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File #: 21-0433    Version: 1
Type: Award of bid, rfp, etc. Status: Passed
File created: 3/23/2021 In control: City Council
On agenda: 5/4/2021 Final action: 5/4/2021
Title: Approve the award of Change Order #2 to Contract 19-273, Traffic Signal and Street Light Maintenance, to Meade, Inc. for an amount not to exceed $48,406.44 and a total award of $835,290.53
Related files: 20-714, 19-888, 21-1290

CITY COUNCIL AGENDA ITEM

 

ACTION REQUESTED:
title

Approve the award of Change Order #2 to Contract 19-273, Traffic Signal and Street Light Maintenance, to Meade, Inc. for an amount not to exceed $48,406.44 and a total award of $835,290.53

body

 

DEPARTMENT:                     Transportation, Engineering and Development

 

SUBMITTED BY:                     William J. Novack, Director

 

BOARD/COMMISSION REVIEW:
N/A

 

BACKGROUND:

The Transportation, Engineering and Development (TED) Business Group is responsible for the maintenance of traffic signals located on City streets. This contract is for a traffic signal and street light maintenance services at signalized intersections. In addition to maintenance, provisions for emergency repairs and scheduled work items are included.

 

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.

 

DISCUSSION:

This Change Order is requested for payment of work necessary to repair the traffic signal equipment due to two crashes.

 

First, the mast arm at the intersection of 95th Street and Book Road was replaced as a result of a crash on September 22, 2020. Meade, Inc. provided an estimate of $21,473.65 for the materials, equipment, and labor.  This quote was used to determine the amount of restitution owed by the driver.  The replacement pole was installed in March 2021. 

 

Second, on January 19, 2021, a crash occurred at 95th Street and Knoch Knolls that damaged the traffic signal cabinet.  Per the contract, this repair was completed and billed on a “time and materials” basis with a cost of $26,932.79.  Payments for both claims have been made in full and were received into the General Fund.

 

These two repairs exceed the amount of emergency repair funds allocated for 2021 in the contract.  Staff requests approval of a Change Order in the amount of $48,406.44 to cover the cost instead of using the emergency repair budget and contingency. The will leave funds available for other repair work or unexpected work items that may be required before the end of the contract term.

 

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 to the City, which has been paid in full. 

 

Account Number

Fund Description

Total Budget Amount

30281100-531308

General Fund

$431,500

 

 

 

 

*Per Council directive, contingency on construction projects is set at 3% on projects over $500,000 and 5% on projects under $500,000.