Contract No. Q24040 – Sports Floodlight Audit

Summary and scope

The City seeks to engage the services of an experienced and suitably qualified contractor(s) to assess and prepare a report on the condition of the existing sport floodlights and recommend a program for renewal of floodlight infrastructure across 13 sportsgrounds, 4 outdoor tennis courts, totaling 121 floodlights, in accordance with Australian Standards AS2560. Part #1: Audit & Assessment of Sports Floodlighting Infrastructure Conduct a detailed audit and assessment of the sports floodlighting infrastructure across the City’s sportsgrounds including courts and fields. The audit will include brand and type, condition, thickness and height of poles, location; total number of lighting lamps and luminaries, lamp wattages; and will detail operating mechanisms such as switches or timers; see Attachments for previous maps and readings. A suitably qualified and experienced electrical contractor, with a license to operate Elevated Platform Lift (EPL) and/or other lifting devices as required, to complete the following audit works including: Physically assess luminaries and light fittings on all floodlighting poles for each of the nominated sportsgrounds against current Australian Standards AS2560 including: inspection, operations (turn on lights) and cleaning of all lamps; Assess and inform the detailed report quantifying audit findings including: Undertake a detailed inventory and record relevant details of all floodlighting poles including: fitting type, lamps, lamp holders / ballast / driver, igniters, tray parts, switching mechanism and any other identifiable parts / fittings (brand / part numbers & identification codes of inventory for easy reference) to inform accurate replacement at the end of their useful life. The contractor will provide this itemise inventory database for easy reference to Council officers. Plot and label all floodlighting poles, lamps and switchboard location on an aerial photograph or map of each sportsground to allow easy identification of poles and lamps, and identify maintenance access points and access requirements. This information can be sourced from existing reports previously commissioned by the City and will be made available to the successful contractor. Identify and record details of any broken lamps or lamps / parts nearing the end of their useful life for replacement, across all floodlighting poles to inform the schedule of works. Identify and record any physical barriers such as tree branches around lamps which may impact on illumination levels for all floodlighting poles; -Take photographs of all luminaries, light fittings, parts and label accordingly to be included in the database for future identification for all floodlighting poles; Visually inspect cross arms, headframes and lamps, and photograph and detail any issues including rust, structural damage, deterioration of parts or fittings, for all floodlighting poles; Undertake a visual assessment of the structural integrity of all floodlighting poles, footings and fixtures, assess the safety of all components and summarise findings as part of the overall audit report. The assessment will require the contractor, if needed, to expose the footing (if covered) to identify the framing system (top of the footing) ensuring thorough assessment of structural integrity; Update the existing database of all audited information (excel spreadsheet). Populate the database with floodlighting infrastructure data to assist council officers in developing suitable reports. Part #2: Thermal imaging of identified pavilion and tennis clubroom switchboards The Contractor who is a suitably qualified and experienced electrician will: Assess the integrity of the electrical supply to each of the poles and provide a detailed report and evaluation of electrical capacity to operate the floodlights in reference to Australian Standards for Sports AS2560. Undertake thermal imaging of identified pavilion switchboards associated with floodlighting infrastructure to identify potential hotspots and record findings as part of the audit report. This work is to be completed by a suitably qualified and experienced electrical contractor. Part #3: Measure, report and compare LUX levels, uniformity ratios of lighting levels, glare and spill levels of the floodlights at the sportsgrounds and tennis courts. The Contractor who is a suitably qualified and experienced electrician will measure, report and compare LUX levels, uniformity ratios, glare, vertical illuminance and spill including: Reporting measures of illuminance and performance including minimum and maximum uniformity ratios, horizontal illuminance and vertical illuminance, glare and spill. The contractor will evaluate the existing floodlights with the Australian Standards AS2560 for sports lightning. Previous assessments of LUX and uniformity ratios completed by The City will be provided in Attachment1FloodlightsDatabase. All sportsground playing surface must be set out to the grid requirements as per the lighting code for that activity. Part #4: Prepare a detailed report quantifying audit findings, including: The Contractor will prepare a detailed report including: -an Executive Summary including overarching assessment of each tested site identifying compliance to Australian Standards AS2560 and any elements of the individual site assessments that should be noted generally to round out the assessment. a description of the methodology used to access the illuminance levels in reference to the Australian Standards AS2560 for sportsground lighting. A fully costed schedule of works including cyclical maintenance, renewal and capital improvements or upgrades, to be completed over a ten (10) year program incorporating the audit findings sourced from the nominated electrical contractor; Compare the previous illuminance levels to current audit findings and provide comments around the change for each sportsground (previous readings are located in Attachment1FloodlightsDatabase). Identify urgent works (within the first twenty-four (24) months) as part of the recommended ten (10) year program of works. A fully costed schedule is to be prepared for all urgent works identified; – Provide photos and site plans of floodlighting inventory including location and number of floodlighting poles. Information can be sourced from existing reports previously commissioned by the City – see Attachment2PreviousFloodlightAuditresults for previous maps and site plans. It is expected that the successful contractor will need to update photos and site plans at some sportsgrounds owing to new floodlighting infrastructure or capital works over the past five (5) years; and For each individual sportsground and tennis facilities provide a Summary of Results that identify deficiencies in any particular light arrangements and make specific recommendations to improve illuminance performance including uniformity ratios, horizontal illuminance and vertical illuminance, glare and spill. Part #5: Assess if the current sports lighting infrastructure (both cabling and underground conduits) and lighting control system are suitable for a remote management functionality of the floodlights and cost the works required to upgrade each site to achieve this modern asset management functionality. The Contractor will prepare a detailed report including: the suitability of the current lighting control system to be able to be managed remotely. Include the make and model of the current lighting control system and the proposed changes. – assess if there is sufficient space available on the current electrical switchboard to add the required remote management equipment and associated devices. Provide details if an additional switchboard is required. – if the current underground infrastructure between the electrical switchboard and each floodlight pole is adequate to run the power as well as DALI enabled wiring to each floodlight pole. – provide advice on what remote management system would be most adequate for a uniform ongoing management of floodlights across sites as detailed in table 5.6. Outline ongoing subscription costs and user-friendliness of the proposed system. Please note, the Council has a few sites where this concept is already applied)