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Home My WebLink About5.6 Motion to accept bid for Brick Paver Sidewalk Maintenance in an amount not to exceed $97,000.5/15/2020 BoardDocs® Pro Agenda Item Details Meeting May 05, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 6. CONSENT AGENDA Subject 6.6 Motion to accept bid for Brick Paver Sidewalk Maintenance in an amount not to exceed $97,,000. Access Public Type Action (Consent) Preferred Date May 05, 202# Absolute Date May 05, 20216 Fiscal Impact Yes Dollar Amount 97,000.00 Me eted Ye -5 Budget Source General Fund and Capital Improvement Funii Recommended Action Accept the lowest cost, responsive bid for the 2020 - 2022 brick paver maintenance contract in an amount not to exceed $97.,000 in 2020. Expenditures in 2021 and 2022 will be limited to the amount authorized for this purpose in the annual budget. Staff also recommends that the Village Board authorize two (2) one (1) year contract extension (2023 and 2024) if performance is satisfactory and the contractor agrees to hold pricing. Public Content "TOM The proposed contract is for maintenance of brick paver sidewalks throughout the Village. Brick paver maintenance is essential for keeping walking surfaces free of trip hazards, creating safe conditions for pedestrians. In addition, maintenance work is necessary to maintain an aesthetically pleasing appearance encouraging people to visit the Village's downtown business district and promote an appearance consistent with the goals and objectives of the Village Board. There are multiple locations of brick sidewalk throughout the Village with a majority of brick sidewalk concentrated in the downtown business core (see attached map). The predominate style of brick installed is a scalloped edge concrete brick paver. In most instances the brick sidewalk consists of a red brick for the field and a gray soldier course brick that frames the red field brick. Since 2003 the Village has strictly adhered to the manufacturer's specifications regarding the care and maintenance of the concrete brick paver sidewalks throughout the Village, which includes sealing the brick. The intended outcome of brick sealing is to maintain the color of the brick, but more importantly prevent moisture, salt and other materials from penetrating the brick and compromising the bricks structural integrity. The recommended sealing schedule is every five (5) to seven (7) years. The Village currently adheres to a six-year cycle. However, through constant monitoring and evaluating the performance of the concrete brick paver areas, staff has identified that the sealing of the bricks has not preserved the structural integrity of the brick. Staff has found that the brick is deteriorating from the bottom up (see attached photos). The average thickness of -?. new brick is 2 1/4"". Recently replaced concrete bricks have exhibited significant deterioration with many bricks having a thickness of 1 1/4"" ' As a result of the deterioration the brick paver becomes unstable and shifts causing an uneven walking surface, including vertical offsets creating trip hazards. https://go.boarddocs.com/il/vomp/Board.nsf/Public 1/3 5/15/2020 BoardDocs® Pro Staff has consulted brick manufacturers and installers to discuss possible solutions to the deterioration. The predominant recommendation was to transition away from brick pavers made of concrete and move to a brick paver made of fired clay. The reasoning behind this recommendation is that the moisture absorption rate of the two differing materials. The concrete brick paver is significantly more porous than the clay fired brick. Most notably is the absorption of chlorides applied to the brick surfaces along roadways and the train station platform. The annual sealing of brick pavers has protected the top layer of the brick,, but has failed to protect the underside of the brick from penetration of chlorides. The chlorides accelerate the deterioration of the brick and subsequently shorten its useful life. This condition has been most apparent on the train station platform where the Village has had to remove and replace 800-1.,000 bricks annually, all as a result of chloride absorption resulting in rapid deterioration. The gray soldier course along roadways is the next hardest hit areas where road salt is cast onto the surface, turned to brine and seeping into the joints of the brick causing the bottom up deterioration. Transition from Concrete Brick to Clay -Fired Staff will prioritize the transition from concrete to clay fired pavers in targeted areas first starting with areas most susceptible to adverse conditions such as the train station platform and the gray soldier course immediately adjacent to roadways. It is expected that addressing targeted areas will require five (5) to seven (7) years to complete. The Village does have experience with clay fired brick pavers with recent installations at the 20 West development, commuter pay station platform located at Maple Street and Prospect Avenue, and the "MP" logo in the Busse Avenue and Emerson Street intersection. All of these installations have held up well. Most relevant, the MP logo at Busse Avenue and Emerson Street has held up well for almost 20 years. In preparation for the Brick Paver Maintenance contract, staff explored different opportunities to accomplish this task. Staff identified that the Municipal Partnering Initiative (MPI) successfully operated a joint municipal purchasing contract for brick paver maintenance services. The MPI project included specifications consistent to that preferred by the Village. However, in reviewing unit costs staff determined the pricing was significantly higher than prices the Village had received in recent years for similar work. Based on this information staff determined the best course of action was to develop a set of bid specifications. Staff prepared a detailed set of bid documents and specifications necessary to secure competitive bids for this work. The proposed agreement is for three (3) years 2020, 2021 and 2022. There is also an option to extend the contracli for two (2) one (1) year extension options at the same bid prices as 2022, if both the contractor and Village agree. A Notice to bidders was posted on the Village website utilizing the online bid service Demandstar. Sealed bids werc received on April 13, 2020. Two (2) contractors submitted bids for this project. All bidders submitted a bid bond in the amount of 10% of the total bid as required in the bid proposal packet. All bids were checked for their accuracy. All bidders correctly signed their bids. A copy of the bid is attached. 1111111 ir 1111111iII111111 r Bidder 2020 Bid 2021 Bid 2022 Bid Total Results Results Results Midwest Brick Paving, $97,000 $101,750 $106,500 $305,250 Inc. LPS Pavement $1121 125 $115,545 $119,015 $346,685 Company. I MPI Bid * $150,190 $150,f 190 $150,190 $450,570 *The MPI result shown above, is a bid result received from the low bidder of the MPI process. Unit costs from the MPI process were applied to the Villages estimated quantities to compare MPI results to that of Village bid results. The low bidder of the MPI process is approximately $150,000 higher than the low bidder of the Villages bid process. Midwest Brick Paving of Antioch, Illinois submitted the lowest cost bid. All bid documents were properly signed and submitted. Appropriate bid security was included. A copy of Midwest Brick Paving"s bid submittal is attached. Midwest Brick Paving has held the Village's brick sealing contract for several years and has performed various maintenance/repair work as well. All work has been satisfactorily completed on time and within budget. As required references were provided for projects of similar size and scope. All references were checked with all resulting in positive recommendations. https://go.boarddocs.com/il/vomp/Board.nsf/Public 2/3 5/15/2020 • at discretion • Village Board. Staff Recommendation BoardDocs® Pro 1. Award contract for brick maintenance to the lowest responsive bidder. 2. Staff recommends that the Village Board accept the lowest cost., responsive bid for the 2020 - 2022 brick paver maintenance contract in an amount not to exceed $97,000 in 2020. Expenditures in 2021 and 2022 will be limited to the amount authorized for this purpose in the annual budget. Staff also recommends that the Village Board authorize two (2) one (1) year contract extension (2023 and 2024) if performance is satisfactory and the contractor agrees to hold pricing. 2020 BRICK LOCATIONS.pdf (408 KB) Good Brick vs Bad Brick 2.jpg (4.,476 KB) Good Brick vs Bad Brick l.jpg (4,570 KB) Midwest Bid Proposal.pdf (636 KB) Brick Sidewalk Paver Maintenance.PDF (206 KB) Administrative Content Executive Content All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will be no separate discussion of those items unless a Board member or member from the audience so requests, in which the item will be removed from the Consent Agenda and considered in its sequence on the agenda. Motion & Voting Motion by Richard Rogers, second by William Grossi. Final Resolution: Motion Carries Yea: Paul • William • Eleni Hatzis• SaccotelliMichael • Richard • https://go.boarddocs.com/il/vomp/Board.nsf/Public 3/3 5/15/2020 BoardDocs® Pro am-MIU-790 • mil"I gli; https://go.boarddocs.com/il/vomp/Board.nsf/Public 3/3