CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #4 to Option Year 1 of Contract 19-273, Traffic Signal and Street Light Maintenance, to Meade, Inc. for an amount not to exceed $111,614.47 and a total award of $1,029,464.32
body
DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director/City Engineer
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 the contract is also 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 or when the number of repairs exceeds expectations. The contract provided $78,000 for knockdown repairs during its entire two-year extension period, and repairs this year are in excess of $170,000.
On September 6, 2022, the City Council awarded Change Order #1 to add $96,487.97 to the contract. This change order covered three major repairs from vehicle crashes that damaged traffic signal equipment.
On January 17, 2023, the City Council awarded Change Order #2 to add $32,303.23 to the contract. This change order covered one major repair and two smaller repairs from vehicle crashes that damaged traffic signal equipment.
In February 2023, Change Order #3 was approved by the Chief Procurement Officer to add $12,232.11 to the contract. This Change Order used contingency funds to pay the remainder of the 2022 invoices.
DISCUSSION:
This Change Order is requested to add funds to the maintenance contract to cover repair costs associated with the following four crashes involving traffic signal damage. Per the contract, these repairs are billed on a “time and material” basis.
1. On May 14, 2022, a crash occurred at Ogden Avenue and Rickert Drive that damaged a traffic signal mast arm, and the repairs cost $17,078.02.
2. On June 18, 2022, a crash occurred at Plainfield-Naperville Road and Gateshead Drive that damaged a traffic signal mast arm, and the repairs cost $22,529.55.
3. On October 4, 2022, a crash occurred at Ogden Avenue and Benedetti Drive that damaged a traffic signal mast arm, and the repairs cost $48,584.31.
4. On January 27, 2023, a crash occurred at Aurora Avenue and Centerpoint Driveway that damaged a traffic signal cabinet, and the repairs cost $23,422.59.
The total cost for these three crashes is $111,614.47. Formal billing requests addressed to the ticketed parties for the amounts have 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.
Due to the expense of the repairs as well as the increased number of repairs recently, 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 Change Order information is provided in the table below.
Contract Award
|
Original Contract Value |
$776,826.54 |
|
Prior Cumulative Approved Change Orders |
$141,023.31 |
|
Subtotal |
$917,849.85 |
|
(+/-) This Change Order |
$111,614.47 |
|
Total Contract Value |
$1,029,464.32 |
FISCAL IMPACT:
CIP #: N/A
Traffic Signal maintenance is budgeted in the Operational Service account listed below. A total of $410,000 was budgeted for Naperville signal maintenance in 2023; while the total contracted amount exceeds the budgeted value for this expense the City will offset these costs with revenues from insurance reimbursements. The requested award can be accommodated within the 2023 budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30281100-531308 |
General Fund |
$584,200 |
*Per Council directive, contingency on construction projects is set at 3% on projects over $500,000 and 5% on projects under $500,000.