CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 21-042, Street Lighting Controller, Public Building and Municipal Lots Lighting Maintenance, to Meade Electric Inc for an amount not to exceed $382,345
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In May 2021, the Department of Public Works (DPW) issued Bid 21-042, Street Lighting Controller, Public Building and Municipal Lots Lighting Maintenance. This contract provides for maintenance of all street light controllers in the following areas: arterial roadways, residential roadways and the central business district (CBD). Monthly maintenance of the street lighting systems in the municipal parking lots, including street lights and controllers for the municipal buildings, test track, 95th Street park and ride lot, Route 59 train station, Downtown train station and platform and the Van Buren and Paw-Paw surface lots in the CBD are also included in this contract.
Discussion:
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Advertisement Date: |
05/05/21 |
Notices Sent: |
166 |
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Opening Date: |
05/20/21 |
Planholders: |
08 |
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Proposals Received: |
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Bids were received from the following vendors:
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Vendor Name |
Proposed Cost |
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Meade Electric Inc. |
$254,897.26 |
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Rag’s Electric Inc. |
$1,055,215 |
Staff contacted other vendors that downloaded the bid and received feedback as to why they did not submit a response. Three vendors responded to the feedback request. One vendor downloaded the bid too late and did not have time to put together a response. Another vendor responded and said they were already committed with other projects. The third vendor that responded was not qualified to do the work.
Meade Electric Inc has performed street light upgrade and maintenance work for the City of Naperville since 1996. Meade has consistently exceeded the requirements of the contracts and has performed routine monthly maintenance and repairs on approximately 225 controllers and 500 parking lot lights. Their proposed bid cost is consistent with what the City has previously paid for this type of work.
The term of this contract is from June 1, 2021 through December 31, 2022 with consideration for three additional one-year options. The award amount is different from the bid amount because staff is recommending an 18-month initial term award, and the term used to calculate the total bid amount was one year.
FISCAL IMPACT:
CIP #: N/A
Street lighting controller and municipal lots maintenance is expensed to the building and grounds maintenance accounts below. A total of $230,630 is budgeted for streetlight maintenance across four funds in 2021. The budget will be adjusted in 2022 to reflect the new contract pricing.
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Account Number |
Fund Description |
Total Budget Amount |
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31101100-531302 |
General Fund |
$137,850 |
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31104100-531302 |
Test Track Fund |
$2,645 |
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31104300-531302 |
Downtown Maint. Fund |
$30,380 |
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31251200-531302 |
Commuter Parking Fund |
$104,355 |