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Traffic Signal Efficiency ProgCITY OF DUBUQUE, IOWA MEMORANDUM June 11, 2001 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Traffic Signal Efficiency Program Sealed bids were received on the Traffic Signal Efficiency Program. Public Works Director Mike Koch recommends the award of the contract to the Iow bidder, Brown Traffic Products, Inc. of Davenport, Iowa, in the amount of $239,786.00. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Michael A. Koch, Public Works Director CITY OF DUBUQUE, IOWA MEMORANDUM June 8, 2001 TO: FROM: SUBJECT: Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director Traffic Signal Efficiency Program INTRODUCTION The enclosed resolution provides for the award of the Traffic Signal Efficiency Program. DISCUSSION The project will consist of purchasing more efficient LED (Light Emitting Diode) Traffic Signal Lamps for use in one-half of 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. One sealed bid was received for the fixture portion of the project on June 6, 2001. The result of that bidding process is as follows: Brown Traffic Products, Inc. $239,786.00 The Iow bid submitted by Brown Traffic Products, Inc. of Davenport, Iowa, is 26.6% under the engineer's estimate. The City's traffic light field personnel will complete this retrofit as part of the normal maintenance program RECOMMENDATION I would recommend that the City Council award the contract to Brown Traffic Products, Inc. of Davenport, Iowa, in the amount of $239,786.00: BUDGET The budget for this project is as follows: Purchase Contract The project will be funded as follows: Road Use Tax Street Construction Fund Total $365,000 $270,000 $ 95,000 $365,000 The contract amount bid for the LED fixture purchase is $239,786.00. The remaining equipment for the project will be purchased at a later date for an approximate cost of $34,000.00. The remaining balance of the monies will be used for a separate contract to assist our City crews in the installation of these fixtures. ACTION REQUESTED The City Council is requested to adopt the attached resolution awarding the LED fixture contract for the Traffic Signal Efficiency Program to Brown Traffic Products, Inc. MAK/vjd Prepared by David Ness, Civil Engineer Prepared by: Michael A. Koch, Pubtic Works Director Address: 50 W. 13m Street, Dubuque, tA 520014884 RESOLUTION NO. 272-01 RESOLUTION ADOPTING PLANS AND SPECIFICATIONS Whereas, on the 16'~ day of May, 2001, plans, specifications, form of contract and estimated cost were filed with the City Clerk of Dubuque, Iowa for the Traffic Signal Efficiency Program. Whereas, notice of hearing on plans, specifications, form of contract, and estimated cost was published as required by law. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the said plans, specifications, form of contract and estimated cost are hereby approved as the plans, specifications, form of contract and estimated cost for said improvements for said project. Passed, adopted and approved this 18th day of June ,2001. Terrance M. Duggan, Mayor Atlest: Jeanne F. Schneider, City Clerk Prepared by: Michael A. Koch, Enqineednq Division Address: 50 W. 13th Stree[, Dubuque, IA 52001-4864 RESOLUTION NO. 273-01 AWARDING CONTRACT Whereas, sealed proposals have been submitted by contractors for the Traffic Signal Efficiency Program pursuant to Resolution No. 229-011and notice to bidders published in a newspaper published in the City of Dubuque, Iowa on the 25th day of May, 2001. Whereas, said sealed proposals were opened and read on the 6th day of June, 2001, and it has been determined that the I~id of Brown Traffic Products, Inc. in the amount of $239,786.00 was the lowest bid for the furnishings of all LED fixtures as provided for in the plans and specifications. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: That the contract for the above improvement be awarded to Brown Traffic Products, Inc. and the Manager be and is hereby directed to execute a contract on behalf of the City of Dubuque for the complete performance of the work. BE IT FURTHER RESOLVED: That upon the signing of said contract and the approval of the contractor's bond, the City Treasurer is authorized and instructed to return the bid deposits of the unsuccessful bidders. Passed, approved and adopted this 18th day of June, 2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk CITY OF DUBUQUE, IOWA MEMORANDUM May 17, 2001 t 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 Lindahl, Corporation Counsel Michael A. Koch, Public Works Director TO: FROM: SUBJECT: CITY OF DUBUQUE, IOWA MEMORANDUM May 14, 2001 Michael C. Van Milligen, City Manager Michael A. Koch, Public Works Director Traffic Signal Efficiency Program 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 pumhasing 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 seven (7) to ten (10) years. The LED lamps are also safer in that if a row of lights burn 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 bum 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 the City $0.06 per kilowatt- hour savings for the LED lamps. Preliminary savings estimates are around 1,000,00'0 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 the City's 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 Balls) are on for such a short period that the operational savings does not justify the upfront costs. The existing bulbs will, however, be replaced with longer-life bulbs for these installations. Two separate bids are being solicited: one bid for half the City's lenses, and the second bid for ail of the leases. The reason for this bidding process is to determine if there is a substantial savings to purchasing the larger quantity now. 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. By installing over a two-year period, the replacement cycle will be extended. Another benefit to installing one-half of the lamps is that they are less likely to burn out in cyclical patterns. 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 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: Pumhase 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. 13~ S~'eet, Dubuque, IA 52001-4864 RESOLUTION NO. -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 day of ,2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk ~ared by: Michael A. Koch, Public Works Director Address: 50 W. 13m Street, Dubuque, IA 52001-4864 RESOLUTION NO. -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 TH E 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 day of ., 2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13~ Street, 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 18~h 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 t.he 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 Prepared by: Michael A. Koch, Public Works Director Address: 50 W. 13~ Street, Dubuque, IA 52001-4864 RESOLUTION NO, -01 ORDERING BIDS NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITM 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 6"~ 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 18~ day of June, 2001. Passed, adopted and approved this day of ,2001. Terrance M. Duggan, Mayor Attest: Jeanne F. Schneider, City Clerk Alternate B BtDDERNAME: Brown Traffic Pro~uct~: THC.. DATE:June 05, 2001 BID PROPOSALFOR: LED TRAFFIC SIGNAL MODULES THAT WILL REPLACE EXISTING INCANDESCENT BULBS THROUGHOUT THE CITY. ITEM QTY UNIT UNIT COST TOTAL COST Red 12" LED's Green 12" LED's 9" Hand ~ Fr3's 12" Hand LED's Red 42" Arrow Green 12" Arrow 728 F_.ACH A'~ nn 4K._RF~4 00 815 -; EACH !~_3.99 ;ll~;'~'~;~'=;_h'0. 82~ ~CH 65 - 00' 53,365.00 190 ~CH ~ ~n _13:-110_00 3 ~CH .R? ~ - "74~ no 9~ ~CH I I I. nn 1 o, 656.00 COMPANY: SIGNATURE: TITLE: ADDRESS: PHONE: DELIVERY DATE FROM TiME OF ORDER:  239,786.00 Brown~~nc. Sales Manager ~ 736 Federal St.; Day'port, IA 52803 (563~ 3?3-0009/ (8001 888-7078 90 Days A.R.O. Alternate A BIDDERNAME: Brown Traffic Products, Inc. DATE: June 05, 2001 BID PROPOSAL FOR: LED TRAFFIC SIGNAL MODULES THAT WILL REPLACE EXISTING INCANDESCENT BULBS THROUGHOUT THE CITY. ITEM QTY UNIT UNIT COST TOTAL COST 1 2 3 4 5 6 Red t2" LED's Green 12" LED's 9" Hand LED's 12" Hand LED's Red 12" Arrow Green 12" Arrow 400 EACH 400 EACH 400 EACH 100 EACH 69.00 6.900.00 3 'EACH 82.00 246,00 50 EACH 111 .00 5.550.00 COMPANY: SIGNATURE: TITLE: ADDRESS: PHONE: DELIVERY DATE FROM TIME OF ORDER: TOTALBID I 71 _f~q¢; or~ S~'~ Manager~ / 736 Federal St/!; D e~nport, Ia 52803 (563) 323-0009/(800 888-7078 90 Days A.R.O.