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HomeMy WebLinkAbout7. MANAGERS REPORT 07/17/2007 Mount Prospect Village of Mount Prospect Mount Prospect, Illinois ~ INTEROFFICE MEMORANDUM FROM: ASSISTANT VILLAGE MANAGER TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: JULY 5,2007 SUBJECT: INCREASE OF HOURLY RATE - ADMINISTRATIVE ADJUDICATI HEARING OFFICER Administrative Adjudication Hearing Officer David Eterno has requested the Village consider increasing his hourly rate from $125 to $150 for Administrative Adjudication hearing services. Mr. Eterno was hired by the Village in June 2006 and performed very well in coordinating the hearings for nuisance abatement. The Village anticipates adding other adjudication services to his docket by the end of 2007 that would include non-moving violations and parking tickets. These additions will make the process much more efficient for the Village and the defendants in concluding such matters on a timely basis. If the increase is acceptable to the Village Board the higher rate would be in effect beginning with the July 26 hearing and continue until December 31, 2008. Staff would recommend the increase in hourly rate from $125 to $150 per hour for Administrative Adjudication services. If you have any questions, please contact me. . ~'~L..~J&;;W David Strahl H:\VILM\Admin Adjudication\VB Memo Increase Rate June 2007.doc AMENDMENT TO INDEPENDENT CONTRACTOR AGREEMENT BETWEEN DAVID ETERNO AND VILLAGE OF MOUNT PROSPECT This Amendment is made and entered into this _ day of , 2007, by and between DAVID ETERNO and VILLAGE OF MOUNT PROSPECT to modify terms of the Agreement entitled "Independent Contractor Agreement between David Etemo and Village of Mount Prospect" (hereinafter "Agreement") executed May 16, 2006. WHEREAS, David Etemo and the Village of Mount Prospect are currently engaged in a contractual relationship, pursuant to terms of the Agreement, as referred to above; and WHEREAS, both parties to the Agreement seek a modification of the Agreement; and WHEREAS, both parties seek a modification of Section 5 ("Compensation") of the Agreement, NOW, THEREFORE, in consideration of the premises and mutual covenants contained in the Agreement, the parties agree as follows: A. The term of One Hundred Twenty Five and 00/100 ($125.00) Dollars per hour of service performed referred to in Section 5 of the Agreement, is hereby modified and replaced by the term of One Hundred Fifty and 00/1 00 ($150.00) Dollars per hour of service performed. B. That the modification stated immediately above in Paragraph A of this Amendment shall be in full force and effect as of July 26, 2007 and continuing until December 31,2008. C. That all other proVIsIons of the Agreement between the parties as originally executed shall remain in full force and effect. IN WITNESS WHEREOF, the Village of Mount Prospect and David Etemo have executed this Amendment to the Agreement as of the date first written above. VILLAGE OF MOUNT PROSPECT, an Illinois municipal corporation By: By: Name: Michael Janonis Its: Village Manager Name: David Etemo ATTEST: By: Its: Village Clerk " , Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: VilLAGE ENGINEER ~r:.. ~T6rt ") }I" cl) TO: VilLAGE MANAGER MICHAEL E. JANONIS DATE: JULY 11, 2007 LINNEMAN ROAD IMPROVEMENTS SUBJECT: Background The Village is partnering with the Opus North Corporation, the developer of the Briarwood Business Center, in improving Linneman Road between Algonquin Road and Dempster Street. As required by the Development Code, Opus North Corporation will be responsible for the improvements to the southern 1,000' of this section of Linneman Road across the frontage of their development and the Village will be responsible for the improvements to the northern 600' of this section of Linneman Road. Opus North prepared the plans and bidding documents for the project that will include pavement widening, installation of curb and gutter, storm sewer, street lights and resurfacing of existing Linneman Road pavement. The Village will use CDBG funds and street improvement funds to pay for its portion of the improvements. Rather than utilize two different contractors and schedules, it was decided that the two sections would be combined into one project, but the bidders would submit individual bids for each section. The lowest responsible bidder for both sections when totaled together will be awarded two contracts, one by the Developer and one by the Village. The project will then be constructed in a continuous, fluid manner. Bidding Results Sealed bids for the Linneman Road Improvements were publicly opened and read aloud on May 21, Z007 at 10:00 A.M. A Notice to Bidders was published in a local newspaper as required. Three contractors submitted bids for this project. The bids ranged from a low of $921,534.60 by landmark Contractors, Inc. to a high of $1,166,990.84 by Arrow Road Construction Co. The Engineer's estimate for the project was $908,678.65. Each of the bidders submitted a bid bond in the amount of 5% of the total bid as required in the Bid Proposal Packet. All bids were checked for their accuracy. No errors were found. All bidders correctly signed their bids and bid bonds. Below is a summary of the bids: Bidder Contract 1 (Opus) Contract 2 (Village) Total landmark Contractors, Inc. $ 583,946.00 $ 337,588.60 $ 921,534.60 Abbey Paving Co., Inc. $ 641,838.80 $ 393,033.01 $1,034,871.81 Arrow Road Construction Co. $ 751,000.00 $ 415,990.84 $ 1 , 166,990.84 Engineer's Estimate $ 573,386.55 $ 335,292.10 $ 908,678.65 " Page two ... Linneman Road Improvements July 11, 2007 , Discussion A review of the bids that were submitted indicates that there was apparent confusion on the part of the bidders. Each bidder interpreted the bid instructions differently so that a fair comparison of the bids is not possible. Bids were received with bid items left blank and with qualified bids adding additional items not included in the bid forms. The RFP permits rejection of any and all bids. Opus North Corporation has rejected all bids submitted for their portion of the work (Contract 1). Attached is a copy of their notification of rejection of the all bids. Recommendation Due to the inconsistency in the bids, and to remain consistent with the goal to construct the work as one project, I recommend that all bids for the Village's portion of the Linneman Road Improvements (Contract 2) be rejected and that the bidding documents be revised to clarify the project and the project be rebid as soon as the documents are revised. Please include this item on the July 17th Village Board Meeting Agenda. .~ ulbecker, P. E. I concur with the above recommendation. cc: Village Clerk Lisa Angell H: \Engineering\Developement\Reviews\Briarwood Business Center\LinnemanRd\rec_memo.doc THE OPUS GROUP OPUS NORTH CORPORATION A_bw"I""'~or-G""", Three Honey Creek Corporate Center 135 South 84tb Street, Suite 333 Milwaukee, WI 53214 Phone: 414-266-9393 Pax: 414-266-9395 . OPUS. ARCHITECTS CONTRACTORS o B V B LOP B R S www.opuscorp.com Date: To: From: Re: June 14,2007 Linneman Road Street Improvement Bid James DeGuire, Opus North Corporatio Rejection of Bids Following a review of the bids that were received for the Linneman Road Street Improvement Project on May 29th, 2007 it is the decision of Opus North Corporation to reject all bids that were received and re-bid the project at a later date to be determined. The current construction documents shall be revised to incorporate some sco~e items that were not address as part of the original Request for Proposal that was initially released on May 7\ ,2007. Due to the fact that basis of award for the project was the combined total of Contract #1 and Contract #2, the bids for Contract #2 are no longer valid and therefore rejected as well. Opus North Corporation will instruct the Village of Mount Prospect to return the bid surety of each bid received back to the bidder. Once the additional scope items have been incorporated into the construction documents, the entire project will be re-advertised noting the updated bid date. The project will still utilize the two contract format that was noted in the original RFP. Thank you for your interest in the project and we encourage you to participate in the re-bidding of this work. Should you have any questions regarding this information, please contact me at (414) 266-8249 or via email at i ames.degu ire@opusn0l1h.com. Cc: Jeff Wulbecker, Village of Mount Prospect William Cooney, Village of Mount Prospect Mike Yungerman, Opus North Corporation Jerry Ebert, Opus North Corporation TilE OPUS OllOUl': Albota" Austin. IJO(:iI Katon. Chicago. Columbus. DJIlJS . ()CII\'cr . Dctroit .. Houston. Indi..napoHs .. Kansas City. Los Angeles" Milwaukee' .. Minnc.1polis N..plC's . Or"oge County.. Orlando. Pcnsolcola . Philo1dclphi.l .. Phoc"'nix . Portland" S"Cr3InCnrO .. S.l" Diego" Siln Francisco" St'oltllc .. St. Louis" T.lmpa . \Va.shlngron. D.C. I Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: VILLAGE MANAGER MICHAEL E. JANONIS FORESTRY/GROUNDS SUPERINTENDENT 1>1). tJ~ '\ 11'1101 DATE: JULY 12, 2007 SUBJECT: ACCEPT PROPOSAL FOR ADDITIONAL TREE REMOVAL CONTRAC - $75,000.00 BACKGROUND On February 28, 2007 the Village Board approved award of a tree removal contract to Kramer Tree Specialists. That contract was the result of a sealed bid and was awarded in an amount not to exceed $80,000.00. At the time of Board approval, I mentioned that the bid prices were substantially more than in prior years and that the funds budgeted for tree removals in 2007 might not be adequate, especially if elm diseases and delayed drought effects became prevalent this year. Unfortunately, my concerns have been proven to be justified. Losses of all trees, but most especially American Elms (due to Dutch Elm Disease and Elm Yellows) are higher than normal. We have already lost sixty-seven elm trees this summer, and we still have about 4-6 weeks left for elm diseases to appear. The last time our elm loss total was this high was in 1986, and that was for an entire summer. At that time our elm population was more than double what it is now. Currently approximately $16,000.00 remains unexpended on Kramer's contract, and elm removals are averaging about $1000.00 per tree. With approximately 50 elms already exhibiting some signs of stress, I recently became concerned that Kramer's contract would soon expire, leaving us with more dead/diseased trees than our Village crew could promptly remove. I asked Kramer if they would accept an additional contract at the same bid prices, dependent of course on Board approval. They replied that after their $80,000.00 contract is completed they could not accept more work at the current bid prices because they are losing money. However they said they would be interested in re-bidding. Because removal of diseased elms in a prompt time frame is absolutely vital in any attempts to reduce disease spread, there was not enough time to wait for a sealed bid. Therefore I received Public Works Director Glen Andler's permission to seek new tree removal prices for the remainder of 2007 via a "Request for Proposal." H:\Forestry\ WORD\2007\MEMO-REMOY AL RFQ REC.doc ., \ RESULTS Fifteen "Request for Proposal" packets were sent out. Winkler's Tree Service, Inc. and Steve Piper and Sons, Inc. replied that they could not provide quotes due to their current workloads. Two quotes were received, as shown below. Size Class Est. # of Trees Estimated diameter inches Kramer Tree Specialist, Inc. Powell Tree Care, Inc. Very Small Small Medium Large Verv Larae Totals 9 13 15 26 21 84 112 283 410 869 790 2464 $ 2240.00 $ 7075.00 $ 13,120.00 $ 34,760.00 $ 43.450.00 $ 100,645.00 $ 1736.00 $ 5377.00 $ 9840.00 $ 24,332.00 $ 33.575.00 $ 74,860.00 Note that at this time, we can only estimate the quantity and sizes of trees to be removed, based on past experience. DISCUSSION Powell Tree Care, Inc. has not worked for us in the past. However they submitted all requested documentation including an equipment list and multiple municipal references. We followed up with the references and all were favorable. On a related matter, it should be noted that increased quantities of tree removals necessarily results in more stump removals. We have recently concluded that the funds appropriated for 2007 Contractual Stump Removals will also fall far short of the amount needed. Our current stump removal contractor is uninterested in an extended contract. However, with stump removals we have enough time for a sealed bid in order to obtain a new contractor. We will be opening new bids for stump removals on July 30, 2007 and I will be seeking funding and Board approval of another stump contract on August 7,2007. H:\Forestry\ WORD\2007\MEMO-REMOV AL RFQ REC.doc RECOMMENDATION I request that funds in the amount of $ 75,000.00 be appropriated for an additional tree removal project. Also, I request a waiver of bids for this contract due to the need for prompt action. Further, based on the proposals received I recommend award of a tree removal contract to the lowest qualified contractor, Powell Tree Care, Inc., in an amount not to exceed $ 75,000.00. ~~ ~ Glen R. Andler Director of Public Works H:\Forestry\ WORD\2007\MEMO-REMOY AL RFQ REC.doc I concur.