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HomeMy WebLinkAbout07/17/2012 2012 Sewer Line Spot RelaysMount Prospect Public Works Department INTEROFFICE MEMORANDUM l TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: WATER/SEWER SUPERINTENDENT DATE: JULY 12, 2012 SUBJ: BID RESULTS FOR 2012 SEWER LINE SPOT RELAYS ($289,844) BACKGROUND On Monday, May 7, 2012, sealed bids for the 2012 Sewer Line Spot Relay Project were opened and read aloud. This bid package was assembled to procure the services of a sewer excavation contractor capable of replacing structurally failed pipe and installing or repairing manholes. In many instances, once this work is completed, the remaining sections of affected pipe are further rehabilitated utilizing the cured -in- place -pipe (CIPP) process. Staff identified Martam Construction of Elgin, Illinois (Martam) as the apparent lowest cost bidder ($284,500) and presented a recommendation to award a contract accordingly at the May 15, 2012 Village Board meeting. However, Martam had failed to attend a mandatory pre -bid meeting thereby raising concerns about the responsiveness of their bid. The Village Board declined a motion to accept staff's award recommendation. At the June 5, 2012 regular meeting, the Village Board rejected all bids as non - responsive due to the fact that all of the remaining bids exceeded the engineer's cost estimate. The Village Board also authorized staff to rebid the work. Staff had advised the Village Board that these bids appeared to be high due to uncertainty about responsibility for disposal of contaminated materials. Staff recommended re- bidding the work with clearer instructions directing bidders to assume all excavated soils could be disposed of as clean construction debris. The bid documents were modified accordingly and the work was re -bid. BID RESULTS Eight (8) bids were distributed to area contractors experienced in sewer construction. In addition, public notice was posted in a local newspaper as required. Three (3) additional contractors picked up plans and specifications for the project. A mandatory pre -bid conference was held on June 25, 2012 to allow for questions on the plans and project. Seven (7) contractors were in attendance at the pre -bid meeting. Sealed bids were received until 1:30 P.M. on Monday, July 9, 2012, at which time they were opened and read aloud. Six (6) bids were received. The bid results are as follows: Page 2 of 2 Bid Results for 2012 Sewer Line Spot Relays ($289,844) July 12, 2012 Bidder ! Bid Lifco Contractors, Carol Stream, IL $263,494 Martam Construction, Elgin, IL $275,500 John Ned Construction, Addison, IL $353,600 R.A. Mancini, Prairie Grove, IL $381,220 Bolder Construction, Deerfield, IL $386,000 Patnick Construction, Franklin Park, IL $447,000 DISCUSSION Staff has evaluated all bids and all bidders submitted the required bid bonds and appropriate references. The apparent low bidder for the proposed spot relay work is Lifco Contractors of Carol Stream, Illinois. The engineer's estimate of the cost for this project is $277,000 — $295,000. Lifco Contractors has worked on one (1) Village sewer project in the past — the We Go Park Spot Repair in 2009. Their work on the project was timely, of high quality, and on budget. They have submitted the required bid bond and attended the mandatory pre -bid meeting. Lifco has also performed similar work in other communities including Glen Ellyn, Downers Grove, Barrington Hills, Hoffman Estates, and Wheeling. Reference checks revealed no adverse comments. All work was reported to be completed on budget and in a timely, responsive manner. Staff recommends the inclusion of a 10% contingency in the award for this proposed contract due to the fact that the bid quantities are estimates and actual field measurements will vary. Also, during each year of the project, there have been additional sewer line spot relays discovered during the CIPP process. The average cost per additional dig can be up to $10,000 and having a contingency would allow some of these repairs to be made so that the lining program can continue. In this instance, staff is recommending a 10% contingency to the contract award in the amount of $26,350. The total recommended award would be $289,844 (the $263,494 base award plus a 10% contingency of $26,350). RECOMMENDATION I recommend that the Village Board accept the lowest cost, responsible and responsive bid for the 2012 Sewer Line Spot Relays from Lifco Contractors of Carol Stream, Illinois and award a construction contract in an amount not to exceed $289,844. Sufficient funds for this proposed contract exist in the current budget. I concur. Matt Overeem S n-P. Dorsey Director of Public Works