LED Lighting Retrofit RFP Template

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.

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:
- 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).

- 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).

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.

Parking garage / common areas / exterior — coordinate work with tenant operations. Lift required for high ceilings.

• 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?

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.