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County Administrator's Report 11. 22.
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| BCC Regular Meeting |
Budget & Finance Consent |
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| RECOMMENDATION: |
Recommendation Concerning a Change Order to Ingram Signalization, Inc., for Maintenance of Traffic Signal Devices Throughout Escambia County - Joy D. Blackmon, P.E., Public Works Department Director
That the Board approve and authorize the County Administrator to execute the following Change Order to Ingram Signalization, Inc., for Contract PD 12-13.049, Signal Response Maintenance and Construction, for maintenance of traffic signal devices throughout Escambia County:
| Department: |
Public Works |
| Division: |
Transportation and Traffic Operations |
| Type: |
Addition |
| Amount: |
$150,000 |
| Vendor: |
Ingram Signalization, Inc. |
| Project Name: |
Signal Response Maintenance and Construction - Maintenance of Traffic Signal Devices throughout Escambia County |
| Contract: |
PD 12-13.049 |
| PO No.: |
160708 |
| CO No.: |
3 |
| Original Award Amount: |
$220,000 |
| Cumulative Amount of Change Orders through this CO: |
$302,317.40 |
| New Contract Total: |
$522,317.40 |
[Funding Source: Fund 175, "Transportation Trust Fund", Cost Center 211201, Object Code 54601] |
| BACKGROUND: |
The Public Works Department Transportation and Traffic Operations (TTO) Division pays invoices for various traffic signal devices throughout Escambia County through a contract with Ingram Signalization, Inc., which was approved by the Board on September 5, 2013. The contract allots a defined amount per Florida Department of Transportation (FDOT) signal for repairs and electricity (this past fiscal year - $220,000 for maintenance and $80,000 for electricity) out of the Traffic Signal Maintenance and Compensation Agreement (TSMCA) between the FDOT and Escambia County, and tasks Ingram with the responsibility for response maintenance of all traffic signals throughout Escambia County. The response maintenance includes both field procedures used to restore operation and shop procedures required to repair and test the malfunctioning equipment.
The TTO Division generates the list of traffic signal devices to be maintained. The current number of devices to be maintained is 360, but varies as new traffic signal devices are accepted for maintenance, existing signals are removed, and/or maintenance for specific signals is temporarily suspended due to construction activity. Examples of signal devices maintained are traffic signals, intersection control beacons, pedestrian flashing beacons, emergency signals, school zone beacons, etc.
This $150,000 additive Change Order, #3, is expected to allow TTO to cover future expenses/invoices until the end of the current Fiscal Year (September 30, 2016). Below are the details of Change Orders #1 and #2.
Change Order #1, totaling $107.317.40, approved at the 5/5/16 BCC meeting, was necessary as sometimes the traffic signal devices are damaged via crashes or storm events. The cost of the devices is then reimbursed through insurance. The invoices for these reimbursements are paid out of the TTO budget, and once the reimbursements are collected, a Change Order is necessary to place the funds back into the appropriate budget to allow for continued payments to maintain the traffic signals for the remainder of the fiscal year.
Change Order #2, totaling $45,000, approved by the County Engineer on 7/19/16, was necessary in order to pay for outstanding invoices to Ingram for previous signal maintenance work.
Historically, the TSMCA between FDOT and the County has been established at $300,000; however, this past fiscal year the TSMCA amount was increased to approximately $477,000 to allow the County to hire two new signal maintenance employees and for the purchase of a bucket truck to use for in-house maintenance efforts. Due to the overwhelming signal maintenance demands over the past year, however, TTO has not yet been able to purchase the bucket truck. It is anticipated that TTO will purchase the bucket truck in the next fiscal year, which will allow for more in-house maintenance and allow the County to be less dependent on outside vendors.
The $150,000 is currently available in the TTO operating budget. |
| BUDGETARY IMPACT: |
| Funds for this project are available in Fund 175 "Transportation Trust Fund", Cost Center 211201, Object Code 54601 (Transportation and Traffic Operations Operating Budget). |
| LEGAL CONSIDERATIONS/SIGN-OFF: |
| N/A |
| PERSONNEL: |
| N/A |
| POLICY/REQUIREMENT FOR BOARD ACTION: |
| This recommendation is in compliance with the provisions of the Code of Ordinances of Escambia County, Florida, Chapter 46, Finance, Article II, Purchase and Contracts. |
| IMPLEMENTATION/COORDINATION: |
| Upon approval of this recommendation, a Change Order will be transmitted to the Office of Purchasing for processing. |
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