,500 psi pre-stressed centrifically cast concrete such that the steel reinforcement within the concrete shall be protected fi.om slippage and exposure to oxidation through voids in the concrete or exposure of the steel through porous concrete material. Design includes compatible taper with slip-fit steel pole shaft and underground electrical service access. This foundation will be installed in an excavation as prescribed by the Broms or UBC standard for foundation designs. Concrete backfill is required. Documentation of Foundations (to be supplied with bid) Documentation of the structural strength of the foundation from a structural engineer licensed in the State of New York will be pwvided with each bid. Soil Conditions The design criteria for these specifications are based on soil conditions with 2000 psf soil at the surface. Proposals should include provisions for incremental or hourly costs in the event that sub-standard soils are found. SPORTS FIELD LIGHTING Page 10 Jo SAFETY - SPECIAL CONDITIONS U.L. Listing There shall be provided a U.L. listing for all electrical components from its connection to the feeder conductors, to its completion at the lamp socket including all connections. This listing shall be based upon U.L. testing and evaluation of the compatibility of the enclosures and the components for use in combination in this application in addition to the individual components being U.L. listed or recognized. U.L. Test Report Bidder shall supply in advance of bid a copy of the complete Underwriters Laboratory report covering the entire luminaire assembly being bid for the owner's review and retention. Partial U.L. files will not be accepted per the requirements of U.L. Codes a. b. The entire electrical system shall meet National Electrical code. Grounding system must be adequate to provide lightning protection as established by NFPA 780 (National Fire Protection Association) Warranty a. Assurance - Manufacturer will provide services including all materials and labor to maintain operation of sports lighting equipment for ten years. Conditions - Manufacturer agrees in writing to provide an annual inspection of the system by a qualified lighting technician for a period of ten years. During this inspection, defective items that have failed due to normal operation shall be replaced, including lamps iff · more than 10% of the lamps are out · lamp outages materially effect the usage of the field · during the regular annual inspection Lamps will be group replaced at such time they exceed their useful life of 3000 hours or during the 10t~ annual inspection. Exclusions Damage - · vandalism · major storms and lightning · unauthorized repairs · failure of owner's electrical service SPORTS FIELD LIGHTING PRell Ko Service Contact - Manufacturer shall provide a toll-free number to a full-time service department which shall be staffed by qualified repair personnel. Assurance Guarantee - Manufacturer shall provide signed documentation setting out evidence of their ability to support the commitment for the entire ten years of each item above. INSTALLATION Support Manufacturer shall make available to the installer educational materials to assure that design criteria is accomplished. If required, the manufacturer will have an experienced representative on site for assistance. Weight and Size To permit ease of handling of material at the job site by fork lift or fr~ni end loader, and to avoid damage to the existing facility, no single component of the pole shall be in excess of 2800 lbs., nor be greater than 41' in length. Electrical Wiring The pole and the luminaires shall be designed such that all wiring remains underground before entering the base of the pole and that no wiring shall be - ' exposed to sun or weather as it transitions through the pole and to the ballast and on to each lamp. There shall be provided a non-threaded hot-dip galvanized steel or concrete enclosed raceway for transition of the pole feeder conductors from the trench to the ECE. Field Connections All field electrical connections on the pole shall be achieved by U.L. listed plug-in or lug method of attachment from the load side of the breaker/disconnect to the lamp socket. The feeder and grounding conductors from the service entrance to the pole shall be connected at the pole by landing lugs. SPORTS FIELD LIGHTING Page 12 SUBMITTAL REQUIREMENTS Failure to provide any of the following information with the submittal will be grounds for rejection. Each item listed below shall be provided in the form of ctear and concise statements and/or plans and drawings which can be easily read and clearly interpreted. Each item shall also be clearly lettered to correspond with the following list. All items shall be assembled in the order indicated and secured or bound in a neat and orderly fashion for easy use and reference. Lighting layout design showing luminaire mounting heights, aiming focus points, reflector types number of luminaires per pole and kilowatt consumption. A drawing of the Sports Lighting Structure meeting or exceeding specified criteria. Computer generated point-by-point analysis of field light values as set forth in accordance with lighting performance specifications. Computer generated spill/glare analysis in accordance with lighting performance specifications. 5. Written statements of model number and manufacturer for all equipment bid. Written warranty fi.om the manufacturer covering entire structure as outlined in specifications. Complete U.L. Test Report - Bidder shall supply for the owner's review and retention a copy of the Underwriters Laboratory report covering the luminaire · assembly being bid. Manufacturer shall submit in writing a mn/mum of four similar lighting projects in the state of Permsylvania where the specifications outlined have been met. Manufacturer shall submit a letter guaranteeing that footcandle levels and uniformity's as specified will be met. In addition, manufacturer's remedy to deficiencies will be noted. 10. There shall be provided by the pole supplier sufficient data and calculations to show that the specified criteria will be met. The complete design o.f the pole and recommended foundation must be submitted with bid and must be sealed by a registered PA Structural Engineer. 11. Manufacturer shall submit a test report confirming that capacitors operate at 70 degrees Celsius, please refer to page 10, Ballast Type under Section Electrical Component Enclosure. SPORTS FIELD LIGHTING Page 13 13. 14. ITL reports must be submitted with bid. Failure to do so will be cause for immediate rejection of bid. Letter from appropriate representatives of Little League Baseball, Inc. verifying the lighting design meets the performance criteria of their organization. Mo PATENT RIGHTS AND INFRINGEMENT There are various established performance criteria throughout this request for products and services. There may exist patent coverage for some means and methods of achieving those performance criteria. Bidders are responsible for ascertaining that means and methods of the products and services which they are providing are not being provided in violation of any such patent rights. Bidders responsibilities are as follows: 12. To hold harmless, the owner, as to any violation to include dollar amounts that could be owing as a result of damages for infi'ingement including potential treble damages as provided for under U.S. Patent Law. 13. Any and all costs that the owner would incur in replacing materials and services which are determined to infringe patent rights. 14. All administrative, legal and other costs that would be incurred as a result of an infringement. If any product or services proposed to be provided by the bidder are known by the bidder to be subject to any existing claims of infringement, bidder shall notify owner of such claim and provide evidence of financial ability to perform on the above hold harmless requirements. SPORTS FIELD LIGHTING Page 14