Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with H & H Electric Company for the Installation of LED Street Light Lamps in an Amount Not to Exceed $45,000.00 and Authorizing its Execution as Reviewed at the May 20, 2019 Regular Meeting
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Overview
Overview
The Sustainability Fund provides funds for the implementation of a Village Wide residential street light lamp replacement project. The project will replace residential street light lamps from a 100W Mercury Vapor lamp to a 25W/3,000 Kelvin LED lamp. This item will allow the Village to enter into an agreement for the installation of 1,000 Village supplied LED lamps and surge protectors, which is the first year of a three year project.
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Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY2019 Sustainability Fund provides funds for the purchase and installation of LED Street Light Lamps in account no. 2310-41020-101-570954 for a total of $170,000.00. Staff estimates that in FY2019, $170,000.00 would be enough to purchase enough lamps and surge protectors to complete the whole project and for installation of at least one third of the total three year project.
Background
One of the energy efficiency program initiatives of the Sustainability Fund is to replace all of the residential street lights on the north/south streets in the Village with an energy efficient lamp. After reviewing the options with the Village Board and soliciting community input it was the consensus to replace the 2,500 100W Mercury Vapor lamps with a 25W/3,000 Kelvin LED lamp.
Pricing was requested for the installation of 1,000 Village supplied LED Street Lamps and Surge Protectors from area electrical contractors. An ad for the Request for Bids was published in the June 12th edition of the Wednesday Journal and posted on the Village Web Site. There were five responses as shown on the attached bid summary.
The specifications in the Request for Bids included the removal and disposal of the existing ballast. It was later determined that removing the ballast was not necessary. Staff requested updated pricing from the contractors for the replacement of the lamp with just disconnecting and leaving the existing ballast. This price is reflected in the parenthesis on the bid summary. After reviewing all the proposals, staff recommends entering into an Independent Contractor Agreement with H & H Electric Co. for the installation of the lamps.
The H & H Electric Co. price is $40.70 per installation. Replacement of 1,000 lamps would cost $40,700.00. It is recommended to increase the amount for this agreement to $45,000.00 in the event there is an opportunity to install additional lights.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board has approved the funds for this project in the FY 2019 Sustainability Fund.
The Village Board met on May 20, 2019 and approved a Motion to concur with the Public Works Director’s recommendation to install 3,000 Kelvin LED lighting as Part of the Village’s Residential Street Lighting System Replacement Project.
On June 11, 2018 staff made a presentation on the details of a Pilot Street lighting Program with the potential to replace the 2,500 residential 100W Mercury Vapor street light lamps with LED lamps. As a result of the meeting Staff proceeded to install four locations with LED lamps of varying color (Kelvin rating 2,500 - 4,000) to gain public opinion.
The Village Board met on February 12, 2018 and approved a Motion to concur with the Public Works Director’s recommendation to create a Pilot Street Lighting Program and directed Staff to prepare the necessary documents. The Village Board was provided an overview of four possible street lighting options to modify the system to more energy efficient lamps.
Citizen Advisory Commission Action
The Environment & Energy Commission on October 2, 2018 approved a motion to encourage the Village Board of Trustees to proceed with the full scope of the street lighting replacement program using the 3,000 Kelvin rated LED lamps.
Anticipated Future Actions/Commitments
Under another Board Agenda item the Public Works Department will be bringing forth an agreement for the purchase of the lamps. In addition, future energy efficient street lighting projects will be presented to the Village Board for consideration.
Intergovernmental Cooperation Opportunities
No intergovernmental cooperation opportunities exist at this time.