CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One to Contract 19-273, Traffic Signal and Street Light Maintenance, to Meade Inc. for an amount not to exceed $776,826.54, plus a 3% contingency
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Council awarded Contract 19-273, Traffic Signal and Street Light Maintenance, to Meade Inc. on October 1, 2019 for a two-year term from December 1, 2019 to November 30, 2021, with one, two-year year option to extend. The first change order was approved by the City Council on June 12, 2020 and the second change order was approved by the City Council on May 10, 2021.
In August 2019 a joint bidding process was led by DuPage County to hire a contractor to perform traffic signal and street light maintenance services. The intent is lower maintenance costs via economies of scale. The cities of Naperville and Aurora, and the Village of Lombard, participated in the process. The City participated in a similar joint bid for this contract in 2017.
Though bid jointly, each agency is awarding individual contracts. The scope of the traffic signal and street light maintenance contract includes routine and emergency maintenance of Naperville’s signalized intersections. Specifically, routine maintenance includes keeping traffic signal indications, posts, mast arm assemblies, cabinets, controllers, interconnect, loop detectors, video detectors, radar detectors, pedestrian push-buttons, ethernet switches, street lights mounted on mast arm assemblies, emergency vehicle pre-emption equipment, the Washington Street parking signs, the school flasher installations, and all collateral equipment at traffic signal installations in proper working order. Provisions for emergency repairs and scheduled work items such as the annual conflict monitor tests are also covered under this contract.
A summary of the equipment and tasks included with this maintenance contract is provided below:
1. Maintaining the City’s 97 signalized intersections
2. Maintaining ten flashing pedestrian beacon locations
3. Maintaining 200 street light luminaires on the traffic signal poles
4. Maintaining approximately 30 miles of fiber optic interconnect
5. Performing approximately 1,500 JULIE utility locates annually
6. Emergency response and repair of signal damage associated with 10-15 crashes annually
DISCUSSION:
During the original term of the contract, Meade provided excellent service in many areas. Meade consistently demonstrated flexibility and timeliness in scheduling maintenance transfers and by protecting the City’s interest throughout the course of their work.
Based upon the vendor’s performance, the Transportation, Engineering and Development (TED) Business Group would like to extend the contract for the two-year option years. Per the original contract, there would be a one-time increase in unit prices of 4%, rounded up to the nearest cent. Meade has agreed to maintain the rates and terms provided for under the contract.
The term of the two-year option year is December 1, 2021 to November 30, 2023, with no option years remaining.
FISCAL IMPACT:
CIP #: N/A
Traffic Signal and Streetlight Maintenance is expensed to the Operational Service account listed below. A total of $389,000 has been requested for signal maintenance in the 2022 budget. The total budget amount below reflects the 2022 proposed budget, as much of the contract will take place during then. It is anticipated that there will be sufficient funds to accommodate this request, over 2022 and 2023.
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Account Number |
Fund Description |
Total Proposed Budget |
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30281100-531308 |
General Fund |
$516,400 |
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