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HomeMy WebLinkAbout04-261 A Resolution No. 04-261 RESOLUTION AUTHORIZING EXECUTION OF A GRANT AGREEMENT WITH THE ILLINOIS CLEAN ENERGY COMMUNITY FOUNDATION FOR THE ENERGY EFFICIENT LED TRAFFIC SIGNAL UPGRADE PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Ed Schock,Mayor,be and is hereby authorized and directed to execute a grant agreement with the Illinois Clean Energy Community Foundation for the Energy Efficient LED Traffic Signal Upgrade Project, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock,Mayor Presented: September 22, 2004 Adopted: September 22, 2004 Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk ;IN Illinois Clean Energy • community foundation July 20, 2004 Mr. John M. Loete Director of Public Works City of Elgin 150 Dexter Ct. Elgin, IL 60120 Re: LED Traffic Signal Lighting Upgrade Project Dear Mr. Loete: The Illinois Clean Energy Community Foundation ("the Foundation") is awarding a grant of $17,220 to the City of Elgin ("the Grantee")for the above-referenced project. This letter defines the terms and conditions of the grant and constitutes the grant agreement ('the Agreement") between the Foundation and the Grantee. Please read it carefully. If the Grantee agrees to the terms and conditions in the agreement, please return one complete counter-signed copy of the Agreement. Contact the Foundation if you have any questions. Duration and Payment of Grant This grant is to be used during the period August 1, 2004 through December 31, 2005 (the "Grant Period"). Upon satisfactory completion of the Project as defined herein, the Foundation will make a single payment to the Grantee based on the total number of LED modules installed through the Project. That payment will be no more than $17,220 the maximum amount for which the Project as proposed, is eligible. If the actual number of LED modules installed is less than described in the grant application submitted to the Foundation by the Grantee, the amount of the grant will be reduced accordingly. The grant amount will not be increased in the event that the Project results in installation of a greater number of LED modules than described in the grant application. The Foundation reserves the right to suspend, modify or cancel any payments that might otherwise be due under this grant, to require a refund of any unexpended grant funds or both, if: 1. such action is necessary to comply with any applicable law or regulation; 2. the Grantee has used the grant funds for purposes other than as described in the Agreement or otherwise violated any part of the Agreement; and/or 3. the Grantee's performance under the grant has not been satisfactory. 2 N. LaSalle St. • Suite 950 Chicago, IL 60602 tel 312.372.5191 Page 1 of 5 fax 312.372.5190 www.illinoiscleanenergy.org The Foundation's judgment on these matters will be final and binding. Purpose and Use of Grant This grant is for the Energy Efficiency LED Traffic Signal Upgrade Project(the "Project") described in the Project proposal and budget submitted to the Foundation by the Grantee and dated May 1, 2004. The Grantee confirms that this grant will be used solely for the specific tax- exempt purposes described in the Project proposal and budget and no substantial variance will - be made without the Foundation's prior written approval. The Grantee also confirms that the Project is under its complete control and that it has and will exercise control over the process of selecting any vendors, contractors or consultants involved in the Project. The Grantee and the Foundation are not partners or joint venturers with respect to each other. Furthermore, the Grantee agrees that funds from this grant will be used exclusively for tax exempt purposes as described in Section 501(c)_(3) of the Internal Revenue Code and will not be used for any activities prohibited by law, including, without limitation, attempting to influence legislation or participating in any political campaign on behalf of any candidate for public office. The Grantee agrees that it and its employees, agents and sub-contractors will comply with all applicable federal, state, county and local laws, ordinances, regulations and codes in the performance of the Grantee's obligations under this Agreement. Reporting Requirements Upon completion of the Project to the Grantee's satisfaction, the Grantee shall provide the Foundation with the various documents identified in Exhibit A attached hereto (the "Grantee Documents Required for Payment"). Promptly upon the Foundation's receipt of the Grantee Documents Required for Payment in form and substance satisfactory to the Foundation, the Foundation will send to the Grantee a check in the amount specified in the Duration and Payment of Grant section of this Agreement. Publicity The Foundation believes it is important that many organizations and individuals in Illinois learn about the Project and the ways it benefits the public. Accordingly, the Foundation strongly encourages the Grantee to publicize the receipt of this grant and the results of the Project. Page 2 of 5 The Grantee agrees to share with the Foundation a draft of any press release or public announcement of the grant prior to distributing the release or announcement and to provide the Foundation with clippings of resulting media coverage. The Grantee also agrees to allow the Foundation to publicize the Grantee as a grant recipient and to use the name and description of the Project and photographs or other audiovisual representations of subjects related to the Project. Maintenance of Records and Evaluation The Grantee is responsible for maintaining adequate financial records regarding use of the grant funds, consistent with generally accepted accounting principles. The Grantee agrees to cooperate fully in any evaluation of this grant and/or the Project that the Foundation may conduct. Such an evaluation may include a visit from Foundation staff or consultants, interviews with Project participants, a review of financial and other records about the Project maintained by the Grantee and/or similar investigative activities. Confirmation of Tax-Exempt Status and Good Standing The Grantee confirms that it is currently a unit of government or a nonprofit organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code and is not a private foundation under Section 509(a) of the Internal Revenue Code. If the Grantee is not a unit of government, it agrees to submit with the signed Agreement written evidence of its tax-exempt, non-private foundation status if it has not previously provided such evidence to the Foundation. The Grantee further confirms that it is currently in good standing with appropriate state government agencies. If requested by the Foundation, the Grantee agrees to provide written evidence of its good standing. If there is any change in the Grantee's tax exempt status or good standing during this grant, the Grantee agrees to immediately notify the Foundation of that change. The Grantee's Primary Contact at the Foundation Please direct all questions and correspondence regarding this grant, including all required reports, to Bob Romo, who may be reached by mail at the Foundation's office, by telephone at 312-372-5191 or by e-mail at bromo@illinoiscleanenergy.org. Page 3 of 5 Acceptance of Terms and Conditions of Agreement If the Grantee agrees to the terms and conditions in the Agreement, please return to the Foundation one complete copy of this letter signed by an authorized representative of the Grantee in the space provided below. For future reference, please retain a copy of the Agreement in your files. This grant award may be withdrawn if the Foundation has not received a counter-signed copy of the Agreement within one month from the date of this letter. Sincerely, James E. Mann Executive Director Attachment: Exhibit A—Grantee Documents Required for Payment The Grantee acknowledges that relevant organization executives and Project personnel have read and understand the Agreement, that its terms and conditions are acceptable to the Grantee and that the Grantee will comply with those terms and conditions. Grantee CITY OF ELGTN Name of Authorized Signer for the Grantee ED SCHOCK Title of Signer MAYOR Authorized Signature (This must be an original signature of an authorized representative of the Grantee.) Date Signed September 23 , 2004 Page 4 of 5 \.41. City of Elgin Agenda Item No. 0., , C L , ptIO G 411 November 24, 2004 7 too _ N ►��r� TO: Mayor and Members of the City Council FINANCIALLY STABLE CITY GOVERNMENT EFFICIENT SERVICES. AND QUALITY INFRASTRUCTURE FROM: David M. Dorgan, City Manager *l John M. Loete, Public Works Directo 1 SUBJECT: Purchase of Light Emitting Diode (LED) Traffic Signal Heads PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider an exception to the procurement ordinance to purchase LED traffic signal heads. RECOMMENDATION It is recommended that the City Council approve the subject agreement with Brown Traffic Products, Inc. in an amount of $58,167.50 and authorized staff to execute the necessary documents. BACKGROUND On January 28, 2004, the City Council appropriated $3,223,000 of the City's Motor Fuel Tax (MFT) Fund for various street maintenance activities. This budget included $120,000 for contract work on the traffic signal system. In the spring of 2004, an annual contract for routine maintenance and some emergency response services to the fifty four City maintained intersections was awarded in the amount of $68,643.52. The contract includes the labor to re- lamp all intersections annually, except for four intersections on Kimball Street on which the labor was to be used to upgrade the signals to LED signal heads. The remaining $51,291 of the $120,000 budget is to be used for the purchase of the LED signal heads. LED Signal heads are brighter, have a typical service life of ten years and reduce energy consumption by 80 to 90 percent. City crews equipped the Kimball Street and Dundee Avenue intersection with LED heads about a year ago as a trial. On September 22, 2004, City Council approved the acceptance of a grant from the Illinois Clean Energy Community Foundation in the amount of$17,220 to assist in paying for the purchase and the installation of LED traffic signal heads. It was estimated that the grant money, combined with the MFT budget balance for traffic signals, would allow for the completion of five intersections instead of the four originally • Purchase of LED Traffic Signal Heads November 24, 2004 Page 2 planned. Staff has found that pricing obtained for the needed parts will allow for the completion of six intersections. The attached table shows the exact number and type of signal heads and parts needed to replace the existing standard signal heads with LED signal heads at the Kimball Street intersections with Center, Spring, Douglas and Grove, the intersection of National and Grove and the intersection at St. Charles-Arlington-May. The prices shown on the attachment are the low bid prices from the annual DOT bid for traffic signal parts. The purchase of eighty-three signal heads and accessories at the IDOT bid prices totals $58,167.50. The installation of the heads at the two additional intersections will cost $8,225 based on the low bid prices from the annual signal maintenance contract with Lyons Pinner Electric. A change order in that amount will be brought to Council for approval before the work will be done. Brown Traffic Products (the Eagle Signal distributor) is the low bid on many but not all of the items. The City's traffic signal system is mostly composed of Eagle Signal products and accessories. Of the brands currently in use, Eagle Signal has had the best durability and reliability. Brown Traffic Products has offered to provide all Eagle Signal brand parts needed for the six intersection conversions for the low bid unit prices from the IDOT bid. With the low bid eib pricing met, staff recommends the purchase of all Eagle Signal brand parts to obtain that reliability and compatibility. To do so requires an exception to the procurement ordinance, since Brown Traffic Products was not the actual low bidder on the State contract. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None liyik7 FINANCIAL IMPACT The cost of the contract with Brown Traffic is $58,167.50. An unencumbered balance of $51,291 is available in the Motor Fuel Tax Fund, account number 290-000-791-41-07, "Repair and Maintenance Service/Traffic Signals", project number 339810, "MFT Traffic Signal Maintenance 2004" and a reimbursement of$17,220 is available from the Illinois Clean Energy Community Foundation grant. The interim funding needed to make this purchase will be taken temporarily from the Contingency line item (account number 290-0000-791.84-01; Balance = $540,400) in the 2004 MFT Budget until the grant payment is received to reimburse the City. voiLEGAL IMPACT None Purchase of LED Traffic Signal Heads November 24, 2004 Page 3 ALTERNATIVES 1. Approve as recommended. 2. Do not approve the purchase as recommended. Respectfully submitted for Council consideration. (jml) LED Grant Amount Estimate Maximum of$17,220 Unit Type #of Units Grant Rate Total 12" peds 72 $ 65.00 $ 4,680.00 12" peds 16 $ 65.00 $ 1,040.00 12"red 83 $ 30.00 $ 2,490.00 12"green 83 $ 60.00 $ 4,980.00 12"yellow 83 $ 40.00 $ 3,320.00 12"green < 33 $ 50.00 $ 1,650.00 12" yellow < 33 $ 25.00 $ 825.00 TOTAL $ 18,985.00 LED Order Amount ORDER AS FOLLOWS CODE QTY EACH MATERIAL SH POLY 1F3S LED BM BBB 5063-317-1315 25 $305.00 $7,625.00 SH POLY 1F3S LED MAM BBB 5063-317-1315 25 $305.00 $7,625.00 SH POLY 1F5S LED BM 5063-317-1317 BBB $450.00 23 $450.00 $10,350.00 5063-317-1317 SH POLY 1F5S LED MAM BBB . $450.00 10 $450.00 $4,500.00 5063-317-1320 SH POLY 1F1S 16" LED PED FILLED HAND MAN BM BBB $252.00 24 $252.00 $6,048.00 SH POLY 1F1S 16" LED PED FILLED H M BM BBB TIMER not listed 20 $447.00 $8,940.00 5063-317-1011 3S BACKPLATES ALUM $ 34.00 25 $34.00 $850.00 5S BACKPLATES ALUM 5063-317-1012 10 $34.00 $340.00 BM TRAFFIC SIGNAL BRACKETS 5063-317-1012 107 $34.00 $3,638.00 MAM TRAFFIC SIGNAL BRACKETS not listed 35 $99.00 $3,465.00 CN-1 BLACK POLY COLLAR NIPPLE 5063-317-1034 176 $2.00 $352.00 PC-3 BLACK POLY PINNACLE CAPS not listed 176 $2.00 $352.00 PS-1 BLACK POLY SHIM 5063-317-1036 50 $1.25 $62.50 PTM-1 BLACK POLY POST TOP BRACKET 5063-317-1042 7 $70.00 $490.00 LOUVER 7 DEGREE CUTOFF 12" UNIVERSAL FIT 5063-317-1196 12 $52.50 $630.00 ADD FOR GREEN TINTED LENSES PER IDOT POLICY not listed 116 $25.00 $2,900.00 TOTAL MATERIAL $58,167.50 • BROWN •..� Traffic Products, Inc. 1896 Techny Ct. Northbrook, IL 60062 Phone: (847)205-9722 Fax: (847)205-9738 QUOTATION To: CITY OF ELGIN Quotation Number: 4715 Attn: CHARLIE PITT Page: 1 of 1 Fax: 847-931-5983 Date: 12/8/04 Re: LED SIGNALS FOR KIMBALL STREET Bid Date: KIMBALL STREET-TOTALS Thank you for your inquiry. We are pleased to provide the following quote: Item# Part Number&Description Code Qty. Each Extended 1 SH POLY 1F3S LED BM BBB 5063-317-1315 25 $ 305.00 $ 7,625.00 2 SH POLY 1F3S LED MAM BBB 5063-317-1315 25 $ 305.00 $ 7,625.00 3 SH POLY 1F5S LED BM BBB 5063-317-1317 23 $ 450.00 $ 10,350.00 4 SH POLY 1F5S LED MAM BBB 5063-317-1317 10 $ 450.00 $ 4,500.00 5 SH POLY 1F1S 16"LED PED FILLED HAND MAN BM BBB 5063-317-1320 24 $ 252.00 $ 6,048.00 6 SH POLY 1F1S 16"LED PED FILLED HAND MAN BM BBB TIMER Not Listed 20 $ 447.00 $ 8,940.00 7 3S BACKPLATES ALUM 5063-317-1011 25 $ 34.00 $ 850.00 8 5S BACKPLATES ALUM 5063-317-1012 10 $ 34.00 $ 340.00 9 BM TRAFFIC SIGNAL BRACKETS (SETS) 5063-317-1012 107 $ 34.00 $ 3,638.00 10 MAM TRAFFIC SIGNAL BRACKETS Not Listed 35 $ 99.00 $ 3,465.00 11 CN-1 BLACK POLY COLLAR NIPPLE(INCLUDED) 5063-317-1034 176 $ 2.00 $ 352.00 12 PC-3BLACK POLY PINNACLE CAPS(INCLUDED) Not Listed 176 $ 2.00 $ 352.00 13 PS-1 BLACK POLY SHIM (INCLUDED) 5063-317-1036 50 $ 1.25 $ 62.50 14 PTM-1 BLACK POLY POST TOP BRACKET 5063-317-1042 7 $ 70.00 $ 490.00 15 LOVER 7 DEGREE CUTOFF 12"UNIVERSAL FIT 5063-317-1196 12 $ 52.50 $ 630.00 16 ADD FOR GREEN TINTED LENSES PER IDOT POLICY Not Listed 116 $ 25.00 $ 2,900.00 City of Elgin Accepts this Quote to Purchase Material Signature X Prices based on buying all Material SHIPPING INCLUDED TOTAL $ 58,167.50 Shipment of the material will be appoximately 90 days after receipt of both an acceptable purchase order and approved submittal data if required.Quoted prices are based on the entire value and volume of the quotation.Payment terms are Net 30 days with pnor approved credit.Brown Traffic Products,Inc.retains title to material until paid in full.A service charge of 1.5%per month(18%annual rate)will be assessed against all past due accounts.Prices and delivery quoted are firm for 30 days from the date of bid. The above quotation does not include installation of the products quoted. On-Site technical assitance is available and will be quoted upon request.Limited Warranty:Brown Traffic Products only obligations shall be to replace such quantity of the product proven to be defective.Warranty Period:The length of warranty manufacturers have conveyed to the seller and which can be passed on to the buyer.Additional terms and conditions apply-See Brown Traffic Products Terms&Conditions document. Thank you for the opportunity to provide this quotation. GM 12/6/2004 Gary L. Meyer District 1 Manager