CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Option Year 1 of Contract 19-273, Traffic Signal and Street Light Maintenance, to Meade, Inc. for an amount not to exceed $96,487.97 and a total award of $873,314.51
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
This contract is for a traffic signal and street light maintenance services at signalized intersections.
On October 1, 2019, the City Council awarded Contract 19-273 to Meade Inc. for a two-year term from December 1, 2019 to November 31, 2021 with one, two-year option to extend. On October 19, 2021, the City Council awarded the two-year option.
A portion of contract is dedicated to scheduled or emergency replacement of failed equipment or third-party damage primarily resulting from vehicle crashes. While the contract is sufficient to cover several instances involving minor emergency work, additional funds are needed to reimburse the contractor for major repairs.
DISCUSSION:
This Change Order is requested to add funds to the maintenance contract to cover repair costs associated with three crashes involving significant traffic signal damage. The cost and scope of these repairs is summarized in the table below.
Location Repair Cost Scope of Work Payment Status
95th St & Wolf’s Crossing Rd $48,311.01 Replace Mast Arm Paid in full
95th St & Wolf’s Crossing Rd $28,176.90 Replace Temp Signal Submitted
Washington St. and Ring Rd. $28,615.79 Replace Signal Cabinet Partial Payment*
* Insurance coverage was limited to $20,000, which has been paid.
A formal billing request addressed to the ticketed party for the amount invoiced has been processed by the Finance Department. As is typical, the insurance company representing the ticketed party will remit payment to the City. These funds are then applied to the operating budget.
These three repairs exceed the amount of emergency repair funds allocated for 2022 in the contract.
This contract was approved with contingency in the amount of $23,304.80. Staff is not requesting the use of contingency funds for this change order. This will leave funds available for other repair work or unexpected work items that may be required before the end of the contract term. A summary of the award and contingency information is provided in the tables below.
Contingency
|
Authorized Contingency |
Days |
Dollars |
|
Original Amount |
29 |
$23,304.80 |
|
(-) Previously Authorized |
|
$0 |
|
Subtotal |
|
$23,304.80 |
|
(-) This Change |
|
$0 |
|
Balance Left |
29 |
$23,304.80 |
Contract Award
|
Original Contract Value |
$776,826.54 |
|
Prior Cumulative Approved Change Orders |
$0 |
|
Subtotal |
$0 |
|
(+/-) This Change Order |
$96,487.97 |
|
Total Contract Value |
$873,314.51 |
FISCAL IMPACT:
CIP #: NA
Traffic Signal and Streetlight Maintenance is expensed to the Operational Service account listed below. This additional expense is accommodated through restitution owed and/or already paid to the City.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30281100-531308 |
General Fund |
$516,400 |
|
|
|
|
*Per Council directive, contingency on construction projects is set at 3% on projects over $500,000 and 5% on projects under $500,000.