HomeMy WebLinkAbout7. MANAGERS REPORT 11/17/2009
Mount Prospect
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Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO:
VILLAGE MANAGER MICHAEL JANONIS
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FROM:
PROJECT ENGINEER
DATE: NOVEMBER 12,2009
SUBJECT: 2010 TRAFFIC SIGNAL MAINTENANCE CONTRACT - $54,262.0
BacImround
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 except for
one near Randhurst Mall. It is maintained by the mall. 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 contract is for one year beginning January 1 st. 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 st.
The Village, therefore, must bid the contract again with a new one to start January 1,2010. Should the
contractor's work be acceptable in 2010 and there is agreement to maintain the same price, Staff expects
to exercise the option for a second year of the contract.
Bids Results
At 1:00 p.m. on November 9th, sealed bids were publicly opened and read aloud for the 2010 Traffic
Signal Maintenance Contract. A notice was published in the lOOT Notice to Contractors Bulletin as well
as the Daily Herald.
Three contractors picked up contract bid documents and two submitted a bid. A low bid of $34,262.00
was received by Meade Electric Company, Inc. of McCook, Illinois. It represents a 5.6% reduction from
this year's contract. The prices were as follows:
Company
Meade Electric Company, Inc.
Lyons Electric Company, Inc.
Bid Amount
$34,262.00
$35,744.00
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. No errors were found. The bidders correctly signed
their bid and bid bond.
Discussion
Meade Electric has been the Village's traffic signal maintenance contractor for the past four years. In
addition, they are currently the traffic signal maintenance contractor for lOOT and the Cook County
page I of2
.
2010 Traffic Signal Maintenance Contract
November 12,2009
Highway Department. Staff has a good working relationship with Meade Electric and their work has
been acceptable.
The budget item for traffic signal maintenance from the 2010 Proposed Budget includes the cost of
routine traffic signal maintenance as well as emergency signal repair resulting from accidents or
equipment failure. Not only does this budget item include the eight intersections maintained by the
Village but also accounts for intersections maintained by IDOT and CCHO in which the Village must
reimburse a percentage back to these agencies.
The total bid for this proposed contract reflects the predictable cost of the routine maintenance work of
the eight intersections and establishes hourly prices for the unpredictable emergency work. The final
award to the contractor must also include funds for emergency work as well as unexpected replacement of
older equipment. For 2010, Staff estimates this amount to be $20,000.00. The cost of emergency repairs
resulting from accidents will be able to be offset by billing the offender for the damage in the event the
offender is caught.
The award price to the contractor should be as follows:
Routine Maintenance Work
Emergency Work
Total
$34,262.00
$20.000.00
$54,262.00
Funding for the routine maintenance, emergency and replacement work has been requested in the 2010
Proposed Budget. Sufficient funds are available under Account #0505405-540660 on page 233 of the
2010 Proposed Budget.
Recommendation
It is Staff's recommendation that Meade Electric Company, Inc. be awarded the contract for the 2010
Traffic Signal Maintenance Contract in the amount not to exceed $54,262.00 to cover the cost of routine
maintenance and potential emergency repairs. There are sufficient funds in the 2010 Proposed Budget to
cover this traffic signal maintenance contract.
Please include this item on the November 17th Village Board Meeting Agenda.
ation.
Attachment: Map
h:\engineering\traffic\signa1s\20 1 Omaintenance\vb Jec _ memo. doc
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INTEROFFICE MEMORANDUM
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Mount Prospect
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Village of Mount Prospect
Fire Department
FROM:
FIRE CHIEF
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TO:
VILLAGE MANAGER MICHAEL E. JANONIS
DATE:
NOVEMBER 11, 2009
SUBJECT: PURCHASE OF TWO NEW AMBULANCES
Background
The Fire Department is requesting Village Board approval for the purchase two (2)
new ambulances from Foster Coach Sales, Inc. in an amount not to exceed
$239,419. Foster Coach Sales was awarded the ambulance contract through the
Northwest Municipal Conference competitive bid process.
Ambulance 520
Ambulance 520 is a 2002 ambulance with 67,500 miles. The modular box on this
vehicle is 14 years old and was rechassied in 2002. Typically we would be looking
to rechassis this ambulance another time. However, our preferred vendor will not
rechassis this ambulance as it is not their original vehicle. While there are two other
vendors that will rechassis this ambulance, we have used both with less than
desirable results. Therefore, a new ambulance is recommended.
We budgeted $105,000 this year for the rechassis of Ambulance 520, which is short
of the cost for a new ambulance. We made up this difference, by selling
Ambulance 520 for $26,500 to a private ambulance company in Arkansas.
Ambulance 523
Ambulance 523 is a 2004 ambulance with 60,000 miles. This ambulance was
purchased new in 2004 and was also recommended for a rechassis in 2010. For
the same arguments made above, we recommend purchasing new, rather than
moving forward with a rechassis. While we also only have $105,000 budgeted for
this ambulance, we feel that we can again make up the difference by selling the
vehicle outright.
Purchase of Two New Ambulances
November 11, 2009
Page 2
Vendor
Foster Coach Sales, Inc. is located in Sterling, Illinois and has been in business
since 1957. They offer a complete service facility with certified mechanics, loaner
vehicles, remount capabilities, body shop, and an extensive parts inventory. We
have purchased ambulances from the in the past with exceptional quality and
service.
Funding & Pre-Payment Discount
Funds are available for this purchase in account number 6707709-660120 Replace
Fire Department Vehicles.
Foster Coach Sales is also offering a pre-payment discount of $8,225 if we prepay
$236,500 towards the purchase. There is currently $236,500 available in account
6707709-660120 for these purchases. We consulted with the Mr. Erb in regards to
the pre-payment option and he supports this purchase discount.
Recommendation
I recommend the purchase of two (2) 2009 ambulances from Foster Coach Sales in
an amount not to exceed $239,419.
Michael J. Figolah
MF Ijrn
M:\1 Archives\11 November\JM-Ambulance Waiver NWMC 2009-Village Manager.doc