HomeMy WebLinkAbout05/21/2019 Bid Result - Streetlight Poles and Accessories 5/29/2019 BoardDocs®Pro
IL
Agenda Item Details
Meeting y 21, 2019 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE - 7:00 p.m.
Category 5. CONSENT AGENDA
Subject ion to accept bidfor Streetlight PolesAccessories in an amount not to exceed
$31,,460.00.
Access Public
Tye Action (Consent)
Preferred to May 2 , 201
Absolute Date May 21, 2019
Fiscal Impact Yes
Dollar Amount 311460.00
Budgeted Yes
Budget orc Capital Improvement Fund
Recommended Action Accept the lowest cost, responsive i from LED LightingSolutions, LLC of Berlin,, CT to
deliver street light is and arms for the Randview Highlands Street Light Project - Phase
II for a not to exceed $31,460-00.
Public Content
Information
key component f the Mount Prospectr to is Plan is to improve the Village"s Village" residential street light system. The
Randview Highlandsneighborhood is located immediately south of Kensington Road and west of Main Street (IL Route
). The areaincludes Prospect iSchool and FairviewI n ry School. Twenty ( ) Village r lights v
recently been installed n four streets to enhancenighttime visibility in the neighborhood. rate project, Phase
I, will involve installing twenty ( ) additional Village street lights four other streets later this year. It will include
work on Elmhurst Avenue,, Russel Street, Pine Streetn ille Street between Kensington Road and HighlandStreet.
The timeframe to fabricate and deliver street lights l increased r tic lly in recent years. The typical six-
week schedule has nearly doubled to receive street light of once the order has been placedwith the manufacturer.
Availability ri I and demand for products areprimary factors for the increase in delay.
Staff is seekingthis time to purchase twenty ( ) street light l ircly from one of the manufacturer's
distributors for the Randview Highlands StreetLight Project - Phase II. The polesare tapered aluminumwith a clamp
arm design that meet Village standards for residential streets. They will match the poles uniformly utilized on local
roads throughout the community.
Purchasing the poles now will ensure they will be deliveredin August. Staff anticipatescompleting the engineering
plans and starting construction this fall. The chosen contractor will be giventhe poles and will install them pursuant
Village ciic tions. In this manner,, the project can be completed r the end of the year.
Alternatively, should the chosen contractor be responsible to order the poles after award of a contract, the delay
wouldcause work to continue into the winter with final restoration i the spring i i n lly, the pole prices
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will likely be marked up to compensate the installation contractor for procurement expenses, material handling fees,
and profit.
The LED luminaires for this project have already been procured through a separate materials bid awarded by the
Village Board on May 7,, 2019.
Bid Results
The Village published the bid request on Deman via the Village website. Eight (8) companies viewed the bidding
documents with four (4) companies submitting a bid. LED Lighting Solutions, LLC of Berlin, CT was the low bidder
with a bid of $31,460.00. The complete bid results are:
Table 1 - Bid Results
Bidder Bid
LED Lighting Solutions, LLC $31,460-00
Graybar Electric Company., Inc. $35f 197.00
Everlights $35f8O4.80
ISteiner Electric $35f916.66
Engineer"s Estimate of Cost $38,,000.00
All bidders submitted a Bid Sheet and three (3) of the four (4) bidders submitted a Bid Certification For as required
by the contract documents. Steiner Electric failed to submit a Bid Certification Form. The bids were checked for
accuracy. LED Lighting Solutions had an error that increased their bid by $80 but it did not affect their low bid
ranking.
Discussion
LED Lighting Solutions,, LLC has not done business with the Village in the past. A primary part of their business is to
supply street light materials to public agencies and companies from many different manufacturers. Recent projects
with public agencies include the US Department of Justice, US Navy,, and the Massachusetts Bay Transportation
Authority. Reference checks indicate that the firm satisfactorily fulfilled all orders. In addition, Village staff contacted
Hapco Pole Products, the pole manufacturer for this project. A Hapco representative indicated LED Lighting Solutions
is a reputable company in good standing with the firm.
LED Lighting Solutions verified they can deliver the street light materials within ten (10) weeks of signing a contract.
This timeframe meets the Village's schedule to complete the engineering plans, bid the project., hire a contractor, and
begin construction this fall.
Village staff is confident that Lighting Solutions can supply the specified street light materials on time and within the
bid amount.
Alternatives
1. Accept the lowest cost, responsive bid for Streelight Poles and Accessories.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the lowest cost, responsive bid from LED Lighting Solutions, LLC of
Berlin, CT to deliver street light poles and arms for the Randview Highlands Street Light Project - Phase II for a not to
exceed amount of $31,,460-00.
pole bid package.pdf (478 KB) LED lighting solutions bid.pdf (190 KB)
location map - phase II.pdf (432 KB) Aluminum Pole Streetlight.jpg (2,028 KB)
Administrative Content
Executive Content
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All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There
will be no separate discussion of those items unless a Board member or member from the audience so requests, in
which the item will be removed from the Consent Agenda and considered in its sequence on the agenda.
Motion &Voting
Accept the monthly financial report for April 2019.
Motion by William Grossi, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni zis, Richard Rogers, Colleen Sacolli, Michael Zadel
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