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HomeMy WebLinkAbout7. Village Manager's ReportAllount Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: ACTING VILLAGE MANAGER, DAVID STRAHL FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: SEPTEMBER 21, 2015 SUBJECT: 2015/2016 ROAD SALT CONTRACT ($327,294) BACKGROUND The public works department utilizes road salt for street de-icing operations during the snow season. The department typically utilizes approximately 4,500 tons of a salt during a winter season. We routinely purchase road salt for our winter snow and ice control efforts through the State of Illinois Joint Purchasing Program. It has been our experience that vendors supplying salt for this program have consistently maintained adequate stockpiles and offered acceptable delivery terms at competitive prices. Over the last five winter seasons the village has received favorable pricing through the State contract with an average price per ton of $60.01. The highest price in the last five years was $75.79 during the winter of 2014/2015. The lowest price paid for salt in the last five years $52.74 during the winter seasons of 2012/2013 and 2013/2014. BID RESULTS The State of Illinois opened bids for road salt on July 1, 2015. The village was notified that the State did receive a responsive bid to provide road salt to the village for the 2015/2016 snow season. The successful bidder was Morton Salt, Inc. of Chicago, IL with a bid of $60.61 per ton. DISCUSSION Morton Salt has been the successful bidder each of the last five winter seasons. In addition, Morton Salt has also helped provide salt in other years when contracted suppliers could not satisfy village orders due to regional salt shortages. Morton Salt's performance, as well as the quality of the road salt, has been acceptable in all cases. The bid received was for a total of 4,500 tons of salt with the contract requiring the Village to purchase a minimum of 80% of the bid quantity (3,600 tons); however, the contract allows for the village to purchase a maximum of 120% of the contract quantity (5,400 tons). The bid amount of $60.61 represents a 20% decrease over last winter's price of $75.79 per ton. Currently the Village has approximately 1,200 tons of salt in storage, which in conjunction with the state contract would give the village access to 6,600 tons of salt for the 2015/2016 snow season. Initial winter weather predictions foresee below average snow amounts and higher than average temperatures. Page 2 of 2 2015/2016 Road Salt Contract ($327,294) September 24, 2015 RECOMMENDATION Staff recommends that the village accept the State of Illinois Joint Purchasing Contract unit price of $60.61 per ton for bulk road salt and enter into a contract with Morton Salt, Inc. of Chicago, IL. Salt purchases will not exceed $327,294 without further Village Board approval. The State contract offers a one year renewal if requested by the Village and agreed upon by the vendor. Staff will review the current price of $60.61 in 2016 and request renewal should the market indicators show that prices will remain the same or possibly increase. With your concurrence, please forward this to the Village Board for their approval. � Paul Bures Superintendent of Streets & Buildings I concur: Sean P. sey Direct of Public Works pb/PB cc: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: ACTING VILLAGE MANAGER DAVID STRAHL FROM: PROJECT ENGINEER DATE: SEPTEMBER 22, 2015 SUBJECT: 2015 PAVEMENT CONDITION EVALUATION SERVICES ($39,237) BACKGROUND The Village maintains approximately 136 miles of roadway pavement. In order to properly maintain and protect our pavement investment it is necessary to routinely evaluate a snapshot or base condition for all of our streets. This snapshot or base condition for all of our streets allows us to assign a condition ranking for individual street blocks. We can then determine short range and long range programs for street repairs from that point forward. Our streets were formally evaluated most recently in 2010. We have determined that we can most efficiently manage our pavement program with evaluations of our streets every 5 years. A snapshot evaluation is best performed by a consultant who has specialized equipment which obtains high quality digital images of the surface of the pavement. This information is measured, categorized and tabulated according to types of surface deformations. This information is then entered into specialized software routines that calculate an average pavement condition number for each street block of pavement. We then can use the pavement condition numbers as a starting point for ranking our streets. The results of our ranking procedure allow us to prepare our yearly list of streets that qualify for repair. PROPOSAL RESULTS In conjunction with our Pavement Condition Evaluation Services, we requested a statement of qualifications from three consultants. Two consultants responded. • Infrastructure Management Services (IMS) • Mobile Data Solutions Technologies, Inc. (MDS) Both of the consultants submitted documentation that indicated their ability to perform the necessary services. Both of the consultants also included references to past work and qualifications of the personnel who will be evaluating the material samples. We then invited both consultants to an interview. During the interview process, we questioned the consultants and discussed: • Knowledge of our current evaluation software. • General approach, methods and equipment for pavement evaluation • Specific Village requirements for pavement evaluation • Recent experience with projects similar to ours Page 2 of 2 2015 Pavement Condition Evaluation Services ($39,237) September 22, 2015 Based on our evaluation of the statements of qualifications and interviews, we ranked the consultants and selected to negotiate an agreement with the first ranked consultant, MDS. The negotiation process produced a final scope and compensation for the required services in the amount of $35,670.00 DISCUSSION We have determined that MDS is the most preferred and can perform the necessary services within the budget limits for the project. MDS has completed pavement condition evaluation services for municipalities, townships and counties throughout the country and Canada. Locally MDS has worked with the Village of Buffalo Grove, the Village of Carpentersville and the Village of Bartlett. MDS performed similar services for the Village in 2010. Staff recommends including a 10% contingency in the project award to allow for unanticipated conditions. In this instance, a 10% contingency added to the negotiated cost would result in a total contract award of $39,237.00 (Base Bid: $35,670 + Contingency: $3,567 = Total Recommended Award: $39,237). RECOMMENDATION I recommend that the proposal from Mobile Data Solutions Technologies, Inc. be accepted at the October 6, 2015 Village Board meeting in the amount not to exceed $39,237. Joel Michalik I concur with the above recorhmendation Public Wot&wDirector Sean P. Dorsey H:\Engineering\Pavement\Management\PAVER-Testing\2015\MEMO-BOARD-PAVER-2015.docx