Subject
title
Award and authorize the City Manager to execute a contract responsive to Invitation for Bids (IFB) #32-24, LED Streetlight Conversion Project - Phase 2, to Lighting Maintenance, Inc. of Harmans, Maryland, in an amount not-to-exceed $742,075.00, for a term of 180 calendar days.
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Department
PW - Traffic & Transportation
Recommendation
Staff recommends that the Mayor and Council award and authorize the City Manager to execute a contract responsive to Invitation for Bids (IFB) #32-24, LED Streetlight Conversion Project - Phase 2, to Lighting Maintenance, Inc. of Harmans, Maryland, in an amount not-to-exceed $742,075.00, for a term of 180 calendar days.
Discussion
Phase 2 of the LED Streetlight Conversion CIP (TA22) seeks to convert approximately 650 City-owned and maintained high pressure sodium (HPS) streetlights to more energy efficient, light emitting diode (LED) luminaires. The conversion to LED streetlights supports the City’s Vision Zero policy by improving the lighting on City streets and will reduce maintenance and electricity costs over time. The project also supports the City’s Climate Action Plan by fulfilling action M-02.
The lights programmed in this phase 2 project are decorative lights in the King Farm and Rose Hill neighborhoods, as well as the rectilinear style located on Tower Oaks Boulevard.
The Phase 1 project was completed in October 2024 and converted approximately 1,900 lights of the City’s colonial, contemporary and cobra head luminaire types. Phase 3 is planned for later in 2025 and will convert the remainder of the City-owned and maintained lights.
Mayor and Council History
This is the first time this item has been brought before Mayor and Council.
Procurement
Staff prepared and publicly issued IFB #32-24 on September 3, 2024, in accordance with Rockville City Code section 17-61. IFB #32-24 was posted on the City’s website and electronically provided to 1,129 prospective bidders via the State of Maryland eMaryland Marketplace Advantage (eMMA) system. Of the 1,129 prospective bidders using the system’s reporting capabilities, 194 were Disadvantaged Business Enterprises (DBE), 200 were Minority Business Enterprises (MBE), and 74 were Veteran-Owned Small Business Enterprises (VSBE).
Sealed Bids were received and opened on September 24, 2024. Five (5) bids were received:
|
Contractor |
MFD-V Status |
Location |
Total Bid Amount |
|
RIFE International, LLC |
MFD-V |
Bethesda, MD |
$1,218,687.00 |
|
Lighting Maintenance, Inc. |
Non-MFD-V |
Harmans, MD |
$742,075.00 |
|
Lumin8 Mid-Atlantic, DBA Rommel Infrastructure, Inc. |
Non-MFD-V |
Baltimore, MD |
$1,217,700.00 |
|
McLean Contracting |
Non-MFD-V |
Glen Burnie, MD |
$1,803,380.00 |
|
EWPros, LLC |
MFD-V |
Baltimore, MD |
$703,174.23 |
EWPros, LLC was the apparent low bidder, however, they were later deemed non-responsive. The materials proposed for the project did not meet the requirements stipulated in the IFB. When the City sought clarification on November 8, 2024, the EWPros, LLC was given a deadline to respond no later than November 14, 2024. EWPros, LLC did not respond to the inquiry.
Per the conditions of the IFB, bid security must be made payable to the Mayor and Council of Rockville in an amount of five percent (5%) of bidder’s total bid price and in the form of a bid bond or a certified check, where the original security instrument must be mailed to City of Rockville, Procurement Department. EWPro, LLC did not mail a bid bond or certified check.
In addition, the references listed by EWPros, LLC were non-responsive.
Therefore, Lighting Maintenance, Inc. was determined to be the lowest responsive and responsible bidder, having met all of the requirements of the IFB.
References were contacted, and all received were favorable of their experiences with Lighting Maintenance, Inc. The draft contract is provided as Attachment 1. The Bid Tabulation and Notice of Intent to Award are provided as Attachment 2.
Fiscal Impact
Adequate funding is available in the LED Streetlight Conversion (TA22) CIP project. For this phase 2 of the project, the City was awarded a grant from the Maryland Energy Administration for $124,600 and in addition, staff expects to be eligible for qualifying amounts of Pepco EmPowerMD rebates. The FY 2025 CIP sheet is attached to this item (Attachment 3).
Next Steps
Upon Mayor and Council award, the Procurement Division will obtain insurance certificates, payment and performance bonds, contract signatures, and will issue a contract to Lighting Maintenance, Inc.