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Traffic Signal Efficiency ProgCITY OF DUBUQUE, IOWA MEMORANDUM May 17, 2001 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Traffic Signal Efficiency Program Public Works Director Mike Koch is recommending that a public hearing be set for June 18, 2001 to consider the Traffic Signal Efficiency Program. I concur with the recommendation and respectfully request Mayor and City Council approval. MCVM/jh Attachment cc: Barry Undahl, Corporation Counsel Michael A. Koch, Public Works Director TO: FROM: SUBJECT: CITY OF DUBUQUE, IOWA MEMORANDUM Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director Traffic Signal Efficiency Program May 14, 2001 INTRODUCTION The enclosed resolutions authorize the public bidding procedure for the new, more efficient signal lenses for about one-half of the City's traffic signals. DISCUSSION The project will consist of purchasing LED (Light Emitting Diode) Traffic Signal Lamps for use in the City's existing traffic signals. The following lamps will be replaced: red ball, green ball, red arrow, green arrow and Don't Walk lamps. LED lamps use a fraction of the electricity, require little maintenance, and are warranted for five (5) years. Life expectancy is between 7 and 10 years. The benefits of LED Signal Lamps are that the LED lamps are also safer in that if a row of lights burns out, the remainder of the lights will remain on without a significant reduction in light output. Energy Savings A typical 12-inch Red traffic light requires 150 watts of electricity. LED lights use around 10.5 watts of electricity. Higher wattage also equates into higher temperatures. The high temperatures of regular incandescent lamps cause the lenses to become opaque and brittle. The estimated annual energy savings of switching to LED's is $54,000 when the whole system is converted over. Maintenance Maintenance on the new LED should only require cleaning the outside lens cover since they are extremely well sealed. Maintenance on a standard traffic light consists of removing and replacing the existing lamp, cleaning out the debris inside the lamp unit, washing the reflector and cleaning both sides of the lens. Currently every traffic light in the City is on a two-year proactive maintenance schedule. This equates into hundreds of man-hours saved annually. Improved Safety LED lamps last on average 500% longer than regular incandescent lights. LED lights are assembled so that the individual LED's are arranged in no less than five equally loaded circuits, giving them redundancy. This basically means the light should not burn out all at once, and when it does reach the end of its life cycle, only portions of it will burn out at any one time. Rebate Program Alliant Energy currently has a program that will rebate us $0.06 per kilowattIhour savings. Preliminary savings estimates are around 1,000,000 kilowatt-hours. This translates into + $60,000 in rebates. Early Return on Investment Through increased energy savings, Iow maintenance costs and the rebate program, the return on investment is estimated at three years. Once purchased, the project will consist of removing the existing lamp fixture, bulb, lens, etc. and replacing it with a self-contained LED fixture. The LED fixture contains the lens, reflector and lamp in one unit. The City's traffic light field personnel will complete this retrofit as part of the normal maintenance program. The remaining lights (Walk and Yellow ball) are on for such a short period that the cost savings do not justify the price of equipment. These lights typically require less maintenance because of their short cycle time. The existing bulbs will be replaced with long-life bulbs for these installations. We are planning on bidding the purchase in two separate bids--one bid for half the City's required needs and the second bid for the full amount. The reason for this bidding process is to determine if there is a substantial savings for the larger quantity. If there is not a substantial savings per unit, we will accept the bid for half quantity and bid for the remaining half next year for the following reasons: Storage - A secure location is needed to store the units during the installation phase. Price drop - Since the installation will be completed during the normal maintenance schedule, it will require two years before full installation. The price of the units may drop during this installation time. It was also suggested that all the lamps are not replaced the same year for maintenance reasons. By installing over a two-year period, the replacement cycle will be extended. Possible Problems With Using LED Fixtures Load Switches - This is the device that turns the lights on and off. In a few instances, there has been a problem with the Load Switches because of the Iow wattage lamp. This is a relatively inexpensive and easy device to replace. We have not had any problems with this on the few Red LEDs in use in the downtown area in the approximate two years that they have been in use. Icing Conditions - Since LED's generate little heat, icing has been known to happen on isolated lights during extreme storms. The City of Dubuque has not experienced this. The schedule for the project is as follows: Advertisement for Bids Notice of Hearing on Plans and Specifications Receipt of Bids Public Hearing Award of Contract May 25,2001 June 1,2001 June 6,2001 June 18,2001 June 18,2000 RECOMMENDATION It is recommended that the City Council establish the date of the public hearing on the purchase of the equipment, and authorize the City Clerk to advertise the proposals. BUDGET IMPACT The budget for this project is as follows: Purchase Contract $365,000 The project will be funded as follows: Road Use Tax $270,000 Street Construction Fund $ 95,000 Total $365,000 This project will be funded through an appropriation of $95,000 in the Street Construction Fund. Alternate bids will be taken for the reasons indicated in the discussion above. ACTION TO BE TAKEN The City Council is requested to establish the date for public hearing and to authorize the City Clerk to advertise for proposals through adoption of the enclosed resolutions. MAK/vjd Prepared by David Ness, Civil Engineer Prepared by: Michael A. Koch, Public Works Director Address: 50 W. t3th Street, Dubuque, IA 52001-4864 RESOLUTION NO. 227-01 PRELIMINARY APPROVAL OF PLANS AND SPECIFICATIONS NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the proposed plans, specifications, form of contract and estimated cost for the Traffic Signal Efficiency Program, in the estimated amount of $365,000.00, are hereby approved and ordered filed in the office of the City Clerk for public inspection. Passed, approved and adopted this 21st day of May, 2001. Terrance M. Duggan, Mayor Attest: Karen M. Chesterman, Deputy City Clerk day of May, 2001. Terrance M. Duggan, Mayor Prepared by: Michael A. Koch, Public Works Director Address: 50 W. I3th Street, Dubuque, IA 52001-4864 RESOLUTION NO. 228-01 FIXING DATE OF HEARING ON PLANS AND SPECIFICATIONS Whereas, the City Council of the City of Dubuque, Iowa has given its preliminary approval on the proposed plans, specifications, and form of contract and placed same on file in the office of the City Clerk for public inspection of the Traffic Signal Efficiency Program. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That on the 18~ day of June, 2001, a public hearing will be held at 6:30 p.m. in the Public Library Auditorium at which time interested persons may appear and be heard for or against the proposed plans and specifications, form of contract and cost of said improvement, and the City Clerk be and is hereby directed to cause a notice of time and place of such hearing to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall be not less than four days nor more than twenty days prior to the day fixed for its consideration. At the hearing, any interested person may appear and file objections to the proposed plans, specifications, contract, or estimated cost of the improvement. Passed, approved and adopted this 21st day of May, 2001. Terrance M. Duggan, Mayor Attest: Karen M. Chesterman, Deputy City Clerk Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th Skeet, Dubuque, IA 52001-4864_ RESOLUTION NO. 229-01 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the Traffic Signal Efficiency Program is hereby ordered to be advertised for bids for construction. BE IT FURTHER RESOLVED, that the amount of the security to accompany each bid shall be in an amount which shall conform to the provisions of the notice to bidders hereby approved as a part of the plans and specifications heretofore adopted. That the City Clerk is hereby directed to advertise for bids for the construction of the improvements herein provided, to be published in a newspaper having general circulation in the City of Dubuque, Iowa, which notice shall not be less than four days nor more than forty-five days prior to the receipt of said bids at 2:00 p.m. on the 6th day of June, 2001. Bids shall be opened and read by the City Clerk at said time and will be submitted to the Council for final action at 6:30 p.m. on the 18th day of June, 2001. Passed, adopted and approved this 21st day of May, 2001. Terrance M. Duggan, Mayor Attest: Karen M..Chesterman, Deputy City Clerk Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13th SfreetI Dubuque, IA 52001-4864 NOTICE OF HEARING ON PLANS AND SPECIFICATIONS Notice of public hearing on proposed plans and specifications, proposed form of contract and estimate of cost for the Traffic Signal Efficiency Program. NOTICE IS HEREBY GIVEN: The City Council of Dubuque, Iowa will hold a public headng on the proposed plans, specifications, form of contract and estimate of cost for the Traffic Signal Efficiency Program, in accordance with the provisions of Chapter 384, City Code of Iowa, at 6:30 p.m. on the 18th day of June, 2001 in the Public Library Auditorium in Dubuque, iowa. Said proposed plans, specifications, form of contract and estimate of cost are now on file in the office of the City Clerk. At said hearing any interested person may appear and file objections thereto or to the cost of the improvements. Any visual or hearing-impaired persons needing special assistance or persons with special accessibility needs should contact the City Clerk's office at (319) 589-4120 or TDD at (319) 589-4193 in the Human Rights Department at least 48 hours prior to the meeting. Published by order of the City Council given on the 2001. __ day of Jeanne F. Schneider, City Clerk NOTICE TO BIDDERS OF THE RECEIPT OF BIDS FOR THE TRAFFIC SIGNAL EFFICIENCY PROGRAM Sealed proposals will be received by the City Clerk of the City of Dubuque, Iowa, at the Office of City Clerk in City Hall no later than 2:00 o'clock p.m. on the 6th day of June, 2001, for the Traffic Signal Efficiency Program. Copies of the plans and specifications may be obtained in the City Engineer's Office at City Hall. Payment to the contractor will be made from funds as may be legally used for such purposes. All equipment herein provided shall have a specified delivery date from time of order. All bids must be submitted on the Bid Form bound in the specifications. Each bid shall be accompanied by a satisfactory Bid Bond executed by the Bidder and an acceptable surety; or a cashier's or certified check payable to the City Treasurer, City of Dubuque, drawn on a bank in Iowa or a bank chartered under the laws of the United States, in the amount often percent (10%) of the bids submitted as security that the bidder will enter into a contract for doing the work and will give bond with proper secudfies for the faithful performance of the contract in the form attached to the specifications. The successful bidder will be required to furnish a performance bond in an amount equal to one hundred percent (100%) of the contract price. Said bond is to be issued by a responsible surety company approved and acceptable to the City Council, and shall guarantee the faithful performance of the contract and terms and conditions therein contained, and shall guarantee the prompt payment of all materials and labor and protect and save harmless the City of Dubuque, Iowa, from claims and damages of any kind caused by the operations of the Contractor. No bid submitted by any Contractor which contains a condition or qualification shall be recognized or accepted by the City Council and any letter or communication accompanying the bid which contains a condition or qualification upon the bid which has the effect of qualifying or modifying any provision of the specifications in any manner will be construed as a non-qualifying bid and will be rejected by the City Council as not responsive. All proposals must be made on blanks furnished by the City Engineer and each bidder will be required to state his prices for doing all the items in each section on which he makes a bid and for all things necessary to make a complete job. The Bidder's attention is directed to the City of Dubuque's Affirmative Action Program which is included in the Contract Specifications and the provisions thereof and hereby made a part of the Contract Documents by reference and incorporated therein. The Contractor, when requested by the City of Dubuque, will furnish a statement of his financial and practical qualifications as provided for in the General Requirements of the Specifications. By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the State of Iowa and to Iowa domestic labor. The City Council reserves the right to reject any and all bids or to waive any technicalities and irregularities. All bids will be publicly opened and read by the City Clerk at 2:00 o'clock p.m. on the 6th day of June, 2001, and will be submitted to the Council for final action at a meeting to be held in the Public Library Auditorium, at said City at 6:30 p.m. on the 18t~ day of June, 2001. A contract will be awarded at that time or such subsequent time as the City Council may determine. Published by order of the City Council of the City of Dubuque, Iowa and dated this day of _, 2001. Jeanne F. Schneider, City Clerk CONSTRUCTION SCHEDULE AND LIQUIDATED DAMAGES Work herein provided for shall be commenced within ten (10) days after notice to proceed has been issued and shall be a specified delivery date from time of order. For each calendar day that the specified delivery of the equipment is not met, $100.00 per calendar day will be assessed, not as a penalty but as predetermined and agreed liquidated damages. The Contractor will be separately invoiced for this amount, and final payment will be withheld until payment has been made of this invoice. The assessment of liquidated damages shall not constitute a waiver of the City's right to collect any additional damages which the City may sustain by failure of the Contractor to carry out the terms of his contract. An extension of the contract period may be granted by the City for any of the following reasons: 1. Additional work resulting from a modification of the plans. 2. Delays caused by the City. Other reasons beyond the control of the Contractor, which in the City's opinion, would justify such extension.