R-1632 - 04/11/2017 - TRAFFIC - Resolutions Supporting Documents ITEM 7.E.2)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK BR � K , BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
April 11, 2017
SUBJECT: Award of Contract — 2017 Traffic Control and Street Lighting System
Maintenance
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $81,000 in Program 362-71500 for 2017
RECOMMENDED MOTION: I move that the Village Board award a one-year contract
for Traffic Control and Street Lighting System Maintenance to the lowest responsive and
responsible bidder, Meade, Inc., McCook, Illinois 60525, for the estimated lump sum cost
of$67,742 as indicated on the attached bid tabulation, and approve Resolution R-1632
Background/History:
A solicitation for rebidding the Traffic Control and Street Lighting System Maintenance
was posted on Village website and sent to five (5) companies on Wednesday, March 1,
2017. Three (3) sealed bids were received and opened on Wednesday, March 15, 2017.
After staff review of the intial bids received on Feburary 15, 2017, it was determined that
an estimated number of labor and equipment hours need to be included in the bid sheet to
obtain a more accurate contract cost rather than just the maintenance cost. Also, staff
revised the specifications to include a written report requirement for the routine monthly
inspections. This contract will be for one (1) year with three (3) optional one (1) year
renewals at the Villages sole discretion.
For the signalized intersections, the services rendered will include: routine inspections
(twice a month), maintenance of all electrical and electronic components, annual
replacement of all signal lamps, 24-hour emergency response, cable locating with fixed
pricing for labor and equipment, established percentage markup for material, and an
established percentage mark-up for materials for items such as knockdowns due to
vehicular accidents. Meade, Inc. was our vendor for Traffic Control and Street Lighting
Maintenance most recently from 2010- 2013, has completed many miscellaneous jobs for
the Village, and has performed adequately.
BOT AGENDA Page 1
Recommendation
That the Village Board award a one-year contract for Traffic Control and Street Lighting
System Maintenance to the lowest responsive and responsible bidder, Meade, Inc.,
McCook, Illinois 60525, for the estimated lump sum cost of$67,742 as indicated on the
attached bid tabulation, and approve Resolution R-1632
BOT AGENDA Page 2
TRAFFIC SIGNAL MAINTENANCE BID TABULATION
2017
MEADS INC. H$H ELECTRIC CO. LYONS ELECTRIC CO.INC.
12 INTERSECTIONS
COST PER MONTH PER INTERSECTION $ 113.00 $ 205.60 $ 98.00
TOTAL COST PER MONTH $ 1,356.00 $16,272.00 $ 2,467.20 $29,606.40 $ 1 176.00 $ 14,112.00
LABOR: ESTIMATED#OF HOURS PER HOUR EXTENDED PER HOUR EXTENDED PER HOUR EXTENDED
ELECTRICIAN 300 $ 107.00 $32,100.00 $ 85.00 $25500.00 $ 105.00 $ 31500.00
ELECTRICIAN OVERTIME 35 $ 171.00 $ 5,985.00 $ 127.40 $ 4459.00 $ 199.00 $ 8,985.00
EQUIPMENT:
SERVICE TRUCK 335 $ 17.00 $ 5,695.00 $ 1.80 $ 603.00 $ 19.00 $ 61385.00
AERIAL TRUCK 170 $ 33.00 $ 5,610.00 $ 55.20 $ 9,384.00 $ 40.00 $ 6,800.00
COMPRESSOR 50 $ 1.00 $ 50.00 $ 1.20 $ 60.00 $ 5.00 $ 250.00
TRENCHER 100 $ 1.00 $ 100.00 $ 1.80 $ 180.00 $ 5.00 $ 500.00
BACKHOE 50 $ 1.00 S 50.00 $ 2.70 $ 135.00 $ 5.00 $ 250.00
DUMP TRUCK 50 $ 1.00 $ 50.00 $ 2.10 $ 105.00 $ 5.00 $ 250.00
TRAILER 100 $ 0.50 $ 50.00 $ 1.80 $ 180.00 $ 5.00 $ 500.00
AUGER 50 $ 30.00 $ 1,500.00 $ 4.50 $ 225.00 $ 5.00 $ 250.00
Material Discount 5% 5 5%
TOTAL $87 462.00 $70,4371.40%1 $ 87 742.00
2018
MEADS INC. H&H ELECTRIC CO. LYONS ELECTRIC CO.INC.
12 INTERSECTIONS
COST PER MONTH PER INTERSECTION $ 116.00 $ 205160 $ 110.00
TOTAL COST PER MONTH $ 1,392.00 $16,704.00 $ 2,467.20 $29,606.40 $ 1,320.00 $ 15,840.00
LABOR: ESTIMATED#OF HOURS PER HOUR EXTENDED PER HOUR EXTENDED PER HOUR EXTENDED
ELECTRICIAN 300 $ 111.00 $33,300.00 1$ 85.00 $25,500.00 $ 110.00 $ 33,000.00
ELECTRICIAN OVERTIME 35 $ 183.00 $ 6,405.00 $ 127.40 $ 4,459.00 $ 200.00 $ 7,000.00
EQUIPMENT:
SERVICE TRUCK 335 $ 19.00 $ 6,365.00 $ 1.80 $ 603.00 $ 20.00 $ 6,700.00
AERIAL TRUCK 170 $ 34.00 $ 5.780.00 $ 55.20 $ 9,384.00 $ 45.00 $ 7,650.00
COMPRESSOR 50 $ 1.00 $ 50.00 $ 1.20 $ 80.00 $ 5.00 $ 250.00
TRENCHER 100 $ 1.00 $ 100.00 $ 1.80 $ 180.00 $ 5.00 $ 500.00
BACKHOE 50 $ 1.00 $ 50.00 $ 2.70 $ 135.00 $ 5.00 $ 250.00
DUMPTRUCK 50 $ 1.00 $ 50.00 $ 2.10 $ 105.00 $ 5.00 § 250.00
TRAILER 100 $ 0.50 $ 50.00 $ 1.80 $ 180.00 $ 5.00 $ 500.00
AUGER 50 $ 30.00 $ 1,500.00 $ 4.50 $ 225.00 $ 5.00 $ 250.00
Material Discount 5% 16% 5%
TOTAL $70 354.00 $70,437-.40 $ 72,190.00
2019
MEADS INC. HSH ELECTRIC CO. LYONS ELECTRIC CO.INC.
12 INTERSECTIONS
COST PER MONTH PER INTERSECTION $ 120.00 $ 211.97 $ 120.00
TOTAL COST PER MONTH $ 1 440.00 $17 280.00 S 2,543.84 $30,523.68 $ 1,440.00 S 17 280.00
LABOR: ESTIMATED#OF HOURS PER HOUR EXTENDED PER HOUR EXTENDED PER HOUR EXTENDED
ELECTRICIAN 300 $ 118.00 $35,400.00 $ 87155 $26,265.00 $ 115.00 $ 34,500.00
ELECTRICIAN OVERTIME 35 $ 194.00 $ 6,790.00 $ 131.22 $ 4,592.70 $ 205.00 $ 7,175.00
EQUIPMENT:
SERVICE TRUCK 335 $ 21.00 $ 7,035.00 $ 1.85 $ 619.75 $ 25.00 $ 8,375.00
AERIAL TRUCK 170 $ 34.00 $ 5,780.00 $ 56.86 $ 9,666.20 $ 50.00 $ 8,500.00
COMPRESSOR 50 $ 1.00 $ 50.00 $ 1.24 $ 62.00 $ 5.00 $ 250.00
TRENCHER 100 $ 1.00 $ 100.00 $ 1.85 $ 185.00 $ 5.00 $ 500.00
BACKHOE 50 $ 1.00 $ 50.00 $ 2.78 $ 139.00 $ 5.00 $ 250.00
DU MP TRUCK 50 $ 1.00 $ 50.00 $ 2.18 $ 108.00 $ 5.00 $ 250.00
TRAILER 100 $ 0.50 S 50.00 $ 1.85 $ 185.00 $ 5.00 $ 500.00
AUGER 50 $ 30.00 $ 1,500.00 $ 4.64 $ 232.00 $ 5.00 $ 250.00
Material Discount 5% 15% 5%
TOTAL S 74 085.00 $72 578.33 S 77 830.00
2020
MEADS INC. HSH ELECTRIC CO. LYONS ELECTRIC CO.INC.
12 INTERSECTIONS
COST PER MONTH PER INTERSECTION $ 123.00 $ 217.94 $ 130.00
TOTAL COST PER MONTH S 1,476.00 S 17 712.00 S 2,815.28 $31 383.36 $ 1,560.00 $ 18,720.00
LABOR: ESTIMATED#OF HOURS PER HOUR EXTENDED PER HOUR EXTENDED PER HOUR EXTENDED
ELECTRICIAN 300 $ 124.00 $37,200.00 $ 90.10 $27,030.00 1$ 120.00 $ 36,000.00
ELECTRICIAN OVERTIME 35 $ 212.00 $ 7,420.00 $ 135.04 $ 4726.40 $ 215.00 $ 7,525.00
EQUIPMENT:
SERVICE TRUCK 335 $ 22.00 $ 7,370.00 $ 1.91 $ 639.95 $ 25.00 $ 8,375.00
AERIAL TRUCK 170 $ 34.50 $ 5,885.00 $ 58.51 $ 9,946.70 $ 50.00 $ 8,500.00
COMPRESSOR 50 $ 1.00 $ 50.00 $ 1.27 $ 63.50 $ 5.00 $ 250.00
TRENCHER 100 $ 1.00 $ 100.00 $ 1.91 $ 191.00 $ 5.00 $ 500.00
BACKHOE 50 $ 1.00 $ 50.00 $ 2.86 $ 143.00 $ 5.00 $ 250.00
DUMP TRUCK 50 $ 1.00 $ 50.00 $ 2.23 $ 111.50 $ 5.00 $ 250.00
TRAILER 100 $ 0.49 $ 49.00 $ 1.91 $ 191.00 $ 5.00 $ 500.00
AUGER 50 $ 30.00 $ 1,500.00 $ 4.77 $ 238.50 $ 5.00 $ 250.00
Material Discount 5% 15% 5
TOTAL 77 366.00 74 664.81 81 120.00
Prepared by Village of Oak Brook 4/5/2017 Page 1
RESOLUTION 2017-TC-SGNL-CNTRCT-R-1632
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF
A CONTRACT FOR TRAFFIC CONTROL AND STREET LIGHTING SYSTEM
MAINTENANCE SERVICES BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND MEADE, INC.
WHEREAS, the Village desires to procure services for the maintenance of the traffic control and
street lighting systems used at signalized traffic intersections within the Village ("TCSL Maintenance
Services'j; and
WHEREAS,the Village solicited bids for the TCSL Maintenance Services; and
WHEREAS, Meade, Inc. ("Meade') was the lowest responsive and responsible bidder for the
TCSL Maintenance Services; and
WHEREAS, from 2010-2013, Meade served as the Village's vendor for TCSL Maintenance
Services and staff has been satisfied with Meade's performance of same; and
WHEREAS, the Village and Meade desire to enter into and execute a contract for Meade to
perform the TCSL Maintenance Services for a one-year period in a total estimated amount of $67,742,
which agreement shall be in a final form acceptable to the Village Manager and the Village Attorney
("Agreement'j; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Agreement for the TCSL Maintenance Services;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the Contract The President and Board of Trustees hereby approve
the Agreement by and between the Village and Meade to complete the TCSL Maintenance Services in a
final form acceptable to the Village Manager and the Village Attorney.
Section 3: Authorization and Execution of the Contract. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the Contract on behalf of the Village.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-TC-SGNL-CNTRCT-R-1632
Approving and Authorizing the Execution of an Agreement
for Traffic Control Maintenance Services
APPROVED THIS 11th day of April, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 11th day of April,2017
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
s
- REVIEW OF CONTRACTS
Awarding Agency, of Contract:
r !'v
D ment: Program/Account Number:
A
Awarded Contract Price: Budgete d m ount:
[� Under $20,000 Q $500,001 - $1,000,000
$20,000 - $500,000 0 Over $1,000,000
Name: Date:
Name: Date: S` !
' Date: s.
Name: _t
Name: Date:
ED Three (3) Originals signed by other party Date/Initials
0 Original provided to staff member for other party Date/Initials
Original provided to Official Files Date/Initials
Village of Oak Brook I Approved by Board of Trustees- Date/Initials: