LED Lighting Retrofit RFP Template
Replace old fluorescent / HID lighting with LED for energy savings.
Your building still has T8/T12 fluorescent, halogen, or HID lighting. Energy savings + reduced maintenance + utility rebates often pay back the retrofit in 2–5 years. Common in parking garages, common areas, and exterior building lighting.
Sample RFP title & summary
What auto-fills when you click “Use this template” — you can edit anything.
LED Lighting Retrofit — [Property Name] — [# fixtures]
Retrofit [# fixtures] across [parking garage / common areas / exterior] of our [property type] to LED. Includes utility rebate coordination and disposal of existing fixtures.
Scope of work
Scope of work: - Existing-fixture audit + recommendation: full-fixture replacement vs. LED retrofit kit per location. - Supply and install [# fixtures] of LED fixtures / retrofit kits (DLC-listed for utility rebate eligibility). - Disposal of existing fixtures and lamps per provincial regulations (especially for HID lamps containing mercury). - New controls if required: occupancy sensors, daylight harvesting, dimming. - Utility rebate paperwork (Save On Energy / Hydro Québec / etc.) — bidder coordinates application. - Photometric report verifying lighting levels meet minimum standards. - Manufacturer warranty (minimum 5 years parts). Add-alternates: - Networked controls (BAS / cloud-managed). - Emergency battery backup integration. - Site lighting (parking lot pole lights).
Standard requirements
- ESA-licensed (Ontario) or provincial equivalent. - $5M general liability insurance. - WSIB clearance. - Familiar with utility rebate programs in our province. - Three references for similar retrofits in the last 18 months. - Proven track record of getting rebates approved (request rebate-pull-through data).
Suggested timeline
- 1
RFP open
21 days.
- 2
Site walk + audit
Top 3 conduct fixture audit and recommend approach.
- 3
Award
Within 2 weeks of audits.
- 4
Rebate application
Submitted before mobilization.
- 5
Installation
Typically 1–3 weeks depending on fixture count and access.
Site access & logistics
Parking garage / common areas / exterior — coordinate work with tenant operations. Lift required for high ceilings.
Questions every bidder should answer
Ask all bidders the same questions so you get apples-to-apples responses.
- Per-fixture installed cost (split by fixture type)?
- Projected energy savings ($/year) and payback period including rebate?
- What utility rebate are we eligible for, and do you handle the paperwork?
- Manufacturer + labour warranty terms?
- Are you recommending full-fixture replacement or retrofit kits, and why?
Evaluation criteria
How you’ll weigh bids when you receive them.
- 1.Net cost (installed cost minus utility rebate).
- 2.Projected energy savings and payback.
- 3.Fixture quality and warranty.
- 4.Track record of getting rebates approved.
- 5.Photometric performance.
Trades who match this work
Once you post, these are the kind of vendors who’ll see your RFP and express interest.
Common questions
PMRFP is a vendor discovery and RFP visibility platform. We do not guarantee project availability, bid success, contract awards, property manager response, or revenue. Members are responsible for their own due diligence, qualifications, insurance, licensing, pricing, and agreements.
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