Submitted By
John P. Wielebnicki, Director of Public Works
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Amendment to the Independent Contractor Agreement with H&H Electric Co. for Street Lighting & Traffic Signal Repairs in Amount Not to Exceed $33,500.00 in Fiscal Year 2017 and Authorizing its Execution
End
Overview
Overview
To avoid delays in making emergency repairs or to make street lighting rehabilitation/ improvements beyond the capacity of in-house staff, hourly rates from qualified contractors were requested from area contractors. H & H Electric, Co. is the primary contractor in this area of work. In early 2017, the Village entered into an agreement with this contractor and staff is requesting to amend the agreement to allow for additional repair work.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY 2017 Public Works, Street Lighting Budget provides $55,000.00 for emergency repairs in the Street lighting and Traffic Signal General Contractual accounts no. 1001-43720-751-530660 ($45,000.00) and 1001-43720-752-530660 ($10,000.00).
The funds are split up between three contractors, H & H Electric, Co., Meade Inc., and Lyons Electric Co. Inc.
The current agreement with H&H Electric, Inc. is for $23,500.00 and it is proposed to be amended to $33,500.00. Since the proposed amendment to the agreement with H&H Electric Co. 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.
The cost for street lighting and traffic signal system repairs in 2017 will not exceed $55,000.00 in total from all contractors. To date, $18,903.21 has been spent.
Background
The Department of Public Works, Street Lighting Division staff typically makes in-house repairs and upgrades to the street lighting and traffic signal systems. When in-house staff is unavailable, or lacks the necessary equipment to perform emergency repairs or upgrades, an outside contractor is utilized to make the repairs or to do the work. 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 number of emergency repairs needed cannot be predicted, therefore, the amount spent for such services may vary from year to year.
The Street Lighting Division received three quotes for labor and equipment from area electrical contractors for emergency repairs in response for a Request for Prices dated December 29, 2016. These quotes will also be used for street lighting system rehabilitation.
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.
All three contractors are qualified to perform the work and have performed quality service for the Village in the past. The total amount budgeted is $55,000.00 with the allocation of work depending on each contractor’s availability and specialty.
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.