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Home My WebLink About06/20/2017 Bid for Addison Court Street Improvement7/26/2017 Board Docs® Pro IN Agenda Item Details Meeting Jun 20, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 8. VILLAGE MANAGER'S REPORT Subject 8.1 Motion to accept bid for Addison Court Street Improvements as submitted by J.A. Johnson Paving Company of Mount Prospect, Illinois in an amount not to exceed $323,333. Type Action Preferred Date Jun 20, 2017 Absolute Date Jun 20, 2017 Fiscal Impact Yes Budgeted No Budget Source Street Improvement Construction Fund Recommended Accept the lowest cost, responsive bid to construction option #2 of the Addison Court Street Action Improvements as submitted by J.A. Johnson Paving Company of Mount Prospect, Illinois in an amount not to exceed $323,333. Background Addison Court is quarter -mile long cul-de-sac roadway that intersects Busse Road near the Village's southern limit. The roadway provides ingress and egress for several commercial and light industrial businesses. There are no residential land uses on Addison Court. Attachment A contains a map depicting the area. Last year (2016), Addison Court and its servient properties (the Addison Court Area) were annexed into the Village. Previously, the area was considered unincorporated Cook County. Attachment B delineates the Addison Court Area. This annexation was pursuant to a settlement agreement for a lawsuit in which one of the Addison Court Area property owners sued both the Village and Elk Grove Township Road District regarding roadway maintenance responsibilities. The litigation alleged that the Village and/or Elk Grove Township had failed in an obligation to maintain the road. Among other things, the settlement agreement provided that the Addison Court Area be annexed to the Village, the roadway be improved by the Village in 2017, and future routine roadway maintenance be performed by the Elk Grove Township Road District. Furthermore, the agreement provided that the cost of improving the roadway be equally borne by the Village and the Elk Grove Township Road District. For reference, the legal question over roadway ownership and maintenance responsibilities stemmed from a Cook County Appellate Court opinion upholding a lower court decision to allow Addison Court Area and other nearby properties to disconnect from the Village in December 1990. Previously, the Addison Court Area had been part of the Village. The disconnection effectively deleted the Addison Court right-of-way from the Village's street improvement program(s). Unfortunately, jurisdiction and maintenance responsibilities for the roadway were not well defined following the disconnection. Subsequently, the roadway was sparingly maintained by adjacent property owners and pavement conditions degraded; ultimately resulting in the referenced lawsuit. Request for Bids Earlier this year, staff performed field data collection, assessed found conditions, and met with Addison Court Area property owners to define the scope of improvements. Subsequently, staff prepared a detailed set of plans and specifications necessary to solicit public bids for the work. The scope of work included the following options: http://www.boarddocs.com/il/vomp/Board.nsf/Public 1/3 7/26/2017 Board Docs® Pro Option #1 focuses on a 3.0" milling and resurfacing of approximately 4,400 square yards of asphalt surface on Addison Court. The scope of work also features approximately 2,170 feet of existing curb & gutter replacement, approximately 243 feet of new B-6.12 curb and gutter, hot -mix -asphalt and concrete apron repairs, installing four new catch basins with 20 feet of 12" RCP (Type 1) storm sewer, restoring approximately 1,847 square yards of parkway with topsoil and sod, and regrading 250 feet of an off-site swale to promote positive storm water discharge to Higgins Creek. Option #2 includes the same quantities for resurfacing, curb replacement, structure work, and swale grading listed in Option #1. However, Option #2 incorporates the construction of three off-street perpendicular parking areas, totaling 51 new spaces in the area. To account for this proposed design, Option #2 includes a 605 square yard quantity of full -depth pavement installation (5" asphalt, 6" aggregate base). The scope of work for this option also involves installing an additional 100 feet of new B-6.12 curb and gutter, pouring approximately 462 feet of new Type B curb, installing approximately 711 feet of thermoplastic pavement striping, and replacing approximately 316 feet of chain link fence that is currently located in the proposed parking areas within the public right-of-way. Due to the additional pavement, quantities for items like topsoil and sod restoration were reduced in comparison to Option #1; now approximately 1,102 square yards of proposed repairs. Alternate A was created to upgrade the storm sewer system to a "25 -year storm" level of protection. The scope of work in this alternate also includes installing 90 feet of 21" RCP, Type 2 storm sewer, laying 119 feet of 27" RCP, Type 2 storm sewer, replacing two (2) existing catch basins with 60" -diameter manholes, and installing a new flared -end section to outlet the storm water drainage to the off-site swale. These options are depicted in the plan sheets enclosed as Attachment C. Bid Results Bids for this work were received at 1:00 PM on June 12, 2017. A public notice was placed on the Onvia OnDemand bid website and invitations to bid were sent to five (5) area contractors. Twelve (12) bid packages were distributed to contractors. Two (2) bids were received. A complete bid tabulation, including an engineer's estimate of probable construction cost, is enclosed as Attachment D. The lowest cost bid for each of the bid items was submitted by J.A. Johnson Paving Company of Mount Prospect, Illinois (Johnson Paving). A copy of Johnson Paving's bid submittal is enclosed as Attachment E. All bids were properly signed and submitted with required bid bonds. All bids were reviewed for accuracy and completeness. No mathematical tabulation errors were identified. Discussion Johnson Paving has performed resurfacing work for the Village in the past. Most recently, they performed asphalt milling and resurfacing associated with last year's storm sewer improvements project. The work was completed satisfactorily. In addition, Johnson Paving submitted ample references for work of similar scale and scope including 2016 street resurfacing projects for the Village of Glenview ($1,112,663), City of Evanston ($905,144), Illinois Department of Transportation ($760,000), and the Illinois Toll Highway Authority ($4,472,079). All references indicated that Johnson Paving completed required work satisfactorily and without incident. Furthermore, all references indicated they would hire Johnson Paving to perform similar work again in the future. Johnson Paving's bid for Option #1 (street resurfacing/repairs) work is 18% lower ($45,359) than the engineer's estimate. Their bid for Option #2 (street resurfacing repairs & perpendicular parking) is 17% lower ($53,990) than the estimate. Their cost to upgrade the storm sewer (Alternate A) is 13.5% higher ($7,088) higher than expected. It is the opinion of staff that Johnson Paving has ample resources and experience to expeditiously perform the specified work at the bid prices indicated. Staff also recommends award of Option #2. This scope of work includes complete resurfacing and repair of the existing pavement and curb along with the addition of 51 perpendicular parking spaces within the public right-of-way. These improvements are highlighted in the plan sheet enclosed as Attachment F. It is the opinion of staff that one of the definitive observations of the Addison Court Area is proliferation of improper vehicle parking in the public right-of-way. Presently, vehicles are parked in the street, across the curb, and in unpaved http://www.boarddocs.com/il/vomp/Board.nsf/Public 2/3 7/26/2017 Board Docs® Pro parkway areas. To a large extent, these vehicles are generated by employees of the construction -related businesses on the street. Discussions with property owners affirm that parked car congestion is not only aesthetically distracting but impacts business operations and ingress/egress. Construction of Option #2 will help mitigate this problem by providing appropriate vehicle parking spaces, establishing a barrier curb, and installing turf parkway to discourage improper right-of-way parking. In addition, on -street parking restrictions in the cul-de-sac approach and bubble will help alleviate congestion for businesses at the east end of the roadway. In summary, Option #2 will help satisfy both the Village's contractual commitments to repair the roadway as well as progress towards a larger goal of improving the value of annexed areas. Staff also recommends that the contract award for this project include a 10% contingency to allow for quantity variances and unforeseen field circumstances. In this instance, the recommend contract award amount is $323,333 ($293,939 (bid) + $29,394 (contingency) = $323,333 (award)). Finally, staff does not recommend award of the storm sewer improvements defined in Alternate A. Instead, staff proposes to construct these improvements utilizing in-house resources. Alternatives 1. Accept lowest cost bid for construct Option #2 of the Addison Court Street Improvements. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the lowest cost, responsive bid to construct Option #2 of the Addison Court Street Improvements as submitted by J.A. Johnson Paving Company of Mount Prospect, Illinois in an amount not to exceed $323,333. ATTACHMENT F _ ADDISON COURT _ OPTION 2 PLAN SHEETS.pdf (5,156 KB) ATTACHMENT A _ ADDISON COURT LOCATION MAP.pdf (23 KB) ATTACHMENT B —ADDISON COURT AREA MAP.pdf (1,558 KB) ATTACHMENT C _ ADDISON CT IMPROVEMENTS PLANS.pdf (22,703 KB) ATTACHMENT D _ ADDISON COURT BID TABULATIONS.pdf (63 KB) ATTACHMENT E —JOHNSON PAVING BID SUBMITTAL.pdf (244 KB) Motion & Votin Accept the lowest cost, responsive bid to construction option #2 of the Addison Court Street Improvements as submitted by J.A. Johnson Paving Company of Mount Prospect, Illinois in an amount not to exceed $323,333. Motion by Michael Zadel, second by Paul Hoefert. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel http://www.boarddocs.com/il/vomp/Board.nsf/Public 3/3