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Home My WebLink About6. Village Manager's Report 03/03/2015Mount Prospect Mount Prospect Public Works Department n/ INTEROFFICE MEMORANDUM TO: ACTING VILLAGE MANAGER DAVID STRAHL FROM: PROJECT ENGINEER DATE: FEBRUARY 25, 2015 SUBJECT: 2015 STREET RESURFACING CONTRACT AWARD - $5,632,263 Background The goal of the Village's Street Resurfacing Program is to maintain an average 20 -year life for all Village streets. This requires that 6.8 miles of Village streets are resurfaced on a yearly basis. In addition to the 6.8 mile criteria, this year's program also includes 3.7 miles of streets that are related to other construction projects such as the Isabella Combined Sewer Improvements project. This year's program is being funded through the street improvement construction fund. Due to the size of this year's program, it was to our advantage to delay the use of the MFT funds until next year so that the time necessary for the required IDOT review, approval, and necessary paperwork associated with the use of MFT funds could be eliminated and the plan and specification preparation could be streamlined to meet our project schedules. Bids Results A notice to bidders was published in a local newspaper. On February 23rd at 1:00 PM sealed bids for the 2015 Street Resurfacing Program were publicly opened and read aloud. Five general contractors picked up the bid documents and three contractors submitted bids. The bids ranged from a low of $5,120,238.78 by Arrow Road Construction Company, to a high of $5,943,268.90 by A -Lamp Concrete Contractors. The Engineer's estimate for the project is $5,234,431.00. Below is a summary of the bids. Bidders Total Bid Arrow Road Construction Co. $ 5,120,238.78 Johnson Paving Co. $ 5,937,937.00 A Lamp Concrete Contractors, Inc $ 5,943,268.90 Engineer's Estimate $ 5, 234, 431.00 Page 2 of 2 2015 Street Resurfacing Contract Award ($5,632,263) February 25, 2015 Discussion All bidders submitted Bid Bonds in the amount of 5% of their total bids as required by the Bid Documents. All bids were checked for accuracy. All bidders correctly signed their bids and bid bonds. The low bidder, Arrow Road Construction Co. has previously completed street improvements for the Village which included the 2013 and 2014 Street Resurfacing Programs. Arrow Road's work was acceptable. I recommend that the contract include a 10% contingency to allow for variances in quantities. The total recommended contract award would be in the amount of $5,632,263 (Base Bid $5,120,238.78 + 10% contingency $512,024 = $5,632,263). Recommendation I recommend that the low bidder, Arrow Road Construction Co. be awarded the contract for the 2015 Street Resurfacing Program in the amount not to exceed $5,632,263. There are sufficient funds in the 2015 Budget to cover this proposed contract. Joel Michalik I concur with the above Public W �Y'Sirector Sean P. Dorsey [ount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM ImCrffUM TO: ACTING VILLAGE MANAGER DAVE STRAHL FROM: FORESTRY/GROUNDS SUPERINTENDENT DATE: FEBRUARY 25, 2015 SUBJECT: BID RESULTS - PARKWAY TREE STUMP REMOVALS - $100,000 BACKGROUND Sealed bids for parkway tree stump removals were opened on February 9, 2015. This contract requires grinding tree stumps to a 10" - 12" depth, removing the grindings, and restoring the area with topsoil and grass seed. This year, in order to expedite tree planting near existing stumps, we also asked for prices for an additional surcharge to grind deeply enough to accommodate the root ball of a new tree planting. We also included a provision which will allow us to extend the contract for a second and a third year at the same bid prices, if both the contractor and Village agree. BID RESULTS Eighteen bids were distributed and a notice was published in a local newspaper. A mandatory pre- bid meeting was held on January 27, 2015, which eight prospective bidders attended. Five bids were received, and two no bid letters. Bid results were as follows: Contractor Total Base Bid Alpine Tree Service $84,000.00 Fleck's Landscaping $98,400.00 Trees R Us, Inc. $106,890.00 J & ENursery $112,350.00 Kramer Tree Specialists $191,100.00 DISCUSSION For this contract, quality control is very important, as well as being able to complete the required amount of stumps within a fairly narrow window of time. Most of the stump removals and restorations occur in front of our residents' homes, and therefore quality of work is of the upmost importance. Additionally, many stump sites are planned planting sites for 2015, making expeditious stump removals critical to our overall operations. At this time we do not know how many stumps will need removal. We removed approximately 1000 stumps in 2014 and anticipate removing approximately the same amount this year, as EAB losses continue. In the bid specifications we estimated that 12,000 diameter inches of stumps would Page 2 of 2 Bid Results — Parkway Tree Stump Removals - $100,000 February 25, 2015 need removal, with 3000 inches in the 0-15" diameter range, 6000 inches in the 16-25" diameter range and 3000 inches in the 26" and larger diameter size class. The lowest bidder, Alpine Tree Service, has not worked for Mount Prospect in the past. However, we contacted their provided references and all were satisfactory. Also, Public Works Director Sean Dorsey and I had a conference call with the owner of the company to clarify their ability to complete the work and make sure that he had a thorough understanding of the specifications. After speaking with the owner we are comfortable that he completely understands our expectations. Additionally, their equipment list shows they own the resources necessary to successfully complete our contract. BID RECOMMENDATION I recommend award of contract to the lowest qualified bidder, Alpine Tree Service in an amount not to exceed $100,000.00 in 2015. Please note that we are requesting a contingency in the amount of $16,000.00, above Alpine's base bid, to account for additional stumps that we may need to remove over our projected totals. Funds are available for this contract in the current budget. I also recommend that the Village Board authorize staff to execute up to two (2) one year contract extensions provided the work is performed satisfactorily and the contractor agrees to hold prices. Expenditures in years two and three will be in whatever amount is appropriated in the future budgets. I concur: Director of Public Works e Hull CC: Public Works Deputy Director Jason Leib Administrative Superintendent Kristina Jakupovic H:\Forestry\WORD\2015\STUMPS\MEMO - STUMP RECOMMEND 2015.docx