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HomeMy WebLinkAbout6. Village Manager's Report 12/02/2014Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: STREET & BUILDING SUPERINTENDENT DATE: NOVEMBER 19, 2014 SUBJECT: PUBLIC WORKS HVAC REPLACEMENT ($412,500) BACKGROUND The Public Works facility currently has one (1) 30 -ton roof top air conditioning unit serving the administrative area. This unit is an original piece of equipment installed in 1988 when the Public Works facility was constructed. The expected useful life for the unit is 20 years. Currently the supply fan motor and pressure controls are failing and the air conditioning unit has had a number of costly break downs in the last few years including three (3) compressor replacements. In addition, nine (9) heat -only roof top units are installed servicing the main garage, vehicle maintenance area and divisional shops. These units are also original installation from 1988 and have exceeded the expected useful life of 20- 25 years. Four (4) of these units are experiencing significant degradation in performance. On July 2, 2014 the Village Board awarded a contract to CS2 Design to prepare bid documents, oversee the bidding process and provide construction management services. CS2 Design recommends replacing the 30 -ton roof top unit servicing the administrative offices and the four (4) failing heat -only units servicing the main garage. The remaining five (5) heat -only units will be slated for replacement within the next 5-7 years. Appropriate bid documents were developed. Six invitational bids were mailed and a notice was published in the local newspaper. A mandatory pre-bid meeting to explain the scope of the contract was held on October 21, 2014. Representatives from 10 firms attended. Sealed bids were publicly opened at 1:00 P.M. on November 10, 2014. Eight (8) bids were received, and the results are as follows: MG Mechanical $412,500.00 Mechanical Concepts $428,000.00 Acitelli Heating $451,000.00 R.J. Olmen Company $458,153.00 F.E. Moran $511,800.00 Air Con Refrigeration $528,490.00 Amber Mechanical $560,071.42 Premier Mechanical $612,200.00 Page 2 of 2 Public Works Facility HVAC Replacement ($412,500) November 24, 2014 Discussion Staff and CS2 Design have reviewed all eight (8) bids and determined all bids to have met the bid requirements and are responsive. The apparent low qualified bid of $412,500 was submitted by MG Mechanical of Woodstock, Illinois. CS2 has reviewed the bid with MG Mechanical and confirmed that the response is inclusive of all required HVAC and roofing work and the contractor has shown a good understanding of the project. Staff has contacted all references provided by MG Mechanical; all responses were positive. Furthermore, MG Mechanical has worked with CS2 Design on numerous projects with exceptional results. Customarily staff would recommend a 10% contingency in the award of the project to account for any unforeseen issues that could arise. However, standard practice in the HVAC industry for a project of this size and scope is to require the bidder to include a contingency in the bid, in an amount defined by the bid specifications. In this case the bid required that all bidders include a $30,000 contingency to address unanticipated issues. Recommendation I recommend the award of a contract to MG Mechanical of Woodstock, Illinois for specified Public Works Facility HVAC Replacements in an amount not to exceed $412,500. Director of Public Works c: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib File (:� Paul Bures Superintendent of Streets & Buildings Mount Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL JANONIS FROM: TRAFFIC ENGINEER DATE: NOVEMBER 20, 2014 SUBJECT: SEE GWUN AVENUE TRAFFIC CALMING PROJECT CONSTRUCTION CONTRACT AWARD - $86,172.00 Background In April 2014, the Engineering Division presented an alternate traffic calming plan for See Gwun Avenue that was supported by the Village Board of Trustees. The plan includes removing the four remaining speed humps north of Weller Creek and installing a series of colored/textured pavement sections and speed feedback signs between Golf Road and Lincoln Street. The plan also includes replacing the roll curb along the 700 block of See Gwun Avenue with a barrier curb. The plan was not implemented this year because of the golf course construction project. With the work involving heavy equipment now completed, we will be in a position to begin the traffic calming project in the spring 2015. The first phase will involve installing three colored/textured pavement sections and two speed feedback signs between Lonnquist Boulevard and Golf Road. The second phase will involve work between Lonnquist Boulevard and Lincoln Street once the golf course project is fully completed. All four blocks will be resurfaced with new asphalt. The roll curb along the 700 block will be replaced with barrier curb. And four colored/textured pavement sections and two speed feedback signs will be installed. All work is expected to be completed in 2015. The curb and asphalt work will be done as part of the Village's annual street resurfacing program. The speed feedback signs will be installed by Village forces. It is the colored/textured pavement sections that will be installed by a specialized contractor and, therefore, required to go through a separate bidding process. After much research, the Engineering Division has decided to use a product called Traffic Print. Approximately 1" of the asphalt will be replaced with a hot, colored material and stamped with a pattern before cooling. Each area will span the width of the street and be 20' long. Vehicles will be able to drive over and park on the Traffic Print material. They will add a decorative element to the street and provide a visual queue for vehicles to slow down. Traffic Print was created by Traffic Calming USA, a Georgia -based company that specializes in manufacturing traffic calming products. Their primary clients are state, county and municipal agencies. Staff has met with representatives to learn about the material and visited a nearby community that has Traffic Print. It is the preferred product based on its look, low cost maintenance, and longevity. Traffic Print is expected to last the life of the adjacent asphalt roadway (approximately 20 years). page 1 of 2 See Gwun Avenue Traffic Calming Project November 20, 2014 Bids Results At 1:00 p.m. on November 17th, sealed bids were publicly opened and read aloud for the See Gwun Avenue Traffic Calming Project. The work is solely for installation of the colored/textured pavement sections using Traffic Print. A notice was published in the Daily Herald and three contractors were also notified of the project. Two contractors picked up contract bid documents and one submitted a bid. A bid of $86,172.00 was received from J&R Apshalt, Inc. of Hickory Hills, Illinois. The Engineer's Estimate is $80,400.00. The bidder submitted all required paperwork including a bid bond in the amount of 10% of their total bid. The bid was checked for accuracy and found to have no errors. Discussion J&R Asphalt has never performed work for the Village on public improvement projects. Staff contacted both a nearby community and shopping center that have worked with them on previous projects involving Traffic Print. Both said their workmanship was acceptable. Traffic Print is a unique material patented by Traffic Calming USA. In order to install the material, contractors must go through training and be accepted by Traffic Calming USA as an approved contractor. There are three approved contractors in the entire Chicago area. The project was bid earlier this fall but we received no bids. Three of the Traffic Print sections were going to be installed in 2014 and the remaining four sections in 2015. However, the three contractors were committed to other ongoing projects and could not perform any work in Mount Prospect in 2014. Therefore, the project was rebid with the entire project to be done in 2015. All three were again informed of the project. Of the two contractors that did not bid, one indicated they still have a full list of projects under contract. The other contractor did not return repeated attempts to discuss the project. It is Staff's belief that rebidding the project will not result in additional bidders or lower prices. The low bid of $86,172.00 is 7.2% above the Engineer's Estimate. The estimate was based on limited outside data as the Traffic Print material has never been installed in the Village. Staff believes the proposed unit cost of the material is still within an acceptable cost range. Sufficient funds are available in the 2014 Village Budget that can be carried over into 2015. Recommendation It is Staff's recommendation that J&R Asphalt, Inc. be awarded the See Gwun Avenue Traffic Calming Project in the amount not to exceed $86,172.00. Please include this item on the December 2nd Village Board Meeting Agenda. Matthew P. Lawrie I concur with the above recommen.6tion. Sean P. Do of Public Works Attachment: Location Map h:\engineering\traffic\calming\seegwun\replacement project\vb trafficprint_contract_memo.dooc page 2 of 2 SEE-GWUN AVENUE TRAFFIC CALMING PROJECT LOCATION MAP TRAFFIC PRINT mv 3C — -- 24" BORDER - SAND COLOR, BRICK PATTERN a+-� - w O1 F RDLu INTERIOR- BRICK RED COLOR, 45 -HERRINGBONE PATTERN ' "�' k -" C'�' - '�` ` MOUNT PRQ SPECThiq�yq e " _- '��� • Tyq - BLACKHAWK DR }�.. GOLF COURSE t �P �'° AVS GREENBRIAR DR _ - -. _ O •,r a `,.-�I- - _ _ - r .. "' w W .fie ^� -w .� t A _ _ -_ `1• .<-. -_`_ =,. - LONNOUIST BLVD ul - .lk ROL31N LNN _ 5 F � LL 0.7w _ _ _ 'SUNSETRD r' '"" ,•�;+ I'-•:_- - ♦. Biu .- _. _ _ ..', ..._ - D¢: . -_ GRE E uj _ CC .. _. -�_ j GLENN LN _' Z 'z _ �. Lu > z — Lu a 3C — -- 24" BORDER - SAND COLOR, BRICK PATTERN a+-� - w O1 F RDLu INTERIOR- BRICK RED COLOR, 45 -HERRINGBONE PATTERN ' "�' k -" C'�' - '�` ` Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: WATER & SEWER SUPERINTENDENT DATE: NOVEMBER 24, 2014 SUBJ: BID RESULTS FOR BOOSTER PUMPING STATION #5 ROOF REMOVAL & REPLACEMENT (NOT TO EXCEED $59,959) Background The Village of Mount Prospect operates a water distribution system that uses booster pumping stations located throughout the Village. In 2010, the Village retained the services of a professional roofing architect to inspect and evaluate the various pump station roofs. The roof at Booster Pumping Station 5 was assessed to be in poor condition. Presently, the roof is over 25 years old and despite several patch repairs, leaks persistently. Complete replacement of the roof is recommended. Bid Results A detailed set of bid plans and specifications were developed to facilitate the roof replacement at Booster Pumping Station 5. A bid notice was published in a local paper. 14 roofing firms picked up a bid package. Bids were received on November 3, 2014, opened and read aloud as required. Seven (7) firms responded with the following bids: BIDDER BID Glenbrook Group, Northbrook, IL $43,600 L. Marshall, Glenview, IL $54,479 Sullivan Roofing, Schaumburg, IL $66,409 Metalmaster / Roofmaster, McHenry, IL $80,668 All American Exterior Solutions, Lake Zurich, IL $76,175 Olsson Roofing, Aurora, IL $82,000 AnthonyRoofing TECTA, Aurora, IL $89,365 The engineer's estimate for this project was $75,000. Page 2 of 2 Bid Results for Booster Pumping Station #5 Roofing Removal and Replacement ($59,959) November 24, 2014 Discussion The bids were checked to ensure that the bidders provided properly completed bid forms, bid bonds, and appropriately signed bid documents. All bidders were responsive to the bid documents except the apparent low -bidder Glenbrook Group of Northbrook, Illinois. Glenbrook Group failed to submit a properly executed bid bond. They also failed to provide adequate evidence of relevant experience or requisite licensing and certifications. The second -lowest bidder, L. Marshall Roofing of Glenview, Illinois submitted a responsive bid, including properly signed and executed bid documents. L. Marshall Roofing has not worked for the Village in the past but has performed acceptable work under the observation of our roofing consultant for several years. Similar recent roof projects include work at Northern Illinois University and the Waukegan School District. References were contacted and all responded favorably about the contractor's timeliness and workmanship. Staff recommends a 10% contingency ($5,480) be added to the project award to cover any unforeseen repairs that may be found after the existing roof is removed. The final award will be for an amount not to exceed $59,959 ($54,479 bid plus a 10% contingency of $5,480.) Recommendation: I recommend that the Village Board reject the bid from Glenbrook Roofing of Northbrook, Illinois as non-responsive and to accept the next lowest, responsible qualified bid for the removal and replacement of the roof at Booster Pumping Station 5 as submitted by L. Marshall Roofing of Glenview, Illinois in an amount not to exceed $59,959. Sufficient funds for this procurement exist in the current budget. I concu Dorsey r of Public Works Matt Overeem, Superintendent