Loading...
HomeMy WebLinkAbout7. MANAGER'S REPORT 2/19/2002Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: 13ATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS FORESTRY/GROUNDS SUPERINTENDENT "FEBRUARY 11, 2002 BID RESULTS - STREETSCAPE/CORRIDOR LANDSCAPE MAINTENANCE BACKGROUND Over the past few years, the Streetscape and Corridor Improvement projects have resulted in numerous new and improved landscape areas. Due to their high visibility, in 1999 it was recognized that these areas would need a high degree of maintenance that would tax the existing Public Works labor force. In 2000 and.2001, funds were appropriated each year to hire a landscape maintenance contractor to maintain selected landscape areas. A total of $5000.00 was appropriated in 2000, and $10,000 was appropriated in 2001. A comprehensive maintenance program was set up and strictly monitored. The contracts included, among other things, spring cleanup, shrub pruning, mowing, mulching, turf aeration and fertilization, flower bed maintenance, weed control, and fall cleanup at each site. For both contracts, areas maintained were mostly on public property, but a few private property locations were also included. The latter included plantings installed on private property at Jakes, Tri State and Carpet Value as part of Streetscape Phase. I. The property owners agreed to have these areas maintained as part of the Village's contract, and they reimbursed the Village for the cost. The contracts in 2000 and 2001 were quite successful and resulted in the meticulously maintained appearance we feel is critical to the ongoing success of the Streetscape and Corridor Improvement program. Subsequently in the 2002 budget, funds were allocated to again increase the size of the contract to allow the addition of Streetscape Phase II landscaping, plus additional corridor locations. ID RESULTS Sealed bids were opened on February 5, 2002 for contractual maintenance of selected landscape areas. Eleven invitational bids were mailed and a notice to bidders was published in a local newspaper. Three bids and one "no bid" letter were received. Bid results for the areas listed in the initial specifications were as follows: Lundstrom Nursery, Inc. Sebert Landscaping Olive Grove Landscaping Inc. DISCUSSION $15,600.00 $19,915.00 $19,934.00 The low bidder, Lundstrom Nursery, has successfully worked for the Village in a number of capacities for quite some time. Lundstrom successfully completed the 2000 and 2001 Streetscape/Corridor Landscape Maintenance Contracts described above. (It should be noted that the 2001 contract was originally awarded to a different landscaper. That contractor quickly failed to meet our expectations, and subsequently notified us he wished to withdraw from the contract. At our request, Lundstrom then stepped in and successfully completed the remainder of the contract). In addition, Lundstrom Nursery has successfully repaired plow damage for us in the past, and is currently beginning year four of our five-year turf-mowing contract. It should be noted that the original specifications included only estimates of the work we wished to have done. Because of the success of past contracts, we are requesting permission to increase the amount of work requested, up to the full amount appropriated in the 2002 budget. It should also be noted that we reserved the right to extend this contract for a second year, if both the Contractor and the Village are satisfied and agree to do so. Finally, please note that the 2002 Contract will again include several private property locations, and the Village will be reimbursed for the cost of maintaining those sites. BID RECOMMENDATION There is a total of $20,000 allocated in the 2002 Budget for Streetscape/Corridor Maintenance (page 227, account # 0015202-540691). I recommend award of the first year of a landscape maintenance contract to Lundstrom Nursery, Inc., in an amount not to exceed $20,000.00. - Sandy Clark Gle~-'R. Andle~/' - '~ Director of Public Works SC/eh X:FILES/FRONTOFF/FORESTRY/2002/BIDRESULTSLANDSMAINT Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS FORESTRY/GROUNDS SUPERINTENDENT FEBRUARY 13, 2002 BID RESULTS - SHADE TREE PLANTING BACKGROUND Bids were recently opened for the provision and installation of parkway trees. As in the past, bid prices were sought for 2"and 2-1/2" trees for our Cost Share planting program, 1-1/2" trees for reforestation, and larger trees for accident replacements. We also asked bidders to quote prices for "enhanced planting sites" 2Jarger pits with amended backfill - which we may order on a small number of trees being planted in very poor soil. Bid prices are good through December, 2002. BID RESULTS Sealed bids for this contract were opened on February 5, 2002. Seven invitational bids were mailed and a notice to bidders was published in a local newspaper. Five bids were received. Bid results are shown on the attachment. It should be noted that no one bidder submitted the low price on all sizes/species requested. The darkened prices on the attachment designate the lowest unit cost for each particular size and species of tree. DISCUSSION At this time we do not know the exact quantity, sizes and species we will need to order during the coming year. However, from the bid results it appears that there will be enough trees available to supply our regular planting programs. BID RECOMMENDATION There is a total of $141,490.00 in various tree planting accounts in the 2002 budget: On page 228, $22,000.00 is in account #0015203-540710 (Reforestation), $50,000.00 is in account #0015203-540715 (Tree Replacement - Village), $64,490.00 is in account #0015203-540720 (Tree Replacement - Cost Recovery), and on page 229, $5,000.00 is in account #0015204- 540714 (Tree Replacement - Public Property). idResults-Shade Tree Planting February 13, 2002 Page 2 I recommend splitting the contract award among B-C Landscape, Arthur Weiler Inc., Mill Creek Nursery, Vincent Industries and KGI Landscaping Company. Total expenditures for all purchases will not exceed $141,490.00 and each tree will be ordered from the lowest bidder for that particular size and species. Iconcur: ~"GL~N ~. ANDLER Director of Public Works Attached X:F1LES~FORESTRY~WORD~2002~PLT-KECM D.DOC Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DEPUTY DIRECTOR OF PUBLIC WORKS DATE: FEBRUARY 14, 2002 SUBJ: NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM PHASE 2 STORM SEWER SURVEY CONTRACT EXTENSION Background On October 16, 2001, the Village Board awarded a contract to Stanley Consultants, inc. of Chicago, Illinois in the amount of $126,790 to help staff comply with the Clean Water Act's National Pollutant Discharge Elimination System Phase 2 requirements. Work included in the scope of this contract included existing ordinance reviews, best management practices recommendations, permit application assistance, and a storm sewer survey and mapping project. A more thorough description of the work required by this contract was provided in staff's October 11, 2001 proposal recommendation memorandum. For your reference, and the sake of brevity, I have enclosed this document as Attachment 1. You may recall that staff envisioned prosecuting this project over the course of multiple fiscal years. Both the October 11 recommendation memo and the 2001-2005 Capital Improvements Plan reference such a timeline. Accordingly, Stanley's existing contract has been structured to include a fall 2002 final completion of all tasks except storm sewer surveying and mapping. Staff proposes to complete storm sewer surveying and mapping work incrementally in subsequent fiscal years as funds allow. Stanley started field data collection in October 2001 and has completed approximately 30 street centerline miles of storm sewer survey work. Staff estimates that approximately 65 miles of separate storm sewers remain to be surveyed and mapped. Attachment 2 contains a map depicting Stanley's progress to date. It is significant to note that a large portion of the Village is not included in this project. The oldest parts of the Village, generally those around the geographic center, are served by combined sewer systems. Combined sewer systems are not being surveyed as part of this project. Proposal Pursuant to staff request, Stanley has submitted a proposal to extend their existing contract and continue storm sewer survey and mapping work. Specifically, Stanley proposes to survey and map an additional 12 centerline miles of storm sewer for a cost not to exceed $23,000. They propose to commence this work immediately and complete all fieldwork before the tree canopy is reestablished in the spring. Discussion As noted previously, Stanley has completed survey and mapping work for approximately 30 miles of storm sewers. The unit cost for this work, including data collection, data conversion, and Arc/Info GIS coverage creation, was $1,900 per mile. Despite a smaller volume of work, and a ess forgiving economy of Scale, Stanley's current proposal will survey and map an additional 12 miles of storm sewer at the same unit cost of $1,900 per mile. Staff proposes to target the area highlighted in blue on Attachment 2. Stanley has performed extremely well during the first phase of this project. Their personnel have proven to be technically proficient, courteous to residents, highly motivated, and very productive. In addition, they have also demonstrated a much-appreciated attention to detail and obsession with accuracy. Recommendation I recommend accepting the proposal from Stanley Consultants, Incorporated of Chicago, Illinois to continue storm sewer survey and mapping work in conjunction with the Village's NPDES Phase 2 compliance efforts and extend their existing contract for a cost not to exceed $23,000. Funds for this proposed expenditure are available in account number 5907704-540582 on page 293 of the current budget. Sean P. Dorsey I concur. Glen R. Andler Director of Public Works Encl SPD/spd C:~STO RJVIVSTANLEY EXTENSION RECOMMENDATION.dcc Attachment 1 October 11, 2001 Memorandum Recommending NPDES Phase 2 Compliance Assistance Award TO: VILLAGE MANAGER M]~CHAEL E. 3ANON~'S FROM: DEPUTY Dr'RECTOR OF PUBL[C WORKS DATE: OCTOBER 11~ 2001 SUB3: REQUEST FOR PROPOSALS NA'I/ONAL POLLUTANT Dt'SCHARGE EU[Mt'NATLON SYSTEM PHASE 2 COMPLIANCE Background NPDE$ Phase I Rule In }.990, the United States Environmental Protection Agency (USEPA) promulgated regulations establishing Phase I of the NaUonal Pollutant Discharge Elimination System (NPDES) storm water program. The Phase I rule required operators of large munidpally owned s.e. parate storm sewer systems, those serving populations of 100,000 or more, to develop and implement storm water management programs. The rule established specific cdtefia for acceptable programs and made each effort subject to USEPA or local environmental protection agency approval. These programs were intended to be an initial effort to reduce the quantity of pollutants picked up by storm sewers and discharged to waterways dudng storm events. USEPA believes that these programs can be effective at limiting the discharge of many common waterway pollutants including oil and grease from roadways, pestiddes from lawns, sediment from construction sites, and litter. NPDES Phase 2 Rule In 2000, USEPA rule makers finished the Phase 2 rule. This rule extends the NPDES storm water program requirements to smaller municipally owned storm sewer systems Situated in Urban areas. The Mount Prospect separate storm sewer system is covered by the Phase 2 rule. It is important to note that storm sewers differ from combined sewers or sanitary sewers. The Village currently owns and operates all three (3) types of sewers. h_,ombined SeWers Collect both wastewater and storm water in a single pipe network. The Village's combined sewer system discharges to the Metropolitan Water P,edamation District of Greater Chicago (MWP,DGC) interceptor system for transport and treatment at wastewater treatment plants. The sanitary sewer systems collect only westewater. The Village's sanitary sewers are also tributary to the MWP, DGC treatment plants. Storm sewers drain only storm water from roadways and other impervious areas. These sewers discharge to local waterways without any treatment. The NPDES Phase 2 rules only apply to storm sewers. The Village operates approximately 80 miles of storm sewers. These sewers primarily drain areas of the Village developed after 1960. The Village's storm sewers discharge to McDonald Creek, Feehanville Creek, Weller Creek, and Higgins Creek. Each of these waterways ultimately outflows to the Des Plaines P,iver. Page 2 of '~ RFP National Pollutant Discharge EliminaUon System Phase 2 Compliance October 11, 2001 N. PDE$ Phase 2 Perm/¢ Requirements USEPA designed the Phase 2 rule to utilize a general permit approach. Under this approach, USEPA will issue general permits to local environmental protection agencies, lin Illinois, we believe that the Illinois Environmental Protection Ageno/will hold the genera! permit for all, or most, storm sewer operators in the state. The Village, in turn, will be required to file a notice of intent to join the state's permit by March 1, 2003. In order to join the state's permit, the Village will be required to develop a written storm water management program that includes the following spedfic elements: Public Education and Outreach A plan for distributing educational materials and performing outreach to inform citizens about the impacts polluted storm water runoff discharges can have on water quality. Public Parb'cipafi~/ Involvement A method of providing opportunities for citizens to participate in program development and implementation, including effectively publicizing public hearings and/or encouraging citizen representatives on a storm water management panel. · Elicit Discharge Detection andE1/m/nab'on Develop and implement a plan to detect and eliminate elidt discharges to the storm sewer system (includes developing a system map and informing the community about hazards associated with illegal discharges and improper disposal of waste). · Construction Site Runoff Control Develop, implement, and enforce an erosion and sediment control program for construction activities that disturb i or more acres of land (controls could include silt fences and temporary storm water detention ponds). · Post-Construcg'on Runoff Control Develop, implement, and enforce a program to address discharges of post-construction storm water runoff from new development and redevelopment areas. Applicable controls could include preventative actions such as protecting sensiUve areas (e.g., weUands) or the use of structural best management practices such as grassed swales or porous pavement. · Pollution Preven~bn/GoodH°usekeeping Develop and implement a program to reduce pollutant runoff from municipal operations. The program must include municipal staff training on pollution prevention measures and techniques (e.g., regular street sweeping, reduction in the use of pesticides, or frequent catch-basin cleaning). Request for Proposals Staff has prepared a detailed written request for proposals (RFP) intended to solicit aid from qualified consultants capable of helping the Village satisfy these requirements. This RFP was entitled Comprehensive Storm Water Management Plan. The scope of this request outlined the following specific work tasks: Page 3 of 4. RFP National Pollutant Discharge Elimination System Phase 2 Compliance October 11, 2001 Recommend Best Nanaaement Pract/ce~. Review existing Village practices relating to the maintenance of storm sewers and the regulation of non-point source pollution. Identify existing practices and/or recommend new praddces that are necessary to satisfy permit requirements. Develop Measurable Eoal~. Develop viable, measurable goals acceptable to the general permitting authority for each best management practice. Revi~e Ordinance. Review existing ordinances relating to elicit storm sewer discharge prohibition, construction site erosion control, and permanent storm water controls for land development. If necessary, revise existing ordinances or draft new ordinances necessary to demonstrate compliance with permit requirements. Storm Eewer iVaD~in~. Perform survey of existing storm sewer systems including all pipes, creaks, structures, outfalls, inlets, catch basins, manholes, and other structures. Global positioning points shall be collected for ali storm sewer system surface features. Pre, are Comoreher~ve Storm Water iVana~ement Pla~ Prepare plan document that clearly and explidfly identifies and describes the Vi!lage's ordinances, best management practices, storm sewer system mapping efforts, and the measurable goals relating to general permit requirements. ~re Not/ce ofzrnten~. Prepare a formal notice of intent document indicaUng the Village's intent to join the State of Illinois general permit. The notice of intent shall describe the storm water management plan including the best management practices, measurable goals, and mapping efforts. The propo~-~d timeline for this project suggested a fall 2001 star~ and a fall 2002 final compleUon. Results This request for proposals was distributed to three (3) qualified environmental engineering firms. Prior to accepting proposals, staff met with each firm to discuss the project scope and assess each firm's ability to successfully complete the project. All three (3) firms submitted proposals. The results are as follows: Firm Cost Stanley Consultants, Inc. Baxter & Woodman, Inc. Law Engineering. [nc. $199,94'7 $335,555 $36~,010 Staff reviewed all proposals and determined that all submittals were responsive, lin addition, all proposals outlined approaches that satisfied RFP requirements. Discussion In the current budget, $75,000 has been allotted to fund the first year of what staff envisioned being a multi-year project. In addition, another $75,000 has been requested to continue funding the project in 2002. The Capital Improvements Plan (CIP) includes similar requests for each of the next five (5) years. age 4 of 4 RFP National Pollutant Discharge Elimination System Phase 2 Compliance October 11, 200~ The apparent lowest cost proposal was submitted by Stanley Consultants, Inc. of Chicago, illinois. An award to Stanley would require expenditure of all funds allotted for 2001. it would also require a $50,000 increase in the 2002 budget request for this project (from $75,000 to $125~000). Staff is reluctant to endorse an award committing the Village to such a substantial budget modificaUon. Nod~fled Pro/eCt To avoid this problem, staff has negotiated a revised proposal from Stanley. This revised proposal is based on a reduction of the project scope. Specifically, staff has suggested limiting the storm sewer mapping element to approximately one-half of the existing system. All other elements of the project, including ordinance review, development of best management practices, and preparation of a comprehensive storm water management plan, remain unchanged. Stanley proposed to perform this revised scope of work for a cost not to exceed $126,790. This modified project would be completed by early summer 2002 and would only require expenditure of the existing budget allotment ($75,000) and part of the 2002 budget request ($75,000). Upon compleUon of this modified project, it is the intent of staff to secure more precise cost estimates from Stanley for completing the balance of the storm sewer mapping element, A revised, more accurate, request will then be submitted to complete the mapping work in 2003, It is the opinion of staff that this modified approach to the project will satisfy IEPA NPDES Phase 2 general permit requirements. Staff has learned that final completion of the mapping element is not necessary in order to successfully file a notice of intent to join the statewide general permit. Rather, our notice of intent must simply spedfy a reasonable plan and funding mechanism to complete the mapping element on a timely basis. Clearly, the modified project, as presented herein, will satisfy this requirement. Recommendation ! recommend accepUng the proposal from Stanley Consultants, Inc. of Chicago, Illinois to provide NPDES Phase 2 compliance assistance for a cost not to exceed $126,790. Stanley Consultants, Inc. has saUsfactodly performed a variety of dvil and environmental engineering projects for the Village including design and construction engineering for the SeeGwun/Golf Storm Sewer Improvements, the Catalpa/Birch Storm Sewer Improvements, and Phase 1 of the Lake Briarwood Water Main Replacement Project. Funds are available for this proposed expenditure in account number 5907704-54-0582 on page 291 of the current budget and in account number 5907704--540582 on page 293 of the proposed 2002 budget. I concur. Sean P. Dorsey Glen R. Andler Director of Public Works Cc: Director of Public Works Glen R. Andler File C:\STORM\PROPOSAL RECOMMENDATiON,doc Attachment 2 Storm Sewer Survey and Mapping Project Progress Map February 2002 NPDES Phase II Storm Sewer Survey --Progress Map--