CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Cooperative Procurement 23-279, Traffic Signal and Street Light Maintenance, to Meade Inc. for an amount not to exceed $1,064,435.92 plus a 5% contingency and for a two-year term
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William Novack, Director/City Engineer
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In September 2023, the Cities of Naperville and Aurora and the Village of Lombard participated in a joint bidding process led by DuPage County to hire a contractor to perform traffic signal and street light maintenance services. The intent of the joint bid was to benefit from economies of scale which would translate to lower maintenance costs for the City. Though bid jointly, each agency is awarding individual contracts. The City participated in a similar joint bid for this contract in 2017 and 2019.
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 which are 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:
• Maintaining the City’s 97 signalized intersections
• Maintaining 11 flashing pedestrian beacon locations
• Maintaining 200 street light luminaires on the traffic signal poles
• Maintaining approximately 30 miles of fiber optic interconnect
• Performing approximately 1,500 JULIE utility locates annually
• Emergency response and repair of signal damage associated with 10 to 15 crashes annually
Historically, the traffic signal and street light maintenance contract receives only one or two bids because of the specialized training and equipment required to do this type of work.
DISCUSSION:
The County received one bid:
|
Vendor Name |
Proposed Cost |
|
Meade Inc. |
$1,064,435.92 |
Meade Inc. was the only bidder. The amount of the City’s two-year contract is $1,064,435.92. Half of this amount will be budgeted in the 2024 and half will be budgeted in the 2025 annual budget.
The cost of the monthly routine maintenance for each signalized intersection increased by approximately 23% compared with the last bid in 2019 (also jointly bid with DuPage County and other municipalities). The increase in this cost and the overall contract value is attributable to several factors including:
• Inflation since the contract was last bid four years ago
• Maintenance of a mix of more complex signal equipment deployed over the past few years as well as increased quantities for replacement of older traffic signal equipment and crash damage repairs.
A 5% contingency is requested with the award for the repair and replacement of traffic signal equipment due to crash damage. As the frequency and cost associated with repairs from vehicular damage varies from year to year, additional funds may be needed. Crash damage to signal equipment is typically reimbursed to City by the driver’s insurance company.
The term of this contract is two-years from December 1, 2023 through November 30, 2025.
FISCAL IMPACT:
CIP#: N/A
The Traffic Signal Maintenance and Street Light Maintenance Contract is expensed to the Operational Services account listed below. The requested award of $1,064,435.92 spans over two years and as a result staff will budget for this contract in 2024 and 2025. While the 2024 budget has not yet been approved, staff ensured the proper amount is being proposed to accommodate this award in the 2024 budget.
|
Account Number |
Fund Description |
Proposed Budget Amount |
|
30281100-531308 |
General Fund |
$790,200 |