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TO: Mayor Richard C. Irvin
FROM: Robert Greene, City Traffic Engineer
DATE: October 17, 2017
SUBJECT:
A Resolution awarding Meade, Inc. the low joint bid for the two year citywide traffic signal maintenance.
PURPOSE:
To award the low bid for citywide traffic signal maintenance to Meade, Inc.
BACKGROUND:
The City has been working with DuPage County, City of Naperville and Village of Lombard on a unique joint bid for electrical maintenance services. The general premise was to increase the bid pool in order to receive the best per signal bid possible for traffic signal maintenance.
DuPage County was the bidding agency.
DISCUSSION:
Two contractors had bidding interest, H&H Electric and Meade, Inc. H&H Electric protested the bid with DuPage County which mainly involved a contract clause to assume maintenance "as is" for the signalized intersections and signal hardware. Therefore, the joint bid only received one qualified bidder, Meade, Inc. DuPage County Board heard public protest comments from H&H Electric, at the September 12, 2017 Board Meeting and awarded the 2018/2019 Traffic Signal Maintenance Contract to Meade, Inc.
The largest part of the contract involves the routine, per month maintenance cost for the traffic signals (127 total) and traffic signal mast arm-mounted luminaires (194 total), which came in at $153 and $7.93 respectively, per month. This results in a 16 % increase ($70,879.20) for the routine maintenance compared to the previous contract, over two years. However, the previous contract routine maintenance initially was for 119 signals and 156 signal mounted luminaires. Therefore, routine maintenance, for the new contract, involves 8 additional signal locations and 38 additional signal mounted luminaires, as compared to the previous contract. Factoring this in, the net increase in contract routine maintenance would be approximately 9% over the previous contract.
Regarding the 2018/2019 contract, the City has the option of performing extra work for needed traffic signal modernization work/acquiring new equipment at almost free, $0.01 for contract listed extra work items. A few examples of extra work the City is interested in would be the following:
LAYER III (NETWORK) SWITCH, Engineer's Estimate $15,000.00, COA cost $0.01
FAC IN TYPE IV CABINET, NEMA TS-2, Engineer's Estimate $25,000.00, COA cost $0.01
VIDEO DETECTION SYSTEM (COMPLETE INTERSECTION)
Engineer's Estimate $30,000.00, COA cost $0.01
REMOTE CONTROLLED VIDEO SYSTEM, Engineer's Estimate $8,000.00, COA cost $0.01
Therefore, the City plans to authorize Meade, Inc. to perform extra work, at contract pricing that will more than offset the increase in contract routine maintenance cost.
The contract includes detailed required maintenance items, every other month inspections of all signals, minimum response times and a 24 hour dispatch center. Meade, Inc. is one of the largest and most respected electrical maintenance companies in the Midwest and a pool of over 1000 employees to pull from, with a variety of specialties.
The total cost over two years (December 1, 2017 to December 1, 2019) for the maintenance of all 127 signals, 194 luminaires (on signal combination mast arms) and contractor extra work is $603,373.42.
The following accounts will be utilized:
Repairs, Mtce, and Services Traffic Signals 101 4020 418 38 22
Repairs, Mtce, and Services Traffic Signals- State 101 4020 418 38 23
IMPACT STATEMENT:
None.
RECOMMENDATIONS:
Staff recommends acceptance of the low bid for Traffic Signal Maintenance and award of the contract to Meade, Inc.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution awarding Meade, Inc. the low joint bid for the two year citywide traffic signal maintenance.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City desires to provide citywide traffic signal maintenance
WHEREAS, the most efficient and cost effective method to provide comprehensive traffic signal maintenance is to contract services
WHEREAS, the City of Aurora FY 2017 Budget and anticipated FY 2018, 2019 Budgets provide funding in the following accounts:
2017 Repairs, Mtce, and Services Signals 101 4020 418 38 22 $285,000
2017 Repairs, Mtce, and Services Signals-State 101 4020 418 38 23 $133,000
2018 Repairs, Mtce, and Services Signals 101 4020 418 38 22 $285,000
2018 Repairs, Mtce, and Services Signals-State 101 4020 418 38 23 $133,000
2019 Repairs, Mtce, and Services Signals 101 4020 418 38 22 $285,000
2019 Repairs, Mtce, and Services Signals-State 101 4020 418 38 23 $133,000
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: award Meade, Inc. the low joint bid for the two year citywide traffic signal maintenance.