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 H&H Electric Co. for Emergency Street Lighting and Traffic Signal Repair Services to Change the Not to Exceed Amount from $25,000 to $41,000.00 and Authorizing its Execution
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Overview
Overview
In February 2020 the Village entered into an agreement with H&H Electric Co. to assist the Village in emergency Street Lighting and Traffic Signal repair in the amount of $25,000.00. Due to an unexpected amount of repairs needed and traffic accidents resulting in damage to street light poles and equipment the original agreement will to be exceeded. This item allows for amending the original agreement and increase it to an amount of $41,000.00.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The FY 2020 General Fund budget, account No. 1001-43720-751-530660 ($45,000.00) provides for Emergency Contractual Street Light Repair Services. In addition, a total of $13,168.00 was added to this account as a result of recovered damages from previous claims. There is currently $16,000.00 of unencumbered funds available in this account.
It is proposed to amend the agreement with H & H Electric Co. from $25,000.00 a total to $41,000.00.
Background
The Public Works Department 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 do the work. This year there has been 19 street lighting and traffic signal repairs needed as well as some specialized maintenance work which was completed by H & H Electric Co.
On February 6, 2020 the Village entered into an Independent Contractor Agreement with H & H Electric Co. for Emergency Contractor Services for 2020 in the amount $25,000.00. To date, $24 ,304.87 has been spent on paid and pending invoices leaving $695.13 remaining. There were four recent repairs that were needed to be completed that will require Village Board approval to increase the agreement with H&H Electric Co.
The cost and details of the work is noted below:
Work was done on April 29th, 2020, invoice received by Village on June 15th, 2020. Work was for repair of span of lights that were out on the 800 block of S. Oak Park Ave due to damaged cables by work done in the area. Cost $1,963.00.
Work was done on May 1st, 2020, invoice received by Village on June 15th, 2020. Problem with the controller cabinet at Oak Park and Madison when traffic signals were giving conflicting signals. Cost $2,386.44.
Work was done on May 6th, 2020, invoice received by Village on June 15th, 2020. Span of lights were out caused by burned up cables in a pole foundation. Cost $1,205.87.
Work was done between May 6th and May 11th 2020, invoice received by Village on June 15th, 2020. Span of lights out caused by three cables which had burned and needed replacement. Cost $3.909.99.
The recent work totals $9,465.30
With the total spent to date on the agreement of $24,304.87 and the recent work of $9,465.30, the new total for 2020 with H&H is $33,770.17.
The proposed increase of $16,000.00 for a new not to exceed amount of $41,000.00 would cover current costs and set aside additional funds for future work in 2020.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board approved initial funding for this contractor for this work previously in past years 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
There are no opportunities for Intergovernmental cooperation with this modification.