Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Amendment to the Independent Contractor Agreement with Meade, Inc. for Emergency Contractor Street Lighting and Traffic Signal Repair Services to Change the Not to Exceed Amount from $25,000 to $45,000 and Authorizing Its Execution
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Overview
Overview
Due to an unexpected emergency replacement of the traffic signal control cabinet at the intersection of Oak Park Ave and Lake St. Meade, Inc. was requested to make the repair under an emergency authorization. As a result, there is a need to follow up and amend their agreement from the “Not to Exceed” amount from $25,000.00 to $45,000.00. This is to cover a payment of $24,034.00 for this repair.
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Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY2019 General Fund Budget, account No. 1001-43720-752-530660 ($10,000.00) provides funds for Emergency Contractor Traffic Signal Repair Services. $2,402.61 remains unspent in that account.
The FY2019 Capital Improvement Fund Budget, account No. 3095-43780-101-570971 ($45,000.00) provides funds for Traffic Signal Controller and Detection Equipment replacement. The repair cost for the Lake/Oak Park traffic signal was paid for from this account. After the payment of $24,034.00 to Meade, Inc. for the Oak Park Ave. and Lake St. repair $19,223.79 remains in that account.
Background
The Public Works Department typically makes in-house repairs and upgrades to the street lighting and traffic control systems. When in-house staff is unavailable, or lacks the necessary equipment to perform emergency repairs or upgrades, an outside contractor is utilized to do the work. On March 11, 2019 the Village entered into an Independent Contractor Agreement with Meade, Inc. for Emergency Contractor Services for 2019 in the amount not to exceed $25,000.00.
On June 1st, the traffic signal control cabinet at Oak Park Ave. and Lake St. had a catastrophic malfunction burning out all of its components. The cabinet was a total loss and needed to be replaced immediately due to the heavy traffic experienced at that intersection. Meade, Inc. was called in to do the replacement because they specialize in this type of work and our positive experience with their responsiveness and workmanship. They also had the cabinet and components on hand and were able to do the work immediately. Total cost of this replacement was $24,034.00.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board approved initial funding for this work previously and has approved agreement renewals for this type of work.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is possible that the Public Works Department may be recommending another amendment of this type to the Village Board depending on the number and expense of incidences involving the street lighting/traffic signal systems.
Intergovernmental Cooperation Opportunities
N/A.