AGENDA MEMO
City Council
March 15, 2010
Issue
Statement
Consideration
of a motion to extend a contract through the attached resolution with Gaffney’s
Protective Maintenance Inc. for the 2010 Street Light Maintenance Contract
Repair for Street Lights within the City of Darien through April 30, 2011. The proposed contract extension would be the
second extension of a three (3) year option.
RESOLUTION SCHEDULE OF PRICES BACKUP
Background/History
On
March 10, 2009, Staff had received five sealed bids for the 2009 street light
maintenance contract, with Gaffney’s Protective Maintenance Inc. being the
awarded vendor. The bid contained two additional one year option extensions for
2010 and 2011. This proposal would be the second option extension. Attached,
please find the bid tabulation for costs to
repair street lights, hourly rates for labor and equipment, and lamp costs.
Below, please find a summary of the items within the proposed contract.
Item 1-Cost to
Item 2-Hourly Rate for Labor and
Equipment- See page 5. This item required the vendor to provide
unit costs on an hourly basis for labor and equipment. Such items would include
a light pole knock down, identifying a ground fault or any other extraordinary
mishaps.
Items 3, 4 and 5-Lamp Charges-
See page 6. This item requires the vendor to provide unit pricing for various
lamps to relamp a light pole(s) to a requested wattage. These items would be
utilized if it was determined that an increased or reduced wattage light bulb
would better serve an intersection or residence.
Option
6-Aluminum Pole- Option 7-Concrete Pole-Option 8-Uni Duct- See page 7.
Occasionally
the City of
Option
9-Straightening of Concrete Poles-See page 7. The following option relates to direct buried concrete light poles that
require straightening. This work shall consist of removing the appropriate subgrade
as to allow the light pole to be moved into a plumb position. The spoils
removed shall be discarded and replaced with a screening aggregate material,
fully compacted. The inventory included up to 50 direct buried concrete light
poles. The proposed item would cost
$24,000 and has not been considered for the FY 10/11 budget.
Option
10-Clean and Inventory- See page 7. This item would allow the
awarded vendor to clean and inventory 616 street lights. Staff had further
evaluated the benefit versus the cost ratio and is not recommending the
cleaning and inventory of the street lights at this time.
Option
11-Remove and Replace Lens Covers- See page 7. Remove and replace the existing Cobra Head style large oval
refractor with a lexan oval refractor. The quantity will be limited to a
quantity of 100 fixtures at an amount not to exceed $17,500. Locations would be
determined by Staff. This proposed item
has not been considered for the FY 10/11 budget.
Funding for the Street
Light Services would be expended from the following line item of the FY 10/11
Budget:
|
ACCOUNT NUMBER |
ACCOUNT DESCRIPTION |
FY 10/11 BUDGET |
PROPOSED EXPENDITURE |
|
01-30-4359 |
STREET LIGHT
OPERATION & MAINTENANCE |
$ 68,000.00 |
$
68,000.00 |
|
01-30-4359 |
STREET LIGHT
INSTALLATION |
$ 12,000.00 |
$ 12,000.00 |
Committee/Staff
Recommendation
The
Municipal Services Committee and Staff recommend approval of the contract
extension through the attached resolution. The vendor has provided excellent
service to the City.
Alternate
Consideration
Not
approving the street light maintenance contract.
Decision
Mode
This
item will be placed on the agenda for formal consideration at the March 15,
2010 City Council meeting.