HomeMy WebLinkAbout03/05/2019 Bid Result for 2019 Watermain Replacement Project Design and Construction Engineering Services Page 1 of 4
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Agenda Item Details
Meeting Mar 05, 2019 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 8. VILLAGE MANAGER'S REPORT
Subject 8.3 Motion to accept proposal for 2019 Watermain Replacement Project Design and
Construction Engineering Services in an amount not to exceed $234,919.
Access Public
Type Action
Preferred Date Mar 05, 2019
Absolute Date Mar 05, 2019
Fiscal Impact Yes
Dollar Amount 234,919.00
Budgeted Yes
Budget Source Water and Sewer Enterprise Fund
Recommended Action Accept the proposal for 2019 Water Main Replacement project design and construction
engineering as submitted by Robinson Engineering of South Holland, Illinois in an amount
not to exceed $234,919.
Public Content
Information
As part of the 2017 Water and Sewer Rate Study, renewal and replacement of aged water mains, fire hydrants,
valves, and other distribution system appurtenances was identified as a high priority. One outcome of this study was
an increase in funding for water main replacement projects. A primary goal of accelerating the pace of water main
replacements is to reduce the life cycle of water mains from an unsustainable 600 years to a more pragmatic 130
years. 2018 was the first year of an accelerated water main replacement schedule supported by new water and sewer
rates. In 2018, the Village replaced 3,900 feet along Prospect Avenue, School Street, Lincoln Street, and Maple
Street.
The 2019 Water Main Replacement projects include two areas: Yates Lane and connecting cul-de-sacs of Mark,
Mitchell and Jeffery Drives, as well as Northwest Highway between Maple Street to Fairview Avenue.
This year, staff seeks to replace 3,500' of existing 6" main on Yates Lane, Mark Drive, Mitchell Drive, and Jeffrey
Drive. This section of water main has had multiple breaks. Furthermore, some of these mains run through easements
between residential side yards and backyards making access problematic and restoration expensive. Plans are to
abandon the existing water main running through residential yards and to loop it within the cul-de-sacs. The water
main size will be increased from a 6" to an " to improve flow and pressure. The attached location map depicts the
proposed project area.
In addition, staff seeks to replace an existing 12" main on Northwest Highway from Maple Street to Fairview Avenue.
This 4,500' long section of water main is in need of upsizing. Computerized hydraulic modeling indicates that the
main in this area lacks sufficient conveyance capacity. Due to proximity near the elevated tank, this deficiency
impacts hydraulic performance in a large part of the distribution system. To correct this problem, staff proposes to
replace the existing undersized 12" water main with a larger 16" diameter pipe. The attached location map depicts
the proposed project area.
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Note that IDOT has indicated their plans to resurface Northwest Highway for its entire length within Mount
Prospect. Staff has reached an agreement with IDOT to "gap" this portion of their resurfacing plans to allow for water
main replacement to take place prior to resurfacing. At this point, the Village is anticipating IDOT will accept our
request to temporarily delay resurfacing for this portion of Northwest Highway.
Reguest for Proposals (RFP)
To design these improvements, staff requires technical assistance from a qualified civil engineering consultant.
Accordingly, staff prepared a detailed request for proposals (RFP) necessary to solicit these services. A copy of this
RFP is enclosed.
Consulting engineers were asked to submit a technical proposal detailing the firm's background, key personnel, and
approach to the project. In addition, each firm was also asked to submit a separate cost proposal indicating work
effort anticipated and a not-to-exceed fee.
The required scope of work included topography and field data collection; preparation of plans and bid documents;
meetings and obtaining all necessary regulatory permits.
RFPs were distributed to six (6) local engineering firms with expertise in the design and constructions of potable
water distribution systems.
RFP Results
Five (5) technical proposals and five (5) cost proposals were received. Each proposal was evaluated based on the
background of the firm, related project experience, proposed services and scope of work, schedule work effort and
proposal content. Each firm received a point ranking (total points = 100) for each criterion. Table 1 below
summarized this analysis
Category Max. Points Robinson Burns & Baxter & Ciorba Hancock
McDonnell Woodman
Background 20 19 19 18 17 17
Experience 20 19 18 17 16 16
Scope 25 21 21 20 21 19
Schedule 15 14 11 13 13 13
Work Effort 10 7 8 8 8 6
Content 10 9 8 8 9 8
Totals: 10--0- 5-9 55 54 53 79
The highest rated firm was Robinson Engineering of South Holland, Illinois.
Robinson's proposal provided numerous examples of successful water main replacement projects similar in scale and
scope as the proposed work. Examples cited water main replacement in the Villages of Matteson, Frankfort, Tinley
Park, Roselle, Downers Grove, and Palatine. All references checks indicated Robinson performed well. A copy of
Robinson's technical proposal is enclosed.
Robinson also recently completed a large-scale water main replacement that bore important similarities to the
Village's current project including high-traffic construction zones and coordination with multiple agencies including the
Illinois Department of Transportation.
Notably, Robinson completed Phase 1 engineering in only 120 days, Phase 2 engineering in 6 months and
construction in less than a year for a $90,000,000 water supply project that enabled the Villages of Morton Grove and
Niles to change their water supply from the City of Chicago to the City of Evanston. The project traversed through
the Village of Skokie to reach the Villages of Morton Grove and Niles. Overall, the project consisted of approximately
70f000 LF of 30" water main pipe, a 7 million-gallon standpipe with new booster pumping station, modifications to
another pumping station, and water main lining of approximately two (2) miles of 24" water main. All work was
completed within an extremely tight timeframe and reference checks indicated Robinson performed well.
Robinson has not performed engineering work for the Village of Mount Prospect in the past. However, staff has
concluded the firm has ample experience and resources to successfully complete this project.
Each firm was to submit a cost proposal as well. The table below summarizes staff's analysis of costs:
it I Hours I Total Cost I Cost/ Hour I I
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Robinson 1,525 $213,563 $140
Burns & McDonnell 1,828 $2581825 $141
Baxter&Woodman 2,182 $277,540 $127
Hancock 2,860 $304,600 $106
Ciorba 2,765 $310,276 $119
The lowest cost proposal was submitted by Robinson Engineering of South Holland, Illinois. A copy of Robinson's
submitted cost proposal is enclosed. Also, attached is an email communique modifying the cost proposal to
incorporate work elements that were missing from the original submittal.
Please note that Robinson's fee includes the cost of subcontracted soil borings and full geotechnical analyses;
expenditures not included in comparison fees.
It is the staff opinion that Robinson understands the proposed project, has prepared a thorough proposal based on
extensive experience, has requested a reasonable fee, and is well qualified to perform the work.
Staff recommends including a 10% contingency in the award for this proposed contract because time spent on
construction engineering and inspection can vary due to circumstances beyond the engineering consultant's control.
For example, contractor delays, material availability and inclement weather are all parameters that can lengthen
anticipated construction time. Inclusion of a 10% contingency will increase the project award from $213,563 to
$234,919.
Alternatives
1. Accept Robinson Engineering's proposal for design and construction engineering for 2019 water main
replacement project.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the proposal for 2019 Water Main Replacement project design and
construction engineering as submitted by Robinson Engineering of South Holland, Illinois in an amount not to exceed
$234,919.
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Administrative Content
Executive Content
Motion &Voting
Page 4 of 4
Accept the proposal for 2019 Water Main Replacement project design and construction engineering as submitted by
Robinson Engineering of South Holland, Illinois in an amount not to exceed $234,919.
Motion by Colleen Saccotelli, second by Richard Rogers.
Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel