Submitted By
Robert Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving an Amendment to the Independent Contractor Agreement with H&H Electric Co. for 2023 Emergency Street Lighting and Traffic Control Repairs to Change the Not to Exceed Amount from $45,000.00 to $59,500.00 and Authorizing Its Execution
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Overview
Overview
In January 2023, the Village entered into an agreement with H&H Electric Co. to assist the Village in Emergency Street Lighting repairs in the amount not to exceed $45,000.00. As a result of additional funds received by the Village from recovered damages, it is proposed to increase the not to exceed amount from $45,000.00 to $59,500.00 to allow for additional emergency repairs.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Public Works Department Street Lighting Division staff typically makes in-house repairs to the street lighting 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 needed to perform the work. Typical examples of such repairs are streetlight and/or traffic signal pole knockdowns due to vehicular accidents, underground electrical cable failures due to contractors hitting and breaking the lines and, if the budget allows, assisting the Department on street and alley light outages.
Pricing for these services for 2023 were requested from area electrical contractors. The Request for Bids was also posted on the Village website. The Street Lighting Division received two bids in response. To avoid delays, staff utilizes an approved list of contractors at their proposed hourly rates. Public Works practice is to call out the contractor with the lowest pricing first but to also take into consideration their ability to respond and their expertise in different areas of work. After reviewing the bids from each respondent, both contractors were selected to enter into Independent Contractor Agreements with the Village: H & H Electric Co. ($45,000.00), and Lyons Electric Company, Inc. ($25,000.00). The Village has a long history of working with these contractors and has been very satisfied with their work. As a result of additional funds received by the Village from recovered damages, it is proposed to increase the not to exceed amount from $45,000.00 to $59,500.00 with H&H Electric Co. to allow for additional emergency repairs.
Fiscal Impact
The Fiscal Year 2023 General Fund, Street Lighting budget provides $80,000.00 for Emergency Street Lighting and Traffic Control Repairs for 2023 in the General Contractuals account no. 1001-43720-101-530667. As a result of public damage associated with vehicular accidents, $14,828.11 of restitution has been collected and applied to this account. The intended use for these funds is for emergency street lighting and traffic control repairs.
DEI Impact
N/A.
Alternatives
The Board can delay action and request additional information.
Previous Board Action
The Village Board approved an Independent Contractor Agreement with H&H Electric Co. for 2023 Emergency repairs on January 17, 2023.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is possible that the Public Works Department may be recommending an additional amendment of this type to the Village Board depending on the number and expense of incidences involving the street lighting system through the remainder of 2023.
Intergovernmental Cooperation Opportunities
N/A.