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Home My WebLink About6. MANAGERS REPORT 12/03/02Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT NOVEMBER 25, 2002 - BID RESULTS FOR TWO FLATBED BODIES AND EQUIPMENT Back.qround In the current budget, there are funds available to replace units 2724 ($66,800), 2735 ($42,500), The truck cabs and chassis for 2724 and 2735 were approved for purchase by the Village Board on September 3, 2002 and are currently on order. The proposed purchase of the flatbed bodies with equipment will make these two un ts comp ere y functional. 2724 is a 1984 Ford flatbed with lift gate. This truck is used by the Public Works Department to haul supplies, equipment, and furniture throUgh out the Village. It is also used during civic events; such as a moving stage for musical bands in the 4th of July parade. 2735 is a 1987 Chevrolet flatbed with crane and storage boxes. This unit is used to carry catch basin repair materials. It has special compartments for sand, cement, lime, and water storage as well as compartments for repair tools. It also has a small crane that is used to handle the catch basin spacer rings, manhole frames, and covers. Bid Results On Friday, November 22, 2002, at 1:00 P.M., sealed bids for the proposed purchase of two flatbed bodies and equipment were opened and read aloud. Three invitational bids were distributed, and public notice was place in a.local newspaper as required. Three bids were received. The results are as follows: . .. Bidder Sauber Manufacturing Virgil, IL Bid Price -Two Bodies With Equipment Including Installation $35,345.00 Mark's Machine $37,525.00 Sycamore, IL Standard Equipment No Bid Chicago, IL Sauber Manufacturing and Mark's Machine met all our specifications. id Results For Two Flatbed Bodies And Equipment November 25, 2002 Page 2 of 2 Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of two flatbed bodies and equipment per our specifications, as submitted by Sauber Manufacturing, Virgil, Illinois, at a cost not to exceed $35,345.00. Funds for this proposed purchase are available in account 6707709-660115, page 294, of the current budget. The units being replaced, 2724 and 2735, will be sold at the NWMC auction in fall of 2003. Director of Public Works esE. Guenther~.- c: Deputy Director Sean Dorsey X:\FILES\FRONTOFF\B[DS\RESULTS\Flatbed Bodies 2002.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: ~FROM: DATE: SUBJECT: MICHAEL E. JANONIS VEHICLE/EQUIPMENTNovEMBER 25, 2002 MAINTENANCE SUPER!hlT.~NI~ht~ ~;~,~. SEALED BID RESULTS FOR ONE 13" BRUSH CHIPPER Back,qround In the current budget, there are funds available to replace unit 4521 ($38,000). 4521 is a 1990 Vermeer Model 1250 disc style brush chipper. The Forestry Division uses the brush chipper daily to chip tree limbs and brush. It is also used during severe windstorm damage to trees. Replacement Schedule 4521 was purchased in 1990. This unit has entered its 13th year of service. The replacement schedule for this type of unit is 12 years. 4521 meets the required years for replacement. 4521 has logged 3888 hours. Bid Results. On Friday, November 22, 2002, at 1:00 P,M., sealed bids for the proposed purchase of one 13" drum style brush chipper were opened and read aloud. Four invitational bids were distributed, and public notice was place in a local newspaper as required. Four bids were received. The results are as follows: Trade-In Bid Price Bidder Year/Make/Model Bid Price Allowance Less Trade-In Vermeer - Midwest 2002 Vermeer $28,547.00 $9,500.00 $19,047.00 Aurora, IL Model 1400 Alexander Equipment 2003 Morbark Lisle, IL Model 13 $29,000.00 $8,000.00 $21,000.00 MMECO 2002 Morbark $34,000.00 no trade-in $34,000.00 Fenton, MO Model 13 allowance Morbark, Inc. 2002 Morbark $34,000.00 no trade-in $34,000.00 Winn, MI Mode[ 13 allowance Alexander Equipment, MMECO, and Morbark, Inc. met all our specifications. Vermeer- Midwest took exception to the John Deere engine, the steel engine encIosure, steel tubing frame, and the horizontal feed rollers. Our bid specifications required the John Deere engine because we ubject: Sealed Bid Results For 13" Brush Chipper Date: November 25, 2002 Page 2 of 2 have standardized on this engine to reduce our repair parts inventory. Vermeer-Midwest bid a Catapillar engine with less horsepower than our specifications called for and we would have to stock additional engine repair parts if this unit were to be purchased. Discussion During the past couple of months the Forestry Division has been testing different manufacturer's style chippers prior to writing the bid specifications. The Forestry Division has worked both the Morbark model 13 and the Vermeer model 1400 chippers that were bid. Their recommendation ~-~.~'~s-for.the Morbark Model 13. The Forestry Division found the MOrbark'~3~r controls, making it easier and safer to operate as well as it out performed the Vermeer Model 1400. During the operation of the Vermeer Model 1400 the unit developed a major oil leak in the plastic hydraulic tank. After talking with the Forestry Division about the operation of each unit, I viewed both units and found the Morbark model 13 to be a more rugged built unit using welded steel as compared to the Vermeer model 1400 that used fiberglass to shroud the engine and plastic for a hydraulic oil reservoir. Also, the Morbark model 13 has been in production since 1994 and the Vermeer model 1400 was just introduced this year. Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one 2003 Mobark 13" trailer mounted brush chipper per our specifications, as submitted by Alexander Equipment Company, Lisle, Illinois, at a cost not to exceed $21,000.00 which includes trade-in. Funds for this proposed purchase are available in account 6707709-660115, page 294, of the current budget. The existing 4521 will be used as a trade-in versus being sold at the NWMC auction. Our past experience has shown these types of specialized equipment have a higher resale value as a trade-in. Director of Public Works JG Deputy Director Public Works Sean Dorsey X:\FILES\FRONTOFF\BIDS\RESULTS\Brush Chipper 2002.doc Mount Prospect Public works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL Eo JANONIS VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT NOVEMDER 25, 2002 BID RESULTS FOR ONE SEWER JETTING MACHINE BackRround In the current budget, there are funds available to replace unit 2750 ($95,500). The truck cab and chassis for 2750 was approved for purchase by the Village Board on September 3, 2002 and is currently on order. The proposed purchase of the sewer-jetting machine will make the unit completely functional. 2750 is a 1987 International sewer rusher. 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. Bid Results On Friday, November 22, 2002, at 1:00 P.M., sealed bids for the proposed purchase of one sewer jetting machine were opened and read aloud. Five invitational bids were distributed, and public notice was place in a local newspaper as required. Three bids were received. The results are as follows: Bidder Standard Equipment Co. Chicago, IL Year/Make/Model 2003 Vactor Model Ramjet Bid Trade-In Bid Price Price Value Less Trade-in $70,677.00 $14,500.00 $56,177.00 Sewer Equipment Co. Glenveiw, tL 2003 Sewer Equip. Model 800H $69,923.00 $10,000.00 $59,923.00 Coe Equipment Co. Rochester, IL 2003 Vactor $72,332.00 $5,000.00 $67,332.00 Model Ramjet Standard Equipment and Coe Equipment met all our specifications. Sewer Equipment took exceptions to the oval stainless steel water tank and the double acting single piston 100 GPM water pump. Sewer Equipment bid a Duraprolene rectangle plastic tank and a triplex 75 GPM water pump. id Results For One Sewer Jetting Machine November 25, 2002 Page 2 of 2 Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one 2003 Vactor Model Ramjet sewer jetting machine per our specifications to be mounted on Village owned chassis, as submitted by Standard Equipment Company, Chicago, Illinois, at a cost not to exceed $56,177.00 which includes the trade-in. Funds for this proposed purchase is available in account 6707709- 660t15, page 294, of the current budget. The existing 2750 will be used as a trade-in versus being sold at the NWMC auction. Our past experience has shown these types of specialized equipment have a higher resale value as a trade-in. I concur. Glen R. Andler Director of Public Works c: Deputy Director Sean Dorsey X:\FILES\FRONTOF~BIDS\RESULTS\Sewer Jetter 2002.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: V,LLAOE M^N^OER E. J^NON,S FROM: PROJECT ENG~EER DATE: NOVEMBER 26, 2002 SUBJECT: 2003 T~FFIC SIGNAL MAINTENANCE At 10:00 a.m. on November 26t~', sealed bids were publicly opened and read aloud for the 2003 Traffic Signal Maintenance Contract. A notice was published in the 1DOT Notice to Contractors Bulletin as well as the Daily Herald. The contract consists of the maintenance of eight Village- owned traffic signals for the 2003 calendar year. Bids Results Four contractors picked-up contract bid documents and ali four submitted bids. A low bid of $22.170.00 was received by Aldridge Electric, Inc. and a high bid of $55,812.00 by H&H Electric Company. The Engineer's estimate for the project was $25,630.00. All bidders submitted bid bonds in the amount of 5% of their total bids as required by the contract documents. 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. Bidders Aldridge Electric, Inc. Lyons Electric Company Contracting and Material Company H&H Electric Company Total Bid $22,170.00 $23,350.00 $26,048.00 $55,812.00 Engineer's Estimate $25,630.00 Discussion The budget item for traffic signal maintenance from the 2003 Proposed Budget includes the cost of routine traffic signal maintenance as well as emergency signal repair resulting from accidents or equipment failure. Not only does this budget item include the eight intersections maintained by the Village but also accounts for intersections maintained by IDOT and Cook County in which the Village must reimburse a percentage back to these agencies. In addition to the routine maintenance and emergency work that will be the responsibility of the contractor, the Village has identified two intersections under our maintenance that will need to be up~aded with new equipment. These improvements were scheduled to be done in 2002 but due to delay with receiving approval from IDOT, this work must be carried over to 2003. Staff has estimated the cost for this work to be $78,000.00 which will be carried over from the 2002 Budget. age two... 2003 Trat'fic Signal Maintenance Contract November 26, 2002 The total bid for this proposed contract reflects the predictable cost of the routine maintenance work of the eight intersections and establishes hourly prices for the unpredictable emergency work. The final award to the contractor must also include funds for emergency work as well as unexpected replacement of older equipment. For 2003, Staff estimates this amount to be $40,000.00. Therefore, the award price to the contractor should be as follows: Routine Maintenance Work $22,170.00 Emergency Work $40,000.00 Scheduled Replacement Work - $78,000.00 Total $140,170.00 Funding for the routine maintenance, emergency and replacement work has been requested in the 2003 Proposed Budget. With the catty over amount of $78,000.00 from the 2002 Budget and $90,000.00 proposed in the 2003 Budget on page 246, there are sufficient funds allocated for this contract. Recommendation Although the low total bid is $22,170.00, it is recommended that the low bidder, Aldridge Electric, Inc., be awarded the 2003 Traffic Signal Maintenance Contract in an amount not to exceed $140,170.00. The contract will cover the costs for routine work, emergency work and the replacement work scheduled for 2003. The remaining funds in the account will be allocated for the reimbursement costs associated with traffic signal maintenance by other agencies. Aldridge Electric, Inc. has been the Village's traffic signal maintenance contractor for the past four years. Their work has been acceptable. rd Please include this item on the December 3 Village Board Meeting Agenda. Matthew P. Lawrie I concur with the above recommendation. Public Works DiJe~tor Glen Andler x :Xfi les\eh gineer\tra ffi cXsignalsX2003_maintenance\recommendation.doc INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT NOVEMBER 25, 2002 ACCEPT NWMC/SUBURBAN PURCHASING COOPERATIVE BiD FOR UTILITY TRUCK Backqround In the current budget, there are funds available to replace units 2745 ($28,500). 2745 is a 1996 Chevrolet Blazer utility truck. This utility truck is uSed by the Public Works Director for daily work transportation and to respond to Village emergencies throughout the year. Replacement Schedule 2745 was purchased in 1995. The replacement schedule for this type of unit is 6 years or 50,000 miles. 2745 has just entered its eighth year of service and has logged 107,000 miles. This vehicle is not equipped with an hour meter, because it does not idle for long periods of time. Life Cycle Cost Analysis Life cycle cost analysis has been completed for this vehicle and is attached for your review. The optimum economic replacement point for this vehicle has been calculated at 3 years. The modified optimum economic replacement point has been calculated at 7 years. Other Factors The role assigned to this vehicle mandates reliability. Normal maintenance has been performed through out the vehicles years of service, without any major repairs being required or long periods of down time for the first six and half years of service. Within the last two months, the vehicle has needed the replacement of the engine intake manifold gaskets, the engine head gaskets, and the water pump. We anticipate the replacement of the transmission, heater core, and the air conditioning evaporator core will be needed. Estimated cost of replacement will be $2,250.00 which does not include labor cost. Replacement Recommendation It is my recommendation that a replacement for 2745 be purchased during the 2002 budget year. ccept NWMC/Suburban Purchasing Cooperative Bid for one utility truck November 25, 2002 Page 2 of 2 Recommendation I recommend the purchase of one 2003 Ford Explorer utility truck from the NWMC/Suburban Purchasing Cooperative bid award winner Curde Motors, Frankfort, Illinois. i request that the Village Board authorize the purchase of one new 2003 Ford Explorer at a cost not to exceed $25,500.00. Funds for this proposed purchase are available in account 6707709 - 660115, on page 294 of the current budget. The remaining funds will be used for emergency lighting and two-way radio. The unit being replaced will be sold at the NWMC auction in fall of 2003. Director of Public Works Attachment c: Deputy Director Sean Dersey X:\FILES\FRONTOFF~BIDS\RESULTS\Suburban Purchase Utility Truck 2002.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUB J: VILLAGE MANAGER MICHAEL E. JANONIS I~i DEPUTY DIRECTOR OF PUBLIC WORKS. ~ ..... -. NOVEMBER 25, 2002 RFP FOR COMBINED SEWER SYSTEM EVALUATION STUDY Background In the current budget, staff has requested funds to inspect and evaluate the Village- owned combined sewer system. Combined sewers can be described as sewers that accept both sanitary and storm water flows. In general, areas served by combined sewers tend to be older neighborhoods. These types of sewers were commonly used in communities built between 1900 and the mid- 1950s. Most of the combined sewer system in the Village was originally owned and operated by the Metropolitan Water Reclamation District of Greater Chicago (MWRDGC). Jurisdiction, and maintenance responsibilities, transferred to the Village in the mid-1970s. Since the Village acquired ownership, the combined sewer system has performed very well. There have been almost no incidents of dry weather surcharge events and the incidence rate for wet weather surcharges has been significantly lower than the rates found in separate sanitary sewer areas. Presently, staff is unaware of any significant structural or capacity problems with in the combined sewer area. However, it is poignant to note that most of the sewer regulations promulgated over the course of the last three (3) decades have focused efforts on removing excess clear water from separate sanitary sewers and/or reducing pollutant levels in stream discharges. These rules have had a huge impact on how the Village has allocated resources to operate and maintain sewer systems. In particular, Village efforts to comply with these regulations have resulted in a comprehensive examination of the separate sanitary sewer system and have prompted recent efforts to inventory and assess the condition of the separate storm sewer system. Most of these ruleS have not been applicable to the Village's cOmbined sewer system. The Village's combined sewer system was specifically designed to accept storm water flows and it does not discharge to any creeks or streams. Therefore, by design, it has eluded most of the recent mandates devised by regulators. As a consequence, the combined sewer system has not been subject to the same level of scrutiny as other sewer systems. Page 2 of 3 RFP for Combined Sewer System Evaluation Study November 25, 2002 Staff asserts that maintenance of the combined sewer system has been prudent and prompt but also acknowledges that it cannot be fairly characterized as proactive or preventative. More importantly, staff is concerned that some components of the combined sewer system may have reached, or soon will reach, the end of their useful lives. In an effort to minimize the potential for significant failure or service disruption, staff proposes to assess the current condition of the entire combined sewer system. This assessment will then be utilized to program future capital improvements or maintenance initiatives within the combined sewer system (if needed). Staff estimates that the Village owns and maintains approximately 42 miles of combined sewer, which represents approximately 45% of the entire Village-owned wastewater collection system. These sewers range in size from 8" clay tile to 60" diameter reinforced concrete pipe. An estimated 920 manholes, 1,450 inlets, and 1,450 catch basins are installed in this system. Attachment A contains a map depicting the combined sewered area. The scope of this proposed project includes the preparation of bid documents necessary to clean, televise, and record the inspection of all combined sewer main lines. In addition, the scope also includes the creation of a computerized dataset containing specified attribute information relating to combined sewer system mains, manholes, inlets, catch basins, and other appurtenances. Specified attribute information will include structural annotations such as pipe size, pipe material, manhole depth, manhole construction material, frame type, etc. The scope will also require a written report that summarizes project activities and establishes a condition rating, recommended repair methodology, and proposed repair budget for all assets inspected. Finally, the scope also requires the creation of a GIS map depicting the combined sewer system. This map will be derived from global positioning points garnered by a field survey and augmented by the attribute information dataset. A copy of the request for proposals utilized to procure these services is included as Attachment B. Request for Proposals On Friday, October 25, sealed proposals to conduct a combined sewer system evaluation and mapping project were received. Three (3) requests for proposals were distributed to local firms experienced in sewer system evaluation and GIS mapping. All three (3) firms responded. The results are noted below: FIRM FEE Baxter & Woodman $245,000 Metcalf & Eddy Eadh Tech $274,020 $700,000 Discussion Baxter & Woodman submitted the apparent lowest cost proposal Baxter & Woodman is a civil engineering consulting firm headquartered in Crystal Lake, illinois. They have recently performed similar sewer system evaluation studies and GIS mapping projects for the Village of Hoffman Estates, the Village of Algonquin, the City of Woodstock, the Downers Grove Sanitary District, the Village of Barrington, and the Village of Itasca. All references indicated that Baxter & Woodman provided satisfactory performance. age 3 of 3 RFP for Combined Sewer System Evaluation Study November 25, 2002 Baxter & Woodman have not provided engineering services to the Village of Mount Prospect within the last ten (10) years. However, during the 1980s, they provided design and construction engineering services on roadway and streetlight improvement projects. Their performance on these projects was acceptable. Recommendation I recommend accepting the apparent lowest cost proposal to conduct a combined sewer system evaluation study and mapping project as submitted by Baxter & Woodman of Crystal Lake, Illinois. I also recommend that staff be authorized to enter into a contract for said services with Baxter & Woodman for an amount not to exceed $245,000. In addition, also ask that the Village Board be petitioned to grant the Village Manager discretionary authority to increase the contract award by a 15% contingency or an amount not to exceed $281,750. Staff requests this consideration because the contract award is based on estimated footage of combined sewer main line pipe and an estimated quantity of structures. Estimates were based on available paper records and have not been validated by field verification. Therefore, it is feasible that significant quantity variances may exist. Funds for this proposed contract are available in account number 6105510-680010 ($750,000) on page 258 of the current budget. Funds remaining in this account will be utilized for a contract to clean and televise the combined sewer system. Sean P. Dorsey I concur. Glen R. Andler / Director of public Works Cc: Water/Sewer Superintendent Rory O'Donovan GIS Analyst Andy Zaletel File Attachment B Article 1. Notice The Village of Mount Prospect, Illinois, hereafter referred to as the Village, is soliciting proposals for a contractual commitment to a combined sewer system evaluation study and a combined sewer system survey and mapping project. The proposal must specify a lump sum fee for the entire project as well as a schedule of costs broken down by category. Th9 Village will require the development of technical bid documents necessary to effect the delivery of high quality, full color DVD Video documenting the closed-circuit television inspection of combined sewer systems in the project area. In addition, the Village will require the creation and delivery of a computerized dataset containing specified attribute information obtained from the visual inspection of combined sewer system mains, manholes, inlets, catch basins, and other appurtenances. The Village will also require a xvritten report delivered in both hard copy and electronic format that summarizes project activities and establishes a condition rating assessment for all assets inspected. The Village is also requesting the creation and · delivery of an ESRI Arc/Info Version 8.0.2 or later coverage containing ail assets tributary to the combined sewer system. This coverage will he derived from global positioning points garnered by a field survey. Background Section 1.01 History. The Village of Mount Prospect is primarily a residential community of 56,000 people situated approximately 30 miles northwest of downtown Chicago. Located entirely within Cook County, the Village occupies approximately 13 square miles of land straddled between portions of Elk Grove and Wheeling townships. The Village was initially settled during the late 19th century and was incorporated as an Illinois municipality in 1917. Shortly thereafter, combined sewer systems were installed to service growing residential and commercial developments. Combined sewer systems continued to be installed as the Village grew until the sanitary and storm components were separated during the late 1950s. All combined sewered areas are tributary the Metropolitan Water Reclamation District of Greater Chicago. The Village d6~s not own or maintain any combined sewer overflows. Section 1.02 Target Area. The target area for this project is largely contiguous and is situated around the geographic center of the Village. The attached Contract Map presents a graphical approximation of the target area. Section 1.03 Pipe and Manhole Inventory Estimates. The Village estimates that it owns and maintains approximately 42 miles of combined sewer ranging in size from 8" clay tile to 60" diameter reinforced concrete pipe. An estimated 920 manholes are installed in the target area. Table 2.1 depicts the 14 different pipe sizes installed in the combined sewer system and provides an estimated quantity of pipe for each size category. In addition, Village staff estimates that there are approximately t,450 inlets and 1,450 catch basins in the project area. Table 2.1 Pipe Sizes and Quantities 8 3,750 10 3,050 12 74,300 15 47,785 18 27,250 21 15,000 24 15,750 27 5,850 30 6,500 33 3,700 36 7,750 42 4,500 48 800 60 1,450 Total 217,435 Section 1.04 Proposal Requirements. Please respond to this Request for Proposals exactly as requested. A detailed Technical Proposal and Cost Proposal are required. Article 2. Scope of Project This project will be divided into separate phases for the purposes of invoicing and payment; however, work may be done in more than one phase at a time. At a minimum, the cost breakdown will be shown as indicated on the proposal form(s) and will include the cost of the Contractor's Performance bond as well as all other bonds or insurance certificates specified herein. Ail products procured or produced within the scope of the proiect shall become the properW of the Village of Mount Prospect, Illinois. Section2.01 Closed Circuit Television Inspection and Evaluation. Closed circuit television inspection will be performed on all main line pipe segments and manholes. In addition, closed circuit television or visual inspections will be performed on all catch basins, inlets, catch basin/inlet combination structures, and all ancillary piping connecting inlets, catch basins, and main pipe segments. (a) Television Inspection. The successful Consultant will develop and provide clear, concise, technical specifications and other documents necessary to let and award a public bid for the closed circuit television examination. Specifications and bidding documents shall satisfy Village of Mount Prospect procurement requirements and specifically iterate the following special provisions: i) Closed circuit television inspections shall produce a clear, crisp, full-color image. ii) The camera utilized must be able to change the direction of view by at least 90 degrees from the axis of the camera and be able to rotate 360 degrees. iii) iv) v) The beginning point and the ending point of each segment must be displayed on the video image. Beginning point and ending points must be identified utilizing existing Village of Mount Prospect manhole numbering conventions. In addition, the length from the beginning point must be also be continuously denoted by numbers displayed in the video image. Measurement units shall be United States Customary System displayed to the nearest one-tenth ora foot. All images shall be captured on Digital Video Disk (DVD) format. All disks must be clearly labled with activity dates and basin nomenclature. During the course of inspection, every effort will be made to capture thorough and detailed images of all significant defects (including pipe failures, major joint separations, heavy mots, extensive pipe cracking, heavy grease accumulation, etc.) and all service lateral taps. The Village expects that whenever these conditions and/or ...... - structures,are encountered, the camera will be panned, tilted, or otherwise maneuvered vi) vii) to capture the nature of the defect in its entirety. The camera will be panned and tilted as is necessary to "look up" every service protruding service line tap, service line tap with medium to heavy root intrusion, and/or collapsed or separated service line connection. The specifications and bidding documents shall include a mechanism to identify and control the cost of any and all sewer pipe cleaning necessary to effectively complete closed circuit television inspections. This mechanism shall specifically incorporate a means to manage hydraulic cleaning (light cleaning) and mechanical cleaning (heavy cleaning) without incurring costs beyond the scope of the closed cimuit television inspection contract. viii) Removal and disposal of solid wastes collected as part of the cleaning processes shall remain the responsibility of the closed circuit television inspection contractor. (b) Condition Assessment. As part of the inspection process, or as part of a post-processing procedure, all pipe segments and manholes shall be assessed. (c) Bidding Assistance. The successful consultant shall render assistance necessary to publicly let bids for the closed circuit television inspection project described herein. Assistance shall include, but is not limited to, preparation of a bid notice, distribution of bid documents, attendance at a pre-bid conference, attendance at the bid opening, review of received bids, and preparation of a written award recommendation. Assistance shall also include issuance of notice of award, receipt and review of contract documents, bonds, and insurance certifications, and issuance of notice to proceed. Facilitation of pre-construction meeting is also required. (d) ct}n~ructi0n i~ngineering/inSPecti6n. The successfUl consultant shall provide a sufficient level of on-site closed circuit television inspection contractor supervision and image review to ensure good video quality and an accurate; repeatable,-and defensible, assessment of pipe conditions. Each proposal shall include a specific discussion describing and quantifying this level of activity. (e) Deliverables. Deliverables shall include five (5) copies of bidding documents, specifications, and contract documents necessary to public let the closed circuit television inspection project of combined sewer systems as described herein. Section 2.02 Asset Inventory Survey (a) Asset Survey. Utilizing a global positioning system (GPS) and conventional surveying capabilities, conduct a survey to obtain at least meter accuracy northing and easting points for all existing combined sewer system assets including manholes, inlets, catch basins, catch basin/inlet combinations, relief pumping stations, and other miscellaneous appurtenances. As an optional item, the Village may also require the collection of manhole rim and invert elevations. (b) Asset Attribute Information. Survey crews will also collect specified asset attribute information main pipe segments, manholes, inlets, catch basins, catch basin/inlet combinations, relief pumping stations, and other miscellaneous appurtenances. (c) Deliverables. Deliverables shall include all raw collected data in native format as well as converted computerized datasets installed and operating in a normal, customary manner on the Village's existing networked Hansen Sewer and Hansen Storm software. Section 2.03 Mapping and Arc/Info Coverage Creation (a) Map Creation. Utilizing GPS northing and easting points collected as part of the asset inventory survey, prepare a network model of the combined sewer system to include all main pipe segments, manholes, catch basins, inlets, catch basin/inlet combinations, ancillary piping systems; relief pumping stations, and ail other structure inspected as part of the sewer inspection and/or asset inventory survey components. (b) GIS Coverage Creation. Final deliverable shall be a complete Environmental Research System Institute Arc/Info Version 8.0.2 or later coverage. Section 2.04 Final Report. A final report detailing and summarizing all project activities is to be prepared and submitted in both hard copy and Microsoft Word format. (a) Number and Format Required. 25 copies of the hard copy format shall be delivered. All hard copies shall be bound and covered. In addition, all hard copies shall be signed and sealed by professional civil engineer registered in the State of Illinois. (b) Defect Listing. Al1 hard copies and Microsoft Word copies shall include a hierarchical listing of all structures tributary to the combined sewer system and prioritized according to the condition rating assessment developed as part of the closed circuit television inspection and evaluation component of this project. Said listing should clearly identify the condition rating, recommended repair methodology, and provide an estimated repair cost in current dollars for each defect. Article 3. Digital Data A representative of the Contractor shall deliver all digital data to the Village, install it on the Village's computer network, cheek the files to insure against corruption; insure any 15roblenis* With data corruption are re~olved, and demonstrate the data file structure to Village personnel. Article 4. Desired Timetable Proposals Due O¢iober 25, 2002 Village Board Award December 3, 2002 Project Start December 16, 2002 Del!verables Due October 17, 2003 Final Completion* November 14, 2003 30-day review per~od antanpated following receipt of dehvembles. Final payment will not be processed for payment until all deliverables have been received, reviewed, and approved. Article 5. Technical Proposal Requirements Section 5.01 Outline of Proposal. The Contractor's technical proposal shall be organized so that the outline of the proposal generally follows the format of the Specifications. The proposal shall cover the approach and the methodology the Contractor intends to use in carrying out the project. The Contractor is to submit a detailed description of the methodologies used by his/her firm to ensure that all deliverables are reviewed and verified prior to submitting the information to the Village for acceptance. Section 5.02 R__esponsibility for Proposal Costs. Costs incurred by any individual, group, or firm in the preparation and submittal of the proposal requested herein are the sole responsibility of said individual, group, or firm. Fees specified in proposal are to include all transportation, field supplies, printing, laboratory work, and equipment rental. Section 5.03 ~Conomv of Pmposals. Elaborate proposals are not expected. The Contractor should prepare the proposal in an economical manner, providing precise descriptions of his/her ability to satisfy the requirements of this RFP. Section 5.04 Competency. Statements setting forth the Contractor's line of business, technical organization, summary of past experience and specific descriptions of at least three (3) projects completed that are similar in size and complexity to the scope of services specified herein. Section 5.05 Financial Statement. A financial statement is not required to submit a proposal. However, the Village reserves the right to ask for financial information from firms who are short- listed in the selection process. Any requested information will be kept strictly confidential. Section 5.06 Insurance. The Contractor shall secure and maintain, throughout the duration of the Contract, insurance of such types and in such amounts as may be necessary to protect himself/herself and the interests of the Village against all hazards or risks of loss as hereinafter specified. The Village shall be named as additional insured on all of the Contractor's policies. Satisfactory certificates of insurance shall be flied with the Village prior to starting any work on the Contract. The certificates shall state that ten (I0) days advance written notice will be given to the Village before any policy covered thereby is changed or canceled. The Contractor shall also obtain satisfactory Workers Compensation and Employer's Liability insurance to satisfactorily protect himself/herself against all claims under applicable state compensation laws. The Contractor shall also be protected against claims for injury, disease, or death of employees, which, for any reason, may not fall within the provisions of a worker's law. This policy shall include an "all states" endorsement. The liability limits shall not be less than: Workers Compensation Employer's Liability Bodily Injury Limits Property Damage Limits General Liability Statutory $1,000,000 each occurrence $1,000,000 each occurrence $1,000,000 aggregate $2,000,000 aggregate Section 5.07 .Equipment. A list of all equipment that will be used in this project is to be included in the technical proposal. Section 5.08 Binding. The Contractor shall be bound by his/her proposal for a term of ninety (90) calendar days from the due date of the proposals. The Contractor may withdraw his/her proposal by written request prior to the date and time of the proposal opening2 Section 5.09 Present Work Load. A complete tabulation of the Contractor's current projects is to be included. Each project shall be identified by name, type, size, duration, and equipment and personnel assigned to that project. Section 5.10 Personnel. Professional resumes, including education, work experience, professional credentials, and employment status (e.g. full-time, part-time, years with the firm, job description) for each individual to be assigned to the project described herein should be provided. Section 5.11 Subcontracting. The Village will allow subcontracting on this prc~ject. }-f the Contractor is proposing any subcontracted work in this project, the subcontractor and his/her activity in this project are to be identified in the Contractor's technical proposal. The Contractor agrees that he/she is fully responsible to the Village for the acts and omissions of the subcontractor. Nothing contained in the contract documents shall create any contractual relationship between the Village and the subcontractor. Also the Contractor is to identify how much work experience he/she has with the proposed subcontractor. Any references in this RFP to the Contractor shall also apply to the subcontractor(s). Section 5.12 Standard Contract. If the Contractor has a standard contract that he/she typically uses, sample copy of this Contract should be included with the proposal. A Contractor's standard contract must substantially comply with the requirements set forth in this RFP. If a standard or preferred contract is not available, the Village will draft one for the selected Contractor. Section 5.13 Signing of Proposal. If the party submitting the proposal is a corporation, the legal name of the corporation shall be set forth together with the signature of the officer or officers authorized to sign contracts on behalf of the corporation. If the party submitting the proposal is a co- partnership, the true name of the firm shall be set forth together with the signatures of ail the partners. If the party submitting the proposal is an individual, his/her signature shall be inscribed. If signature is by an agent, other than an officer of a corporation or a member of a partnership, a power of attorney must be on file with the Village prior to opening proposals or submitting proposals; otherwise, the proposal may be regarded as irregular. Section 5.14 Disqualification of Proposals. More than one proposal for the same work described herein' from an individual, firm or partnership, a corporation or an association under the same or different names, will not be considered. Reasonable grounds for believing than any such party is interested in more than one proposal for the work contemplated will cause the rejection of all proposals in which such party is interested. If there are reasonable grounds for believing that collusion exists among the parties submitting proposals, t~ae proposals of the participants in such collusion will not be considered. Section 5.15 Penalty for Collusion. If at any time it shall be found that the person, firm, or corporation to whom the Contract has been awarded has, in presenting any proposal or proposals, colluded with any other party or parties, then the Contract so awarded shall be null and void and the Contractor and his sureties shall be liable to the Village for all loss or damage which the Village may suffer thereby, and the Village may advertise for new proposals for said work. Section 5.16 License. Each party submitting a proposal shall posses federal, state, and local licenses as are required by law, and shall furnish satisfactory proof to the Village upon request that the licenses are in effect during the entire period of the Contract. Section 5.17 Save Harmless. The successful proposal shall indemnify and save harmless the Village from suits, actions, damages, and cost of every name and description resulting from work relating to the prosecution of the project described herein as well as suits brought against the Village for or on account of the use of patented equipment, products, or processes, or the infringement of any patent, trademark, copyright, or alleged negligence on the part of the Contractor. Section 5.18 Schedule of Wages. Pursuant to the requirements of the Village of Mount Prospect, there have been established minimum scales of hourly wages to be paid in each classification of labor under this Contract. The scales of hourly wages shall be the Illinois Department of Labor Prevailing Wages for Cook County, effective June 1, 2001. The wage rates as set forth shall in no way be construed to prevent the Contractor or Subcontractors from paying a higher rate of wages, and if any classifications are submitted in this schedule, the prevailing wage rate shall be paid. If any crafts establish a higher minimum wage in the district during the prosecution of this project, the higher minimum wage so established shall be considered as having also been established as the minimum wage scale under this schedule. Section 5.19 Taxes. The Contractor is to include all applicable State and Federal taxes in the Cost Proposal. The Contractor should not include any State or Federal taxes for which the Village is exempt. ~. Article 6. Award of Contract The award of any Contract may be made to the Contractor who submits the proposal that is in the best interest of the Village as evaluated by Village staff. Such evaluations will include the experience of the Contractor, capability of the Contractor, and other factors deemed by Village staff to be in the best interest of the Village. In addition, the Village reserves the rights to accept or reject any and all proposals, to waive any informality in any proposals, and to accept any considered advantageous to the Village. Article 7. Payment Final payment shall be made within thirty (30) days after, in the judgment of the Director of Public Works; the contractor has completely delivered all materials or performed all services in accordance with the Specifications and terms of the Contract. The contractor may bill for incremental payments on completed and delivered work. The Village and Contractor shall mutually agree on acceptable payment schedules prior to signing of any contracts. Section 7.01 Incremental Payments. If incremental payments are requested, the Contraetor shall submit with each payment request the Contractor's partial waiver of lien for the full amount of the requested payment. Beginning with the second payment request, and with each succeeding payment request, the Contractor shall submit partial waivers of lien for each subcontractor and supplier showing that the amount paid to date to each is at leas equivalent to the total value of that subcontractor's work, less retainage, included on the previous payment request. Article 8. Reservations and Exceptions Any reservations on the use of data contained in a proposal must be clearly stated in the proposal itself. The village assumes that, unless stated otherwise, information submitted in response to this request may be used within the Village on a proprietary basis. Article 9. Section 9.01 Contact Information Proposal Questions. Questions about this proposal should be directed to: Scan P. Dorsey Deputy Director of Public Works Mount Prospect Public Works Facility 1700 West Central Road Mount Prospect, Illinois 60056-2229 Phone: (847) 870-5640 Fax: (847) 253-9377 E-mail: sdorse¥~mountprospect.org Article 10. Proposal Submittal Requirements Section 10.01 Proposal Submittals. All proposals should be submitted to: Glen R. Andler Director of Public Works Mount Prospect Public Works Facility 1700 West Central Road Mount Prospect, Illinois 60056~2229 Section 10.02 Proposal Due Date and Time. All proposals must reach the above referenced address by 4:00 PM 0ocal time) on Thursday, October 25, 2002 in order to receive consideration for this project. Section 10.03 Number of Proposals Required. Five (5) copies of the Technical Proposal and Cost Proposal are required. The Cost Proposal must be submitted on the standard form provided. Section 10.04 proposal Envelope Labeling. All packages shall be clearly labeled on the outside with the following notice: "Proposal for Village of Mount Prospect ' Combined Sewer System Evaluation and Mapping Project Due Date: October 25, 2002 at 4:00 PM (local time)" Combined Sewer Area Combined Area Feet t,300 2,600 5,200 7.800 10,400 illage of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS ASSISTANT VILLAGE MANAGER NOVEMBER 25, 2002 ASBESTOS REMOVAL CHANGE ORDER REQUEST On November 6, the Village Board approved a contractor, LVI, for the removal of asbestos from the Senior Center. The original scope of work was defined through testing of floor and ceiling tiles throughout the building. There was also additional testing of some pipe installation and fire proofing material sprayed on the underside of roof decking. Once the demolition process started additional floor tile was exposed that needed to be removed and once ceiling tiles were removed additional pipe installation was also exposed. The suspect areas were tested and found to contain asbestos, therefore, LVI was asked to return and remove the additional asbestos. Demolition cannot be completed until all asbestos has been removed from the building. The original contract with LVI was approved for $10,680. The additional work requiring a change order amounts to $2293. I am requesting Village Board approval for an additional $2293 for LVI for additional asbestos abatement work. If you have any questions, please contact me. David Strahl H:\GEN\ViIlage HaI[\VB Memo Asbestos Contractor Change Oder Request.doc '11/18/~002 10:B6 SERVICES LVI ENVIROh~ENTAL SE PA~-'E 82/83 LVI Rnvironmeu~al Services Inc. 621 R. Wildwood Ave. Villa Park, IL 60181 Tel: (630) 758-0202 Fax: (630) ?58-0720 www. lvise~vices.com chicago@lviservices.com November 18, 2002 Mr. David S~ahl Assistant Village Manager Village of Mount Prospect 100 South Emerson SUeet Mount Prospect, llrmois 60056 Phone 847-392-.6000 Re: CI-I_AlqGE ORDER REQUEST FOR ASBESTOS FLOOR TILE A~ND MASTIC REMOVAL FROM 50 SOUTH ~ON MOUNT PROPSPECT ILLINOIS. LVI will provide work ~rea preparation, m~oval and disposal of Asbestos ma~rial and building components. Scope of work includes removal of 78 square feet of asbestos con~aluing floor tile, and assoc/ated mastics above and beyond the original scope of work. The floor tile and mastic was discovered when the cabinets were removed by Village of Mount Prospect employees. All LVI personnel on site are properly trained and licensed bythe state of Illinois to engage in asbestos abatement activi~.es. A~lditional Cook CountyFee $ 334.00 Additional Labor 8 hours ~ $68.00 $ 54~.00 Materials and Disposal $ 95.00 Total $ 973.00 Rest~.eetively 6307§80720 ..,_ ... SERViC£S LVI ENVIRONMENTAL SE PAG~ UZ/UX LVI Environmental Secvices Inc. 621 E. Wildwood Ave. Villa Partt I~ 60J81 Tel: (630) 758-0202 Fax: (630) 758-0720 www. lvtsemces.com chicago@lv~semces.eom Novomber 21, 2002 Mr. David Stratd Assistant Village Manager Village of Mount Prospect 100 South Emerson Street Mount Prospect, Illinois 60056 Phone 84%392-6000 Re: CHA_NGE ORDER REQUEST FOR ~ REMOVAL OF 20 ASBESTOS PIPE FITTINGS FROM 50 SOUTH EIvlEKSON MOUNT PROPSPECT ILLINOIS. LVI will provide work area preparation, removal and disposal of Asbestos material and building components. Scope of work includes removal of 20 asbestos containing pipe fittings above and beyond the original scope of Work. Ail LVI personnel on site are properly trained and licensed bythe state of Illinois to engage in asbestos abatement activities. Additional Cook County Fee Materials and Disposal Additional Labor 16~ $68.00,rhour Total $120.00 $ 112.00 $1088.00. $1,320.00