High Mast Lighting Tender Specification Guide: BOQ, Drawings, IES, Foundation and Acceptance Documents

Quick Answer

A high mast lighting tender should define not only pole height and luminaire wattage, but also BOQ scope, drawings, photometric files, structural inputs, lowering-system requirements, commissioning evidence and handover documents.

For EPC contractors, consultants, municipal owners, port operators, airport facilities and industrial project teams, the purpose of a tender specification is to make bids comparable and technically reviewable. A complete specification should connect the project requirement to supplier evidence and site acceptance records.

The tender should clarify what must be supplied, what must be submitted, what must be reviewed before production, what must be verified during installation, and what must be handed over for long-term operation and maintenance.

This guide is not a copy-paste legal tender template. It is a technical review guide for preparing or checking high mast lighting specifications before RFQ, procurement, installation and commissioning.

The clauses, tables and checklists in this guide are for engineering review and tender preparation. They must be adapted to the project location, governing standards, employer requirements, consultant instructions and local procurement rules.

Project Review Summary

Item	Tender Review Point
Main Topic	High mast lighting tender specification and RFQ review
Best-Fit Users	EPC contractors, consultants, municipal owners, ports, airports, industrial owners and procurement teams
Main Question	What should be included in a high mast lighting tender specification?
Main Risk	Only specifying pole height and wattage, while missing BOQ scope, drawings, IES/LDT files, DIALux basis, foundation inputs, lowering system and acceptance records
Required Tender Areas	Pole, mast structure, luminaires, optics, photometry, foundation inputs, lowering system, electrical system, controls, commissioning, handover and O&M
Supplier Evidence	Datasheets, drawings, IES/LDT files, DIALux report, structural input package, lowering-system manual, wiring diagram, commissioning checklist and warranty/O&M documents
Acceptance Evidence	Inspection records, night measurement if required, commissioning records, as-built documents, NCR closure and handover package
Commercial Value	Helps buyers compare bids, reduce unclear scope, avoid missing documents and prepare for installation, commissioning and maintenance

What a High Mast Lighting Tender Should Define

A high mast lighting tender should define the full technical scope, not only the visible products.

At minimum, the specification should answer these questions:

• What area must be illuminated?
• What application is involved: road, port, airport apron, yard, logistics area, mining site, stadium or industrial facility?
• What lighting performance must be achieved?
• What pole height range or height constraint is expected?
• What luminaire performance and optical files are required?
• What drawings must the supplier submit?
• What structural inputs must be reviewed?
• What foundation and anchor interface data are required?
• What lowering system is required?
• What electrical, SPD, grounding and control scope is included?
• What installation and commissioning evidence is required?
• What handover and O&M documents must be delivered?
• Which documents are required at bid stage, technical review stage, before production, before shipment and at handover?

A weak tender often says:

Supply high mast pole and LED lights according to project requirement.

A stronger tender defines:

scope + performance criteria + submittals + drawings + structural inputs + photometric files + acceptance records + handover documents

The goal is not to make the tender longer. The goal is to make it reviewable.

High Mast Tender Evidence Chain

A tender specification should connect project requirements to reviewable evidence. The evidence chain should be clear before quotation, not created after disputes appear during installation or handover.

Project requirements
-> BOQ scope
-> Supplier drawings
-> Luminaire datasheets
-> IES/LDT files
-> DIALux report
-> Structural inputs
-> Lowering-system documents
-> Electrical and control documents
-> Installation and commissioning records
-> Handover and O&M package

If one link in this chain is missing, bids may become difficult to compare. For example, a BOQ that lists only "high mast light" without optic, IES/LDT file, pole drawing, lowering-system scope and commissioning record cannot be reviewed with the same confidence as a complete tender package.

High Mast Tender Scope Matrix

Tender Area	What to Specify	Supplier Evidence	Acceptance Record
Project application	Road, port, airport, yard, industrial, stadium or other use	Application-specific proposal	Scope confirmation
Lighting performance	Required lux, uniformity, glare or other project criteria	DIALux report, calculation assumptions	Night measurement or acceptance record if required
Pole / mast	Height, material, sections, base plate, coating, access door and interface	Pole drawing, datasheet, structural document where required	Delivery inspection and installation record
Luminaire	Wattage range, lumen output, efficacy, optic, CCT, CRI, IP/IK and control compatibility	Luminaire datasheet, test report, IES/LDT file	Model verification and commissioning record
Photometry	IES/LDT file, optic code, aiming schedule and calculation basis	IES/LDT file, DIALux report, aiming table	As-built aiming record
Foundation input	Wind design basis, EPA, pole reactions, anchor layout and base plate data	Structural input package, base plate drawing, anchor bolt layout	Foundation interface review
Lowering system	Winch, wire rope, luminaire ring, latch, headframe, trailing cable, controls and tools	Lowering-system drawing, manual, component data	SAT / commissioning record
Electrical	Cable, cabinet, SPD, breaker, grounding, control circuit and protection	Wiring diagram, SPD details, cabinet layout	Electrical test / inspection record
Controls	Timer, photocell, dimming, smart control or remote monitoring requirement	Control datasheet, profile setting, platform scope if applicable	Control commissioning record
Installation	Erection interface, inspection hold points and responsibility boundary	Method documentation by qualified parties where required	Installation inspection record
Commissioning	Functional tests, electrical tests, lowering-system checks, night verification if required	Commissioning checklist	Signed commissioning report
Handover	As-built, O&M manual, warranty, spares, training and maintenance log	Handover package	Owner acceptance record

BOQ Items for High Mast Lighting Projects

A BOQ should not be a simple product list. It should connect each item to a specification, drawing, quantity, interface and acceptance requirement.

For high mast lighting, BOQ gaps often appear around accessories and interface items. The tender may list poles and luminaires but miss anchor bolts, lowering-system components, trailing cables, electrical cabinet, SPD, special tools, manuals, commissioning and handover records.

BOQ Item Checklist

BOQ Item	What to Include	Common Missing Detail
High mast pole	Height, shaft type, sections, material, coating, base plate, access door	Base plate details, access door position, coating requirement
Luminaire	Model, power setting, lumen output, optic, CCT, CRI, IP/IK, mounting method	Optic code, IES/LDT match, control setting
Luminaire bracket / headframe	Mounting arrangement, number of fittings, tilt interface	Aiming support, bracket drawing
Luminaire ring / carriage	Ring structure, fixture positions, balancing requirements	Compatibility with luminaires and cable routing
Winch / lowering device	Manual, portable or integrated motorized scope; operating interface	OEM manual, rated capacity basis, tools
Wire rope / cable system	Quantity, routing, inspection requirement, OEM basis	Inspection record and replacement boundary
Latch / locking system	Engagement requirement and service boundary	Acceptance evidence and manual
Trailing cable	Type, routing, connection and strain relief	Compatibility with lowering movement
Electrical cabinet	Enclosure, breakers, contactors, protection, labels	Cabinet layout and wiring diagram
SPD	Surge protection requirement and replacement access	SPD rating basis and inspection record
Grounding / bonding	Project-defined grounding and bonding requirement	Test record and authority requirement
Control system	Timer, photocell, dimming, smart control or remote monitoring	Control profile, communication scope
Anchor bolts / template	Anchor bolt layout, template, nuts, washers, protection	Interface with foundation design
Foundation interface data	Pole reactions, base plate drawing, anchor layout	Structural input package
Documentation	Datasheets, drawings, manuals, IES/LDT, DIALux, O&M	Submission timing
Commissioning	Tests, records, night verification if required	Checklist and acceptance signature
Spares and tools	Critical spares, special tools, maintenance accessories	Quantity and custody responsibility
Warranty	Warranty term, conditions, claim process	Exclusions and documentation requirement

If the BOQ cannot be matched back to drawings, datasheets, photometric files and acceptance records, it will be difficult to evaluate bids fairly.

Do Not Specify as Universal Values

A tender writer may want fast numbers, but high mast lighting values are project-specific. Many errors begin when a value from one project is copied into another project without review.

Avoid Writing as a Fixed Universal Value	Better Tender Wording
Fixed pole height	Define required lighting performance, site geometry, height constraints and authority requirements.
Fixed luminaire wattage	Require photometric evidence, lumen output, optic code, IES/LDT file and approved luminaire schedule.
Fixed foundation depth	Require project-specific structural design inputs, soil data where available and approved foundation drawings.
Fixed wind speed	Refer to the governing local code, employer requirement and project wind-load basis.
Fixed anchor bolt size	Require anchor layout, base plate drawing and qualified structural review where applicable.
Fixed base plate thickness	Require pole supplier drawing and project structural review.
Fixed lux / uniformity target	Define lighting criteria by owner, consultant, local authority or applicable project standard.
Fixed DIALux acceptance value	Define calculation basis, acceptance criteria and review responsibility in the project specification.
Fixed grounding value	Refer to local electrical code, project earthing design and qualified electrical review.
Fixed lowering-system rope diameter	Require OEM design basis, manual and inspection records instead of public universal values.
Fixed warranty period	Define warranty scope, exclusions and claim process according to procurement requirements.
Fixed installation method	Require qualified installation procedures and acceptance records, not a public step-by-step method in the specification guide.

Pole Height, Mast Structure and Material Requirements

A high mast tender may include an expected pole height, but pole height should be treated as part of the lighting and structural design process.

The tender should define:

• Application area.
• Expected mounting height or height constraints.
• Quantity or preliminary layout.
• Required lighting performance.
• Wind design basis required by the project.
• Corrosion environment.
• Material and coating requirement.
• Access door and cable entry requirement.
• Base plate and anchor interface requirement.
• Drawings and structural documents required from the supplier.

The tender should not use one global height rule for all sites. A port yard, highway interchange, stadium, airport apron and industrial storage yard may require different heights, optics, pole spacing and maintenance access.

Pole and Mast Specification Table

Requirement Area	What the Tender Should Define	Supplier Evidence
Pole height	Required height, permitted range or consultant-defined height	Pole drawing and lighting design support
Shaft type	Project-approved mast form, section arrangement and access requirements	Pole datasheet and drawing
Material	Steel grade or project-required material standard	Material statement or supplier document
Coating	Hot-dip galvanizing, paint system or corrosion protection requirement	Coating specification or certificate where required
Base plate	Dimensions, holes, interface and drawing requirement	Base plate drawing
Access door	Door location, size and protection requirement	Pole drawing
Wind input	Code, wind speed basis, exposure and design responsibility	Structural calculation or input package if required
EPA / load	Luminaire, bracket, ring and accessory wind area/load inputs	Datasheets and structural input
Anchor interface	Anchor layout and template requirement	Anchor bolt layout and template drawing
Transport / assembly	Section delivery, site assembly and documentation	Packing and assembly notes

For foundation and structural inputs, review the High Mast Pole Foundation & Wind Load Guide.

Luminaire, Wattage, Optic and IES/LDT Requirements

A tender should not specify high mast luminaires only by wattage.

Wattage is an electrical input. It does not define lighting distribution, uniformity, glare control, mounting compatibility, aiming or energy performance. A complete tender should require the supplier to connect each luminaire to its datasheet, optic, IES/LDT file and lighting design.

The tender should define or request:

• Luminaire type.
• Power setting or allowable wattage range.
• Lumen output.
• Efficacy basis.
• Optical distribution.
• IES or LDT photometric file.
• CCT.
• CRI.
• IP and IK requirement.
• Driver and control compatibility.
• SPD / surge protection requirement if inside luminaire.
• Mounting bracket compatibility.
• Heat dissipation and housing material.
• Certification or test evidence where required by the project.
• Warranty conditions.

Luminaire Specification Matrix

Tender Item	What to Specify	Supplier Evidence	Acceptance Link
Wattage	Power setting or allowable range	Datasheet	BOQ and electrical load
Lumen output	Initial or maintained output basis if required	Test data / datasheet	Lighting calculation
Optic	Beam distribution or optic code	IES/LDT file	DIALux and aiming schedule
CCT / CRI	Project-required values	Datasheet	Visual and compliance review
IP / IK	Project-required protection level	Datasheet / test evidence	Delivery inspection
Driver	Dimming, surge and control compatibility	Driver specification	Functional commissioning
Mounting	Bracket, aiming and ring compatibility	Drawing	Installation record
Control	Timer, dimming, smart control or monitoring interface	Control setting or communication document	Control commissioning
Warranty	Period, conditions and exclusions	Warranty document	Handover package

If a bidder proposes an equivalent luminaire, the tender should require equivalent evidence, not just an equivalent wattage.

For power selection logic, review the High Mast Light Wattage Guide.

Lighting Design and DIALux Submission Requirements

High mast lighting tenders should define how lighting performance will be demonstrated.

For many projects, this means requiring a lighting calculation package, commonly using DIALux or an equivalent lighting design tool accepted by the project. The tender should not treat a DIALux report as a standalone guarantee. It should define the design basis and the documents that must match.

A lighting submission should connect:

project area and criteria
-> luminaire model
-> optic code
-> IES/LDT file
-> pole height
-> pole layout
-> aiming schedule
-> DIALux report
-> acceptance method

DIALux and Photometric Submission Checklist

Submission Item	What It Should Show	Why It Matters
Project layout	Calculation area, mast positions and relevant boundaries	Confirms the design basis
Lighting criteria	Lux, uniformity, glare or other required criteria	Defines what the design must meet
Luminaire model	Exact proposed model and power setting	Links calculation to supplied product
IES/LDT file	Photometric file matching optic and luminaire	Prevents calculation/product mismatch
Pole height	Mounting height used in calculation	Links to mast specification
Aiming schedule	Tilt, rotation and target direction	Supports installation and re-aiming
Calculation grid	Grid, plane and assumptions	Supports review by consultant/owner
Maintenance factor	Project-defined assumption if required	Prevents misleading results
Obstruction assumptions	Project-specific objects or exclusions	Avoids false performance expectations
Report version	Revision and date	Supports tender clarification and final acceptance

The tender should clearly state who defines the lighting criteria: owner, consultant, local authority, project standard or employer requirement.

For simulation support, review DIALux Simulation Outputs and IES Photometric Files.

Foundation, Anchor Bolt and Wind Load Inputs

A high mast tender should not provide a universal foundation size. Foundation design depends on project location, wind basis, soil condition, pole height, luminaire configuration, EPA, structural reactions and local authority requirements.

The tender should define what structural information is required and who is responsible for review.

Typical tender requirements may include:

• Project wind design basis.
• Local code or authority requirement.
• Soil or geotechnical information if available.
• Pole height and configuration.
• Luminaire quantity, mass and EPA.
• Headframe or luminaire ring arrangement.
• Lowering-system load inputs.
• Base plate drawing.
• Anchor bolt layout.
• Pole reaction data.
• Foundation interface responsibility.
• Qualified structural review where required.

Foundation and Wind Load Input Table

Input	Why It Matters	Supplier Evidence
Project location	Affects wind, corrosion and authority requirements	Project data confirmation
Wind basis	Defines structural design input	Structural design statement or project document
Soil data	Supports foundation coordination	Geotechnical report if available
Pole height	Affects overturning and bending	Pole drawing
Luminaire quantity	Affects load and EPA	BOQ and datasheet
Luminaire EPA	Affects wind load	Datasheet / structural input
Luminaire ring / headframe	Affects load distribution	Drawing
Base plate	Defines foundation interface	Base plate drawing
Anchor bolt layout	Supports civil design and installation	Anchor drawing / template
Pole reactions	Supports foundation design	Structural input package
Corrosion environment	Affects coating and material protection	Project environment statement
Responsibility boundary	Defines who designs and approves foundation	Tender clause / consultant review

The tender should not state a foundation dimension copied from another project unless it has been reviewed for the actual site.

Lowering System and Maintenance Access Requirements

Many high mast systems use a lowering system so that the luminaire ring can be serviced at ground level under approved procedures. Tender specifications should define this system clearly because it affects maintenance, safety, commissioning and handover.

The tender may need to define:

• Type of lowering system.
• Manual, portable drive or integrated motorized scope.
• Luminaire ring / carriage arrangement.
• Winch or drive system.
• Wire rope system.
• Sheaves / pulleys.
• Latch / locking system.
• Headframe.
• Trailing cable.
• Control box.
• Safety and limit functions where applicable.
• Maintenance tools.
• Spare parts.
• OEM manual.
• Inspection and commissioning record.

Lowering-System Tender Requirement Table

Component	Tender Requirement	Supplier Evidence	Acceptance Record
Luminaire ring / carriage	Capacity, fixture positions, balance and compatibility	Ring drawing	Visual and functional inspection
Winch / drive	Type, operating scope and OEM basis	Winch datasheet/manual	Functional commissioning record
Wire rope	OEM-based design and inspection requirement	Supplier document / manual	Inspection record
Sheave / pulley	Routing and compatibility	Component drawing	Inspection record
Latch / lock	Engagement requirement and safety boundary	Manual / drawing	Commissioning evidence
Headframe	Structural and mechanical interface	Drawing	Installation inspection
Trailing cable	Routing, strain relief and compatibility	Electrical/mechanical drawing	Functional record
Control box	Operating interface and protection	Control document	Test record
Tools and spares	Maintenance readiness	Tool/spare list	Handover record
O&M manual	Qualified maintenance reference	Manual	Handover package

The tender should not include public troubleshooting instructions such as how to release a stuck ring, adjust wire rope, repair a winch or bypass a safety device.

For system-level review, see the High Mast Lighting Lowering System Guide.

Electrical, SPD, Grounding and Control Requirements

Electrical scope should be clear before bidding. Otherwise, suppliers may quote different assumptions for cables, cabinets, surge protection, grounding, controls and site wiring responsibility.

The tender should define:

• Power supply.
• Voltage and frequency.
• Electrical cabinet scope.
• Cable scope.
• SPD requirement.
• Grounding and bonding requirement.
• Breakers, contactors and protection devices.
• Timer, photocell, dimming or smart control.
• Remote monitoring if required.
• Control cabinet environment.
• Labeling and circuit identification.
• Testing and commissioning records.
• Responsibility boundary between supplier, EPC installer and owner.

Electrical Specification Table

Electrical Area	What to Specify	Supplier Evidence	Acceptance Record
Power supply	Voltage, frequency and supply boundary	Electrical design confirmation	Energization record
Cabinet	Enclosure, protection, layout and labeling	Cabinet drawing	Inspection record
SPD	Surge protection requirement and location	SPD datasheet	Inspection / replacement record
Grounding / bonding	Project-defined requirement and test standard	Grounding detail if applicable	Test record
Cable	Cable scope, route boundary and termination	Cable schedule / wiring diagram	Installation record
Breaker / protection	Protection devices and coordination boundary	Electrical datasheet	Functional test
Control	Timer, dimming, photocell or smart platform	Control setting document	Control commissioning
Smart monitoring	Communication, platform access and alarm scope	System proposal	Platform acceptance record
Labels	Asset ID, cabinet ID and circuit ID	Label schedule	Site verification
As-built wiring	Final installed circuit record	As-built drawing	Handover document

Do not use a universal grounding resistance value in the tender unless it comes from the project specification or local electrical requirement.

Installation and Commissioning Evidence

Tender specifications should define what evidence is required before the high mast lighting system is accepted.

This does not mean the tender should become an installation method statement. The tender should state what records must be provided and which parties must witness or approve them.

Typical commissioning evidence may include:

• Delivery inspection record.
• Foundation interface release record.
• Pole and base plate inspection.
• Luminaire model verification.
• IES/LDT and aiming schedule traceability.
• Electrical test record.
• SPD and grounding record.
• Lowering-system functional record.
• Control system test record.
• Night performance verification if required.
• NCR and corrective-action closure.
• Final handover package.

Commissioning Evidence Table

Evidence	Purpose	When to Review
Delivery inspection	Confirms supplied items match BOQ and drawings	Before installation
Foundation interface record	Confirms civil interface is ready	Before erection
Pole inspection	Confirms mast, base plate, access door and coating condition	Before and during installation
Luminaire verification	Confirms model, optic and quantity	Before commissioning
Aiming schedule	Confirms installed orientation matches design	During aiming / commissioning
Electrical test record	Confirms qualified electrical checks	Before energization / acceptance
Lowering-system record	Confirms functional and safe handover evidence	During commissioning
Control test	Confirms timer, dimming, smart control or monitoring	During commissioning
Night verification	Confirms lighting condition if required	Before acceptance
NCR closure	Confirms defects were corrected	Before handover

For detailed acceptance planning, use the High Mast Lighting Installation & Commissioning Checklist.

Handover Documents and O&M Requirements

A tender should define the handover package before the project starts. If O&M documents are not required in the tender, they are often difficult to recover after installation.

The handover package should support future operation, maintenance, warranty claims and retrofit review.

Handover and O&M Document Checklist

Handover Document	Why It Matters
As-built layout	Locates each mast and circuit
Pole drawing	Supports structural and maintenance reference
Base plate and anchor drawing	Supports foundation and future inspection
Luminaire model list	Supports replacement and warranty
Serial number list if required	Supports asset traceability
IES/LDT file record	Supports photometric traceability
DIALux report	Supports design and tender record
Aiming schedule	Supports re-aiming after service
Wiring diagram	Supports electrical maintenance
Control setting record	Supports dimming and smart control maintenance
Lowering-system manual	Supports qualified maintenance
Spare-parts list	Supports O&M planning
Special tools list	Prevents maintenance delays
Training record	Confirms handover to O&M team
Warranty document	Supports claim process
Maintenance checklist	Standardizes future inspections
Commissioning report	Confirms accepted system condition

For long-term maintenance planning, review the High Mast Light Maintenance Guide.

Responsibility Matrix: Buyer, Consultant, EPC and Supplier

High mast tenders become unclear when responsibility is not defined. A specification should clarify which party provides inputs, reviews documents, installs equipment, approves deviations and signs acceptance records.

Responsibility Matrix

Stage	Buyer / Owner	Consultant	EPC / Installer	Supplier	Required Record
Project requirement	Defines application, site and employer requirements	Interprets technical criteria	Confirms constructability if involved	Reviews feasibility	Project brief / RFQ
Lighting criteria	Confirms required performance	Defines lux, uniformity, glare and calculation basis	Supports site data	Provides lighting proposal	Lighting criteria statement
BOQ review	Approves scope	Checks completeness	Prices and executes scope	Confirms supply scope	BOQ clarification
Product submittal	Reviews commercial and operational fit	Reviews technical compliance	Reviews installation interface	Submits datasheets and drawings	Submittal register
Photometric design	Confirms project use	Reviews DIALux/IES assumptions	Confirms site layout	Submits DIALux/IES/aiming	Lighting design submission
Structural input	Provides site requirements	Reviews structural basis	Coordinates foundation works	Submits pole and load inputs	Structural input record
Electrical scope	Confirms power/control requirement	Reviews electrical criteria	Installs and tests	Provides cabinet/control documents	Electrical submittal
Installation	Provides access and acceptance process	Witnesses key stages if required	Performs installation	Supports installation documentation	Site inspection record
Commissioning	Accepts final system	Witnesses tests if required	Performs tests	Supports product/system checks	Commissioning report
Handover	Takes over O&M documents	Reviews completeness	Delivers as-built records	Provides manuals, warranty and spares	Handover package

This matrix should be adapted to each contract model. In some projects, the EPC contractor may own more responsibility; in others, the consultant or owner may directly review supplier submittals.

Deviation and Approved Equivalent Review

Many tenders allow approved equivalents. This is practical, but it can create risk if the equivalent is judged only by brand or wattage.

A deviation should be reviewed through evidence.

Deviation / Approved Equivalent Matrix

Requirement	Proposed Deviation	Required Evidence	Approval Authority	Acceptance Impact
Luminaire wattage	Different wattage proposed	Datasheet, lumen output, IES/LDT, DIALux comparison	Consultant / owner	Lighting performance and electrical load
Optic	Different beam distribution	IES/LDT and aiming comparison	Consultant / lighting reviewer	Uniformity, glare and spill light
Pole height	Different mast height	Updated lighting design and structural review	Consultant / owner	Coverage, glare, wind load, foundation
Pole material/coating	Alternative material or coating	Material and coating evidence	Consultant / owner	Durability and corrosion resistance
Lowering system	Different winch/ring/latch arrangement	Drawing, manual, capacity basis, O&M evidence	Consultant / owner	Maintenance and safety boundary
SPD / electrical	Different protection device	Datasheet and electrical compatibility	Electrical reviewer	Surge protection and serviceability
Foundation interface	Different base plate or anchor layout	Structural input and drawing	Structural reviewer	Foundation coordination
Control system	Different dimming or monitoring platform	Control document and access requirements	Owner / consultant	O&M and monitoring acceptance
Warranty	Different warranty terms	Warranty document and exclusions	Owner / procurement	After-sales risk
Documentation	Missing or alternative document	Submittal clarification	Owner / consultant	Handover completeness

The tender should define how deviations are submitted, reviewed, approved and recorded.

Common Tender Specification Mistakes

Mistake	Why It Creates Risk	Better Tender Requirement
Only specifying wattage	Wattage does not define lighting performance	Require lumen output, optic, IES/LDT and DIALux report
Copying fixed values from another tender	Site conditions and authority requirements may differ	Define project-specific criteria and review basis
Missing IES/LDT requirement	Lighting calculation cannot be verified	Require photometric files matching the proposed luminaire
DIALux report not linked to BOQ	Proposed product may not match calculation	Require model, optic and power setting traceability
No aiming schedule	Installation cannot reproduce the design	Require aiming table and as-built aiming record
Missing foundation inputs	Civil team cannot coordinate foundation design	Require pole reactions, base plate and anchor layout
Fixed foundation size in tender	Foundation may not fit actual soil and wind conditions	Require project structural review
Missing lowering-system requirements	Maintenance strategy becomes unclear	Specify winch, ring, rope, latch, manual and handover tools
No SPD or grounding scope	Electrical bids become incomparable	Define electrical protection and test evidence
No commissioning evidence	Acceptance becomes subjective	Require test records and handover checklist
No handover document requirement	Future maintenance becomes difficult	Require O&M manual, as-built, spares and warranty
No deviation process	Approved equivalents become uncontrolled	Require evidence and approval record

Supplier Submittal Checklist

A supplier submittal checklist helps the buyer compare bids and prevents document gaps before production.

Supplier Submittal Checklist

Submittal	Required Purpose	When to Submit
Company profile / project capability	Confirms supplier suitability if required	Bid stage
Product datasheet	Confirms model and technical parameters	Bid stage / technical review
Pole drawing	Confirms height, sections, base plate and access details	Technical review
Base plate and anchor layout	Supports foundation coordination	Technical review
Luminaire datasheet	Confirms wattage, lumen, optic, protection and control	Bid stage / technical review
IES/LDT file	Supports lighting calculation	Technical review
DIALux report	Demonstrates lighting performance	Technical review
Aiming schedule	Supports installation and as-built verification	Before installation
Lowering-system drawing	Confirms ring, winch, wire rope, latch and interface	Technical review
Lowering-system manual	Supports qualified operation and maintenance	Before handover
Electrical wiring diagram	Supports electrical review and installation	Technical review
SPD details	Confirms surge protection scope	Technical review
Control system document	Defines timer, dimming, smart control or monitoring	Technical review
BOQ compliance sheet	Confirms quoted scope	Bid stage
Deviation list	Identifies exceptions or approved equivalent requests	Bid stage
Installation support document	Defines support and responsibility boundary	Before installation
Commissioning checklist	Defines acceptance evidence	Before commissioning
O&M manual	Supports maintenance	Handover
Spare-parts list	Supports lifecycle planning	Handover
Warranty document	Defines after-sales responsibility	Bid stage / handover
Test reports / certificates	Supports compliance where required	Technical review / before shipment
Packing list	Confirms shipment scope	Before shipment
As-built documents	Records final installed condition	Handover

The tender should state which submittals are mandatory and which are required only if applicable.

RFQ Information Buyers Should Provide

A supplier can prepare a better high mast proposal when the RFQ contains enough project information.

Buyer RFQ Input Checklist

Buyer Input	Why It Matters
Project location	Defines wind, corrosion, authority and logistics requirements
Application area	Port, road, airport, yard, industrial or stadium use affects layout and optics
Site drawings	Supports DIALux layout and pole positioning
Area dimensions	Defines calculation area and coverage
Required lighting criteria	Defines lux, uniformity, glare or special requirements
Existing pole layout if any	Supports retrofit or replacement review
Preferred pole height	Must be checked against lighting and structural requirements
Power supply	Affects electrical cabinet, cable and control design
Control requirement	Affects timer, dimming, smart control or monitoring scope
Wind requirement	Supports structural input
Soil / foundation data	Supports civil coordination
Corrosion environment	Affects coating and material protection
Maintenance requirement	Affects lowering system, tools, spares and O&M planning
Installation responsibility	Defines who installs and commissions
Documentation requirement	Defines submittals and handover package
Tender deadline	Defines document support priority
Acceptance method	Defines commissioning and night verification requirements
Warranty requirement	Defines after-sales and spare-parts planning

If the buyer cannot provide all inputs, the tender should identify assumptions and require technical clarification before final approval.

Tender Evaluation Checklist

A tender evaluation checklist helps the owner, consultant or EPC team compare technical bids.

Tender Evaluation Checklist

Review Item	Pass	Clarify	Reject Trigger
BOQ completeness	All key items and accessories included	Minor missing item can be clarified	Major scope missing
Product traceability	Model, datasheet and BOQ match	Model naming unclear	Product not identifiable
Photometric file	IES/LDT matches proposed luminaire and optic	File version unclear	No photometric file
DIALux report	Criteria, layout, model and assumptions are clear	Minor assumption unclear	Report not linked to product or site
Pole drawing	Height, sections, base plate and access details shown	Some dimensions missing	No drawing or wrong height
Structural inputs	Wind basis, EPA, reactions or required data submitted	Responsibility boundary unclear	No structural input where required
Foundation interface	Base plate and anchor layout provided	Template details unclear	No anchor/base interface data
Lowering system	Ring, winch, rope, latch and manual defined	Component brand/details unclear	Lowering system omitted where required
Electrical scope	Cabinet, SPD, grounding, controls and wiring boundary defined	Cable scope unclear	Major electrical scope excluded
Commissioning plan	Test records and acceptance evidence defined	Witness responsibility unclear	No commissioning evidence
Handover package	Manuals, as-built, spares, warranty and O&M documents included	Submission timing unclear	Handover documents missing
Deviation list	Deviations are declared with evidence	Supporting evidence incomplete	Hidden deviation or non-compliant substitute
Warranty	Term, coverage and exclusions are clear	Claim process unclear	Warranty absent or inconsistent
Maintenance support	Spares/tools/manuals included where required	Spare quantity unclear	No O&M support for critical system

A bid can be commercially attractive but technically incomplete. The tender evaluation should separate price comparison from evidence review.

Request High Mast Tender Document Support

This guide explains what a high mast tender should request and review. Sunlurio's engineering support team can help prepare project-specific BOQ, drawings, photometric files, supplier submittal checklists and handover document packages.

Need a project-specific tender document package? Request Sunlurio engineering support for BOQ review, drawings, IES/LDT files, DIALux coordination, foundation input coordination, lowering-system documentation and supplier submittal preparation.

Send us your project location, application area, drawings, required lighting criteria, preferred pole height, power supply, wind requirement, foundation information, maintenance requirement and tender deadline.

Sunlurio can support:

• High mast BOQ review.
• Tender specification review.
• Luminaire datasheet and model matching.
• IES/LDT file coordination.
• DIALux report support.
• Pole drawing and foundation input coordination.
• Lowering-system document review.
• Supplier submittal checklist planning.
• Commissioning and handover document checklist.
• RFQ clarification support.

High Mast Tender Documents and BOQ Support

Additional support pages:

• DIALux Simulation Outputs
• IES Photometric Files
• Engineering Support
• Contact Sunlurio

Related High Mast Lighting Guides

Use these guides to review each part of the high mast tender specification:

• High Mast Lighting Systems
• High Mast Lighting Design Guide
• High Mast Pole Foundation & Wind Load Guide
• High Mast Lighting Lowering System Guide
• High Mast Lighting Installation & Commissioning Checklist
• High Mast Light Maintenance Guide
• High Mast LED Retrofit Guide
• High Mast Light Wattage Guide
• High Mast Lighting Level Specification Guide
• High Mast Lighting Layout Patterns

Frequently Asked Questions

What should be included in a high mast lighting tender specification?

A high mast lighting tender should include BOQ scope, pole and mast requirements, luminaire requirements, IES/LDT files, DIALux submission requirements, foundation and wind-load inputs, lowering-system requirements, electrical and control scope, commissioning evidence, handover documents, warranty and O&M requirements.

What BOQ items are commonly missing in high mast lighting tenders?

Common missing items include anchor bolt templates, base plate drawings, luminaire ring, winch, wire rope, trailing cable, electrical cabinet, SPD, control system, special tools, spare parts, commissioning records and O&M documents.

Should a high mast tender require IES or LDT files?

Yes, if lighting performance must be reviewed. IES or LDT files should match the proposed luminaire, optic and power setting. They should connect to the DIALux report, aiming schedule and tender lighting criteria.

Is a DIALux report required for high mast lighting tenders?

Many high mast projects require a lighting calculation report. The tender should define whether DIALux or an equivalent accepted software is required, what criteria must be used and what assumptions must be shown.

Should pole height and wattage be fixed in the tender?

They may be stated as project requirements or constraints, but they should not be copied from another project without review. Pole height and wattage should be checked against lighting performance, wind load, maintenance access, site layout and authority requirements.

What foundation and wind-load information should be requested?

The tender should request the wind design basis, project location, pole height, luminaire and accessory loads, EPA, base plate drawing, anchor bolt layout, pole reactions and foundation interface information where required.

What should suppliers submit for the lowering system?

Suppliers should submit lowering-system drawings, winch or drive details, wire rope and ring information, latch/locking description, control interface, OEM manual, tools/spare list and commissioning/handover records where applicable.

What commissioning evidence should be required before acceptance?

The tender may require delivery inspection, foundation interface release, pole inspection, luminaire verification, electrical test records, SPD/grounding records, lowering-system functional records, control testing, night verification if required, NCR closure and final handover documents.

What handover documents should be included for high mast lighting projects?

Handover documents should include as-built layout, pole drawings, base plate and anchor drawings, luminaire model list, IES/LDT file record, DIALux report, aiming schedule, wiring diagram, control settings, lowering-system manual, spare-parts list, warranty and maintenance checklist.

How should bidders handle approved equivalents or deviations?

Bidders should declare deviations clearly and provide evidence such as datasheets, drawings, IES/LDT files, DIALux comparison, structural inputs and warranty documents. The owner or consultant should approve deviations before acceptance.

Should a tender specification include warranty and spare-parts requirements?

Yes. Warranty, spare parts, special tools, O&M manuals and service support should be defined in the tender so that bidders include lifecycle support instead of only initial supply.

Is this a copy-paste high mast lighting tender template?

No. This guide is a tender review guide. It helps buyers understand what should be specified and reviewed. Final tender wording should be prepared according to project requirements, local authority rules, employer requirements and qualified professional review.

Can this guide be used as a tender template?

This guide can be used as a review framework, but it should not be copied as a legal tender template without project-specific review. Final tender wording should be adapted to the project location, governing standards, employer requirements, procurement rules and qualified professional recommendations.

Engineering References

The following references are useful background sources for high mast lighting tender, inspection, commissioning and documentation thinking. They should not be treated as universal specifications. Project contracts, local authority requirements, employer requirements and qualified professional review take precedence.

• Tata Chemicals Tender for High Mast Lighting System - useful as an example of real procurement intent for high mast lighting systems.
• IIIT Delhi Tender for High Mast Lighting - useful as an example of institutional high mast lighting tender documentation.
• MEMS Generic Technical Specifications - 40m High Mast LED Retrofits - useful background for submittals, IES/LDT files, lighting simulation and warranty evidence in retrofit specifications.
• Transnet / eTenders High Mast Specification - useful as a procurement example for high mast equipment and materials.
• WisDOT Structure Inspection Manual - High Mast Lighting - useful background for high mast structures as inspected assets, including poles, foundations, anchors and related systems.
• PennDOT High Mast Lighting Test Form CS-4225F - useful background showing formal test record concepts for high mast lighting.
• IDOT Roadway Lighting Construction Inspectors Checklist - useful background for construction inspection, documentation and punch-list thinking.
• DIALux Official Website - useful background for DIALux as a lighting design and calculation tool.