CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #1 to Contract 19-273 Traffic Signal and Street Light Maintenance, to Meade Inc. for an amount not to exceed $39,935.49 and a total award of $786,884.09
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Transportation, Engineering and Development Department (TED) is responsible for the maintenance of traffic signals and street lights within the City.
City Council awarded Contract 19-273 to Meade Inc. on October 1, 2019 for a two-year term from December 1, 2019 to November 31, 2021, with one, two-year option to extend. The purpose of this contract is to hire a contractor to perform traffic signal and street light maintenance services for signalized intersections in Naperville. In addition to maintenance, provisions for emergency repairs and scheduled work items are included.
DISCUSSION:
This change order is requested for final payment of work that was necessary to repair the traffic signal at the intersection of Ogden Avenue and Columbia Street. On October 4, 2019, a crash occurred at this intersection that damaged the mast arm. Temporary repairs were made at the time of the crash, but complete replacement of the mast arm assembly was delayed. As part of the Ogden Avenue corridor, this intersection has special, decorative signal equipment, so replacement parts have a long lead time and are expensive. A quote of $38,735 was provided by Meade for the materials, equipment, and labor required for the replacement. The parts were ordered, with an expected arrival time in late Spring 2020. The replacement work was completed in June 2020. Per the contract, it was billed on a time and material basis with an actual cost of $39,935.49.
The amount of restitution owed by the driver to the City was determined in March 2020 using the invoice for temporary repairs, the quote provided for replacement, and a cost estimate for sidewalk repairs. A payment of $48,025.80 was ordered by the court. The payment has been received, but instead of being applied directly to the contract, it was received into the general fund. This one repair exceeds the amount of emergency repair funds allocated for 2020 in the contract. Staff requests approval of a change order in the amount of $39,935.49 instead of using the emergency repair budget and contingency so that those funds are available for any other repairs or unexpected work items that will be required throughout the remainder of the contract.
FISCAL IMPACT:
CIP #: NA
The Traffic Signal and Street Light Maintenance Contract is expensed to the Operational Service account listed below, with the requested award being split over the two-year contract term. The reimbursement money was applied to a TED revenue account within the general fund, so the additional expense will be offset by the payment.
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Account Number |
Fund Description |
Total Budget Amount |
|
30281100-531308 |
General Fund |
$438,000 |
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