05-187 Resolution No.05-187
RESOLUTION
AUTHORIZING EXECUTION OF AN EXTENSION AGREEMENT WITH
LYONS ELECTRIC COMPANY, INC.
(Traffic Signal Maintenance)
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Olufemi Folarin, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to
execute an Extension Agreement with Lyons Electric Company, Inc. on behalf of the City of Elgin
for traffic signal maintenance, a copy of which is attached hereto and made a part hereof by
reference.
s/Ed Schock
Ed Schock, Mayor
Presented: June 8, 2005
Adopted: June 8, 2005
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
CONTRACT EXTENSION AGREEMENT
THIS AGREEMENT is hereby made and entered into this day
of , 2005, by and between the City of Elgin, Illinois,
a municipal corporation (hereinafter referred to as the "City") ,
and Lyons Electric Company, Inc . , an Illinois corporation
(hereinafter referred to as "Lyons" ) .
WHEREAS, the parties have previously entered into an agreement
dated May 21, 2004 for the maintenance of intersections of traffic
signals by Lyons for City (hereinafter referred to as "Original
Agreement" ) ; and
WHEREAS, Original Agreement provides that following the
original 12-month term of Original Agreement, City has the right to
extend Original Agreement for an additional two (2) years under the
same terms, conditions and prices as Original Agreement; and
WHEREAS, City has notified Lyons of its intent to extend
Original Agreement pursuant to the terms of Original Agreement for
the period commencing May 21, 2005 and ending May 21, 2006; and
WHEREAS, Lyons has failed to reject City' s notice of intent to
extend Original Agreement pursuant to the terms of Original
Agreement and otherwise agrees to the extension of Original
Agreement pursuant to the terms of Original Agreement and City' s
notice of intent to extend the term of Original Agreement .
NOW, THEREFORE, for an in consideration of the mutual promises
and covenants contained herein, the receipt and sufficiency of
which are hereby mutually acknowledged, the parties hereto hereby
agree as follows :
1 . The foregoing recitals are hereby incorporated into and
made a part of this agreement in their entirety.
2 . Original Agreement is extended under Original Agreement 's
same terms, conditions and prices for the period of May 21, 2005 to
May 21, 2006 .
IN WITNESS WHEREOF, the parties hereto have executed this
contract extension agreement on the date and. _year first written
above.
V
LYONS ELECTRIC COMPANY . C. CITY OF ELGIN
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/10, Agenda Item No.
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April 22, 2005 k 1N.
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TO: Mayor and Members of the City Council t:
FINANCIALLY STABLE CITYGOVERNMENT
EFFICIENT SERVICES.
AND QUALITY INFRASTRUCTURE
FROM: Olufemi Folarin, City Manager
John M. Loete, Public Works D rector
SUBJECT: Extension of Contract With Lyons Electric For Traffic Signal Maintenance
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider a one year extension of the existing contract with Lyons Electrical
Company for traffic signal maintenance.
RECOMMENDATION
rIt is recommended that the City Council approve a one year extension of the existing contract
with Lyons Electrical Company of LaGrange in the not to exceed amount of$68,643.52.
BACKGROUND
On April 28, 2004, the City Council approved a contract to Lyons Electrical Company of
LaGrange for the maintenance of traffic signals. The work scope included all routine
maintenance required by IDOT standards on the fifty-four signalized intersections for which the
City is responsible for one year. Also included was the added labor to install light emitting diode
(LED) signal heads at four intersections instead of the normally required annual replacement of
the conventional incandescent lamps. In addition to the above services, the contract included
after-hours, emergency response services for inoperative signals, two red lights out at same
intersection, power failures, and knocked down equipment due to traffic accidents.
The contract has worked very well for the eleven months that it has been in effect. Traffic Signal
maintenance has been done in a proactive;timely manner and the contractor has addressed all the
problems that have developed. The effectiveness of this arrangement has allowed the City's
internal electrical staff to focus its efforts solely on street light maintenance.
The contract with Lyons includes a provision to extend the terms of the contract for up to two
years at the same cost. The contractor has passed on their opportunity to withdraw that provision
and is willing to extend the contract at the 2004 prices. Staff recommends continuing with this
contract.
e..- Extension of Contract with Lyons Electric for Traffic Signal Maint.
April 22, 2005
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
5j 40,_
FINANCIAL IMPACT
The cost of the renewal of the contract with Lyons Electrical Company is $68,643.52. Funding
totaling $120,000 is budgeted and available in the Motor Fuel Tax Fund in account number 290-
0000-791.41-07, MFT Repair and Maintenance Service/Traffic Signals, project number 339842,
traffic signal maintenance. The remaining budget balance ($51,356.48) will be used to purchase
the LED signal heads that the contractor will install under this program. The LED signals are to
be installed on intersections along McLean Blvd.
GAL IMPACT
,i\vinyE
None
•
ALTERNATIVES
1. Extend the contract for the base bid services as recommended.
2. Allow the existing contract to expire.
Respectfully submitted for Council consideration.
[CP]