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HomeMy WebLinkAbout6. MANAGERS REPORT 12/5/06 Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS ~.~ '2.1~1ce. FROM: PROJECT ENGINEER DATE: NOVEMBER 30, 2006 SUBJECT: NEIGHBORHOOD TRAFFIC SIGN PROJECT - ZONES 7 & 13 CONSTRUCTION RECOMMENDATION - $26,939.00 Background Last month, the Village Board of Trustees passed an ordinance that changed many intersection traffic control and speed limit regulations in two Mount Prospect neighborhoods. The neighborhood of Zone 7 is bounded by Northwest Highway to the north and east, Central Road to the south, and the western Village limits. Zone 13 is bounded by Central Road to the north, Mount Prospect Road to the east, and Northwest Highway to the west and south. The changes were made as part of the Neighborhood Traffic Study that looks to provide a more consistent set of traffic regulations in our neighborhoods. With the many sign changes that were approved, the Public Works Department determined that it would be difficult for our own crew to complete the task of fabricating the signs and physically making the changes in a reasonable amount of time. Therefore, it was decided to solicit bids from companies who manufacture and install traffic signs. Plans and specifications were put together by the Engineering Staff and the project was advertised in mid November. Bids Results At 10:00 a.m. on November 27th, sealed bids were publicly opened and read aloud for the Neighborhood Traffic Sign Project - Zones 7 & 13. A Notice to Bidders was published in the local newspaper and two companies were sent invitations to bid on the project. Four companies picked up plans and we received one bid. A bid of $26,939.00 was received from United Rentals Highway Technologies, Inc. of Villa Park, lllinois. The engineer's estimate for the project was $27,495.00. The bidder submitted a bid bond in the amount of 5% of the total bid as required by the contract documents. The bid was checked for accuracy and there were no errors. The bidder correctly signed the bid and bid bond. Discussion The low bidder, United Rentals, is one of the largest equipment rental sources in the country. While much of their services involve renting equipment, they are also a major manufacturer and installer of traffic signs. They have completed many traffic sign projects in the Chicago area including our most recent neighborhood sign project in Zone 8, the area near Prospect High School. Their work has been acceptable. page 2 of2 Neighborhood Traffic Sign Project - Zone 7 & 13 November 30, 2006 Based on the bid results and speaking with a company that picked up plans but did not bid, Staff believes the one bid is reasonable and does not recommend re-bidding the contract. First, the prices for the various signs from United Rentals are similar to their Village contract from this summer. And second, are-bid contract will most likely yield only one bid again and with United Rentals now knowing they were the only bid, they may raise their prices because of a lack of competition. Nafisco Inc., another sign manufacturing company in the Chicago area, indicated they were interested in the project but did not believe they could complete the project by the February deadline. Similar to the previous contract, the work will involve installing and removing various traffic regulation signs including stop, yield and speed limit signs. Flashing red lights and supplemental signs will be affixed to new stop signs for a 90-day period to allow motorists to adjust to the changes in the neighborhood. And new for this contract, stop sign and school crossing signs will have permanent, reflective colored panels attached to the posts to emphasize the intersection control and crosswalks. Stop sign posts will be red and school crossing posts will be fluorescent yellow-green. Recommendation It is Staff's recommendation that the low bidder, United Rentals, be awarded the construction contract for the Neighborhood Traffic Sign Project - Zones 7 & 13 in the amount not to exceed $26,939.00. There are sufficient funds in the 2007 Proposed Budget to cover the cost of this contract. Please include this item on the December 5th Village Board Meeting Agenda. Enclosed is a project area map for your reference. Matthew P. Lawrie I concur with the above recommendation. ddi:Z4wmb Attachment: Project Area Map cc: Village Clerk Lisa Angell h:\engineering\traffic\ritcp\zones7 -13-13\sign _ contract\rec _memo _7 -13.doc VILLAGE OF MOUNT PROSPECT NEIGHBORHOOD TRAFFIC SIGN PROJECT ZONES 7 &: 13 ZONE 7 "ffJ MELAS PARK CENTRAL RD ZONE 13 CENTRAL RD C 0::: t- O W D.. fn o 0::: D.. t- Z :;:) ... 0 :is Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM SUBJECT: 2007 TRAFFIC SIGNAL MAINTENANCE CONTRACT - $56,550.00 TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PROJECT ENGINEER DATE: NOVEMBER 30, 2006 Background On November 15, 2005, the Village Board of Trustees approved a contract for maintenance of ffic signals in Mount Prospect. The contract was awarded to the low bidder, Meade Electric, for an amount not to exceed $56,550.00. During 2006, they have maintained the eight signalized intersections that are the Village's responsibility. As part of the contract there is a section that allows the Village to offer a one-year extension under the same terms and conditions of the current contract. Else, the Village can go out for bids which may result in a new contractor and/or price increase. We received a reasonable contract price for 2006 and most likely would have to pay a higher price using the same contractor should we go out for bids. Meade Electric maintains both the State and County traffic signal systems and, therefore, typically reduces their price on community contracts since they already have the manpower in the area. This gives them a competitive edge over other contractors. In addition, some contractors have recently stopped bidding on maintenance contracts because of a slim profit margin. This recent lack of competition, therefore, may cause bidders such as Meade Electric to raise their price and still be the lowest bidder. As a result, there is the potential Meade Electric would be the only bidder at a price higher than the current contract. We have contacted Meade Electric to determine their interest to provide maintenance of the Village's traffic signal system for the year 2007 at the 2006 contract price. They indicated they would agree to this one-year extension. Meade Electric is familiar with our traffic signals and has been very responsive to Village needs and concerns. Staff has developed a good relationship with Meade Electric and believes retaining their services for an additional year will provide a smooth transition into next year. Recommendation This contract price includes the cost of routine traffic signal maintenance and emergency signal repair resulting from accidents or equipment failure. It reflects the predictable cost of the routine work and establishes hourly prices for the unpredictable emergency repairs. 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. It is Staff s recommendation to approve the contract extension with Meade Electric for the 2007 Traffic Signal Maintenance Contract in an amount not to exceed $56,550.00 to cover the cost of routine maintenance and potential emergency repairs. There are sufficient funds in the 2007 Proposed Budget to cover this traffic signal maintenance contract. page 2 of2 2007 Traffic Signal Maintenance Contract November 30, 2006 Please include this item on the December 5th Village Board Meeting Agenda. Enclosed is a location map for your reference. Matthew P. Lawrie I concur with the above recommendation. Attachment: Location Map cc: Village Clerk Lisa Angell h:\engineering\traffic\signals\2007maintenance\rec _ memo.doc