Submitted By
John P. Wielebnicki, Director of Public Works
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with H & H Electric Co., Inc. for Streetlight and Traffic Signal Repairs in an Amount Not to Exceed $40,000.00 in Fiscal Year 2018 and Authorizing its Execution
End
Overview
Overview
The Department of Public Works Street Lighting Division typically makes repairs to the streetlighting and traffic signal systems. On the occasion when in-house staff is unavailable or to avoid delays in making emergency repairs or to make streetlighting repairs or improvements beyond the capacity of in-house staff, an outside electrical company is called in to make the repairs. H & H Electric, Co. Inc. has been the Villages primary contractor in this area of work.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY 2018 Public Works, Street Lighting Budget provides a total of $55,000.00 for emergency repairs to the streetlighting and traffic signal systems in General Contractual accounts no. 1001-43720-751-530660 ($45,000.00) and 1001-43720-752-530660 ($10,000.00).
In addition, the FY 2018 Public Works, Capital Improvement Fund Budget, account no. 3095-43780-101-570954 provides an additional $50,000.00 for Streetlighting rehab/Improvements and energy efficient lighting.
The Street Lighting Budget funds will be split up between three contractors: H & H Electric, Co. Inc. ($25,000.00), Meade Inc. ($20,000.00), and Lyons Electric Co. Inc. ($10,000.00). The Capital Improvement Budget Funds will dedicate $15,000.00 to H&H Electric, Co. Inc. and the remaining $35,000.00 to be determined later as different projects are required.
Since the proposed amount with H&H Electric Co. Inc. ($40,000.00) is the only one of the three that exceeds the Village Manager’s spending authority, it is the only one that requires Village Board approval.
Background
The Department of Public Works, Street Lighting Division staff typically makes in-house repairs and upgrades to the streetlighting and traffic signal systems. When in-house staff is unavailable, or lacks the necessary equipment to perform emergency repairs or improvements, an outside contractor is utilized to make the repairs. Typical examples of such repairs and improvements are:
1. Streetlight and/or traffic signal pole knockdowns due to vehicular accidents.
2. Underground electrical cable failures due to contractors hitting and breaking the lines while digging in the parkway.
3. Storm damage resulting in downed aerial lighting cables or damaged poles.
4. Traffic control cabinet failures due to accidents or electrical outages.
5. Running new underground electrical cable where overhead cable currently exists
The Street Lighting Division received four quotes for labor and equipment from area electrical contractors for emergency repairs in response for a Request for Prices dated January 2nd, 2018. Three of these quotes are acceptable. City Lights, Ltd. only provided rates until June 2018 and its quoted response time of four hours was unacceptable.
Public Works practice is to call out the contractor with the lowest pricing first. If the preferred contractor is unavailable, the next available contractor who submitted the next most favorable pricing will be called, and so forth.
H & H Electric, Co. Inc., Meade Inc., and Lyons Electric Co. Inc. are qualified to perform the work and have performed quality service for the Village in the past.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Board approved similar action in previous years.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Department of Public Works will be bringing these agreements to the Village Board annually.
Intergovernmental Cooperation Opportunities
The Village is the only Oak Park agency within the community that utilizes these services regularly.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority established for the Department of Public Works for Maintenance and Service Programs.