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Home My WebLink About5. Village Manager's Report 01/19/2016Mount Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL J. CASSADY FROM: DIRECTOR OF PUBLIC WORKS DATE: JANUARY 13, 2016 SUBJ: BID RESULTS FOR ROOF REPLACEMENT AT PW MAIN GARAGE ($409,750) Background In the current budget, funds have been requested to replace the existing flat roof covering the public works facility main garage. This roof is original equipment installed when the public works facility was constructed in 1987 and is nearing the end of its useful life. The roof leaks frequently indicating substantive component failures. Evaluations of the roof, performed by two (2) separate roofing consultants, recommend complete replacement. To facilitate this work, staff secured the professional services of Ehlke Lonigro Associates, Ltd. (Ehlke Lonigro) to prepare plans and specifications for bidding. Ehlke Lonigro is a professional architectural design and consulting firm from Wheeling, Illinois. The work involves removing the existing flat roof membrane system, including all flashing and sheet metal work, and replacing it with a new, single membrane EPDM roof system. Staff anticipates that work will commence as soon as weather permits this spring and reach substantial completion prior to the public works open house in May. Eight (8) invitational bids were distributed. Public notice was placed in a local newspaper and on the village website. In addition, a mandatory pre-bid meeting was held on December 3, 2015. Bid Results Bids were opened on December 22, 2015. 14 bids were received. The results are indicated in the table below: Name of Contractor Bid Crowther Roofing & Sheet Metal, Inc. $292,700.00 All American Exterior Solutions $372,500.00 Malcor Roofing of Illinois, Inc. $383,000.00 Weatherguard Roofing Co. $387,000.00 R. Commercial Roofing Solutions $399,490.00 Metalmaster - Roofmaster, Inc. $403,428.00 (bid results continued on page 2...) Page 2 of 3 Bid Results for Roof Replacement at PW Main Garage ($409,750) January 13, 2016 Olsson Roofing Company, Inc. $405,000.00 A-1 Roofing Company $424,925.00 CSR -Roofing Contractors, Inc. $438,750.00 Langlois Roofing $465,731.00 National Roofing Corporation $467,486.00 AnthonyRoofing Tecta America, LLC $493,730.00 Knickerbocker Roofing & Paving, Inc. $494,600.00 L. Marshall Inc. $590,000.00 All bidders attended the mandatory pre-bid meeting. Discussion The architect's opinion of probable cost ranged from $550,000 to $760,000. The average bid received was $429,881.43; well below expectations. It is the opinion of staff that pricing is advantageous due to the timing of the bid, low cost of petroleum products, and favorable market conditions. The apparent lowest -cost bidder is Crowther Roofing & Sheet Metal, Inc. of Lockport, Illinois (Crowther). Crowther properly signed and sealed all bid documents and provided a bond as bid security. They are manufacturer -certified to install the specified roofing system. They did not provide references. However, their website suggests ample experience with work of this scope and type. In addition, they are known to Ehlke Lonigro as a competent roofing contractor. On December 23, 2015 (one day after the bid opening), Crowther submitted a letter claiming a mistake had been made in the calculation of their bid price. The letter suggested that their actual price was $492,000. Crowther stated that they could not do the work at the read aloud bid price ($292,700). They asked that the village allow them to withdraw their bid and award the work to another contractor. The bid documents requested a lump sum amount for the work. Consequently, verification of mathematical or transposition errors is not feasible. However, Crowther's bid bond form indicates the intended value of the bond is $48,790. Bid bonds represent 10% of the amount bid. Anecdotally, the intended value of the bid bond suggests that the bid price was $487,900; not Crowther's claimed bid price ($492,000) but substantially higher than the read aloud bid price. The village attorney has considered this matter and advises that the discrepancy between the intended value of the bid bond and the bid price plausibly supports Crowther's claim that they cannot perform the work for $292,700. The second lowest -cost bid was submitted by All American Exterior Solutions of Lake Zurich, Illinois (All American). All American properly signed and sealed all bid documents and provided acceptable bid security. All American is manufacturer -certified (Firestone) to install the specified roofing system. They have also provided adequate references to indicate that they Page 3 of 3 Bid Results for Roof Replacement at PW Main Garage ($409,750) January 13, 2016 can successfully prosecute a project of this scope and type. Notably, All American successfully replaced the shingle and flat roofs at the police/fire headquarters building in 2013. Recommendation Staff recommends that a contract for the replacement of the main garage flat roof at the public works facility be awarded to the second lowest -cost bidder, All American Exterior Solutions of Lake Zurich, Illinois. Staff also recommends that 10% contingency be included in the contract award for this project to facilitate quantity variances and unforeseen circumstances. The recommended award amount, including a 10% contingency, is $409,750 ($372,500 bid price + $37,250 contingency). Sufficient funds for this proposed expenditure exist in the current budget. Sean P. Dorsey CC: Village Attorney Everette M. Hill Deputy Director of Public Works Jason Leib Administrative Superintendent Kristina Jakupovic Mount Prospect Public Works Department m INTEROFFICE MEMORANDUM MEfd'1'YUM TO: VILLAGE MANAGER MICHAEL CASSADY DATE: JANUARY 6, 2015 SUBJECT: BID RESULTS - TREE REMOVALS - $205,000 BACKGROUND Sealed bids for parkway tree removals in 2016-2017 were opened on December 22, 2015. This contract requires removal of dead, dying, diseased, EAB infested or structurally unsound parkway trees to ground level. As in the past, we also sought prices for emergency tree work in the event of a major storm. Finally, we included a provision which will allow us to extend the contract for a third year, 2018, at the same bid prices as 2017, if both the contractor and Village agree. BID RESULTS Thirteen invitational bids were mailed and a notice was published in a local newspaper. Four bids and two "No -Bid" letters were received. Bidders were asked to submit a price per inch for removal of trees in each of five different size classes. In order to draw comparisons between various bids, we asked bidders to use our estimated quantities to calculate an extended cost. Bid results for removal of an estimated 13,575 diameter inches in 2016, 11,490 diameter inches in 2017, plus an estimated 20 hours of emergency work, were as follows: DISCUSSION The bid specifications estimated that we would need to remove a total of 13,575 diameter inches. However, the specifications were written to allow us to add additional trees throughout the year, if needed, up to the budgeted amount; therefore we are requesting authorization to spend the entire budgeted amount. Homer Tree Care Trees RUs RW. Hendricksen Clean Cut Tree 2016 Removals Ext. Total $ 203,655.00 $ 278,977.50 $ 373,481.25 $ 358,125.00 2017 Removals Ext. Total $ 171,508.50 $ 237,805.50 $ 311,433.75 $ 307,117.50 Emergency Labor Ext. Total $ 3,600.00 $ 12,000.00 $ 8,000.00 $ 4,300.00 Emergency Equipment Ext. Total $ 3,900.00 $ 12,000.00 $ 3,600.00 $ 3,500.00 2016-17 GRAND TOTAL_ $ 382,663.50 1 $ 540,783.00 $ 696,515.00 1 $ 673,042.50 DISCUSSION The bid specifications estimated that we would need to remove a total of 13,575 diameter inches. However, the specifications were written to allow us to add additional trees throughout the year, if needed, up to the budgeted amount; therefore we are requesting authorization to spend the entire budgeted amount. Page 2 of 2 Bid Results — Parkway Tree Removals $205,000 January 6, 2015 The resultant lowest qualified bidder, Homer Tree Care, Inc., has performed admirably for us in the past on our Parkway Tree Removal Contracts (2010 thru 2015). We've found them to be extremely efficient, responsive, safety conscious, and we received no complaints about their work. They also played a key role in our rapid response to past storm cleanup efforts, regularly sending the Village crews. Homer willingly accepted multiple contract extensions with the Village in the past. Additionally, Homer has volunteered their services at no costs, including personnel and equipment, to harvest and place the Village's holiday tree the past few years. BID RECOMMENDATION There is $205,000 allocated for contractual tree removal in the 2016 budget. I recommend award of a two year contract, with the possibility of a third year, to the lowest qualified bidder, Homer Tree Care, Inc., in an amount not to exceed $205,000 in year one (1). Year two (2) will be in the amount the amount that is appropriated in the 2107 budget. If years one (1) and two (2) are successful, and a contract extension is agreed to by the Village and the contractor, year three (3) will be in the amount that is appropriated in the 2018 budget. Dave Hull I concur: Sean P. Dorsey Director of Public Works fount Prospect �_?/Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TREE CM USA TO: VILLAGE MANAGER MICHAEL CASSADY FROM: FORESTRY/GROUNDS SUPERINTENDENT DATE: JANUARY 6, 2015 SUBJECT: BID RESULTS — TREE TRIMMING - $180,000 BACKGROUND Sealed bids for parkway tree trimming were opened on December 22, 2015. Prices were sought for trimming trees in areas due for routine pruning on our five-year cycle in 2016 and 2017. As in the past, we also sought prices for emergency tree work in the event of a major storm. Finally, we also included a provision which will allow us to extend the contract for a third year, 2018, at the same bid prices, as 2017, if both the contractor and Village agree. BID RESULTS Thirteen invitational bids were mailed and a notice was published in a local newspaper. Four bids and one "no bid letter" were received. The bid results for trimming an estimated 4,367 trees in 2016, and 4,774 trees in 2017, plus an estimated 20 hours of emergency work, were as follows: BID DISCUSSION The bid specifications identified 4,367 trees needing to be pruned at the time the specifications were prepared. However, the specifications were written to allow us to add additional trees throughout the year, if desired, up to the amount budgeted. Tree quantities and sizes are estimated, therefore, we are requesting to spend up to the budgeted amount. The low bidder, R. W. Hendricksen Co. has worked successfully in the past for us on, Tree Trimming (1994-2002, 2007 and 2008) Tree Removals (2001-2002), and Storm Damage Cleanup R.W. Hendricksen Kramer Tree Homer Tree Winkler's Nels Tree Johnson 2016 Base Bid Trimming Ext. Total $181,746.80 $193,017.00 $201,469.60 $204,644.00 2017 Base Bid Trimming Ext. Total $184,294.10 $199,645.50 $204,205.00 $213,531.00 Emergency Ext. Total $8,000.00 $8,920.00 $4,080.00 $10,800.00 Emergency Equip. Ext. Total $3,600.00 $4,500.00 $4,100.00 $3,000.00 2016-2017 GRAND TOTALS 1 $377,640.90 1 $406,082.50 $413,854.60 1 $431,975.00 1 NO BID BID DISCUSSION The bid specifications identified 4,367 trees needing to be pruned at the time the specifications were prepared. However, the specifications were written to allow us to add additional trees throughout the year, if desired, up to the amount budgeted. Tree quantities and sizes are estimated, therefore, we are requesting to spend up to the budgeted amount. The low bidder, R. W. Hendricksen Co. has worked successfully in the past for us on, Tree Trimming (1994-2002, 2007 and 2008) Tree Removals (2001-2002), and Storm Damage Cleanup Page 2 of 2 Bid Results — Parkway Tree Trimming $180,000 January 6, 2016 (2007). Additionally, we checked their references and learned they have extensive experience successfully performing tree work contracts, including tree trimming, for multiple municipalities. BID RECOMMENDATION There is $180,000 allocated for contractual tree trimming in the 2016 budget. I recommend award of a two-year contract and possibly a third year, to the lowest qualified bidder, R. W. Hendricksen Co., in an amount not to exceed $180,000 in year one. Year two (2) will be in that amount appropriated in the 2017 budget. If year one (1) and two (2) are successful, and a contract extension is agreed to by the Village and the contractor, year three (3) will be in the amount that is appropriated in the 2018 budget. I concur. Sean P. Dorsey Director of Public Works Dave Hull C:\Users\sdorsey\Documents\Forestry\Tree Trimming\MEMO TRIM RECOMMEND 2016.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM �M?/ TO: VILLAGE MANAGER MICHAEL J. CASSADY FROM: DIRECTOR OF PUBLIC WORKS DATE: JANUARY 13, 2016 SUBJECT: ACCEPT MUNICIPAL PARTNERING INITIATIVE (JOINT PURCHASING AGREEMENT) BID RESULTS FOR HYDRANT PAINTING ($28,000) BACKGROUND The Village has an annual fire hydrant maintenance program for 2,200 Village owned- fire hydrants. A component of the fire hydrant maintenance program is scraping and recoating of fire hydrants on a five-year cycle. The process entails removing old layers of paint, applying a primer, followed by a finish coat. This program extends the life of the hydrant by reducing corrosion and improves the aesthetic appearance of a highly visible village asset. For many years, this work has been performed by temporary summer workers. These workers would remove old paint and corrosion using wire brushes. They would repaint the hydrants by hand. Generally, this protocol produced an acceptable product. However, over time, layers of paint have accumulated and corrosion has become more pronounced. Scraping and painting most hydrants by hand has become less effective. Last year, public works performed a pilot project utilizing a professional painter to rehabilitate hydrant surfaces. The painter sandblasted approximately 40 hydrants to near -bare metal. They were then primed and recoated using a compressed air paint sprayer. The results have been very good; the hydrants look like new. Staff expects that these hydrants can now be recoated two or three times and will likely not require sandblasting for 10-15 years. However, the cost of contracting this work proved expensive; approximately $100 per hydrant. In an effort to reduce this cost, staff investigated procuring this work through joint purchasing agreements. We discovered that the Northern Illinois Municipal Partnering Initiative (MPI) presently has an active contract for hydrant painting. DISCUSSION MPI is a collective of 18 Cook County and Lake County municipalities that have leveraged bulk purchasing and workload sharing to reduce the cost of many municipal services including public works responsibilities such as pavement patching, crack sealing, building maintenance, and hydrant painting. MPI has an active contract for hydrant painting services that was competitively bid in 2014 and expires in July of 2017. The contract was awarded to Bill's Commercial Painting of Mount Prospect. The current pricing is $68.80 for each hydrant. To date, over 4,900 hydrants, have been painted using this contract. Page 3 of 2 Accept Municipal Partnering Initiative (Joint Purchasing Agreement) Bid Results for Hydrant Painting ($28,000) January 13, 2016 The Village of Glenview is the lead agency. They developed the bid documents and awarded the initial contract. However, Buffalo Grove, Cary, Lake Forest, North Chicago, Northbrook, Northfield, Wheeling and Winnetka all participate in the contract. The MPI joint purchasing agreement utilized by Glenview allows other municipal agencies, which were not participants in the original bid, to join after the fact. This concept is similar to State of Illinois joint purchasing contracts for vehicles and road salt the village has joined in the past. Payment made for work performed under the scope of this contract is made directly to the contractor. No liability is created between the Village of Mount Prospect and the Village of Glenview. Upon joining the contract, the village will be named as an additional insured party on the contractor's certificate of insurance. The MPI joint purchasing agreement satisfies all of the village's insurance, indemnity, and hold harmless requirements. Staff has contacted the Village of Glenview and Bill's Commercial Painting. Both have agreed to allow the village to participate in the contract. The village attorney advises competitive bidding is not required when the village, pursuant to its home rule powers, enters into a joint purchasing contract for materials, supplies, equipment or services with another entity which has conducted competitive bidding for those materials, supplies, equipment or services (Village code Section 4.103G(2)). Bill's commercial Painting has performed hydrant painting and streetlight painting work in the village for several years. They have proven to be a competent contractor for work of this type and scope. RECOMMENDATION I recommend the Village Board accept the Northern Illinois Municipal Partnering Initiative bid results and authorize staff to procure hydrant painting services from Bill's Commercial Painting at a cost not to exceed $28,000. Sufficient funds for the pr posed contract are available in the current budget. n P. Dorsey cc: Village Attorney Everette M. Hill Deputy Director of Public Works Jason Leib Water/Sewer Superintendent Matt Overeem File