HomeMy WebLinkAbout6. Village Manager's Report 05/15/2012Mount Pr Mount Prospect Public Works Department
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INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER, MICHAEL E. JANONIS
FROM: WATER/SEWER SUPERINTENDENT
DATE: MAY 7, 2012
SUBJ: BID RESULTS FOR SEWER REPAIRS USING CURED -IN- PLACE -PIPE
(CIPP) PROCESS ($661,431)
Background
In the current budget, staff requested funds to continue the combined sewer system repairs.
These repairs were identified during the Combined Sewer System Evaluation Study ( CSSES)
completed in 2004. In total, almost $15 million worth of sanitary sewer repair work has been
slated.
This work primarily consists of rehabilitating existing sewer main pipes using a no -dig, cured -in-
place -pipe (CIPP) process. To facilitate this work, staff prepared two (2) separate bid packages.
One package was designed to solicit contractors for rehabilitating sewer mains using the CIPP
process. The other bid package was drafted to procure the services of a sewer excavation
contractor capable of replacing structurally failed pipe.
The CSSES ranked defects in a range of categories with Category 5 being pipes in the worst
condition and Category 1 pipes requiring little or no rehabilitation.
The rehabilitation work performed since 2005 resulted in the elimination of the worst defects
(100% of Category 5). Approximately 95% of the Category 4, 17% of the Category 3 and 5% of
Category 2 defects in our combined sewer system have been lined to date. A total of 67,028
lineal feet (over 12 miles) of sewer has been lined under this project
In addition, each year the Village also repairs a portion of the separate sanitary sewer system.
This work in the separate sewer system also utilizes the CIPP process. This separate sanitary
sewer work has also been included in these bid packages. Distinct funds were appropriated in
the current budget for these improvements.
This memorandum presents the results of the bids for the CIPP work. Bid results for spot relays
will be presented in a separate document. The locations of the work planned for the proposed
CIPP award is outlined in Attachment A. This year's proposed project features 16,690 lineal
feet of lining work in pipes ranging from 8" to 36" in diameter along with the televising and
cleaning of approximately 50,000 lineal feet of sewers
Page 2 of 3
BID RESULTS FOR SEWER REPAIRS
USING CURED -IN- PLACE -PIPE (CIPP) PROCESS ($661,431)
MAY 7, 2012
Bid Results
Prior to letting, six (6) invitational bids were distributed to contractors experienced in the CIPP
process. Public notice was posted in a local newspaper as required. An additional two (2) bid
sets were released to other contractors. Sealed bids were received until 1:00 P.M. on Monday,
May 14, 2012 at which time they were opened and read aloud. Four (4) bids were received.
The bid results are as follows:
Bidder
Bid
Visu -Sewer of Illinois, LLC of Bridgeview, IL
$ 601,301.00
Insituform Technologies of Chesterfield, MO
$ 608,831.00
Hoerr Construction, Peoria, IL
$ 763,293.70
Kenny Construction, Northbrook, IL
$ 891,774.10
Discussion
Staff has evaluated all bids. All bidders submitted the required bid securities. Hoerr
Construction of Peoria, IL did not submit references or confirmation that they meet the bid
requirements for lineal footage installed for the lining system, lineal footage installed for the
contractor, or whether Hoerr Construction is an authorized licensee of an acceptable CIPP
system. Consequently, the bid submitted by Hoerr Construction is considered non - responsive.
All other bidders satisfied the bid qualifications and submitted responsive bids
Visu -Sewer of Illinois, LLC of, Bridgeview, IL is the apparent low bidder and provided all the
necessary material and references as outlined in the bid specification. Visu -Sewer has done
work for the Village in the past and their work has been satisfactory.
Staff is recommending that a 10% contingency ($60,130.00) be added to the contract to cover
any unforeseen expenses. A contingency would cover the difference between actual lineal
footages and the estimates used to prepare the bid specifications, address unforeseen sewer
services that would need to be reinstated and make any other small repairs needed to be
performed prior to the lining of the sewer. The contingency would raise the total project cost to
$661,431.00 ($601,301.00 base bid plus the contingency of $60,130.00).
Page 3 of 3
BID RESULTS FOR SEWER REPAIRS
USING CURED -IN- PLACE -PIPE (CIPP) PROCESS ($661,431)
MAY 7, 2012
Recommendation
I recommend that the Village Board award the 2012 combined and sanitary sewer repairs using
the CIPP process project to Visu -Sewer of Illinois, LLC of Bridgeview, Illinois in the amount of
$661,431.00. Sufficient funds for this proposed contract exist in the current budget.
Superintendent of Water & Sewer
Director of Public Works
H: \Water \CIPP\2012 CIPP \CIPP board report 2012.doc
AM?/ INTEROFFICE MEMORANDUM
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In the current budget, staff requested funds to continue the combined sewer system repairs.
These repairs were identified during the Combined Sewer System Evaluation Study (CSSES)
completed in 2004. In total, almost $15 million worth of repair work has been slated.
Some sewer pipe segments have significant structural defects that can only be effectively
repaired by excavating and replacing segments of sewer main (spot relays). The majority of the
sewer rehabilitation is being performed using the cured-in-place-pipe (CIPP) process.
As in the past, staff prepared two (2) separate bid packages. One for the sewer repairs using
cured-in-place piping (CI PP) and another for the Sewer Line Spot Relays Project.
The Sewer Line Spot Relay bid package was drafted to procure the services of a sewer
excavation contractor capable of replacing structurally failed pipe and installing or repairing
manholes. Each year the Village also performs spot relay work in the separate sanitary sewer
system using the same contract and specifications. Separate sanitary sewer spot relays are
paid for utilizing distinct funds.
This memorandum will present the results of the bids for spot relay work. Bid results for the
CIPP work will be presented via a separate document. The locations of the work planned for
the proposed Sewer Line Spot Relays award are depicted in Attachment A. This year's
proposed project features 32 point repairs and one (1) manhole adjustment. The table below
highlights the 2012 project totals:
#
Pipe
Total
of repairs
diameter
Length (lineal feet)
6
10
75'
16
12
150
8
15
45'
2
18"
120'
Page 2 of 3
BID RESULTS FOR SEWER LINE SPOT RELAYS ($312.950.00)
MAY 10, 2012
Prior to letting, three (3) bids were distributed to area contractors experienced in sewer
construction. In addition, public notice was posted in a local newspaper as required. Seven (7)
additional contractors picked up plans and specifications for the project. A mandatory pre -bid
conference was held on April 30, 2012 to allow for questions on the plans and project. Sealed
bids were received until 1:00 P.M. on Monday, May 7, 2012 at which time they were opened
and read aloud. Four (4) bids were received. The bid results are as follows:
Bidder
Base Bid
Martam Construction, Elgin, IL
$284,500.00
Swallow Construction, Downer's Grove, IL
$312,115.00
Bolder Construction, Deerfield, IL
$386,000.00
Suburban General Construction, La Grange Park, IL
$434,500.00
Staff has evaluated all bids and all bidders submitted the required bid bonds and appropriate
references. The apparent low bidder for the proposed spot relay work is Martam Construction
of Elgin, Illinois.
Martam Construction ( Martam) has successfully completed numerous Village projects in the
past, including last year's spot relay project, water main replacement projects, rear -yard
drainage improvements, Police /Fire HQ Building parking ramp repairs, creek bank stabilization,
and a number of streetscape projects. All of their work has been timely, without issue, and of
high quality. Staff is confident that Martam has the skills, experience, and resources necessary
to successfully prosecute this proposed project.
However, Martam did not attend the mandatory pre -bid conference and two (2) of the bidders
questioned whether Martam's bid would be accepted or deemed non - responsive.
The matter was subsequently reviewed by the Village Attorney who determined that the failure
to attend a mandatory pre -bid conference is a technicality that can be waived by the Village.
Given the volume of experience Martam has performing Village infrastructure improvements, as
well as the substantial cost differential between the lowest bid and the second lowest bid
($27,615); staff considers Martam's absence at the pre -bid meeting inconsequential.
The purpose of the pre -bid conference was to make certain that all bidders had an adequate
understanding of the scope of work, as well as the Village's expectations, prior to preparing their
bids. Staff decided to hold a pre -bid conference for this project because the work involved
numerous work sites; some posing unique challenges for excavators.
Page 3 of 3
BID RESULTS FOR SEWER LINE SPOT RELAYS ($312.950.00)
MAY 10, 2012
It is the opinion of staff, in this particular circumstance, that Martam prepared their bid with an
adequate understanding of the work involved and a sufficient appreciation of the Village's
expectations. We are confident that their failure to attend the pre -bid meeting will not affect the
quality, timing, or cost of the proposed work.
Consequently, staff identifies Martam Construction as the lowest cost, responsive, and
responsible bidder.
Staff recommends the inclusion of a 10% contingency in the award for this proposed contract
due to the fact that the bid quantities are estimates and actual field measurements will vary.
Also, during each year of the project, there have been 1 to 3 additional spot relays discovered
during the CIPP process. The average cost per additional dig can be up to $10,000 and having
a contingency would allow some of these repairs to be made so that the lining program can
continue. In this instance, staff is recommending a 10% contingency to the contract award in
the amount of $28,450.00. The total recommended award would be $312,950.00 ($284,500.00
base award plus a 10% contingency of $28,450.00).
I recommend that the Village Board award contract for the 2012 Sewer Line Spot Relays to
Martam Construction of Elgin, Illinois in an amount not to exceed $312,950.00. Sufficient funds
for this proposed contract exist in the current budget.
Superintendent Water & Sewer
H: \Water \CIPP\2012 CIPP \Spot Relays board report 2012.doc
CC: Village Clerk Lisa Angell
F :1Projectsll.UKE120121CIPP12012 SPOT REPAIRS.mxd
April 2012
Printed by JJPIPW
EPARATE
Mount Prospect Public Works Department
?/ INTEROFFICE MEMORANDUM
l
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: WATER/SEWER SUPERINTENDENT
DATE: MAY 7, 2012
SUBJ: ACCEPT CONSTRUCTION ENGINEERING PROPOSAL FOR CURED -
IN- PLACE -PIPE (CIPP) AND SPOT RELAY REPAIRS ($86,595)
BACKGROUND
In the current budget, staff requested funds for continuing the combined and separate sewer
system repairs. The combined sewer repairs were identified during the Combined Sewer
System Evaluation Study (CSSES) completed in 2004. In total, almost $15 million worth of
combined sewer repair work has been slated over fifteen years. The Village is beginning the
8th year of the project.
The CSSES was performed by consulting engineer, Baxter & Woodman of Crystal Lake, Illinois.
Due to the scale of this project, literally a multi - million dollar, multi -year effort; staff is
recommending the use of an engineering consultant part -time to assist Village staff in the
oversight of this program. The program for 2012 includes 16,690 lineal feet of cured-in- place-
piping (CIPP) and 32 pipe segment repairs for the spot relay repair project totaling
approximately 400 lineal feet of repairs on sewers ranging in diameter from 10 to 18 inches.
DISCUSSION
As noted, Baxter & Woodman prepared the initial CSSES. Consequently, they are very familiar
with the Village's infrastructure rehabilitation program and attuned to our customer oriented
work philosophies. Baxter & Woodman provided construction engineering services for last
year's CIPP and Spot Relay projects. They have provided similar services in each of the
previous seven years. All of these projects were prosecuted without incident and culminated in
a satisfactory completion.
The ongoing CIPP program continues to be as large and demanding as previous years. This
year's plans require additional materials testing and reporting. Thus staff is recommending the
continued use of consulting engineer, Baxter & Woodman on a part -time basis to assist with
these projects.
At staff's request, Baxter & Woodman submitted a proposal to supply limited engineering
assistance after contract award that includes half -time oversight of the CIPP project, 100%
Page 2 of 2
ACCEPT CONSTRUCTION ENGINEERING PROPOSAL FOR CURED -IN- PLACE -PIPE (CIPP)
AND SPOT RELAY REPAIR ($86,595)
MAY 7, 2012
construction observation of the spot relay work and overall contract administration for both
projects.
Their fee to provide these services is a not to exceed total of $86,595. The amount paid to
Baxter & Woodman in 2011 for this effort was $80,385.
The CIPP lining project is slightly larger than last year with 16,690 lineal feet planned for 2012
versus the 14,558 lineal feet in 2011. The spot relay work involves 32 pipe segments that will
involve the repair or replacement of approximately 400 lineal feet of pipe ranging in diameter
from 10 to 18 inches. The number of spot repair increased from 23 pipe segments in 2011 to
the planned 32 repairs. Overall, the scope of work for this year's project is larger than last year
and will require more construction engineering man - hours.
Engineering services for this type of work usually range between 8 -10% of the overall project
costs. When the fee is compared to the actual bid awards being considered by the Village
Board, the fee is slightly less than 9% of the proposed award amounts totaling $974,381. As
this is a not to exceed proposal, the fee will vary with the actual project costs but will not exceed
the $86,595.
RECOMMENDATION
I recommend that the Village Board authorize a contract with Baxter & Woodman, Consulting
Engineers of Crystal Lake, Illinois for specified construction engineering services associated
with the Sewer Line Spot Relay Repairs and the Sewer Rehabilitation using CIPP Process
projects in an amount not to exceed $86,595. Sufficient funds for this proposed contract exist in
the current budget.
Matt Overeem
I concur
Director of Public Works
CC: Village Clerk Lisa Angell
H: \Water \CIPP\2012 CIPP\2012 CIPP BW PSA board report revIdoc
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
�M?/
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: WATER /SEWER SUPERINTENDENT
DATE: MAY 9, 2012
SUBJECT: BID RESULTS FOR GENERATOR MAINTENANCE SERVICES ($42,000)
BACKGROUND
The Village owns and maintains sixteen (16) stationary generators that are installed to provide
emergency, standby power in case of utility interruption. These generators are placed at key
public buildings, all wastewater pumping stations, and at two (2) of the potable water booster
pumping stations. The number of generators has grown from three (3) stationary units in 2005
to the current sixteen (16). These units range in size from smaller 25kW to larger 750kW units.
As part of the manufacturers' recommendations to maintain these devices, specialized
equipment, such as a resistive load bank tester, is needed to ensure long -life and proper
operation. In addition, some of the units have exhaust emissions with sophisticated controls
and monitoring hardware that require specialized training and diagnostic equipment to maintain.
Staff does not possess the skills, experience, or equipment to properly perform this work.
Staff reviewed the manufacturer's recommended and required maintenance for all of the various
units and created a uniform standard of care applicable to all of the units. A detailed set of
specifications and bid documents were prepared incorporating this uniform standard of care.
These bid documents were subsequently utilized to secure competitive pricing for specified
maintenance work from qualified electrical generator -set contractors.
It is relevant to note that the bid documents contain several environmentally sustainable
features. These sustainable features, such as oil testing rather than oil changes or replacing
parts only as needed, allow the Village further savings over the routine automatic replacement
of items on a fixed schedule.
The initial bid is planned for an eighteen month period ending December 31, 2013.
BID RESULTS
Bid documents were sent out in March 2012 to thirteen (13) area contractors who either
requested to be placed on a bidder's list or who have performed such work for the Village in the
past. Notice of the bid was advertised in a local paper as required by Village policy and
received bids were publicly opened on April 30, 2012.
Page 2 of 2
BID RESULTS FOR GENERATOR MAINTENANCE SERVICES ($42,000)
May 9, 2012
The following five (5) bidders responded:
Contractor
Year 1 Year 2 Total Bid
Lionheart Critical Power Specialists
PowerSource
Illini Power Products
Patten Power
Steiner Electric
$15,500
$19,500
$35,000
$20,655
$24,765
$45,420
$26,136
$35,866
$62,002
$26,254
$35,997
$62,251
$31,230
$43,509
$74,739
All bids met the bid requirements, had the proper signatures, and submitted appropriate bid
deposits. All contractors who submitted bids appeared to have met all of the bid requirements
and qualifications for time in business and for work/experience on similar sized generators in the
metropolitan Chicago area.
DISCUSSION
The lowest cost proposal was from Lionheart Critical Power Specialists of Northbrook, Illinois.
The firm has previously worked for the Village; providing generator repair work at one of the
sanitary sewer lift stations. Their work was timely and responsive. Public Works staff called to
verify references and the firm was considered responsive and capable by all. Lionheart is
currently performing similar work for Schaumburg, Lake County 911 Center, and the City of
Country Club Hills. Staff is recommending the firm, Lionheart, as the lowest, responsible bidder.
As sampling and testing of the components may require additional repairs or parts, staff is
requesting that a 20% contingency amount ($7,000) be allotted for the contract duration to cover
such expenses. Sufficient funds exist in the current budget. The contract award for year 2013
will be limited to funding levels approved by the Village Board.
RECOMMENDATION
I recommend that the Village Board accept the lowest cost, responsible bid for Generator
Maintenance Services from Lionheart Critical Power Specialists of Northbrook, Illinois for an
amount not to exceed $42,000 ($35,000 base plus $7,000 contingency). Expenditures for year
2 of this 2 -year proposed contract will be limited to the amount authorized in the Village budget.
Superintendent
Director of Public Works