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TO: Mayor Richard C. Irvin
FROM: Robert Greene, City Traffic Engineer
DATE: October 7, 2019
SUBJECT:
A Resolution awarding Meade, Inc. (low joint bidder) the two year citywide Traffic Signal and Street Light Maintenance contract.
PURPOSE:
To award the low bid for citywide traffic signal and combination pole street light maintenance to Meade, Inc.
BACKGROUND:
The City continues to participate with DuPage County, City of Naperville and Village of Lombard on a 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 and combination pole street lighting maintenance. DuPage County was the bidding agency.
DISCUSSION:
Two contractors (H&H Electric and Meade, Inc ) participated in bidding the 2020-2021 Traffic Signal and Street Light Maintenance contract, Meade, Inc. was the low bidder for the Aurora portion of the joint contract at $1,068,968.20. Engineering estimate was $1,470,797.00. DuPage County let the project on August 27, 2019 and the DuPage County Board awarded the 2020-2021 Traffic Signal and Street Light Maintenance contract to Meade, Inc. on September 10, 2019.
The contract involves routine (monthly patrol checks of traffic signal and lighting systems) and non-routine maintenance (extra-work maintenance & improvements). The 2 year contract cost increased approximately 77% or $465,594.78 over the current contract. The largest part of the increase involves routine maintenance. The frequency of routine contractor patrol visits to our traffic signals and lighting is once per month, for the proposed contract, compared to once every two months on the current contract. The State recommends performing monthly patrols on their signals and by agreement with the City, we currently maintain 24 State traffic signals. The routine portion with monthly patrols accounts for approximately 58 % of the contract increase or $267,507.12 of the increased cost of $465,594.78. It was a joint agency decision to perform monthly patrols for all traffic signal and lighting locations, to match the current practice of the State. As a result, there is a decrease in cost per patrol visit to location of approximately 22% or $56 per location, for the proposed contract compared to the current contract. Regarding the 24 State traffic signals, the State pays approximately 50% of the maintenance cost, City would be reimbursed by the State a total of approximately $72,000 over the 2 year contract.
Regarding the 2020-2021 contract, the City has the option of performing non-routine extra work for needed traffic signal modernization work. The non-routine extra work portion of the proposed contract accounts for approximately 42 % of the contract increase or $198,087.66 of the increased cost of $465,594.78. The current contract had extremely low pricing for extra work whereas the proposed contract has low but more realistic pricing. The City, through contract option of performing needed extra work, could partial offset the overall contract increase in cost. An example would be the following:
VIDEO DETECTION SYSTEM (COMPLETE INTERSECTION)
Engineer's Estimate $35,000.00, COA Contract Cost $2,000.00
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, 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, 2019 to December 1, 2021) for the maintenance of all 124 signals, 216 luminaires (on traffic signal combination mast arm standards) and contractor extra work is $1,068,968.20.
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 acceptance of the low bid for traffic signal and street light maintenance and award of the contract to Meade, Inc.
cc: Infrastructure and Technology Committee
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 and Street Light Maintenance contract.
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 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 2019 Budget and anticipated FY 2020, 2021 Budgets provide funding in the following accounts:
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
2019 Traffic Light Pre-Emption Devices 255 3033 422 74 49 $ 25, 000
2019 Video Monitoring 255 4020 418 77 03 $ 55,000
2020 Repairs, Mtce, and Services Signals 101 4020 418 38 22 $434,500
2020 Repairs, Mtce, and Services Signals-State 101 4020 418 38 23 $100,000
2020 Traffic Light Pre-Emption Devices 255 3033 422 74 49 $ 25,000
2020 Video Monitoring 255 4020 418 77 03 $ 55,000
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 $100,000
2021 Traffic Light Pre-Emption Devices 255 3033 422 74 49 $ 25,000
2021 Video Monitoring 255 4020 418 77 03 $ 55,000
)
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: resolution to award Meade, Inc. the low joint bid for the two year citywide traffic signal and street lighting maintenance.