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TO: Mayor Richard C. Irvin
FROM: Robert Greene, City Traffic Engineer
DATE: October 11, 2021
SUBJECT:
A Resolution extending the current Citywide Traffic Signal and Street Light Maintenance contract with Meade Electric Inc., two additional years, for the period December 1, 2021 through November 30, 2023.
PURPOSE:
To extend the current contract with Meade Electric Inc., for Citywide traffic signal and combination pole street light maintenance an additional two years.
BACKGROUND:
The City participated with DuPage County, City of Naperville and Village of Lombard on a joint bid for electrical maintenance services in August of 2019. Meade Electric Inc. was the low bidder for the Aurora portion of the joint contract at $1,068,968.20. The general premise was to increase the bid pool, in order to receive the best per signal bid possible for traffic signal and combination pole street lighting maintenance. DuPage County was the bidding agency. The current contract began December 1, 2019 and will end on November 30, 2021. Within the contract is an extension clause for two additional years, with a one-time 4% increase for the contract unit prices, for the duration of the extension period, December 1, 2021 through November 30, 2023.
DISCUSSION:
The contract involves routine monthly patrol checks and maintenance of 124 traffic signal locations along with 216 lighting fixtures on traffic signal combination poles and non-routine maintenance (extra-work maintenance & improvements). For the 2 year contract extension, the 4% cost increase would result in a total maximum cost of $ 1,111,726.93 (or $ 555,863.47 per year), subject to traffic signals remaining on City maintenance and maximum use of extra work items. Through agreement between the City and State, we currently maintain 26 State traffic signal locations. Regarding the 26 State traffic signals, the State pays approximately 50% of the maintenance cost, City would be reimbursed by the State a total of approximately $78,000 over the 2 year extension of the contract.
The 2021-2023 contract extension will continue to offer low pricing for needed extra work, an example would be the following:
VIDEO DETECTION SYSTEM (COMPLETE INTERSECTION)
Engineer's Estimate $35,000.00, COA Contract Cost $2,080.00
The contract includes detailed required maintenance items, monthly inspections of all signals and combination pole lighting, minimum response times and a 24 hour dispatch center. Meade Electric 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 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
Traffic Light Pre-Emption Devices 255 3033 422 74 49
Video Monitoring 255 4020 418 77 03
Risk Management also utilizes this contract for repairs on an as needed basis for property claim/traffic repairs, account 601-0000-410-4077.
IMPACT STATEMENT:
Traffic signal and combination pole street lighting maintenance.
RECOMMENDATIONS:
Staff recommends extending the current Citywide Traffic Signal and Street Light Maintenance contract with Meade Electric Inc., two additional years, for the period December 1, 2021 through November 30, 2023.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution extending the current Citywide Traffic Signal and Street Light Maintenance contract with Meade Electric Inc., two additional years, for the period December 1, 2021 through November 30, 2023.
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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 and street lighting maintenance; and
WHEREAS, the most efficient and cost effective method to provide comprehensive traffic signal and street lighting maintenance is to contract services; and
WHEREAS, the City participated in a Joint Bidding process led by DuPage County, and
WHEREAS, the City of Aurora FY 2021 Budget and anticipated FY 2022, 2023 Budgets provide funding in the following accounts:
2021 Repairs, Mtce, and Services Signals 101 4020 418 38 22 $434,500
2021 Repairs, Mtce, and Services Signals-State 101 4020 418 38 23 $110,000
2021 Traffic Light Pre-Emption Devices 255 3033 422 74 49 $ 26, 000
2021 Video Monitoring 255 4020 418 77 03 $ 56,000
2022 Repairs, Mtce, and Services Signals 101 4020 418 38 22 $452,000
2022 Repairs, Mtce, and Services Signals-State 101 4020 418 38 23 $115,000
2022 Traffic Light Pre-Emption Devices 255 3033 422 74 49 $ 26,000
2022 Video Monitoring 255 4020 418 77 03 $ 56,000
2023 Repairs, Mtce, and Services Signals 101 4020 418 38 22 $452,000
2023 Repairs, Mtce, and Services Signals-State 101 4020 418 38 23 $115,000
2023 Traffic Light Pre-Emption Devices 255 3033 422 74 49 $ 26,000
2023 Video Monitoring 255 4020 418 77 03 $ 56,000
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: extending the current Citywide Traffic Signal and Street Light Maintenance contract with Meade Electric Inc., two additional years, for the period December 1, 2021 through November 30, 2023.