Loading...
HomeMy WebLinkAbout6. MANAGERS REPORT 3/4/03FROM: FORESTRY/GROUNDS SUPERINTENDENT DATE: FEBRUARY 12, 2003 SUBJECT: BID RESULTS - TREE REMOVALS BACKGROUND Sealed bids for parkway tree removals were opened on February 4, 2003. This contract requires removal of dead, dying or structurally unsound parkway trees to ground level. BID RESULTS Fourteen invitational bids were mailed and a notice was published in a local newspaper. Five bids were received. Bid results are attached. DISCUSSION At the time the bid specifications were prepared, we only had nine trees scheduled for removal. Since this contract is for the entire year, we estimated the total number and size of removals for the year based on past experience. Bidders were asked to submit a price per inch for removal of trees in each of five different size classes. In order to draw comparisons between various bids, we asked bidders to use our estimated quantities to calculate an extended cost. It should be noted that, although in every case the extended cost was greater than our allocated funds, we will simply reduce the number of trees assigned in order to remain within budget. Additionally, it should be noted that the apparent low bidder, R.W. Hendricksen Company, submitted an exception to our specifications. R.W. Hendricksen proposed to charge the Village an additional surcharge for each piece of equipment used, if fuel prices rise to over $2.00 per gallon. The other bidders took no exceptions and built any potential fuel price increases into their bid prices. They will be required to hold their bid prices throughout the course of the contract, with no extra compensation. Thus, by awarding the contract to R.W. Hendricksen, we would be assuming a risk that cannot be quantified at this time. This would offer R.W. Hendricksen an unfair advantage over the other bidders. Therefore I recommend that R.W. Hendricksen's bid be rejected for not meeting our specifications. BID RECOMMENDATION The low bidder, Winkler's Tree Service, has not held our tree removal contract in the past, however, they have performed satisfactorily on both our stump removal and our Creek Trimming/Removal contracts in 2001 and 2002. here is $50,000.00 allocated for contractual tree removal in the 2003 budget (Page 236, Account #0015203-540725). I recommend award of this contract to the lowest qualified bidder, Winkler's Tree Service, in an amount not to exceed $50,000.00. / ..... Sandy Clark { I concur: ~ ~- Glen R. A~ Director of Public Works Attach. X:FILES~'ORESTRY~.WORD~2001LREM-RECMD.DOC o o 0 Mount: Prospect Fire Depa ment Interoffice Memo TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: MICHAEL J. FIGOLAH, FIRE CHIEF DATE: FEBRUARY 24, 2003 SUBJECT: FIRE DEPARTMENT UNIFORMS General Bid Information Sworn firefighters receive an annual $450 allowance for uniform replacement according to their labor agreement. The majority of the uniform allowance is used for work uniform pants, shirts, t-shirts, socks, shoes, belts, and dress uniforms. These items are purchased from one clothing vendor. The remainder of the allowance is used to purchase physical fitness clothing and specialized equipment. Each year prior to placing the uniform order, every member is subject to a uniform inspection to ensure they meet the minimum standards per the general orders Uniform specifications were developed and sent out to five vendors. This year, we sent specifications to five uniform vendors after placing an ad in the Daily Herald. Each bidder was required to give a per unit price for each item on the bid sheet. The per unit price was then multiplied by the number of items ordered in 2002 to determine the overall bid price. Summary of Bids Received On February 11, 2003 at 10:00 AM, two sealed bids were received for fire department uniforms. The sealed bids were publicly opened and read aloud. Bid tabulations are as follows: BIDDER BID PRICE Kale Uniforms $17,430.25 Ray O'Herron Company $15,786.65 J:\l Archives\02 February\MF-Uniform Bids-Village Manager.doc TO: VILLAGE MANAGER SUBJECT: FIRE DEPARTMENT UNIFORMS FEBRUARY 24, 2003 PAGE 2 Bid Recommendation After reviewing the bid documents and based on Ray O'Herron's past performance it is my recommendation to award the contract for fire department uniforms to Ray O'Herron Company, Oak Brook Terrace, Illinois in an amount not to exceed $19,000. This amount reflects a 20 percent increase over the bid amount to allow for any increase in total units purchased last year. Each firefighter will not be allowed to exceed their $450 clothing allowance as per the contract. Budget Authorization Funds for tins purchase are available in account 0014201-520600 on page 196 of the 2003 budget book. MF Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TREE CITY USA TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS SUPERINTENDENT OF STREETS & BUILDINGS ~ FEBRUARY 27, 2003 SEALED BID RESULTS FOR THE 2003 SEWER CATCH BASIN AND INLET CLEANING PROGRAM BACKGROUND Annually a contract is let to clean, inspect and update our inventory for one sixth of the village's sewer catch basins and inlets. This annual program minimizes possible clogged sewer structures, and updates our inventory and condition rating of all our structures on a six-year cycle. BID RESULTS Sealed bids were opened at 10:00 A.M. on February 20, 2003 for this proposed sewer catch basin and inlet-cleaning contract. This year's area is depicted on the attached map (green section). The bid prices were based on an estimated quantity of 250 sewer catch basins and 250 inlets to be cleaned. Nine invitational bids were mailed, and a bid notice was placed in the local paper. Three bids were received, and the results are as follows: Bidder National Power Rodding Corp. Visu-Sewer Clean & Seal, Inc. Joel Kenny Construction Corp. Elgin Sweeping Services, Inc. Westco Environ. Engineering Bid Price $ 25,625.25 $ 55,000.00 $100,000.00 No bid letter No bid letter X:\U SERS\PBURES\WORDX, STREE%B SINLCL2003 REC.DOC ] age two Sewer Catch Basin & Inlet Cleaning Program Bid Results February 27, 2003 DISCUSSION The low bidder National Power Rodding, Corp. had this contract last year and perfomqed adequately. Quantities will be adjusted so the total expenditure will not exceed the budgeted amount. Funds for this proposed contract are in the current budget, on page 265, account code 6105509-540779, in the amount of $30,000.00 and on page 225, account code 0015108-540520, in the amount of $5,535. RECOMMENDATION I recommend acceptance of the lowest bid as submitted by National Power Rodding, Corp. for a sewer catch basin and inlet cleaning contract for an amount not to exceed $35,535.00. Glgn R. And~ er Director of Public Works Paul Bures Superintendent of Streets & Buildings Pb C: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey file X:'xUSERS\PBURES\WORD\STRE ET\BSINLCL2003 REC.DOC 2 Village of Mount Prospect Catch Basin Cleaning Program Year ~1999 ~2000 ~2001 ?~2002 ~2003 ~2004 INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS SUPERINTENDENT OF STREETS & BUILDINGS FEBRUARY 27, 2003 SEALED BID RESULTS FOR THE 2003 SEWER CATCH BASIN REPAIR PROGRAM BACKGROUND This bid is for our annual contract for sewer catch basin and inlet repair. Many of our older structures are made of brick and, with time, the mortar or brick deteriorate, requiring patching, reconstructing or total replacement. The repairs are usually made with concrete adjustment rings or precast cones to eliminate future deterioration of the mortar joints. This work is usually completed by late August to make sure all structures are in good repair for the fall rainy season and to minimize any possible winter failures. BID RESULTS Sealed bids were opened at 10:00 A.M. on February 20, 2003 for proposed sewer catch basin and street inlet repairs. Bid prices were based on estimated quantities of 30-35 structures to be adjusted, reconstructed or replaced. Seven invitational bids were mailed, and a bid notice was placed in the local paper. Eight bids were received, and bid results are as follows: Bidder Lifco Construction S. Schroeder Trucking, Inc. Martam Construction, Inc. Katco DeveloPment Inc. Suburban General Construction Glenbrook Excavating & Concrete, Inc. Swallow Construction Corp. Sykes Industries, Inc. Bid Price $26 850.00 $40275.00 $42 850.00 $44 587.50 $48 805.00 $55 900.00 $60 650.00 $71 997.50 X:\USERSLPBURES\WORD\STREETXBASNREP2003RES.doc 1 age two Sewer Catch Basin & Inlet Repairs Bid Results February 27, 2003 DISCUSSION The low bidder Lifco Construction has never worked for the village. They supplied us with three references. All said Lifco has done quality work and they would use them again. Quantities will be adjusted so the total expenditure will not exceed the budgeted amount. Funds for this proposed contract are in the current budget, on page 265, account code 6105509-540777, in the amount'of $30,000. RECOMMENDATION I recommend acceptance of the lowest bid as submitted by Lifco Construction for a sewer catch basin and inlet repair contract for an amount not to exceed 5;30,000. ~31en-R. Andle~/ Director of Public Works Paul Bures Superintendent of Streets & Buildings PB C: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey file X:\USERSLPBURES\WORD\STREETkBASNREP2003RES.doc 2 Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: FEBRUARY 27, 2003 SUBJECT: SEALED BID RESULTS CONCRETE RESTORATIONS 2003 BACKGROUND TRF.~ CITY USA Throughout the year, concrete restoration to driveways, curbs, and sidewalks are necessary due to damage as a result of water main breaks, and storm and sanitary sewer repairs. We accept bids for the entire year, which allows us to do replacements monthly, thus reducing the time our residents are waiting for restorations. BID RESULTS Sealed bids were opened at 10:00 A.M. on February 20, 2003 for a proposed concrete restoration contract. Bid prices xvere based on estimated quantities of footage. Eleven invitational bids were mailed, and a bid notice was placed in the local paper. Eight bids were received and the results are as follows: Bidder DiPrizio Cement Construction Co. Lifco Construction Swallow Construction Corp. Skyline Contractor Inc. Meridian Construction Co., Inc. Sykes Industries, Inc Schroeder & Schroeder Inc. G. & M., Inc. Bid Price $18,050.00 $18,250.00 $30,000.00 $31,000.00 $49,410.00 $30,600.00 $54,000.O0 No Bid X:'xFILESX~FRONTOFF~BID S'~RESULTS'xCONCREST.2003 .RES 1 id Results Concrete Restorations 2003 February 27, 2003 DISCUSSION The low bidder DiPrizio Cement Construction Co. had our restoration contract in 1999 and performed satisfactorily. All bids were based on estimated quantities. There is $20,000 available in this year's budget for this proposed contract so quantities will be adjusted so as not to exceed the budgeted amount. Funding for this proposed contract will come from the following accounts: · on page 260, account code 6105505-570470, in the amount of $9,500.00 · on page 262, account code 6105506-570470, in the amount of $7,500.00 · on page 265, account code 6105509-570470, in the amount of $3,000.00 RECOMMENDATION I recommend acceptance of the lowest bid as submitted by DiPrizio Cement Construction Co. for a concrete restoration contract for an amount not to exceed $20,000.00. GlenR. An er Director of Public Works Paul Bures Superintendent of Streets & Buildings Pb Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey file X:\FILES\FRONTOFF\BIDS\RESULTS\CONCILEST.2003.RES 2 INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS STREETS & BUILDINGS SUPERINTENDENT FEBRUARY 27, 2003 SEALED BID RESULTS FOR PAVEMENT MARKING 2003 BACKGROUND Annually a contract is let to repaint crosswalks, centerlines, lane dividing lines, parking stalls, and stop bars throughout the village. The village is divided into north and south sections by Central Road. These areas are serviced every other year, with the exception of the downtown area and parking lots, which are done annually. On the state highways we are only responsible for painting some of the crosswalks and stop bars. Pavement markings require repainting and installation of glass beading to maintain their reflectivity after two years of wear. BID RESULTS Sealed bids were opened at 10:00 A.M. on February 20, 2003 for the proposed contract to install pavement markings. The pavement marking Work contemplated this year will be for all areas south of Central Road, the downtown business district, Wolf Road, and State Highways. Four invitational bids were mailed, and a bid notice was placed in the local paper. Three bids were received, and bid results are as follows: Bidder Bid Price Preform Traffic Control System, LTD. Marking Specialists AC Pavement Striping Co. Flint Trading, Inc. $45,445.43 $62,684.20 $88,370.22 N© bidletter X:\US ERS~BURES\WORD~TR.EET~STRPNG2003 REC.DOC age two Sealed Bid Results for Pavement Marking 2003 February 27, 2003 DISCUSSION Preform Traffic Control Systems, LTD. has had Mount Prospect's pavement marking contract from 1997 thru 2002. They completed the work successfully each year. The bids received were based on estimated quantities, which will be adjusted so the total expenditure does not exceed the budgeted amount. Funds for this proposed contract are in the current budget on page 221, account no. 0505104-540535, in the amount of $40,000.00 and on page 227, account no. 6305111-540565, in the amount of $5,000.00. Total budgeted amount for 2003 is $45,000.00. RECOMMENDATION I recommend acceptance of the lowest bid as submitted by Preform Traffic Control Systems, Ltd. for an amount not to exceed $45,000.00. Paul Bures Streets & Buildings Superintendent I concu~ Glen R. Andle/r Director of Public Works PB C: Director of Public Works Glen Andler Deputy Director of Public Works Sean Dorsey file X:\USERS\PBURES\WORD\STREET\STRPNG2003 REC.DOC Village of Mount Prospect RED AREADONE ANNAULLY SOUTH BLUE AREA SCHEDULED FOR THIS YEAR 2003 Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: S [ JB.I ECT: VILLAGE MANAGER MICHAEL E. JANONIS PROJECT ENGINEER FEBRUARY 27, 2003 2003 VILLAGE WATER MAIN PROJECT TREE CITY USA Back,round The 2002/2003 Budgets includes funds for water main replacement and new installation. Staff has ~dentified two areas in the Village to be included in this year's water main project. The first location is along Busse Avenue. Approximately 400' of water main is to be installed along the stree~ between Main Street and Emerson Street in conjunction with the Village ttall development project. The water service for the new building and possibly the ~mgation system will be connected to this new water main. The second location is an area adjacent to Wall Street. In recent years, the Public Works Department has had to multiple times repair the ex/sting water mare located beneath the parking lot behind the 7-story office building. This water main is in an easement and is the responsibility of the Village to maintain. As a result. Staffidentified approximately I000' of water main thal is to be replaced as part of this project. A second phase will take place in the future to address the remaining areas at this location that have experienced water main breaks. Bids Results /Xt 10:00 a.m. on February 25®, sealed bids were publicly opened and read aloud for the 2003 \"illage Water Ma/n Project A Notice to Bidders was published in a local newspaper as required and invitations were sent to three contractors that are familiar with this type of construction. Nme contractors submitted a bid for this project. The engineer's estimate for the project was $275~582.50. A toxv bid of $231,231.00 was received by Hoffinan Excavating, Inc. of Wihnette, Illinois. This is $44,351.50 (16%) under the engineer's esnmate. Each of the bidders submitted a bid bond in the amount of 5% of the total bid as required by the bid documents. The bids were checked for accuracy. One minor error was found in the second low bidder's bid. It did not affect the overall results. The bidders correctly signed the bids and bid bonds. Below' is a summary of the bids: Bidders I lolTman Excavating ~/Iartam Construction (.ierardi Sewer & Water Company Swallow Construction Corp. Gcorge W. Kennedy Construction Total Bid $231.231.00 $245,622.00 $257,133.50 $262.323.00 $277,674.10 cbrua~, 2?. 2U()3 Bidders ('cont.) Glenbrook Excavating Lampignano & Son Bartlett Bituminous Asphalt, LLC Mauro Sewer Construction En gineer's Estimate: Total Bid $283,753.00 $310,774.00 $321,958.00 $447,749.00 $275,582.50 Discussion The loxv bidder. Hoffman Excavating, has not per£om~ed work in the Village of Mount Prospect recently. How'ever, they have recently completed water main projects for the Village of Glenview and City of Zion. References have indicated that their workmanship is acceptable. Recomnqendation The low bidder, Hoffman Excavating, has submitted a bid in the amount of S231.231.00. I recommend awarding the contract to Hoffman Excavating for the 2003 Village Water Main Project in the amount not to exceed $231,231.00. Funding for this project is shown on page 258 of the 2002 Budget under Account Code #6105510-680003 and page 266 of the 2003 Budget under the same account code. A future budget amendment will combine the funds into the 2003 Budget account. Please include this item on the March 4~' Village Board Meeting Agenda. Staff xvill be in attendance at the meeting to provide a brief presentation and answer any quesnons. Matthew P. Lawrie concur with the above recommendation. Attachments: Project Area Map cc: Deputy Village Clerk Kimberly Dewis x ,Ti ]cs'~cn gi ncc r' projcc ls',watcrma m'~wa[l_st\rcc memo.doc ......... <, t · m · WALL ST Jl ........................................... J ~_ ....... :'.,: ......................................... ELMHURST RD INTEROFFICE MEMORANDUM TI~E CIT~ USA TO: FROM: VILLAGE MANAGER MICHAEL E. JANONIS PROJECT ENGINEER DATE: FEBRUARY 28, 2003 SUBJECT: 2003 STREET RESURFACING PROGRAM Background This year's Project represents the seventh year of the accelerated street improvement program and includes the resurfacing of approximately 8.0 miles of Village streets. Again this year we also combined both the MFT funded program and the Village Street Improvement funded program into one project in order to secure an early and more favorable bid. Bids Results A notice to bidders was published in a local newspaper. Since this project uses MFT funds it was also published in the IDOT construction bulletin. On February 25th, at 10:00 A.M. sealed bids were received for the 2003 Street Resurfacing Program. At that time, the sealed bids were publicly opened and read aloud. Ten contractors received bid documents and seven contractors submitted bids. The bids ranged from a low of $3,262,567 by An'ow Road Construction Company to a high of $4,480,195 by E.A. Cox. The Engineer's estimate for the project was $3,770,512. Below is a summary of the bids. Bidders Total Bid Arrow Road Construction Co. Johnson Paving Co. Callaghan Paving Plote Construction, Inc. R.W. Dunteman Co. A-Lamp Concrete E.A. Cox Co. $3,262,567.00 $3,357,502.50 $3,389,071.85 $3,628,366.50 $4,081,537.90 $4,127,233.00 $4,480,195.00 Average= $3,760,925.00 Engineer' s Estimate $3,770,512.00 AGE 2 2003 STREET RESURFACING PROGRAM FEBRUARY 28, 2003 Discussion All bidders submitted IDOT Local Agency Bid Bonds in the amount of 5% of their total bids as required by the Bid Documents. All bids were checked for accuracy. Minor errors were found in the bid submitted by Callaghan Paving, but this did not affect the outcome. All bidders correctly signed their bids and bid bonds. The low bidder Arrow Road Construction Co. has previously completed street improvements for the Village including the 2001 and 2002 Street Resurfacing Programs and their work has been acceptable. Recommendation The Village budget limit for this project is $3,173,000.00. The low bid is $3,262,567.00, and is 2.8% over the budget limit. Since the low bid exceeds the budget limit, we must reduce the contract to the budget limit. The bid quantities include contingencies that allow for unforeseen circumstances such as additional base repair, additional asphalt required because of thickness variation, etc. The full projected quantities for these items may not be needed. Based on my experience in previous years, I anticipate that this year's program can be completed with the available funds. Midway through the project I will evaluate the money spent vs. the money needed to resurface the remaining streets. At that time I will determine whether all the streets scheduled for this year's program can be completed within the budget limit. I therefore recommend that the low bidder, Arrow Road Construction Co. be awarded the contract for the 2003 Street Resurfacing Program in the amount of $3,173,000.00. Funding for this project is shown on Pages 228 and 302 of the 2003 Budget where there are sufficient funds for this proposed expenditure. Funding for this project is as follows: Account Code No. 0507706-690049 Account Code No. 5607706-690084 Account Code No. 6305111-690103 $1,192,000 $1,931,000 $50~000 $3,173,000 ichalik I concur with the above recommendation. P~F Attachments: Project Map E 0 z Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS FORESTRY/GROUNDS SUPERINTENDENT FEBRUARY 12, 2003 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" - larger 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, 2003. BID RESULTS Sealed bids for this contract were opened on February 4, 2003. Eleven invitational bids were mailed and a notice to bidders was published in a local newspaper. Seven 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. Note that I am recommending the rejection of certain bids shown on the attachment because the bidders did not supply the required information, as discussed below. DISCUSSION At times in the past we have experienced problems with landscape contractors submitting low bids on many sizes/species without verifying that the trees are actually available for sale. Then, after offering the trees to residents and placing our final order, we have learned that the trees are not available. This has caused a great deal of inefficiency and last minute scrambling, plus it has the potential for resident dissatisfaction. Therefore, for a number of years we have included a provision in our specifications requiring landscape contractors to provide certification from their supplying nurseries stating that the trees are actually available and grown in northern Illinois or Wisconsin. Two of this year's bidders, Mario Gambino and Sons Landscaping and Mitch's Greenthumb Landscaping, failed to provide that information, even after being given a chance to forward same after the bid opening. Therefore, although their bid prices are shown on the attaChment, I am recommending that their bids be rejected. t 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 $127,490.00 in various tree planting accounts in the 2003 budget: On page 236, $10,000.00 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 237, $3,000.00 is in account #0015204- 540714 (Tree Replacement - Public Property). However, as explained in my memo dated 2/12/2003 regarding our tree trimming bid, I am requesting that $27,000.00 of planting funds be transferred to our contractual tree trimming account ($10,000.00 from #0015203-540710 and 517,000.00 from #0015203-540720). This would leave $100,490.00 available for planting. I recommend splitting the contract award among B-C Landscape, Arthur Weiler Inc., KGI Landscaping Company, Sebert Landscaping Company, and ReiDesigne Landscape Contractors. Total expenditures for all purchases will not exceed $100,490.00 and each tree will be ordered from the lowest bidder for that particular size and species. I concur: r~GL~ DireCtor of Public Works Attach. X:FILESkFORESTRY\WORDk2003'~PLT-REC M D.DOC X X m -i IT1 X X 7 ? rn x "17 X < ~ ,',,.~r ,',, ,- o = 0 m _o. (1) I1) Z~ ti) 0 0 ~ 0 0 0 0 ~ ~ 0 0 0 0 --. 0 0 0 0 o , o o o o o o o o o ~19 o o o~o o o o ~ ~ ~~~g~~~~o~'ooooooI +~ o o o o o o o o OlO ~ ~ ~ ~ oooooooooooooo o~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM I TO: FROM: DATE: VILLAGE MANAGER MICHAEL E. JANONIS FORESTRY / GROUNDS SUPERINTENDENT FEBRUARY 12, 2003 SUBJECT: TREE TRIMMING BID RESULTS BACKGROUND Sealed bids for parkway tree trimming were opened on February 4, 2003. Prices were sought for trimming trees in areas due for trimming on our five-year cycle. As in the past, we also sought prices for emergency tree work in the event of a major storm. Finally, we also included a provision which will allow us to extend the contract for a second year at the same bid prices, if both the contractor and Village agree. BID RESULTS Fourteen invitational bids were mailed and a notice was published in a local newspaper. bids were received. The bid results for trimming 4,773 trees are as follows: Winkler Tree Service Arbor Green Ltd. R.W. Hendricksen Co. B. Haney and Sons McGinty Brothers Kramer Tree Specialists $136,050.54 $141,635.85 $152,722.00 $168,077.35 $231,740.00 $256,467.05 Six BID DISCUSSION The low bidder, Winkler's Tree Service, has not held our tree trimming contract in the past, however they have performed satisfactorily on both our stump removal and our Creek Cleaning contracts in 2001 and 2002. Our specifications asked for bid prices to trim 4,773 trees in four areas now .due for trimming, as per the attached map. Although the low bidder's unit prices actually are lower than last year's, due to budget cuts there is not enough money allocated in the 2003 Tree Trimming Account to complete all four areas. Our five-year trimming cycle, which has been in effect since 1978, was identified in our Urban Forest Management Plan as "the most cost-effective way to reduce potential future maintenance costs." In my opinion, cutting back on this vital routine maintenance will eventually result in increased costs due to the following: a greater need to perform less efficient spot trimming with our own crews by request, a greater incidence of tree disease and thus removal costs, and increased likelihood of storm damage (frequently requiring the use of overtime funds). Additionally, we will experience a greater likelihood of property damage or ersonal injury, and greater resident dissatisfaction due to the need to prune trees more severely to make up for an extended pruning cycle. Therefore, it is my opinion that in these trying economic times, it is in the Village's best interest to cut back on the installation of new trees rather than deferring routine maintenance of our existing trees. Specifically, I am recommending below that certain funds be transferred from planting accounts normally used to plant reforestation trees and others not specifically requested by property owners. I propose to leave the funds for the Cost-Share planting program intact so that we will still be able to satisfy property owner requests for parkway trees. BID RECOMMENDATION In the 2003 budget, $110,000.00 has been allocated for parkway tree trimming (Page 236 Acct: # 0015203-540730). Additionally, I propose that $27,000.00 be transferred to the tree trimming account from the following tree planting accounts shown on page 236 of the 2003 budget: $10,000.00 from account #0015203-540710 (Reforestation), and $17,000.00 from the $64,490.00 in account 0015203-540720 (Tree Replacement-Cost Recovery). Based on the above, I recommend award of a contract to the lowest qualified bidder, Winkler's Tree Service, in an amount not to exceed $137,000.00. I concur. ?~ C(len R. An~le~ ' Attach. X:FILES/FORESTRY/WORD/2003/TRIM-B ID-REC.DOC Village of Mount Prospect 2003 Proposed Tree Trimming Areas 5.1 2 4.1 3 15.1 15 15.2 14 17 5.3 16.2 16.3 9 11 10 7.2 ~ 7 8 2003 Proposed Tree Trimming Areas Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS DEPUTY DIRECTOR OF PUBLIC WORKS FEBRUARY 13, 2003 ~ PROPOSAL FOR PROSPECT MEADOWS WATER MAIN DE Background In the current budget, staff has requested funding to begin replacement of the water distribution system that serves approximately 170 single family homes in the Prospect Meadows subdivision. The attached map depicts the proposed project area. The attached map also depicts one of the unusual features that have made this particular system a top candidate for water main replacement Most of the water main pipe that serves this area is installed in rear yard easements. This design is a consequence of the fact that this system was originally installed and maintained by a private water utility. It was not constructed to Village design standards. The Village interconnected and assumed responsibility for this system when the private utility's deep well failed in the late 1970s. Today, the rear yard layout of this pipe network is problematic. As the aerial photography indicates, mature trees, bush lines, fences, sheds, patios, and decks now cover most of the water mains and service ines. As a result, maintenance of this water main system is now inordinately costly and disruptive, n particular, water main break repairs usually must be dug by hand, accessed via private property, and require lengthy water shutdowns. In addition, the rear yard pipe locations also severely restrict our ability to install fire hydrants. As a result, the spacing of fire hydrants within this subdivision is inadequate. Finally, most of the rear yard pipe is comprised of thin-walled, 4-inch diameter cast iron pipe. The current m/n/mum design standard for new water main installations is 8-inch diameter ductile iron pipe. The small diameter pipe not only limits water flow, it also prone to failure. The vast majority of water main breaks occur on cast iron pipes that are less than 8-inch diameter. To correct this problem staff proposes to abandon the rear yard water mains and install new water mains along the edge of pavement within the road rights-of-way. We estimate that approximately 8,100 linear feet of pipe will have to be replaced. We propose to begin work this year and stage the balance of the project over the course of the next two (2) years. The project wilt reach fruition in 2005. Page 2 of 3 February 13. 2003 Proposal for Prospect Meadows Water Main Design Sufficient funds have been requested in the current budget and forecasted in the Capital Improvements Plan. It is also relevant to note that another significant project is currently being planned for the Prospect Meadows subdivision. Staff has recently engaged the civil engineering firm, Stanley Consultants. Inc. of Chicago, Illinois (Stanley), to design stormwater drainage system improvements in Prospect Meadows. Rainwater is conveyed from this area by means of a ditch and culvert pipe1 drainage system. Presently, this system is plagued by surface flooding and p0nding problems. Staff proposes to correct these problems by regrading the existing ditches and replacing failed culvert pipes. The scope of this proposed project will be similar to the Wedgewood Stormwater Improvements Project completed in 2001. However, the scale of this project will be slightly larger than the Wedgewood project. The Wedgewood project was limited to specific problem areas. Almost all of the ditches and culverts in Prospect Meadows require modifications. Fortunately, very few trees or other surface obstructions wilt be impacted by this proposed project. Problem Statement Presently, two (2) large-scale improvement pro.iects are simultaneously being planned for the Prospect Meadows subdivision. Furthermore, both projects (water main relocation and drainage improvements), require the excavation and restoration of the same right-of-way land area adjacent to the edge of road pavement. Consequently, there is a need to coordinate and integrate the designs of both projects to maximize efficiency and minimize conflicts. It is the opinion of staff that both projects should be staged and constructed at the same time. Request for Proposal Staff has asked Stanley to prepare and submit a proposal to design a multi-year water main replacement project for the Prospect Meadows subdivision to be developed n conjunction with planned stormwater improvements. The design will yield an integrated, multiple-stage plan for relocating water main and improving the drainage systems. Stanley will prepare a complete design for the entire subdivision as well as bidding documents and specifications for the first phase of work. Contract documents for remaining work will be developed for an additional fee prior to bid letting in subsequent years as funds allow. Stanley's fee request for this work is S62,852. Discussion Stanley is uniquely qualified to perform this work. For the past three (3) years, Stanley has assisted the Village's efforts to comply with the National Pollutant Discharge Elimination System (NPDES) Phase 2 requirements by surveying and mapping the separate storm sewer system. As part of this effort. Stanley has performed a detailed examination of the Prospect Meadows subdivision drainage system. Consequently, they are well aware of the problems that plague this neighborhood and already have most of the base data needed to design an effective solution. In addition, Stanley also has experience designing and monitoring water main construction for the Village. Specifically, they provided design and construction engineering services for the Culvert: Corrugated metal pipe or reinforced concrete pipe installed beneath driveway aprons to convey stormwater through a ditch drainage system. age 3 of 3 February 13, 2003 Proposal for Prospect Meadows Water Main Design Lake Briarwood Water Main Replacement Project Phase 1 in 1995. Their performance on this project was acceptable. Finally, It is the opinion of staff that Stanley's fee request ($62 852) is competitive and will provide good value to the Village. Presently, staff's estimate of probable cost for the replacement of all water main within the Prospect Meadows subdivision is $900,000. Stanley's fee request is approximately 7% of estimated cost. Typically, design fees for this type of project range between 7%-8% of cost. Recommendation I recommend accepting the proposal from Stanley Consultants Inc. of Chicago, Illinois to provide design services for the Prospect Meadows Water Main Replacement Project for a fee not-to-exceed $62,852. Funds for this proposed contract are available in account number 6105510-680003 ($300,000) on page 266 of the current budget. The balance of funds in this account wil be used for construction. Sincerely, Sean P. Dorsey I concur. Director of Public Works Enc (1,~ C:'~WATER\PROJECTS\PROSPECT MEADOWS DESIGN RECOMMENDATION.doc Cc: Water/Sewer Superintendent Roderick O'Donovan File LINK RD PROSPECT MEADOWS WATER DISTRIBUTION SYSTEM o VALVES + HYDRANTS [] BBOXES /V MAIN LINES /~/ SERVICE LINES /~/ HYDRANT FEEDERS Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: '~qLLAGE MANAGER, MICHAEL E. JANONIS WATER/SEWER SUPERINTENDENT FEBRUARY 27, 2003 EXTENSION OF WATER METER PURCHASING CONTRACT BACKGROUND Our current water meter purchasing agreement is ready to be renewed and we are requesting Village Board approval to allow us to extend the contract three (3) years. This would require waiving of the bidding process and continue the pracnce of standardizing our water meter purchases. The importance of standardizing the make of water meters ~n use throughout the Village ~s crucial to the successful operation of our water meter program. In June of 1998, the Village Board agreed with this practice and approved the standardization in regards to water meter purchasing. DISCUSSION Badger Meter Company, our supplier, has held the contract for thirty (30) years and continues to provide good service support and quality product at a fair price For comparison I have listed the last three (3) years of Badger Meter pricing to provide you a clear p~cture of how the pricing structure compares from year ro year. For the purposes of this comparison I have compared only our two (2) most widely used water meters, the three-quarter inch (3/4") meter and the one inch (1") water meter, which accounts for over 95% of the meters in use. The following table illustrates the differences ~n pricing for Mount Prospect over the last three (3) year period. Additionally, the table displays what the next three (3) year extended proposed rate would be YEAR ~A'WATERMETER I'WATERMETER 2000 $27.50 $83.95 2001 $28.00 $85.00 2002 $29.00 $86.00 2003* I $29.00 $86.00 2004* I $29.00 $86.00 2005* $29.00 $86.00 * Please note: Pricing fixed at 2002 rates. Om' current contract with Badger Meter will expire in May and in keeping with past practices staff has negotiated a three (3) year price proposal as shown above, which would fix water meter prices at the 2002 rate. This proposal, if accepted, would guarantee no rate increases thru December 2005. age 2 Water Meter Contract Extension February 27, 2003 If we account for normal cost of living adjustments that we would typically see in other market areas, it ~s clear that the Village will benefit from this extended contract. RECOMMENDATION It 1s therefore nay recommendation that we remain with Badger Meter Company Inc. as our main supplier for water meters. This decision is by no means irreversible. If at some future point we find ourselves unable to remain with this manufacturer the contract can be cancelled. If you concur with this recommendation I would respectfully request the Village Board to authorize the extension of the Badger Water Meter Company contract to December 31, 2005. Purchases would be limited by the funding levels approved in the budget. In the 2003 Budget that amount is $50,000, in account #6105507-670062 found on page 263. Thank you for your attention and I await your decision. Roderick O'Donovan I concur: Duec orofPtbhc orks, Glen R Andler C file DepuD Di~ ector of Public Works. Scan Dol'se5 X x U S ER S~,RODONOVA',WOR D\M I KEM EMO'~MTRPU RC H2003 DOC Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: ASSISTANT VILLAGE MANAGER DAVE STRAHL IT DIRECTOR FEBRUARY 26, 2003 REQUEST TO WAIVE BID TO PURCHASE REPLACEMENT IN-CAR RUGGEDIZED LAPTOP COMPUTERS AND MODEMS RECOMMENDATION TO PURCHASE IN-CAR LAPTOPS, MODEMS, AND SOFTWARE The Police Department has eight ruggedized laptops and modems that are scheduled for replacement in 2003. Staff is requesting that the bid process be waived to purchase the eight Panasonic CF28 laptops under the current Illinois state bid award, and to purchase eight Motorola VRM-850 radio modems directly from Motorola, the only supplier for NWCD's proprietary system. Staff is also requesting approval to purchase the Microsoft Standard Office Suite for the eight laptops. Backqround The Village began using laptops mounted in the police squad cars in 1997. Northwest Central Dispatch System (NWCDS) dispatches emergency, non-emergency, and routine police beat information to the squad cars through the laptops' radio modems. Patrol Officers use the NWCDS system for the LEADS program (to run checks on license plates, drivers licenses, warrants and criminal history), for the ALERTS program (state-wide communications), and to communicate with dispatch and other units. To date the department has equipped 29 squad cars with laptops. The Motorola Pentium 166 MHz laptops, which are recommended for replacement here, were purchased in 1998. The Police Department has since switched to Panasonic laptops for better reliability. Only Motorola radio modems can be used to communicate with NWCDS' proprietary network. The Microsoft Standard Office Suite is used on the laptops for field-based reporting to keep officers on the street and ready to handle calls. Laptops The laptops requested are Panasonic CF28 Pentium III, 800 MHz computers with 512 MB of memory, a 30 GB hard drive, and the Windows 2000 Professional operating system. The laptops are offered from CDS Office Technologies under the CMS Illinois state bid award at $3595 each. equest to Waive Bid to Purchase Replacement In-car Ruggedized Laptop Computers and Modems Recommendation to Purchase of In-car Laptops, Modems, and Software February 26, 2003 Page 2 Modems The modems currently used with the old Motorola laptops, which are recommended for replacement here, are not compatible with the new Panasonic laptops. The modems requested are Motorola VRM-850 radio modems offered directly from Motorola, the only supplier of the proprietary system, at $2731 each. Software Since the Village plans to upgrade the standard desktop office suite in 2005, it is cost effective to purchase Microsoft's Software Assurance with the software licenses. Two resellers, CDW and Directec, quoted the office suite licenses and software assurance at $519 each, which is below the GSA Illinois state contract price of $550.25. Since the Village works with CDW regularly, they are the preferred venoor. Recommendation I request that the bid requirement be waived for the purchase of eight Panasonic ruggedized laptops and eight Motorola modems. The entire purchase request is summarized in the chad below. Vendor Item Price CDS Office Technologies 8 Panasonic CF 28 Laptops @ $3595 $28,760 Motorola 8 Motorola VRM-850 Radio Modems @ $2731 $21,848 CDW t 8 Microsoft Office Standard Licenses @ $519 $4,152 Total $54,760 I recommend that the Village purchase eight Panasonic ruggedized laptops from CDS Office Technologies for an amount not to exceed $28,760. I also recommend that the Village purchase eight Motorola radio modems for the laptops at a price not to exceed $21,848. I further recommend the purchase of eight licenses for Microsoft Office Standard from CDW for an amount not to exceed $4,152. Funds are available in account number 6807710-650822 for the purchases. Please feel free to contact me with any questions or concerns. I:\lnventory~2003 Rug Laptop Req uests.doc Middleton IT Director