HomeMy WebLinkAbout11/15/2011 Traffic Signal Maintenance 2012Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL JANONIS
FROM: PROJECT ENGINEER
DATE: NOVEMBER 10, 2011
SUBJECT: 2012 TRAFFIC SIGNAL MAINTENANCE CONTRACT — $32,000.00
Background
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 l 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,
2011. The Village, therefore, must bid the contract again with a new one to start January 1, 2012. Should
the contractor's work be acceptable in 2012 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 7 "', sealed bids were publicly opened and read aloud for the 2012 Traffic
Signal Maintenance Contract. A notice was published in the IDOT Notice to Contractors Bulletin as well
as the Daily Herald.
Three contractors picked up contract bid documents and three submitted a bid. A low bid of $27,725.00
was received by Lyons Electric Company, Inc. of LaGrange, Illinois. It represents a 19.1% reduction
from this year's contract. The prices were as follows:
Company Bid Amount
Lyons Electric Company, Inc. $27,725.00
H & H Electric Company, Inc. $34,986.00
Meade Electric Company, Inc. $52,352.00
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. One mathematical error was found in the H & H
Electric bid but it did not affect the order of the results. The bidders correctly signed their bid and bid
bond.
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2012 Traffic Signal Maintenance Contract
November 10, 2011
Discussion
Lyons Electric has not been the Village's traffic signal maintenance contractor for several years.
However, they perform traffic signal maintenance services for many communities including Palatine and
Morton Grove. Staff at both communities said their work is acceptable. In addition, Lyons Electric has
been the contractor on various street lighting projects in Mount Prospect. Staff has a good working
relationship with Lyons Electric and has found their work to be acceptable.
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 15% ($4,275.00) for potential excessive emergency work as well as
unexpected replacement of older equipment.
Funding for the routine maintenance, emergency and replacement work has been requested in the 2012
Proposed Budget. Sufficient funds are available under Account 4041.80.83.86.0.357.577.002 on page
217 of the 2012 Proposed Budget.
Recommendation
It is Staffs recommendation that Lyons Electric Company, Inc. be awarded the 2012 Traffic Signal
Maintenance Contract in the amount not to exceed $32,000.00 to cover the cost of routine maintenance
and any emergency repairs. There are sufficient funds in the 2012 Proposed Budget to cover this traffic
signal maintenance contract.
Please include this item on the November 15` Village Board Meeting Agenda.
Matthew P. Lawrie
I concur with the above rec mmendation.
Sean P. Do , Director of Public Works
Attachment: Map
h:\cngineering\traffic\signals\2012maintenance\vb
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