Subject
title
Award and Authorize the City Manager to Execute Contracts Responsive to IFB #17-26, for Streetlight Maintenance, to Lighting Maintenance, Inc.
end
Department
PW - Traffic & Transportation
Recommendation
Staff recommends that the Mayor and Council award, and authorize the City Manager to execute contracts responsive to IFB #17-26, Streetlight Maintenance, to Lighting Maintenance, Inc. of Harmans, Maryland in the amount not to exceed $120,000 per fiscal year beginning in fiscal year 2027 with the option to renew for four additional one-year terms, for a total not-to-exceed amount of $600,000.
Discussion
IFB #17-26 establishes contractor services for streetlight maintenance, which includes both emergency and non-emergency response for City-owned streetlights. Typical services under this contract include removing and replacing streetlight knockdowns, replacing faulty or damaged materials, restoring existing streetlight components, painting poles and fixtures, providing general preventive maintenance, and installing new lighting systems.
The award of this contract is for fiscal year 2027 and four additional one-year terms. The services are intended to both supplement and augment the routine streetlight services provided by City staff.
In years past, this contract has been regularly utilized by other divisions of Public Works besides the Traffic and Transportation Division, and by other departments when needs arise. Therefore, the annual amounts for the award seek to account for that flexibility in the future as well.
Mayor and Council History
This is the first time this item has been brought before the Mayor and Council.
Procurement
Staff prepared and publicly advertised IFB #17-26 in accordance with Rockville City Code Section 17-61. IFB #17-26 was posted on the city website and electronically provided to 108 prospective bidders via the State of Maryland e-Marketplace Advantage (eMMA) system. Of the 108 prospective bidders using the system’s reporting capabilities, 12 were Disadvantaged Business Enterprises (DBE), and 14 were Minority Business Enterprises (MBE).
IFB #17-26 was issued on January 26, 2026, and the bid opening occurred on February 24, 2026. Two responses were received, as noted in the table below.
|
Vendor |
Location |
MFD-V Status |
Amount of Bid |
|
M.C. Dean, Inc. |
Tysons, VA |
Non-MFD-V |
$540,687.75 |
|
Lighting Maintenance, Inc. |
Harmans, MD |
Non-MDF-V |
$227,332.00 |
This IFB is structured to establish unit prices for possible work contemplated in any given year.
Historically, the number of bidders on these types of contracts has been limited, presumably due to the lack of companies that meet the City’s performance and experience requirements. Lighting Maintenance, Inc. has been awarded several other contracts for the City of Rockville for streetlights services, including several of the predecessor Streetlight Maintenance contracts, as well as the first two phases of the LED Streetlight Conversion CIP. They also serve as the on-call streetlight contractor for neighboring jurisdictions and agencies including Montgomery County, Gaithersburg, and the Maryland State Highway Administration.
In past experiences with the City, Lighting Maintenance, Inc. has performed very well.
Lighting Maintenance, Inc is a non-Minority, Female, Disabled (non-MFD-V) business.
The draft contract is attached as Attachment 1.
To view all contract documents, please click the links below:
1. IFB 17-26 Solicitation <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177499&GUID=06c62850-4a50-4285-a12b-798838dc08f9&N=QWdlbmRhIDI2LTIxMDVfMQ%3d%3d>
2. Bid Pricing Form <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177500&GUID=bee5e45a-d3bd-47f2-9efe-3e9655ab54d5&N=QWdlbmRhIDI2LTIxMDVfMg%3d%3d>
3. Lightning Maintenance Inc. Bid <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177501&GUID=dccc907f-96d4-4dad-a5a0-a0f65e176ab7&N=QWdlbmRhIDI2LTIxMDVfMw%3d%3d>
4. Addendum 1 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177502&GUID=8bc2228b-142a-4618-af44-b4190cc0c9cc&N=QWdlbmRhIDI2LTIxMDVfNA%3d%3d>
5. Addendum 2 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=177503&GUID=eb233eaa-25b2-4a90-a0a1-ce3090011306&N=QWdlbmRhIDI2LTIxMDVfNQ%3d%3d>
Fiscal Impact
There is sufficient FY 2027 funding in the City’s Traffic and Transportation Division for the award of this contract. The Traffic and Transportation Division is the primary user of this contract, and funds repairs from its operating budget for streetlight maintenance services. All future years are subject to Mayor and Council budget appropriations.
Next Steps
Upon Mayor and Council award, the Procurement Department will obtain insurance certificates, appropriate contract signatures, and issue contract packets to Lighting Maintenance, Inc.