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HomeMy WebLinkAbout11/19/2013 2014 Traffic Signal Maintenance ContractMmInt 1 11 INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL JANONIS FROM: PROJECT ENGINEER DATE: NOVEMBER 12, 2013 SUBJECT: 2014 TRAFFIC SIGNAL MAINTENANCE CONTRACT — $34,000.00 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 1". 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, 2013. The Village, therefore, must bid the contract again with a new one to start January 1, 2014. Should the contractor's work be acceptable in 2014 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 5 ", sealed bids were publicly opened and read aloud for the 2014 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 $29,795.00 was received by Lyons Electric Company, Inc. of LaGrange, Illinois. It represents a 7.5% increase from the current contract. The prices were as follows: Company Bid Amount Lyons Electric Company, Inc. $29,795.00 Meade Electric Company, Inc. $37,413.00 H & H Electric Company, Inc. $38,068.50 Engineer's Estimate $31,950.00 page 1 of 2 2014 Traffic Signal Maintenance Contract November 12, 2013 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 were no errors. The bidders submitted all of the required documents and correctly signed their bid and bid bond. Discussion Lyons Electric has been the Village's traffic signal maintenance contractor for the past two years. They have satisfactorily maintained the signals on a regular basis and quickly responded to urgent issues. 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 approximately 15% ($4,205.00) 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 Proposed 2014 Village Budget. Sufficient funds are available under Account #041.80.83.86.0.357.577.002 on page 262 of the Proposed 2014 Village Budget. Recommendation It is Staff's recommendation that Lyons Electric Company, Inc. be awarded the 2014 Traffic Signal Maintenance Contract in the amount not to exceed $34,000.00 to cover the cost of routine maintenance and any emergency repairs. There are sufficient funds in the Proposed 2014 Village Budget to cover this traffic signal maintenance contract. Please include this item on the November 19 Village Board Meeting Agenda. Matthew P. Lawrie I concur with the above recommendation. Sean P. Dorse , Director of P�� lji Works Attachment: Map h:\ engineering\ traffic\ signals\ 2014maintenance \vb_rec_memo.doc page 2 of 2 C) w Q > w � Q p w U F- Oa�> Z w w C Lu � F— Q w L a- Uw Zw V>OUw� Q�V) 0 �UJ D Z V> Z - V> V> > o J j 0 0- N = ZQ �C�dSdSU�m� z 0 O 06 Q Q 06 06 06 06 000 (IN 3lOM O N Q U Q Q o 0 o 0 (Y) J J 0 o OTC O L,_ � 0 () < < � z > _ � , < L U 0 C) D 7 1 1 vL/) Z Z Z Z Z �� m D U O > A CV N M LO 0 � 00 L (IN 133dS08d 1W i SS3NISn8����� OO � 0000��oo 0�� OR 1S 3M0 � 08 =ZA Q H A l O �C cuinoa��O® � lC o se3lnob o� ,000 ©a aoo 0000� o 0o a❑ o ��000� ao , aF 7 as 3ssna =;L D LL Eln oo