Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
AMZ
Agenda Item Title
Title
A Resolution Approving an Amendment to the Independent Contractor Agreement with Meade, Inc. for Emergency Street Lighting and Traffic Signal Repair Services to Change the Not to Exceed Amount from $20,000.00 to $26,000.00 and Authorizing its Execution
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Overview
Overview
In February 2021, the Village entered into an agreement with Meade, Inc. to assist the Village in emergency Street Lighting and Traffic Signal repair in the amount of $20,000.00. Due to an accident resulting in a total loss of a street light, traffic signal pole, mast arm, and assembly, the original agreement will be exceeded on the traffic signal account portion of the budget. This item allows for amending the original agreement and increase it to an amount of $26,000.00.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The Fiscal Year 2021 General Fund budget, account no. 1001-43720-751-530660 ($45,000.00) provides for Emergency Contractual Street Light Repair Services and account no. 1001-43720-752-530660 ($10,000.00) provides for Traffic Control Repair Services. Recently, an additional $6,000.00 was added to the Traffic Control Repair Services account because of recovered damages from a previous claim, therefor a total of $16,000.00 is available from that account.
Because of an intergovernmental agreement with the State of Illinois and the Village for the maintenance of the traffic signals, the State will reimburse the Village 50% of the traffic signal repairs at the intersection of Ridgeland Ave. and Garfield Ave.
It is proposed to amend the agreement with Meade, Inc. from $20,000.00 to a total of $26,000.00.
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. On February 2, 2021, the Village entered into an Independent Contractor Agreement with Meade, Inc. for Emergency Contractor Services for 2021 in the amount not to exceed $20,000.00, $10,000 for Street Lighting repair and replacement, and $10,000 for Traffic Signal repair and replacement.
On May 7, 2021, an accident occurred at the intersection of Ridgeland Ave. and Garfield Ave. causing the loss of a traffic signal pole, including the mast arm, and the loss of a street light pole. Ridgeland Avenue is an unmarked State route. The Village and the State have an agreement where the Village will maintain the traffic signals at this location and the State will reimburse the Village 50% of the cost for any repairs or damage. The maintenance and costs for repairs to the street lights are 100% Village costs.
To date, $2,177.63 has been paid to Meade, Inc. for Traffic Signal repair from the Traffic Signal Repair Services account. Meade, Inc. has provided the Village a proposal to replace the traffic signal and mast arm for $8,956.00. With the proposed increase in available funds of $6,000.00, this will leave $4,866.37 for any possible future work on traffic signals in 2021. Meade, Inc. has also provided the Village a proposal to replace the street light for $3,203.00. This will leave $6,797.00 for any possible future work on street lights in 2021.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board approved 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.