Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 23-165    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 5/15/2023 Final action: 5/15/2023
Title: A Resolution Approving an Independent Contractor Agreement with H&H Electric Co. for Street Lighting System Rehabilitation Project for 2023 in an Amount Not to Exceed $60,000.00 and Authorizing Its Execution
Attachments: 1. Resolution-2023 Street Light Rehabilitation Project, 2. Independent Contractor Agreement - 2023 Street Light Rehabilitation Project, 3. Attachments - 2023 Street Light Rehabilitation Project

Submitted By                     

Rob Sproule, Public Works Director

 

Reviewed By

A.M. Zayyad, Deputy Village Manager

 

Agenda Item Title

Title

A Resolution Approving an Independent Contractor Agreement with H&H Electric Co. for Street Lighting System Rehabilitation Project for 2023 in an Amount Not to Exceed $60,000.00 and Authorizing Its Execution

 

End

Overview

Overview

Two Street Light Control cabinets were proposed for replacement in 2022 based on age and condition.  Bids for the work came in significantly over budget.   Additional funds were allocated in 2023 to complete the project.  Staff recommends approving an Independent Contractor Agreement with H&H Electric Co. to complete the project. 

 

End

Recommendation

Recommendation

Adopt the Resolution. 

 

Background

The Public Works Department Street Lighting Division staff typically makes in-house repairs to the street lighting system.  When in-house staff is unavailable or lacks the necessary equipment to perform repairs or improvements, an outside contractor is utilized to complete the work.

 

In 2022, Staff requested a bid for Street Light System Rehabilitation projects including the replacement of two Street Light control cabinets (Maple / Roosevelt and Marion / Randolph).  These cabinets are proposed for replacement based on their age and condition.  Pricing was requested from area electrical contractors and the RFP was also posted on the Village website. The Street Lighting Division received one bid in response to the Street Light System Rehabilitation Project.  The proposed bid exceeded the staff’s estimated cost for the project in 2022 but represented a reasonable project price.  Staff budgeted additional 2023 CIP funds of $50,000 so the work can be completed, and H & H was willing to hold the pricing for 2023.  Staff recommends entering into an independent contractor agreement with H & H Electric Co. with a not to exceed the amount of $60,000.00 for the two control cabinets outlined in the original proposal plus a 5% contingency to cover any unforeseen additional work associated with the project. 

 

Fiscal Impact

The Amended Fiscal Year 2023 CIP Fund, Street Lighting System Rehabilitation budget provides $75,000.00 for the project.  This includes a carry forward from Fiscal Year 2022 of $25,000 and $50,000 budgeted for 2023 in the Construction account no. 3095-101-43780-570954. 

 

DEI Impact

N/A.

 

Alternatives

The Board can delay action to gain additional information.

 

Previous Board Action

The Board has approved these infrastructure repair and replacement contracts in the past.

 

Citizen Advisory Commission Action

N/A.

 

Anticipated Future Actions/Commitments

It is anticipated that the Public Works Department will continue to bring this type of independent contractor agreement to the Village Board in the future annually.

 

Intergovernmental Cooperation Opportunities

N/A.