Carroll County recommends $3.47 million overhaul of recreation complex lighting; questions raised about scope and contractor accountability

Carroll County commissioners at a Jan. 29 work session heard a recommendation to award RFP REC26-8001 for electrical and lighting renovations at the county recreation complex to J and R Construction for $3,467,375.

"We are asking the project evaluation committee, along with myself, is recommending J and R Construction as the contractor for this project in the amount of $3,467,375," said Thad Ferguson during the presentation.

The proposal covers a near-complete overhaul of sports lighting across the complex — baseball, softball, football, soccer fields, the track and other multipurpose areas — including replacing or repairing poles, putting most wiring into conduit, and replacing aged fixtures. Presenters said much of the existing system is 20–30 years old and that the work would both improve safety and enable future LED retrofits.

Frank Kempeau of Southern Architects & Engineers described the project oversight and warranties: "The specified lighting system and the controls associated with it are covered by a 10-year performance warranty through the manufacturer," and the contractor’s warranty for construction is one year, he said, adding that the owner’s representative will perform construction administration and field observations.

Commissioners pressed on several points. One said, "I'm tired of paying big dollars to people that are not being held responsible... At the end of the day, I want somebody responsible for when we have problems." Presenters replied that the contractor is responsible for construction defects during the one-year warranty and the manufacturer will cover specified equipment failures under a longer performance warranty; Southern A&E will produce field reports and final inspection documentation as the owner's representative.

Scope and phasing were also debated. The RFP included alternate deducts and staged options so the county can choose to complete the project in phases rather than the full scope. Commissioners listed alternate deduct figures included in the proposal (as presented) of roughly $890,000, $418,000, $250,000 and $626,000; presenters said field sections had been divided to allow phased work and prioritization of the highest-use fields.

Presenters said local bidders attended the pre-bid meeting and that only J and R submitted a proposal. Ferguson said he had contacted pre-bid attendees to encourage bids; Southern A&E said manufacturers and installers had participated in pre-bid meetings. Commissioners asked whether having only one bid should be a concern; presenters noted substantial pre-bid interest but only one formal submittal.

County staff also outlined asset condition: about 450 fixtures are installed across the complex and roughly 125 were nonfunctional or fading in the most recent count. Presenters said six poles will require replacement (five covered under warranty; one would be paid for by the county).

Funding and next steps: Chair noted the proposed source of funds would be $2,338,000 from the capital projects fund and $1,130,000 from the 2021 SPLOST. Commissioners were told closeout documentation and long-form warranty manuals would be compiled at project completion.

The board did not take a formal vote at the work session; the item is scheduled for the Feb. 3 business meeting for formal consideration and any required motion or award.