CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 23-154, Street Lighting, Controller, Public Building and Municipal Lots Lighting Maintenance, to Meade Electric Inc for an amount not to exceed $990,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In October 2023, the Department of Public Works (DPW) issued Bid 23-154, Street Lighting, Controller, Public Building and Municipal Lots Lighting Maintenance. This contract provides for the following:
• Routine Arterial Street Light Maintenance to repair and maintain approximately 2,096 street lights and 100 lighting controllers along arterial streets.
• Routine Residential Street Light Maintenance to repair and maintain approximately 9,775 street lights and 105 lighting controllers in residential neighborhoods.
• Routine CBD (Central Business District) Street Light Maintenance and repair of approximately 428 street lights and 16 lighting controllers in the Central Business District.
• Routine municipal parking lots and miscellaneous street light maintenance and repair of approximately 651 street lights and 7 lighting controllers in municipal parking lots.
• Non-Routine Repair Work to carry out emergency repairs and for repair of lighting equipment/cabling not covered by Routine Street Lighting Maintenance
• Annual new installations of LED lighting and poles as needed.
The Contractor is responsible to furnish all the necessary supervision, labor, and equipment needed to accomplish the work. The City is providing all of the street lighting system materials.
DISCUSSION:
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Advertisement Date: |
10/24/23 |
Notices Sent: |
555 |
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Opening Date: |
12/01/23 |
Planholders: |
24 |
|
|
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Proposals Received: |
4 |
Bids were received from the following vendors:
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Vendor Name |
Proposed Cost |
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Rag’s Electric Inc. |
$1,462,122.04 |
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Meade Inc |
$1,586,063.02 |
|
H&H Electric Co. |
$2,381,682.45 |
|
Siebert & Sons Enterprise LLC |
$2,610,511.80 |
In addition to the vendors above, NXTGEN Clean Energy Solutions submitted a bid that was non-responsive.
Following the bid opening, staff met with Rag’s Electric Inc. to determine if they have the necessary resources to provide the services required. Following that discussion staff found Rag’s Electric Inc. to be a non-responsible bidder. Rag’s Electric does not have the needed staff and equipment to perform the work, they do not have favorable references for the same size and scope of work, and they are not pre-qualified for electrical work with IDOT District 1 which is a requirement of the bid in order to perform maintenance on Ogden Avenue, Route 59, and other State roadways.
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 as needed.
The award amount is different from the bid amount because the bid worksheet included all possible items in order to establish unit pricing. The award amount is reflective of anticipated costs for routine maintenance, non-routine maintenance, and annual installations of new poles and fixtures.
The term of this contract is from January 1, 2024 through December 31, 2024 with consideration for five additional one-year options.
FISCAL IMPACT:
CIP #: SL125 and SL137
Street lighting, controller and public building, and municipal lots maintenance is expensed to the operational service and infrastructure accounts below. A total of $688,240 is budgeted for streetlight maintenance across four funds in 2024. This project is related to SL125, Street Lighting Systems upgrade/Replacement, for which $150,000 is budgeted in 2024. This project is also related to SL137, Citywide LED Street Lighting Conversion, for which $400,000 is budgeted in 2024. The requested award of $990,000 is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
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31101100-531308 |
General Fund |
$1,151,500 |
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31104100-531308 |
Test Track Fund |
$22,000 |
|
31104300-531308 |
Downtown Maint. Fund |
$156,300 |
|
31251200-531308 |
Commuter Parking Fund |
$449,235 |
|
31252200-551502 |
Capital Projects Fund |
$2,595,000 |