CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Cooperative Procurement 19-273, Traffic Signal and Street Light Maintenance, to Meade Inc. for an amount not to exceed $746,948.60, plus a 5% contingency and for a two-year term.
body
DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In August 2019, 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.
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 10 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 the work.
DISCUSSION:
The County received two bids:
|
Vendor Name |
Proposed Cost |
|
Meade Inc. |
$746,948.60 |
|
H&H Electric |
$958,016.35 |
Meade Inc. was the low bidder. The amount of the City’s two-year contract is $746,948.60. Half of this amount will be budgeted in the 2020 operating funds and half will be budgeted in the 2021 operating funds. The current low bid amount is significantly higher (by approximately 50%) than the last maintenance contract value (also jointly bid with DuPage County and other municipalities). This increase in cost is attributable to several factors including:
• Increasing the frequency of maintenance patrols to a monthly basis to meet IDOT requirements,
• Increasing numbers of utility locates, and
• Maintenance of a mix of more complex signal equipment deployed over the past few years as well as older traffic signal equipment.
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, 2019 through November 30, 2021, with one two-year renewal to extend available.
FISCAL IMPACT:
CIP#: N/A
The Traffic Signal Maintenance and Street Light Maintenance Contract is expensed to the TED operating account listed below. The requested award of $746,948.60 over two years or $373,474.30 per year will be requested as part of the CY2020 and CY2021 budgets. While the CY2020 budget has not yet been approved, it is anticipated that there will be sufficient funds to accommodate the requested award.
|
Account Number |
Fund Description |
2020 Projected Total Budget Amount |
|
30281100-531308 |
General Fund |
$438,000 |