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HomeMy WebLinkAbout6. Villager's Managers Report 08/02/2011Mount Prospect "N Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VILLAGE ENGINEER DATE: JULY 27, 2011 SUBJECT: BID RESULTS FOR 2011 RETENTION BASIN DREDGING PROJECT KENSINGTON BUSINESS PARK — BASIN #5A ($148,269) Purpose Staff requests the Village Board reject all bids received for the 2011 Retention Basin Dredging Project, Kensington Business Park - Basin #5A. Background Per the agreement made with the Kensington Business Park in the 1980's, the Village of Mount Prospect is responsible for maintaining the 11 retention basins in the park. This includes any dredging work so that the water depth of the basins conforms to the design requirements. Staff has identified Basin #5a on Feehanville Drive (map attached) to be included in this year's dredging project. The project will involve pumping the water out of the basin, hauling off the silt that has built up over the years and reshaping the bottom of the basin to conform to the original design. In addition, the shoreline will be stabilized with stone and silt basins will be constructed near inflow structures. Bids Results At 1:00 p.m. on July 11 sealed bids were publicly opened and read aloud for the 2011 Retention Basin Dredging Project. A Notice to Bidders was published in the local newspaper and several local contractors were sent invitations to bid on the project. All bidders submitted a bid deposit in the amount of 5% of their total bids as required by the contract documents. All bids were checked for their accuracy and in one case (Copenhaver) the total price provided did not match the product of the quantity and the unit price. As is specified in the bid documents, the unit price number was used to compute a new total price. But it did not change the order of the bidders. All bidders correctly signed their bids, bid bonds, Addendum Number 1, and submitted a Certificate of Eligibility as required by the contract documents. Below is a summary of the bids. Bidders Total Bid Earth Werks Corp. (Batavia, IL) $107,340.00 Copenhaver Construction, Inc. (Gilberts, IL) $134,790.00 Martam Construction, Inc. (Elgin, IL) $139,360.00 Maneval Construction Co., Inc. (Grayslake, IL) $159,857.80 Engineer's Estimate $189,355.00 page 2 of 2011 Retention Basin Dredging Project July 27, 2011 Discussion This project involves the removal of silt material from the retention pond. Prior to bidding the project, soil samples of the silt were taken and the results were provided to each bidder. The sample analysis indicated that the excavated material was impacted by contaminants and would need to be disposed in a landfill. The bid documents specified that the contractor is responsible for the lawful disposal of all excavated material. Following the bid opening, discussions with the low bidder revealed that the disposal would be other than in a landfill. Specifically, we learned that they planned to mix excavated pond material with excavated material of unknown quality from another one of their projects and apply it as topsoil on a public park. It is the opinion of staff that this plan does not satisfy the contract requirements for lawful disposal and creates an unacceptable liability for the Village. They stated that an additional $40,000 would be required for landfill disposal, which will make their bid higher than the second low bidder. Similar discussions with the second low bidder, Copenhaver Construction, Inc., confirmed that their bid price is valid for landfill disposal. Copenhaver Construction, Inc., completed a similar project for the Village, Detention Basin #7 in 2008. Along with that successful project, the Village of Highland Park, Wheeling Township, Glenview and South Barrington Park Districts all indicated Copenhaver has done quality work in their communities in recent years. Copenhaver meets the requirements of the contract documents and their references show their workmanship to be good. Recommendation It is therefore Staff's recommendation that the Village Board reject that apparent low bid submitted by Earth Werks Corporation of Batavia, Illinois because of its failure to conform to the bid specifications. Instead, we recommend that Copenhaver Construction, Inc. be awarded the construction contract for the 2011 Retention Basin Dredging Project in the amount not to exceed $148,269. This amount includes a 10% contingency to account for variable sediment thickness and possible increases in the amount of sediment removed. Funding for this project is available in the 2011 Budget. Please include this item on the August 5` Village Board Meeting Agenda. e becker I concur with the above Director of Public Works Sean P. Dorsey Attachments: Project Location Map c: Village Clerk Lisa Angell H: \Engineering \Ponds\kbc_basin_5a \Construction \construction rec memo.doc x m m Z La m Z Z UJ � 0Z Za] m D C In Z z m;a En m cn v -o m DZ ;aM D N L _m Z ON