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 sports floodlights and recommend a program for renewal of floodlight infrastructure across 13 sports grounds, 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 sports grounds 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, and 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 sports grounds 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 locations on an aerial photograph or map of each sports ground 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 illumination levels for all floodlighting poles;

-Take photographs of all luminaries, light fittings, and parts and label them 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, or 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 a 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, and glare and spill levels of the floodlights at the sports grounds 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 Attachment_1_Floodlights_Database. All sports ground playing surfaces 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 an 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 sports ground 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 sports ground (previous readings are located in Attachment_1_Floodlights_Database).

- 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 the location and number of floodlighting poles. Information can be sourced from existing reports previously commissioned by the City – see Attachment_2_Previous_Floodlight_Audit_results for previous maps and site plans. It is expected that the successful contractor will need to update photos and site plans at some sports grounds owing to new floodlighting infrastructure or capital works over the past five (5) years; and

- For each individual sports ground and tennis facility provide a Summary of Results that identifies deficiencies in any particular light arrangements and makes specific recommendations to improve illuminance performance including uniformity ratios, horizontal illuminance and vertical illuminance, glare, and spill.