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Home My WebLink About11/19 Bid Result 5.2 Motion to accept bid for Traffic Signal Maintenance Contract in an amount not to exceed $43,600.4/14/2020 BoardDocs® Pro Agenda Item Details Meeting Nov 19, 2019 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Subject 5.2 Motion to accept bid for Traffic Signal Maintenance Contract in an amount not to exceed $43,600. Access Public Type Action (Consent) Preferred Date Nov 19, 2019 Absolute Date Nov 19, 2019 Fiscal Impact Yes Dollar Amount 43,600.00 Budgeted Yes Budget Source Motor Fuel Tax Fund Recommended Action Accept the lowest -cost, responsive bid for the 2020 Traffic Signal Maintenance Contract as submitted by Lyons Electric Company, Inc. of La Grange, Illinois in an amount not to exceed $43,600. In addition, it is staff's recommendation that the Village Board authorize a one (1) -year contract extension should the contractor's work be acceptable in 2020 and they agree to maintain the same price for 2021. Public Content Information The Village of Mount Prospect is responsible for the maintenance of traffic signal systems at eight intersections (see attached map for locations). The Illinois Department of Transportation (IDOT) and Cook County Highway Department are responsible to maintain all of the others in the Village. Typical work includes replacing burned out bulbs, making sure the equipment within the cabinets are functioning properly, installing loop detectors in the pavement, and fixing any damaged posts and traffic signal heads as a result of an accident. The Village's current contract is for one year beginning January 1st. It stipulates, however, that the Village and the contractor can agree to a one-year extension at the same price. Otherwise, the Village will bid the contract again after the first year. The current contract is in its second year and will end December 31, 2019. The Village, therefore, must bid the contract again with a new one to start January 1, 2020. The new contract is for one year but allows for one- year extensions in 2021 and 2022. Should the contractor's work be acceptable in 2020 and there is agreement to maintain the same price, staff expects to exercise the option for a second year of the contract. And should the contractor's work be acceptable in 2021 and there is agreement to maintain the same price, staff expects to exercise the option for a third year of the contract. At 1:00 p.m. on November 4th, sealed bids were publicly opened and read aloud for the 2020 Traffic Signal Maintenance Contract. A notice was published in the Illinois Department of Transportation (IDOT) Notice to Contractors Bulletin and posted on the DemandStar bidding website. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 1/3 4/14/2020 BoardDocs® Pro Three (3) contractors obtained the contract bid documents and submitted a bid. A low bid of $39,651.00 was received by Lyons Electric Company, Inc. of LaGrange, Illinois. The prices were as follows: Bidder Bid Amount Lyons Electric Company, Inc. $39,651.00 Meade Electric Company, Inc. $40,284.50 H&H Electric Company, Inc. $42,206.65 Engineer's Estimate $43,250.00 The bidders submitted a bid bond in the amount of 5% of their total bid as required by the contract documents. The bids were checked for accuracy. There was one minor math error with Meade Electric's bid that did not affect the order of the bids. The bidders submitted all of the required documents and correctly signed their bid and bid bond. Lyons Electric was the Village's traffic signal maintenance contractor from 2012 to 2016. Their performance was acceptable. They have also constructed a number of traffic signal and street light projects in the Village; and a primary responsibility during traffic signal projects is to maintain the system throughout construction. Lyons Electric is also the traffic signal maintenance contractor for the Village of Palatine, City of Wheaton, Village of Bridgeview, Village of Forest Park, and City of Calumet City. The total bid for this proposed contract reflects the predictable cost of the routine maintenance work and establishes hourly prices and cost for some expected emergency work. The final award to the contractor also includes a contingency of approximately 10% ($3,949) for potential excessive emergency work as well as unexpected replacement of older equipment, for a total amount not to exceed $43,600. Alternatives 1. Accept lowest -cost, responsive bid for 2018 Traffic Signal Maintenance Contract. 2. Action at discretion of Village Board. Staff Recommendation It is staff's recommendation that the Village Board accept the lowest -cost, responsive bid for the 2020 Traffic Signal Maintenance Contract as submitted by Lyons Electric Company, Inc. of LaGrange, Illinois in an amount not to exceed $43,600. In addition, it is staff's recommendation that the Village Board authorize the one-year contract extensions in 2021 and 2022 should the contractor's work be acceptable, and they agree to maintain the same price. lyons bid.pdf (1,678 KB) maintenance_map.pdf (275 KB) Administrative Content Executive Content All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will be no separate discussion of those items unless a Board member or member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Motion & Voting (not specified) Motion by Michael Zadel, second by William Grossi. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 2/3 4/14/2020 BoardDocs® Pro https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 3/3