HomeMy WebLinkAbout06/07/2016 High Service Pump RehabilitationItem VIII. G.: MOTION TO ACCEPT BID FOR HIGH SERVICE PUMP REHABILITATION IN AN AMOUNT NOT
TO EXCEED $42,424.
Department: Public Works Department
Information:
The Village of Mount Prospect operates a water distribution system that uses high -service booster pumps to circulate
water to and from the various water reservoirs to customers. Each year, staff performs testing and preventive
maintenance on these high -service pumps and motors. As part of this annual check-up, certain pumps and motor
assemblies are identified as needing further rehabilitation. This year, two (2) pumps were identified as needing further
work. The two (2) pump and motor assemblies needing work include a 30HP Peerless vertical pump #2 from Booster
Station 4 and a 75HP Patterson horizontal split -case pump #3 from Booster Station 5. Pictures of these pump
assemblies are included in Attachments A and B.
Staff prepared a bid specification for the repair of the pumps and the replacement of the electric motors. Both of the
electric motors that power the water pump assemblies will be replaced with an EPA -rated high efficiency electric
motor rated for variable frequency drive use.
Bid documents were sent to seventeen (17) area firms. A bid notice was published in a local paper and placed on the
Village's `Bids and Request For Proposals' web page. Three (3) bid houses (iSgFt, BidClerk and Prime Vendor) were
sent the bid to publish on their website for their clients. Four (4) additional firms picked up bid documents. Bids were
received on May 23rd, 2016, opened and read aloud as required.
Five (5) bids were received and their bids are:
Bidder
Total
Bid
Flolo Corp., Bensenville, II
$32,682.00
Water Well Solutions/ Utility Service Group, Elburn IL
$38,567.00
Illinois Pump, Inc., Rolling Meadows, IL
$42,986.00
Peerless Midwest, Mishawaka, IN
$46,525.00
Industrial Water Services. New Carlisle, IN
$51,890.00
The bids were checked to ensure that the bidders were providing the necessary equipment/service in accordance with
the specifications. All of the bids were submitted with the proper bid bond and necessary signatures.
The apparent low bidder, Flolo Corporation of Bensenville, Illinois is a new bidder to the Village. The bid was
reviewed and there was an exception noted stating that the base bid did not include one of the two pump repairs and
that omitted pump repair would be covered in a separate proposal. When questioned about this exception, a Flolo
representative stated the firm had not received comprehensive pricing for repair parts from their vendor. Since this
exception removes one pump repair from the scope of work, their bid does not adequately reflect the specifications.
Staff is recommending that the bid be deemed non-responsive.
The next lowest bidder, Water Well Solutions/ Utility Service Group of Elburn, Illinois confirmed that their bid did
indeed address all of the specifications and their bid amount was for the removal, repair and replacement of both
motors and pumps in accordance with the bid specifications. Their bid was properly signed and appropriate bid
security submitted.
While the Village has not done business with Water Well Solutions, they have been a bidder on previous projects.
Reference checks indicate that the firm has successfully completed projects of similar scale and scope in other
communities
The bid required the firms to submit pricing on all interior components separately as the actual parts needed for the
repair won't be known until the pump has been removed and disassembled for inspection. Staff is asking for a 10%
contingency to cover any unforeseen pump repairs that will be discovered upon pump disassembly.
In 2015, staff had two (2) pumps repaired (both split -case horizontal pumps; a 50HP and a 100HP) and awarded the
contract for $55,286 with the final repair costs being $45,786.
The total recommended bid award is $42,424, which includes the $38,567 bid price plus a 10% contingency of
$3,857. Sufficient funds are available to perform this work.
Alternatives:
1. Reject apparent lowest cost bid as non-responsive to the bid specifications and award a contract to the second
lowest -cost bidder.
2. Discretion of the Village Board.
Budget Impact:
The proposed contract will require the expenditure of $42,424. Sufficient funds exist in the current budget.
Recommendation:
Staff recommends that the Village Board reject the bid of Flolo Corporation as non-responsive to the bid
specifications and accept the lowest, responsible bid for the rehabilitation of two (2) pump and motor assemblies as
submitted by Water Well Solutions / Utility Service Group of Elburn, Illinois in an amount not to exceed $42,424.
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
INFRASTRUCTURE: Well designed, well maintained public spaces and facilities
ATTACHMENTS:
Description Type Upload Date File Name
D Attachment A _ Station 4 Cover Memo 5/31/2016 Station _4_Pump_2.jpg
D Attachment B _ Station 5 Cover Memo 5/31/2016 Station_5_Pump_3.jpg