LED Lighting Retrofit for Athletic Fields and Outdoor Courts

The City is seeking qualified vendors to provide turnkey services to retrofit existing athletic field and court lighting systems with high-efficiency LED technology at multiple city-owned parks and recreational facilities. This project aims to modernize field lighting infrastructure, reduce energy consumption, minimize light pollution, and implement advanced wireless control systems compatible with Musco Control Link.

The scope includes the assessment of existing electrical infrastructure, the design and installation of LED luminaires, the integration of secure wireless control and monitoring capabilities, and the provision of long-term warranty and performance guarantees. The retrofit must meet or exceed the latest IES RP-6-20 standards for sports lighting and ensure uniform light levels with minimal glare and spill.

Vendors are required to propose individualized, site-specific pricing in both lump-sum and lease-to-own formats across 5-, 10-, and 15-year terms. The lighting systems must support multiple lighting levels, both remote and manual operation, robust surge protection, and proactive performance monitoring for at least 15 years.

This initiative will improve safety, usability, and operational efficiency across the City’s athletic facilities while supporting sustainability goals through energy-efficient lighting upgrades.

Background

The City of Clermont, known as the Choice of Champions, is one of the fastest-growing cities in Central Florida and has emerged as Florida's epicenter for health, wellness, and fitness. Strategically located near Orlando and major transportation hubs, Clermont offers an unparalleled quality of life, making it an attractive destination for families, businesses, and recreational enthusiasts. Founded in 1884 and incorporated in 1916, the city is renowned for its picturesque hills, pristine lakes, award-winning parks, and extensive trails, fostering a unique landscape that promotes outdoor activity and well-being. With a population of approximately 44,687 and covering about 19.1 square miles, Clermont is the largest city in Lake County and continues to thrive as a premier community in the region.

Governed by an elected five-member commission, including a Mayor and four Council Members, Clermont provides essential services such as law enforcement, fire control, water and sewer, public services, planning & zoning, cemetery management, and various recreational offerings. The City also operates and maintains water, wastewater treatment, sanitation, and stormwater utilities. Organized into eleven departments and fourteen divisions, Clermont has a workforce of 392 full-time employees.

Project Details

• Reference ID: RFP 26-055
• Department: Parks and Recreation
• Department Head: Brian Forman (Parks and Recreation Director)

Important Dates

• Questions Due: 2026-03-25T19:00:10.760Z
• Pre-Proposal Meeting: 2026-03-12T14:00:07.563Z — Parks and Recreation Department 3700 South Highway 27, Clermont, Florida The meeting will begin promptly at the time specified above.

Meetings & Milestones

Addenda

• Addendum #1 (released 2026-03-02T20:49:27.082Z) —

  The Response Format and Evaluation Process section was revised to include the documentation required for respondents to be considered a local business and eligible to receive additional evaluation points.

  Please use the See What Changed link to view all the changes made by this addendum.

• Official Notice #1: Pre-Proposal Meeting Attendance (released 2026-03-12T14:40:08.411Z)
• Addendum #2 (released 2026-03-12T14:46:57.467Z) —

  The Statement of Work was modified to include two tennis courts at Hancock Park.

  Please use the See What Changed link to view all the changes made by this addendum.

• Addendum #3 (released 2026-03-13T14:22:28.041Z) —

  Performance and Payment Bond was added to this solicitation.

  Please use the See What Changed link to view all the changes made by this addendum.

Evaluation Criteria

• Introduction Letter (5 pts)
• License and Insurance (5 pts) —

  If NO license and insurance are provided accordingly, the respondent will receive a zero and be disqualified.

  • If license and insurance were provided accordingly = 5 pts.
  • If no license and insurance were provided = 0 pts.
• Company Background (5 pts)
• Company Experience (15 pts)
• Personnel Experience (15 pts)
• Experience of Subcontractors (10 pts)
• Cost of Services (15 pts) —

  The maximum number of points will be awarded to the lowest responsive overall price. All other respondents will receive points in this category weighted to how their cost fares against the lowest-cost proposal.

• Methodology and Approach (10 pts)
• Risk Assessment Plan (10 pts)
• Business Location (5 pts) —

  To be considered a respondent located within the City of Clermont and eligible to receive up to five (5) additional evaluation points, the proposer must meet all of the following requirements:

  1. Maintain a headquarters, manufacturing facility, home office, locally-owned franchise, or operating branch physically located within the City of Clermont. 
  2. Have been in continuous operation at that location for a minimum of one (1) year prior to the issuance of the applicable RFP.
  3. Within the one (1) year period preceding issuance of the Request for Proposals (RFP), have paid commercial real property taxes, filed a tangible personal property tax return, held a valid City of Clermont business tax receipt, or otherwise demonstrated lawful business activity within the City, as determined by the Procurement Director. 
  • • If the respondent is located in the City of Clermont = 5 pts.
    • All other respondents = 2 pts.
• Quality of Submittal (5 pts) —

  Rate the clarity, conciseness, and compliance with the requirements of the solicitation.

Submission Requirements

• Proposal (required) —

  Instruction:

  Respondents are limited to a total page count not to exceed sixty (60) pages excluding the cover page, table of contents, and tab sheets. Page size shall be 8.5 x 11 inches. The text size should be 11 points or larger using Arial or Times New Roman font only. Use at least one (1) inch margins on the top and bottom and three-quarter (3/4) inch side margins. All response sections must be appropriately separated and tabbed. The City reserves the right to seek additional/supplemental representation on specific issues as needed.

  Content:

  Table of Contents

  Outline in sequential order (as stated below) the major areas of the response. All pages must be consecutively numbered. Respondents must respond to all minimum requirements listed below. Responses that do not contain such documentation may be deemed non-responsive.

  1. Introduction Letter
     1. Provide an introduction letter outlining the respondent’s specialization, the location of the office responsible for managing the project, and a summary of the experience intended to support the respondent's qualifications to perform required professional services. The introduction letter must be signed by an officer of the Company/Corporation submitting the response.
  2. License and Insurance
     1. The respondent must provide evidence that the company is currently registered with the State of Florida. Include the active Florida Department of State Division of Corporations Document Number (or Registration number for fictitious names). If the respondent is an out-of-state or foreign corporation or partnership, the respondent must show evidence of being able to transact business in the State of Florida. It is the respondent responsibility to comply with all state and local business requirements. Include all licenses pertaining to the successful completion of this solicitation scope of services and a copy of the business W-9 certificate.
     2. Submit a current insurance certificate (on Accord Form) showing the company's insurance coverage requirements or a letter from the insurer detailing the capability of the company to obtain coverage requirements. Refer to the Response Procedures section for insurance coverage requirements and limits.
  3. Company Qualification and Experience 
     1. Company background and years in business.
     2. Experience with similar municipal sports lighting projects (include at least 3 references).
     3. Staff qualifications and certifications (project manager, field technicians, electricians, etc.)
     4. Evidence of financial capacity to perform a $2.5M project.
  4. Project Approach and Methodology 
     1. Description of approach to assessment, design, installation, and commissioning. 
     2. Timeline and work sequencing by facility.
     3. Description of how disruptions to facility operations will be minimized.
     4. Safety procedures and jobsite protection plan.
     5. Quality control and field verification procedures.
  5. Technical Specification and Compliance 
     1. Confirmation of compliance with all specifications outlined in the Scope of Services.
     2. Detailed information about proposed luminaires, poles, crossarms, drivers, and control systems.
     3. Lighting design photometric layouts for each facility.
     4. Light Loss Factor and maintenance assumptions.
     5. Cut sheets for all proposed equipment.
     6. Control system architecture and compatibility statement (including Musco Control Link).
  6. Maintenance and Testing Plan
     1. Provide a detailed plan for ongoing maintenance and performance testing over the fifteen (15) year warranty period, including:

        1. Routine maintenance schedule and responsibilities.
        2. Remote monitoring and automated alert process.
        3. Light level testing schedule (initial, 5-year intervals, and 1-year audit for 10% of fields).
        4. Procedure for corrective actions if light levels fall below guaranteed levels.
        5. Spare parts inventory, response time, and repair logistics.
        6. Warranty service coordination and escalation procedures.
        7. Documentation of any service-level commitments (e.g., repair within X days).
        8. Compliance with 24/7 remote monitoring and proactive failure detection.
  7. Warranty and Support Services
     1. Description of fifteen (15) year warranty (parts, labor, communication, monitoring).
     2. Monitoring and service response plan.
     3. Field light level accountability procedures.
     4. Support staffing and 24/7 contact process. 
  8. Pricing Proposal 
     1. Individual pricing for each park or facility.
     2. Itemized cost breakdown by:
        1. Equipment
        2. Installation
        3. Controls
        4. Warranty
        5. Monitoring/Communication
     3. Upfront lump sum purchase pricing.
     4. Lease-to-own pricing for five (5) year, ten (10) year, and fifteen (15) year terms.
  9. Exceptions and Clarifications
     1. List any exceptions taken to the Scope of Services or insurance requirements.
     2. Provide suggested alternatives where applicable.
  10. Innovation / Value Engineering
      1. Innovate solutions exceeding minimum specifications.
      2. Energy savings beyond baseline.
      3. Enhanced spill light/glare control.
      4. Durability and corrosion resistance improvements.
      5. System modularity/future upgrade paths.
      6. Lifecycle cost reduction measures.
      7. Quantified benefits and cost/payback analysis.
      8. Indicate whether included in base scope or offered as an alternative.
  11. Claims Disputes
      1. In this section, list all respondent’s projects that:
         1. Are currently in a claims dispute or have been in a claim dispute within the last ten (10) years, and provide reasons for the dispute. In addition, provide disposition (pending or settled), the amount of the claim, and a brief description of the claim or dispute.
         2. List all projects completed by the respondent’s surety in the last ten (10) years.
         3. List all liquidated damages assessed to the respondent in the last five (5) years, including a brief narrative of the circumstances and the amount accessed.
  12. Business Location
      To be considered a respondent located within the City of Clermont and eligible to receive up to five (5) additional evaluation points, the respondent must provide documentation demonstrating all of the following:
      1. Physical business location within the City of Clermont.
         Provide one (1) or more of the following showing the respondent's City of Clermont address:
         1. Executed commercial lease, or deed/property record (if owned).
         2. Recent utility bill in the business name at the Clermont address.
         3. Certificate of Occupancy or zoning approval for the Clermont site (if applicable).
         4. SunBiz (Florida Division of Corporations) record listing the Clermont principal/branch address.
      2. Continuous operations at that location for at least one (1) year.
         Provide documents showing the same Clermont address over time (recommend items showing two dates spanning 12+ months) such as:
         1. Twelve (12) months of lease history (executed lease + renewal, rent ledger, or notarized landlord letter confirming occupancy dates).
         2. Utility bills (one dated at least 12 months prior and one current).
         3. Insurance certificates or policy declarations showing the Clermont address from last year and the current year.
         4. State/local filings or registrations listing the Clermont address over the past year.
      3. Lawful business activity within the City during the preceding one (1) year.
         Provide one of the following from the last twelve (12) months:
         1. Receipt/statement showing payment of commercial real property taxes for the Clermont property (if owned).
         2. Proof of filing the Tangibles Personal Property Tax Return with Lake County/Tax Collector.
         3. Other documentation demonstrating lawful business activity, such as local permits tied to the Clermont address (if applicable) or occupational license/business license documents listing the Clermont address.
• Vendor Information & W-9 (required) —

  Please download the Vendor Information form, complete it, and upload it with a copy of your W-9.

• State of Florida Certificate (required) —

  Upload State of Florida Department of State Certificate

• Conflict of Interest Disclosure (required) —

  I HEREBY CERTIFY that:

  1. I, the Individual submitting this response, am a duly authorized representative of the firm (Respondent), and I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting and,
  2. Except as listed below (in the following question), no employee, officer, or agent of the firm has any conflicts of interest, real or apparent, due to ownership, other clients, contracts, or interests associated with this project; and,
  3. This proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same services and is in all respects fair and without collusion or fraud.
• Exceptions to Conflict of Interest Disclosure (required) —

  List any exceptions here, or type "N/A".

• Drug-Free Workplace (required) —

  The undersigned respondent hereby acknowledges that:

  (select the appropriate options below)

  1. _____ the respondent has a drug-free workplace policy as identified in the company policy attached to this Proposal.
     • AND/OR
  2. _____ the respondent has a drug-free workplace policy that is in compliance with Chapter 287.087, Florida Statutes.
     • AND/OR
  3. _____ the respondent has a drug-free workplace policy that is in compliance with the outline below.
     • OR
  4. _____ the respondent does not currently have a drug-free workplace policy but is willing to comply with the requirements as specified in the outline below.
     1. Publishing a statement notifying its employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the respondent's workplace and specifying the actions that will be taken against employees for violations of such prohibition;
     2. Establishing a continuing drug-free awareness program to inform its employees about:
        1. The dangers of drug abuse in the workplace;
        2. The respondent's policy of maintaining a drug-free workplace;
        3. Any available drug counseling, rehabilitation, and employee assistance programs; and
        4. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;
     3. Giving all employees engaged in the performance of the contract a copy of the statement required by subparagraph (1);
     4. Notifying all employees, in writing, of the statement required by subparagraph (1), that as a condition of employment on a covered contract, the employee shall:
        1. Abide by the terms of the statement; and
        2. Notify the employer in writing of the employee's conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statutes, or of any controlled substance law of the United States or of any state, for a violation occurring in the workplace NO later than five (5) days after such conviction.
     5. Notifying the City of Clermont in writing within ten (10) calendar days after receiving notice under subdivision (4) (b) above from an employee or otherwise receiving actual notice of such conviction. The notice shall include the position title of the employee;
     6. Within 30 calendar days after receiving notice under subparagraph (4) of a conviction, take one of the following actions concerning an employee who is convicted of a drug abuse violation occurring in the workplace:
        1. Taking appropriate personnel action against such employee, up to and including termination or
        2. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency;
     7. Making a good faith effort to maintain a drug-free workplace program by implementing subparagraphs (1) through (6).
• Non-Collusion Statement (required) —

  I hereby affirm that I am a duly authorized representative of the firm submitting this Proposal (Respondent) and that I possess the legal authority to make this statement on behalf of myself and the firm for which I am acting.

  I affirm:

  1. I am fully informed respecting the preparation and contents of the attached offer/proposal and all pertinent circumstances respecting such offer/proposal;
  2. Such offer/proposal is genuine and is not a collusive or sham offer/proposal;
  3. Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has any way colluded, conspired, connived or agreed, directly or indirectly with any other proposer, firm or person to submit a collusive or sham offer/proposal in connection with the Contract for which attached offer/proposal has been submitted or to refrain from offering a proposal in connection with Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other proposer, firm or person to fix the price or prices in the attached offer/proposal or of any other proposer, or to fix any overhead, profit or cost element of the offer/proposal or the offer price of any proposer, or to secure though any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Clermont or any person interested in the proposed Contract;
  4. The price or prices quoted in the attached offer/proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. I solemnly declare and affirm under penalties of perjury that the contents of this statement are true and correct.
• Supplemental Questionnaire
• Respondent Information (required) —

  Enter the following:

  1. Respondent's Name
  2. Official Representative
  3. Principal Office Address
• Type of Business (required)
• Business Information (required) —

  If a Corporation, answer this:

  1. When Incorporated
  2. In what State
  3. President's Name
  4. Vice-President's Name
  5. Treasurer's Name
  6. Members of the Board of Directors

  If a Partnership, answer this:

  1. Date of organization
  2. General or Limited Partnership
  3. Name and Address of Each Partner
• How many years has your organization been in business under the present business name? (required)
• Does your organization have current occupational licenses entitling it to do the work/service contemplated in this solicitation? (required) —

  Indicate Yes or No. If no, please explain.

• Please state license(s) type and number. (required) —

  (attach copies with your "Proposal" above)

• Have you ever had a contract terminated due to failure to comply with contractual specifications? (required) —

  Indicate Yes or No. If yes, state where and why.

• Has any Person or persons interested in this solicitation been convicted by a Federal, State, County, or Municipal Court of any violation of law, other than traffic violations? (required) —

  Indicate Yes or No. If Yes, Explain any convictions.

• Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest. (required) —
  1. List all pending lawsuits.
  2. List all judgments from lawsuits in the last five (5) years.
  3. List any criminal violations and/or convictions of the respondent and/or any of its principals.

  If this does not apply, type N/A.

• Conflicts of Interest (required) —

  The following relationships are the only potential, actual, or perceived conflicts of interest in connection with this proposal.

  If none, type "N/A"

• Certification (required) —

  The respondent understands that information contained in this form will be relied upon by the City in making an award recommendation, and the respondent warrants such information to be true. The undersigned respondent agrees to furnish such additional information before the award recommendation. The respondent further understands that the information in this form may be confirmed through a background investigation conducted by the City of Clermont Police Department. By submitting this questionnaire, the respondent agrees to cooperate with this investigation, including but not necessarily limited to fingerprinting and providing information for credit checks.

• Virtual Signature Page
• FEIN Number (required)
• Payment Terms (required) —

  Payment Terms: _______% _____ days, net _______

• Does the respondent accept payment using the City’s MASTERCARD? (required)
• By confirming this section the respondent certifies that: (required) —
  1. It satisfies all legal requirements (as an entity) to do business with the City.
  2. The undersigned respondent acknowledges that the award of a contract may be contingent upon a determination by the City and that the respondent has the capacity and capability to perform the contract successfully.
  3. The proposer hereby certifies that it understands all requirements of this solicitation and that the undersigned individual is duly authorized to execute this proposal document and any contract(s) and/or other transactions required by the award of this solicitation.
  4. By confirming, the respondent agrees to all terms, conditions, and specifications as stated in this solicitation and is acting in an authorized capacity to execute this response. The respondent also certifies that it can and will provide and make available, at a minimum, the items outlined in this solicitation.
• Agreements with Other Government Agencies —

  This section is optional and will not affect the contract award. Suppose the City of Clermont awarded your company. Would your company sell under the same terms and conditions, for the same price, to other governmental agencies in the State of Florida? Each governmental agency desiring to accept this contract shall be responsible for its purchases and liable only for materials or services ordered and received by it.

• Q&A Acknowledgement —

  I certify that I have read, reviewed, and hereby acknowledge the project Questions & Answers (Q&A), which shall be as binding as an addendum, and if necessary, I have applied the Q&A to my response accordingly.

• Purpose (required)
• Pricing (required) —

  Decide how you would like to collect pricing information from vendors.

  Hint: Use electronic pricing table if you have line items that you require pricing for, a lump sum project cost (single line item), and/or hourly rates for specific services. Use the file upload option if the vendor is responsible for coming up with the entire fee structure.

• Type of Procurement (required)
• Renewal Options (required)
• Pre-Proposal Conference? (required)
• Meeting Type (required) —

  Select a non-mandatory or mandatory meeting.

• Site visit? (required)
• Select site visit option. (required)
• Proposal Page Count (required)

Questions & Answers