Sports Lighting Bid Specification Template: A Procurement Guide for Athletic Departments and Parks Districts
A practical procurement reference for facility directors, athletic department procurement teams, parks departments, and electrical engineers writing bid specifications for LED sports lighting projects. Built around the spec language that protects the project, the budget, and the long-term performance commitment.
Most sports lighting projects fail at the bid spec stage. The athletic director or facilities manager writes a brief specification, releases the RFP, and gets back bids that range 30%+ in price — because the bidders are quoting different products for different scopes. The cheapest bid often arrives at a system that doesn’t meet IES RP-6, doesn’t qualify for utility rebates, and doesn’t hold up to broadcast tier requirements. Two years later, the facility is paying for replacement.
This guide is a complete bid specification template. Use the language directly or adapt it to your project. The objective is to make sure every bidder is quoting the same scope so you’re evaluating on price for the same product.
Why Bid Specs Matter More Than the Lowest Number
The lowest bid is the right answer only when the scopes are identical. In sports lighting, scopes commonly diverge in five areas:
1.Fixture L70 lifetime and DLC qualification tier
2.Photometric deliverable depth (with or without vertical illuminance, GR rating, spill calculation)
3.Optical design (full cut-off vs direct flood with shielding)
4.Warranty terms (parts only vs parts and labor; 5-year vs 10-year)
5.Pole structural engineering (stamped or not, foundation depth specifications)
A specification that addresses all five locks the comparison to like-for-like. A specification that doesn’t produces bids that aren’t comparable.
Section 1: Project Scope and Performance Standards
“Lighting design shall comply with IES RP-6 (Recommended Practice for Sports and Recreational Area Lighting), Class [I/II/III/IV/V], for [sport]. Foot-candle delivery, uniformity ratios, and vertical illuminance grids shall meet the IES RP-6 requirements for the specified class. The system shall additionally meet [sport-specific governing body] requirements where applicable: [NFHS / NCAA / FIFA / USTA / USA Pickleball / etc.].”
Section 2: Photometric Study Deliverable
“Bidder shall provide a stamped AGi32 (or equivalent professional photometric software) study including all eight required deliverables: (1) horizontal illuminance grid; (2) vertical illuminance grids at sport-appropriate heights; (3) Max:Min and Avg:Min uniformity ratios committed in writing; (4) aiming diagram with tilt and azimuth per fixture; (5) Glare Rating (GR) calculation per ANSI/IES standards at all primary viewing positions; (6) property-line spill calculation at boundary points; (7) bill of materials matched 1:1 to modeled fixtures; (8) engineer’s stamp and signature. Photometric data shall be from current IES files (within 5 years) for the specified fixture model.”
Section 3: Fixture Specifications
“LED fixtures shall meet the following specifications:
·L70 lifetime ≥ 100,000 hours per IES LM-80/TM-21 testing
·DLC Premium qualified per current DesignLights Consortium QPL; specific model number verified before bid award
·BAA-compliant Made in USA configuration where federal funding applies
·CRI ≥ [80 standard / 85 NCAA broadcast / 90 D-I FBS broadcast]
·R9 ≥ [50 standard / 70 broadcast / 80 D-I FBS]
·CCT 5000K–5700K with MacAdam Step [4 standard / 3 broadcast] binning consistency
·Full cut-off optics, BUG U=0; indirect asymmetric beam control
·Driver flicker < [1% standard / 0.5% streaming / 0.3% NCAA broadcast / 0.1% NCAA D-I FBS]; flicker frequency > [2,400 / 5,000 / 25,000] Hz; TLM-30 test reports required
·IP66+ environmental rating; IK08+ impact rating
·Operating temperature −40°F to +120°F
·10-year fixture and driver warranty including replacement labor
·UL/ETL listed for outdoor wet location use”
Section 4: Pole and Structural Engineering
“Pole structural design shall comply with ASCE 7 wind load calculations for the project site, using the current basic wind speed map, exposure category [B/C/D], and topographic factor for the location. Total fixture EPA per pole shall be specified in the bid response. Foundation engineering (drilled pier or spread footing) shall be stamped by a licensed structural engineer in the project state. Pole material shall be galvanized steel; aluminum substitutions require structural engineer approval. Anchor bolt sizing and projection shall match pole base plate exactly per manufacturer template. Vibration damping shall be specified for poles above 100 ft in wind zones > 115 mph.”
Section 5: Controls
“Lighting controls shall include: 0–10V continuous dimming standard; calendar-based scheduling with curfew automation per local jurisdiction requirements; manual override at panel and at wall switch locations; surge protection [10/20/40] kA at panel and per pole. For events and broadcast tier: DMX-512 or sACN (E1.31) integration with show control consoles; tunable white where supported by fixture. For BMS integration: BACnet-IP or BACnet MS/TP; coordinate with venue’s building management system.”
Section 6: Installation and Commissioning
“Installation shall follow the construction sequence per the project schedule: site survey and staking, permit acquisition, foundation excavation, anchor bolt installation, concrete pour with 28-day cure (or structural engineer-approved high-strength mix with shorter cure), electrical conduit install, pole erection, fixture install per aiming diagram, electrical termination and panel install, aiming and commissioning, on-site validation measurements, final acceptance and warranty registration. Installation contractor shall be electrical-licensed in the project state and experienced with sports lighting installations of comparable scale.”
Section 7: Compliance Validation
“Post-commissioning on-site validation measurements shall include: horizontal foot-candle at modeled grid points; vertical foot-candle at sport-appropriate heights; Max:Min and Avg:Min uniformity ratios computed from grid data; property-line spill at boundary points; aiming verification against diagram; CCT consistency check for broadcast tier installations. Deviations > 10% from modeled values shall trigger remediation at bidder’s expense. Complete compliance documentation package shall be delivered as a final acceptance condition.”
Section 8: Warranty and Service
“10-year fixture and driver warranty including parts and replacement labor. Warranty shall cover: LED array replacement; driver replacement; lumen depreciation below L70 within warranty period; color shift beyond Δu'v' tolerance; mechanical or electrical failure. Manufacturer shall provide warranty registration documentation at project completion. Warranty claim response shall be within 30 days of documented fault.”
Section 9: Bidder Qualifications
“Bidder shall provide: (1) reference list of three or more comparable sports lighting projects completed in the past 5 years, with athletic department or facility manager contact information; (2) DLC manufacturer authorization for the specified fixture line; (3) BAA compliance documentation per fixture model number where federal funding applies; (4) manufacturer warranty terms in writing; (5) installation contractor electrical licensing and bonding documentation; (6) liability insurance certificates ($2M minimum per occurrence).”
Section 10: Bid Format and Evaluation
“Bids shall include: (1) lump-sum total project cost; (2) line-item breakdown of fixtures, poles, foundations, electrical, controls, labor, photometric, and engineering; (3) lead time commitment in writing; (4) construction schedule milestones; (5) all documentation per Sections 1–9. Bids missing any documentation requirement may be disqualified. Evaluation shall consider: price (40%); spec compliance (30%); reference project quality (15%); lead time (10%); local economic preference where applicable (5%).”
Pulling It Together
A defensible sports lighting bid specification protects four things:
6.Scope alignment — every bidder quoting the same product
7.Performance commitment — fixtures will deliver the foot-candles the spec requires
8.Long-term cost — warranty and operating cost protections
9.Compliance — IES RP-6, DLC, BAA, broadcast partner, dark-sky ordinances
Use this template directly or adapt to project specifics. Specify everything that matters in the original bid. Mid-project value-engineering substitutions are dramatically more expensive than getting the spec right upfront.
For the underlying compliance frameworks, see IES RP-6 Sports Lighting Standards, DLC Premium Qualification, and BAA-Compliant LED Sports Lighting. For photometric methodology, see AGi32 Photometric Study Guide.
Writing a sports lighting bid spec? Request a free 24–48 hour AGi32 photometric study and bid spec consultation →
Frequently Asked Questions
What sections does a sports lighting bid spec need?
Ten sections: (1) project scope and performance standards (IES RP-6 class, sport-specific governing body); (2) photometric study deliverable (8 required items); (3) fixture specifications (L70, DLC, BAA, CRI/R9, CCT, optics, flicker, IP/IK, warranty); (4) pole and structural engineering (ASCE 7 wind load); (5) controls (dimming, scheduling, surge protection); (6) installation and commissioning sequence; (7) compliance validation post-install; (8) warranty and service terms; (9) bidder qualifications; (10) bid format and evaluation criteria.
Why does the cheapest bid often produce the worst sports lighting?
Because the cheapest bid is rarely quoting the same scope. Common scope divergence: lower L70 fixtures (50,000 hr vs 100,000 hr); cheaper photometric deliverable (no vertical illuminance, no GR rating); direct flood vs full cut-off optics; 5-year warranty vs 10-year; non-stamped pole engineering; non-DLC fixtures (forfeit utility rebate). A specification that locks all of these locks the bid comparison to like-for-like.
What documentation should bidders provide?
Six items: (1) reference list of 3+ comparable projects in past 5 years with contact info; (2) DLC manufacturer authorization for the specified fixture line; (3) BAA compliance documentation per fixture model where federal funding applies; (4) manufacturer warranty terms in writing; (5) installation contractor licensing and bonding; (6) liability insurance certificates. Bids missing documentation requirements may be disqualified.
How should sports lighting bids be evaluated?
Standard evaluation framework: price (40%); spec compliance (30%); reference project quality (15%); lead time (10%); local economic preference where applicable (5%). The cheapest bid that doesn’t meet spec compliance is more expensive over the asset life than the more-expensive bid that delivers what it promises. Don’t evaluate on price alone.
What's the warranty language to specify?
“10-year fixture and driver warranty including parts and replacement labor. Coverage shall include: LED array replacement; driver replacement; lumen depreciation below L70 within warranty period; color shift beyond Δu'v' tolerance; mechanical or electrical failure. Warranty registration documentation at project completion. Warranty claim response within 30 days of documented fault.” Verify the warranty covers labor on tall-pole installations, not parts only.
What compliance validation should be specified post-install?
Six measurements: horizontal foot-candle at modeled grid points; vertical foot-candle at sport-appropriate heights; uniformity ratios computed from grid data; property-line spill at boundary points; aiming verification against diagram; CCT consistency check (broadcast tier). Deviations > 10% from modeled values trigger remediation at bidder’s expense. Complete compliance documentation as final acceptance condition.