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Home My WebLink About6. MANAGERS REPORT 6/19/07 v Mount Prospea Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PROJECT ENGINEER " . DATE: JUNE 13, 2007 SUBJECT: NEIGHBORHOOD TRAFFIC SIGN PROJECT - ZONE 12 CONSTRUCTION RECOMMENDATION - $29,297.00 At the June 5th Village Board Meeting, the Village Board of Trustees passed an ordinance that changed many intersection traffic control and speed limit regulations in the neighborhood known as Zone 12. The neighborhood is bounded by Central Road and Northwest Highway to the north, Route 83 to the east, Lincoln Street to the south, and Busse Road to the west. Given the sensitivity of the project, the Engineering Staff seeks to expeditiously complete the work so that the neighborhood can adjust to the changes prior to the next school year. In order to do so, award of a contract is necessary immediately so that there is sufficient time to fabricate the signs and install them. Therefore, we are recommending that United Rentals Highway Technologies, Inc. of Villa Park, lllinois be granted a contract extension in the amount of $29,297.00. Originally, Zones 7, 12 and 13 were slated to be part of one construction contract. However, the additional traffic studies in Zone 12 required us to remove the neighborhood from the contract and bid the work in Zones 7 and 13 separately. Work in these two neighborhoods was completed in January. Speaking with United Rentals, they have agreed to extend the current contract based on the same unit prices and complete the project by the beginning of August. The Engineering Staff believes this is the best course of action to accomplish the project in a timely fashion and at a reasonable price for the following reasons. First, United Rentals has been the only bidder in the two contracts we have awarded as part of the Neighborhood Traffic Study. Bidding this additional work may once again only yield one bidder. Second, bidding the work may result in higher unit prices. Construction season is well under way and new projects often results in premium prices. Third, going through a bidding process takes time and will reduce the likelihood of completing the project before the new school year. To date, the work performed by United Rentals has been acceptable. They are familiar with our sign fabrication and installation requirements. Allowing for a contract extension would provide for a smooth and quick construction phase. Plus, it reflects the intention of the Engineering Staff to have had the work included in the current contract. It is, therefore, the Engineering Staffs recommendation that United Rentals be granted a construction contract extension in the amount not to exceed $29,297.00. page 2 of2 Neighborhood Traffic Sign Project - Zone 12 June 13, 2007 There are sufficient funds in the 2007 Budget to cover the cost of this contract extension. Please include this item on the June 19th Village Board Meeting Agenda. Enclosed is a project area map for your reference. Matthew P. Lawrie I concur with the above recommendation. Glen R. Andler, Dir ctor of Public Works Attachment: Project Area Map cc: Village Clerk Lisa Angell h:\engineering\traffic\ritcp\zones7 -12-13\sign _ contract\rec _memo _12.doc WESTBROOK SCHOOL C 0: W en en ::) m VILLAGE OF MOUNT PROSPECT ~~ NEIGHBORHOOD TRAFFIC SIGN PROJECT ZONE 12 CENTRAL RD LINCOLN JR HIGH SCHOOL ST. RAYMOND SCHOOL CW) CO W .... ::) o 0: LINCOLN ST 1\.1ount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS · ~6 ffli n'~ V. ~.. \Q.... FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: JUNE 13, 2007 SUBJECT: ACCEPT NWMC BID FOR 2007 CRACK SEALING PROGRAM (NOT TO EXCEED $56,650) BACKGROUND As part of our annual preventive street maintenance program we typically select streets that have been paved in the last 4-5 years for crack sealing. At 4-5 years, the pavement develops transverse and longitudinal cracks, which are sealed to prevent further deterioration of the pavement, thereby extending the life of the street. In order to contain the costs of such services and material, we enter into a joint contract through the Northwest Municipal Conference (NWMC) for this program. BID RESULTS Bids were received and evaluated by the NWMC for the proposed 2007 Crack Sealing Contract. Last year, the Village paid $.987 per pound for crack sealing material installed which included a .02 per pound NWMC administrative fee. This year the lowest responsible bidder was SKC Construction, Inc. at $.951 per pound plus a .02 MWMC administrative fee; for a total of $.971 per pound or a decrease of$.016 per pound. Four bids were received, and bid results are as follows: Bidder SKC Construction, Inc Complete Asphalt Service Behm Pavement Maintenance, Inc. Scodeller Construction Price per lb. $ .951 $ .976 $ 1.048 $ 1.18 H:\Adrninistration\BIDS\CRCKSLNG .2007. .doc Page two 2007 Crack Sealing A ward JUNE 6, 2007 DISCUSSION SKC Construction, Inc. is an IDOT approved contractor and had the NWMC Crack Sealing contract in 2002 and 2004. The NWMC review panel awarded the contract to SKC Construction, Inc. as the low successful bidder for the 2007 Crack Sealing contract. Funds for this proposed contract are; on page 208 in the current budget, account code 0505104- 540515 in the amount of $50,920 and on page 211, account code 0015108-540515 in the amount of $5,730. The total budget amount for the 2007 program is $56,650. Our quantities of crack sealing will be monitored so that the total expenditure does not exceed the budgeted amount. RECOMMENDATION I recommend acceptance of the lowest NWMC bid as submitted by SKC Construction, Inc. for an amount not to exceed $56,650. g~ 65~ Paul Bures Streets and Buildings Superintendent I~ " Glen R. Andler Director of Public Works pb c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean Dorsey File H:\Administration\BlDS\CRCKSLNG .2007. .doc 2 INTEROFFICE MEMORANDUM ".~ . \b~~ V \I'~ ~ { Mount Prospect ~ Mount Prospect Public Works Department TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VEHICLE/EQUIPMENT SUPERINTENDENT DATE: JUNE 13, 2007 SUBJECT: SUBURBAN PURCHASING COOPERATIVE FUEL BID AWARD Backaround Since June of 2001 the Village has been using the Northwest Municipal Conference (NWMC)/Suburban Purchasing Cooperative (SPC) bid contract with Texor Petroleum to purchase its unleaded gasoline and diesel (5% Bio-Diesel). The last extension of the original contract ended June 5, 2007. Bid Award On June 1, 2007 we were notified by the NWMC that this years SPC fuel bid was awarded to Gas Depot Oil Company, Morton Grove, Illinois. The cost of fuel per gallon will vary according to market conditions, as reflected in the Oil Price Information Service (OPIS) data sheets. Gas Depot Oil Company's bid was for $0.060 over the OPIS low cost of fuel for both #2 diesel and unleaded gasoline. The contract that just ended with Texor Petroleum was for $.049 over the OPIS average cost of both #2 diesel and unleaded gasoline. Attached is the 2006/2007 and 2007/2008 fuel bid work sheet that reflects the last Village contract pricing versus the new SPC bid award pricing. The bid also contained a provision to extend the contract three (3) additional one (1) year contracts. Discussion The NWMC/SPC fuel bid award is in effect from June 6, 2007 to June 5, 2008. I have talked with Mr. Barry Clark, sales manager for Gas Depot Oil Company to inquire if they supplied other municipalities in the area. In fact when I made the initial phone call to Mr. Clark, he was signing the agreement for the purchase and delivery of fuel with the Village of Hoffman Estates. Mr. Clark stated he will be supplying the Villages of Hoffmann Estates and Libertyville and that he was in contact with other Villages to sign them to a contract. , SPC Fuel Bid Award June 13, 2007 Page 2 of 2 Recommendation It is my recommendation that the Village accept the NWMC/SPC bid award and execute a new 2007/2008 fuel contract with Gas Depot Oil Company, Morton Grove, Illinois, to be in effect from June 20, 2007 to June 5, 2008 and also approve the three one year extensions if approved by the NWMC/SPC. Funds for this proposed contract are available in the current 2007 budget and will be in the proposed 2008 budget. (Fire Department Vehicle Maintenance Account #0014206-570635 and Public Works Vehicle Maintenance Account #6605702-570635). Cres(l1~ JG Attachment c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey H:\Administration\B1 DS\RESUL TS\FueIBid2007.doc " , ... Village of Mount Prospect 2007/2008 Fuel Bid Worksheet 2006/2007 SPC Bid Contract Extension and 2007/2008 SPC Bid Contract OPIS Dated 5/21/07 OPIS Dated 5/21/07 87 Octane #2 Premium Unleaded Ultra Low Sulfur Gasoline Sio-Diesel (5%) Delivery Discount 2006/2007 SPC Fuel Contract Extension Texor Petroleum Co. $3.2495 $2.5642 Included None! Riverside, IL. Net 15 Days OPtS Average OPIS Average 2007/2008 SPC Fuel Contract Gas Depot Oil Company $3.2171 $2.5322 Included None! Morton Grove, IL. Net 5 Days OPtS Low OPIS Low MountPwspcct " Q{Ylet1i~ Mount Prospect Public Works Department .v {O... ..ot( INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT DATE: JUNE 13, 2007 SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE TRUCK CAB AND CHASSIS ($58,740.00) Backaround In the current budget, there are funds available to replace vehicle # 2738. Vehicle # 2738 is a 1992 International sewer flusher. This truck is equipped with a 1500-gallon water tank and a high-pressure pump. The unit is used to flush sanitary and storm sewers, wash down streets and buildings, and is also used in conjunction with the sewer televising equipment. Replacement Schedule Vehicle # 2738 was purchased in 1992. Vehicle # 2738 has entered its 16th year of service. The replacement schedule for this vehicle type is 15 years. Vehicle # 2738 meets the required years of service. 2738 has logged 131,070 miles and 4369 hours on the power train (actual road miles 24,875). Life Cvcle Cost Analvsis Life cycle cost analysis has been completed on vehicle # 2738 and is attached for your review. The optimum economic replacement point has been calculated at year 11. The modified economic replacement point has been calculated at year 14. Other Factors Vehicle # 2738 will need the following work to extend its useful life. Rebuild transmission Diesel Tune up engine (2) Replace rear brakes with drums Replace 4 tool boxes Rebuild high pressure pump Repair cab floor board - left side Repaint entire unit - remove water tank Total estimated cost of relJairs $ 3,200.00 $ 2,500.00 $ 1,375.00 $ 2,300.00 $ 6,675.00 $ 500.00 $ 8,500.00 $ 25.850.00 Replacement Recommendation It is my recommendation that a replacement vehicle for # 2738 be purchased during the 2007 budget year. Accept State of Illinois Bid For the Purchase of One Truck Cab and Chassis June 13, 2007 Page 2 of2 Bid Recommendation I am recommending the purchase of one 2008 International 7400 SFA Series, 35,000# GWVR cab and chassis from the State of Illinois contract (PSD 4013471) award winner Prairie International Truck Sales, Springfield, Illinois. I request that the Village Board authorize the purchase of one new 2008 International 7400 Series 35,000# GWVR truck cab and chassis at a cost not to exceed $58,740.00. Funds for this proposed purchase are available in account no. 6707709 - 660115 ($110,000.00), page 293 of the current budget. The remaining funds will be used to purchase a 1500 gallon sewer flusher body with an auxiliary engine. The unit being replaced will be sold at the NWMC auction in fall 2008. ~ ~ A~+ --' James E. Guenther Attachment c: Deputy Director Sean Dorsey H:\Administration\BIDS\RESULTS\State Purchase Cab & Chassis 2007.doc Mount Prospect Public Works Department Life Cycle Cost Analysis for 1992 International Sewer Flusher 2738 - Year 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 87000 81900 76800 71700 66600 61500 56400 51300 46200 41100 36000 30900 25800 20700 15600 81900 76800 71700 66600 61500 56400 51300 46200 41100 36000 30900 25800 20700 15600 10500 5100 5100 5100 5100 5100 5100 5100 5100 5100 5100 5100 5100 5100 5100 5100 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 8.0 19.3 12.7 9.0 11.3 16.0 17.0 10.5 7.5 16.0 7.3 48.5 56.6 66.5 54.0 1600 3860 2540 1800 2260 3200 3400 2100 1500 3200 1450 9700 11320 13300 10800 275 494 613 266 507 374 2683 2134 566 866 362 8975 2801 6598 834 908 461 530 359 547 522 749 352 412 504 1003 418 422 216 1172 8091 10135 8996 7734 8625 9412 12149 9897 7786 9886 8122 24442 19900 25481 18160 8091 18226 27222 34955 43580 52992 65142 75038 82824 92710 100833 125275 145175 170655 188816 2634 3972 5509 6549 8135 9648 11821 12842 14038 15501 18410 19623 20848 21475 24875 Value at Beginning of Year: Estimated Value at Year End: Actual Dollar Depreciation for Year: Downtime Costs/Mile: Hours DownlY ear. Downtime Costs per Year: Cost of Maintenance and Repairs per Year: (induding labor, parts, etc.) Fuel Costs per Year: Total Variable Costs: Miles: Total Lifetime Variable Costs: Cumulative Cost per Mile: (Divide Total Lifetime Variable Costs by Mileage) $ 3.07 $ 4.59 $ 4.94 $ 5.34 $ 5.36 $ 5.49 $ 5.51 $ 5.84 $ 5.90 $ 5.981 $ 5.48 1 $ 6.38 $ 6.96 1 $ 7.951 $ 7.59 $9.00 $8.00 GI i $7.00 .. :. $6.00 .. S $5.00 0 ~ $4.00 ;:; ~ $3.00 g $2.00 0 $1.00 $- 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Years of Service JDenotesOptimum Economic Replacement I Modified Optimum Economic Replacement Point Analvsis I Modified Optimum Economic Replacement Point I Purchase Price of New Vehicle: LESS: Estimated Value of New Vehicle at Optimum Economic Replacement Point: Estimated Depreciation Cost of New Vehicle: LESS: Estimated Value of Present Vehicle: Net Depreciation Cost of New Vehicle: Estimated Total Miles on Replacement at Optimum Economic Replacement Point: Estimated Depreciation Cost CostIMile of New Vehicle: Existing Vehicle Cumulative Cost per Mile at Optimum at Optimum Economic Replacement Point: ADD: Estimated Depreciation CostIMile of New Vehicle: Cumulative Cost/Mile at Modified Optimum Economic Replacement Point: $110.000 $55.000 $55.000 $10.500 $44.500 18.000 $2.47 $5.48 $2.47 $7.95 l'v1.ount Prospect Mount Prospect Public Works Department ~ INTEROFFICE MEMORANDUM DATE: JUNE 12, 2007 \/.6 JY\tt ,~ ,.. R" n FROM: VILLAGE MANAGER, MICHAEL E. JANONIS WATERI SEWER SUPERINTENDENT TO: SUBJECT: WATER QUALITY SAMPLING PROGRAM ($15,000) BACKGROUND In order to maintain compliance with the requirements of the United States Environmental Protection Agency (USEPA) and the Illinois Environmental Protection Agency (IEPA), the Village is required to submit water quality samples as defined by the Federal Safe Drinking Water Act and all of its amendments. For the Village-owned water distribution system, samples slated for the July 2007 - July 2008 monitoring period include monthly coliform and quarterly disinfection by-products (THHM and HAA5). Monthly coliform samples must also be collected from the raw well water we utilize as an emergency source of water. In addition, the well water supply must also be analyzed for inorganics (nitrites, nitrates) and organics (volatile organic compounds, synthetic organic compounds). Well water organics and inorganics are analyzed once every three (3) years. For the last three years, the Village has been under contract with the IEPA Laboratory in Springfield under the Community Water Supply Testing Program (CWSTP). This contract expires in July 2007. Recently, IEPA announced dramatic changes to this program. Specifically, The IEPA announced that CWSTP will change from a 3-year program to an annual contract and the fee has been raised from $5,385 per year to $19,039 per year (a 354% increase). To mitigate this dramatic price increase, staff prepared a request for proposals (RFP) designed to secure the services of a cost-competitive IEPA-certified water quality laboratory contractor to perform the requisite water quality analyses. The RFP was distributed to water quality laboratories in northeast Illinois certified by IEPA to perform the specific analyses required of the Village for the 2007/2008 monitoring period. RFP RESULTS A Request for Proposals (RFP) was sent to four (4) laboratories in May 2007. Three labs responded. The results are as follows: Laboratory Base Lab Fee Coliform Test Annual Fee Estimate Suburban Laboratories, Hillside $7,725 $10 per sample $13,135 McHenry Analytical, McHenry $8,400 $8 per sample $13.810 Enviro-Tech Perry, Willowbrook $8,025 $10 per sample $14.353 liEPA, Springfield $10,924.13 $15 per sample $19,039 DISCUSSION The apparent lowest-cost qualified proposal ($13,135) was submitted by Suburban Labs of Hillside, Illinois. Based on Suburban's proposal, the Village will save approximately $5,900 compared to continuing with IEPA's testing program Suburban Laboratory has performed a variety of water quality test for the Village over the course of the last ten years. In all cases, their work has been professional and accurate. Suburban Labs has maintained good record of service with the Village. In addition, staff has verified that Suburban Labs is certified by IEPA to satisfy all of our water quality analysis needs for the 2007/2008 monitoring period. RECOMMENDA TION I recommend that Suburban Laboratories, of Hillside, Illinois be awarded the annual contract beginning in July 2007 with an amount not to exceed $15,000. This award includes a base lab program fee of $13,135 plus $1,865 as a contingency to allow for repeat sampling, or customer request sample analysis. Sufficient funds are available for this proposed expenditure. ~.",,\~~~ Matt Overeem p~ I concur, Glen R. Andler MEO/meo H:\ Water\bid spec\IEP A Sampling Program.doc