CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of Procurement 17-208, Traffic Signal Maintenance and Combination Street Lighting Maintenance, to Meade Electric for an amount not to exceed $496,595.50, plus a 5% contingency and for a two-year term.
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William Novack, Director
BOARD/COMMISSION REVIEW:
N/A
Background:
In July 2017, the City, along with the City of Aurora and the Village of Lombard, participated in a joint bidding process led by DuPage County. 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 will award individual contracts. The new two year contract will begin December 1, 2017 and continue until November 30, 2019.
The scope of the Traffic Signal and Combination Street Lighting Maintenance contract includes complete maintenance of Naperville’s traffic signal systems. Specifically, routine maintenance includes keeping traffic signal indications, posts, mast arm assemblies, cabinets, controllers, interconnect, loop detectors, video detectors, pedestrian push-buttons, street lights which are mounted on mast arm assemblies, emergency vehicle pre-emption equipment, the Washington Street parking signs, and 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.
Discussion:
The County received one bid from Meade Electric for the traffic signal maintenance contract. The amount of the City’s two-year contract is $496,595.50. Half of this amount will be budgeted in the 2018 operating funds and half will be budgeted in the 2019 operating funds.
Staff recommends approval of the award to Meade Electric. Relative to the maintenance contract expenses in previous years, the joint bid was successful in attaining lower costs. For the current year (CY17), the awarded amount of the traffic signal maintenance contract was $259,067.55. Comparatively, the recommended award for CY18 and CY19 is $248,297.75 per year. The overall savings amount is $21,539.60 for the two-year period.
The term of this contract is two years from December 1, 2017 through November 30, 2019. There are no option years to extend the term of the contract.
FISCAL IMPACT:
CIP #: N/A
The Traffic Signal Maintenance and Combination Street Lighting Maintenance Contract is expensed to the repair and maintenance services accounts listed below. A total of $292,000 was budgeted in CY2017 for these services. The requested award of $496,595.50 over two years or $248,297.75 per year will be requested as part of the CY2018 and CY2019 budgets.
|
Account Number |
Fund Description |
Budget Amount |
|
010-4710-431.40-34 |
TED Operating |
$318,000 |
*Per Council directive, contingency on construction projects is set at 3% on projects over $500,000 and 5% on projects under $500,000.