HomeMy WebLinkAbout12/01/2015 2016 Traffic Signal Maintenance - $32,000Prospect
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SUBJECT: 2016 TRAFFIC SIGNAL MAINTENANCE CONTRACT — $32,000
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. 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 15t. 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,
2015. The Village, therefore, must bid the contract again with a new one to start January 1, 2016.
Should the contractor's work be acceptable in 2016 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 16t", sealed bids were publicly opened and read aloud for the 2016 Traffic
Signal Maintenance Contract. A notice was published in the IDOT Notice to Contractors Bulletin and
staff notified area traffic signal maintenance contractors of the project.
Three contractors picked up contract bid documents and three submitted a bid. A low bid of $29,007.70
was received by H & H Electric Company, Inc. of Franklin Park, Illinois. It represents a 2.6% decrease
from the current contract. The prices were as follows:
Company Bid Amount
H & H Electric Company, Inc. $29,007.70
Meade Electric Company, Inc. $32,768.00
Lyons Electric Company, Inc. $50,700.00
Engineer's Estimate $38,450.00
2016 Traffic Signal Maintenance Contract
November 18, 2015
page 2 of 2
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
H & H Electric has never had the Village's traffic signal maintenance contract. However, they have
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. H & H Electric is also
the traffic signal maintenance contractor for the City of Naperville, Village of Rosemont, Village of
Lombard, and Kane County Division of Transportation. According to their references, they have
maintained traffic signals satisfactorily and quickly respond to urgent issues. Village staff discussed the
contract and our expectations with H & H Electric and is confident they can perform the work.
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% ($2,992.30) for potential excessive
emergency work as well as unexpected replacement of older equipment.
Recommendation
It is staff's recommendation that H & H Electric Company, Inc. be awarded the 2016 Traffic Signal
Maintenance Contract in the amount not to exceed $32,000 to cover the cost of routine maintenance
and any emergency repairs. There are sufficient funds in the Proposed 2016 Village Budget to cover this
traffic signal maintenance contract. In addition, it is staff's recommendation that the Village Board
authorize the one-year contract extension should the contractor's work be acceptable in 2016 and they
agree to maintain the same price for 2017.
Please include this item on the December 15t Village Board Meeting Agenda.
Matthew 4L��'ne
I concur with the above recOmmendation.
Sean P. Dodos'irector of Public Works
Attachment: Map
h:\engineering\traffic\signals\2016maintenance\vb_rec_memo.doc