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Home My WebLink About05/15/2018 Bid Result for Willow/Cypress Streetlight Improvement BoardDocs® ProPage 1 of 3 Agenda Item Details MeetingMay 15, 2018 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category8. VILLAGE MANAGER'S REPORT Subject8.2 Motion to accept bid for Willow/Cypress Streetlight Improvements in an amount not to exceed $133,300. AccessPublic TypeAction Preferred DateMay 15, 2018 Absolute DateMay 15, 2018 Fiscal ImpactYes Dollar Amount133,300.00 BudgetedYes Budget SourceMotor Fuel Tax Fund Recommended ActionAccept the bid from Utility Dynamics Corporation of Oswego, IL to provide construction services for the Willow-Cypress Street Light Project for a not to exceed amount of $133,300.00. Public Content Information A key component of the Mount Prospect Strategic Plan is to improve the Village’s residential street light system. In previous years, street lights were constructed on Willow Lane from Robert Drive all the way to the western Village limits. The only blocks of Willow Lane that do not have street lights are from Robert Drive to Church Road. Adjacent to this section of Willow Lane is Cypress Drive and Frost Drive, which are principle routes of access to Frost Elementary School. Village staff has identified street lighting improvements for Willow Lane from Robert Drive to Church Road, Cypress Drive from Willow Lane to Cottonwood Lane, and Frost Drive from Cypress Drive to Circle Drive to provide added visibility and safety in the vicinity of Frost Elementary School. Attachment A depicts the project area. HLR Engineering is currently under contract for this project. They provided the engineering design services and plans were approved by IDOT earlier this year. Their contract also includes inspection services during construction. At this time, Village staff is seeking to enter into a construction contract. Work is expected to begin in July and be completed in the fall of 2018. Funds for this project have been allocated in the 2018 Village Budget. The bid specifications and project plans are enclosed as Attachments B and C. Bid Results The Village opened bids on April 30, 2018. A notice was published in the Illinois Department of Transportation (IDOT) Construction Bulletin as well as on the Onvia DemandStar public bidding clearinghouse via the Village website. Four (4) contractors picked up bidding documents with only one (1) contractor submitting a bid. Utility Dynamics Corporation of Oswego, IL (Utility Dynamics) was the sole bidder with a bid of $121,207.20, 3.4% less than engineer’s estimate of cost. The engineer’s estimate of cost is $125,410.75. https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/27/2018 BoardDocs® ProPage 2 of 3 The bidder submitted a bid bond in the amount of 5% of their total bid as required by the contract documents. The bid was checked for accuracy. There were no errors. The bidder submitted all of the required documents and correctly signed their bid and bid bond. A copy of Utility Dynamics' bid submittal is enclosed as Attachment D. Discussion A primary business focus of Utility Dynamics Corporation is street light installation. Their clients include municipalities, counties, IDOT, and the Illinois Tollway. Utility Dynamics Corporation has previously performed street light and traffic signal work in the Village, and is currently the contractor for the Central Road Street Light Project. Their performance has been acceptable. HLR Engineering has also worked with Utility Dynamics Corporation on street light projects and found their performance to be acceptable. They meet the eligibility requirements of IDOT to perform street light work pursuant to the contract documents. It is the opinion of staff that Utility Dynamics is competent and qualified to perform the specified work. Public Works staff contacted other plan holders including H&H Electric, Home Towne Electric, and Thorne Electric, to determine why they did not bid on the project. All reported that their current workload, primarily obligated to IDOT projects, would prevent them from completing the work in a timely manner. Notably, common feedback was that the project timeline would have to be extended into 2019 in order for most of these firms to consider bidding the work. It is the opinion of staff that such an accommodation does not serve the best interests of the Village. Due to the proximity of Frost Elementary School (Frost), the contract documents stipulate that much of the work be completed during the summer when Frost is not in session in order avoid conflicts with traffic and school activities. Consequently, schedule adherence is an important component of project success. HLR Engineering and Village staff analyzed the unit prices for the different materials associated with the project (underground conduit & wiring, pole foundation, poles, luminaires, sidewalk) and compared them to similar recent projects including the Central Road Street Light Project. Unit prices are comparable to similar recent projects and, in fact, less expensive than many items associated with the Central Road Street Light Project. Utility Dynamics reports that their lower unit prices are attributable to economies of scale realized by leveraging the firm’s simultaneous deployment on the Central Road project. Considering this analysis, and explanations from plan holders that did not bid, staff has concluded that re-bidding this project will not garner greater interest from bidders or appreciably lower bid prices. Furthermore, staff has concluded that Utility Dynamics’ bid is responsive and competitive. In addition, as part of the state-mandated process to expend MFT funds, IDOT has been integrally involved in the design and bidding process. They have confirmed a contract can be awarded to a single bidder. It is recommended that a 10% contingency be included in the project award to allow for quantity variances and unanticipated conflicts. For this project, a 10% contingency added to the lowest bid would result in a total contract award of $133,300.00. (Base Bid: $121,207.20 + Contingency: $12,092.80 = Total Recommended Award: $133,300.00) Alternatives 1. Accept bid for Willow/Cypress Streetlight Improvements in an amount not to exceed $133,300. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the bid from Utility Dynamics Corporation of Oswego, IL to provide construction services for the Willow-Cypress Street Light Project for a not to exceed amount of $133,300.00. ATTACHMENT B _ FINAL SPECIFICATIONS.pdf (2,246 KB) ATTACHMENT C _ FINAL PLANS.pdf (4,625 KB) ATTACHMENT D _ Utility Dynamics Corp - Bid.pdf (6,391 KB) ALUM POLE _ LED LUMINAIRE 2.jpg (2,028 KB)ATTACHMENT A _ Location Map.pdf (340 KB) https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/27/2018 BoardDocs® ProPage 3 of 3 Administrative Content Executive Content Motion & Voting Accept the bid from Utility Dynamics Corporation of Oswego, IL to provide construction services for the Willow- Cypress Street Light Project for a not to exceed amount of $133,300.00. Motion by Michael Zadel, second by Richard Rogers. Final Resolution: Motion Carries Yea: William Grossi, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/27/2018