Title/Name/Summary
Baseball Field Lighting at the John Humphrey Complex
History
In 2020, the Streets division inherited all lighting in the Village to include parking lot lights and ballfield lights at multiple sports complexes as part of the consolidation of natural resources and facilities into Public Works. The Street’s division ascertained challenges of previous departments maintaining ballfield lighting. These challenges include renting equipment that can reach seventy (70) feet in height to make needed repairs, at a cost approximately $2,500 per week; and the fields get soft after it rains, preventing the equipment from being able to drive onto the field. Additionally, Little League Baseball has created lighting standards for the baseball fields, which currently our fields do not meet. By upgrading the equipment to LED lighting, the fields will meet the standards, which can be found on the Little League website.
In 2022, the process of upgrading the Village’s ballfield lighting began with Field #4 at Centennial Park, followed by Field #5 in 2023. Musco Sports Lighting LLC (Musco), a Sourcewell Co-op, was chosen as the preferred vendor for all the fields. Musco lighting is a proven system that offers long-term reliability above their competitors, with a twenty-five (25) year warranty, including parts and labor. All outages, last minute changes, or any other problems with the system are handled immediately by Musco. The challenges found by Street’s division are mitigated and lighting brought up to Little League standards.
The John Humphrey Complex (JHC) ballfield lighting is planned for upgrades in 2025. Past projects consisted of replacing the existing outdated fixtures with new Musco LED fixtures. This project is a complete revamp of the JHC system which includes new poles with LED lights, new underground conduit with wiring, and lighting for the batting cage and surrounding bike paths and parking lot. Receiving proactive approval for this project will allow Musco to begin procuring material to begin construction over the winter months so that the project can be complete and ready for opening day in the spring. Musco’s cost for upgrading the JHC is $1,245,200.
For the new lighting system to be operational, the existing electrical panels at the JHC need to be upgraded to handle the new load requirements. Dav-Com Electric, who is an authorized affiliate of Lion National Corp. (LNC)/Co-Op OMNIA Partners vendor, will perform this part of the project for a cost of $101,950. A 20% contingency of $20,390 is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed, for a total contract price not to exceed $122,340.00.
An additional benefit of upgrading the JHC is an opportunity for a rebate from ComEd. The proposed LED lighting uses DLC fixtures, which are approved for the ComEd rebate. The Village is currently submitting the information to ComEd. In the anticipated approval for this rebate, all monies received will be submitted to the Finance Department for processing.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial Impact
Funds for the JHC Ballfield Lighting Upgrades will be available in 3008020-571300 subject to approval of the 2025 budget.
Recommended Action/Motion
I move to approve the waiver of the competitive bid process in lieu of solicitation of competitive proposals and authorizing the approval and execution of a vendor contract for the purchase and installation of LED Lighting at the John Humphrey Complex from Musco Sports Lighting LLC through Sourcewell Contract 041123-MSL based on quote dated October 18, 2024, for an amount not to exceed for $1,245,200.00;
AND
To approve the waiver of the competitive bid process in lieu of solicitation of competitive proposals and authorizing the approval and execution of a vendor contract for electrical panel upgrades at the John Humphrey Complex by Dav-Com Electric through the OMNIA/NCPA Contract #02-139 (RQN #2024-1425) based on Proposal #24-167-13 dated October 28, 2024, in the amount of $101,950.00 plus a $20,390.00 contingency, for a total not-to-exceed contract price of $122,340.00;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.