HomeMy WebLinkAbout08/02/2016 2016 Backyard Drainage Program ImprovementsItem XI. C.: MOTION TO ACCEPT BID FOR 2016 BACKYARD DRAINAGE PROGRAM IMPROVEMENTS IN
AN AMOUNT NOT TO EXCEED $158,850
Department: Public Works Department
Information:
Some properties in Mount Prospect experience recurring backyard flooding after a significant rain event. Often water
will pond in their yards and remain there for a considerable length of time. On May 13, 2008, the Village Board
authorized staff to proceed with the Backyard Drainage Program in an effort to assist residents in reducing the
backyard flooding they experience.
Staff has received requests for assistance through the Backyard Drainage Program for over 200 residential
properties. Staff has surveyed the existing conditions, and prepared plans to better drain each of these properties.
Each design includes an inlet in the backyard draining through a pipe connecting to the existing sewer system in the
public right of way. To protect the receiving system from being overwhelmed, each design includes a restrictor that
will control and slow the discharge into the receiving sewers. These restrictors, while serving to protect the Village
sewer systems, may cause water to pond in the backyards during heavy rain events for a short duration. To
accommodate this ponding water, rain gardens will be installed around the inlets. These rain gardens will provide a
place for any ponding water to accumulate, and provide a mechanism for the water to infiltrate into the ground
quickly. A schematic of a typical rain garden is enclosed as Attachment A.
Following construction, the property owners are responsible for maintenance of the storm sewer and rain gardens on
the private properties; however, it will be the Village's responsibility to maintain the new storm sewer in the public right
of way. Each design is contained on a single property, avoiding the need for easements or agreements between
property owners.
At the February 10, 2015 Committee of the Whole Meeting, the Village Board modified the Backyard Drainage
Program limiting Village financial participation to properties where houses are inundated by surface flooding.
Presently, 26 of the 200 properties that have applied to the Backyard Drainage Program satisfy this criterion.
Public Works staff will design drainage improvement plans for the remaining properties but the Village will not
participate in the cost of construction.
At this same meeting, the Village Board also instituted a cost-sharing funding mechanism. The Village will pay for
most of the construction cost. However, the property owner is required to contribute 25% of the cost up to a
maximum of $5,000. Staff estimates the average total cost for the improvements to each property to be over
$23,000, so the average homeowner cost is estimated to be $5,000.
The funds available for the 2016 Backyard Drainage Program allow the Village to install the proposed drainage
improvements on seven (7) properties.
Six (6) of the property owners participating in the 2016 Backyard Drainage Program have submitted checks covering
their participation in the program; the property owner's cost for the improvements at a seventh (7th) property is being
paid for through CDBG funds. Attachment B contains a map depicting the locations of this year's participating
properties.
A Notice to Bidders was published in a local newspaper as required and invitations were sent to contractors familiar
with this program. Sealed bids were received on July 18, 2016.
Four (4) contractors submitted bids for this project. The bids ranged from a low of $144,402 by Martam
Construction. Inc. to a hiah of $249.105 by Lifco Construction. The comniled bid tabulation is enclosed as
Attachment C.
All bidders submitted a bid bond in the amount of 10% of the total bid as required in the bid proposal packet. All bids
were checked for their accuracy. No errors were found in any of the bids. All bidders correctly signed their bids and
bid bonds. Below is a summary of the bids:
Bidder
Total Bid
Martam Construction, Inc.
$144,402
R.A. Mancini, Inc.
$166,884
Copenhaver Construction, Inc.
$222,864
Lifco Construction
$249,105
Engineer's Estimate $160,025
The low bidder, Martam Construction, Inc. is qualified to complete the work involved with this project and meets the
requirements of the contract documents. Martam Construction, Inc. has worked on many previous Village projects
and their work was completed to the satisfaction of the Village. They were recently awarded the Village's 2016 Storm
Sewer Improvements at Lavergne Drive and Palm Drive.
Staff recommends including a 10% contingency in the project award to allow for quantity variances and unanticipated
conflicts. For this project, a 10% contingency added to the lowest bid would result in a total contract award of
$158,850. (Base Bid: $144,402 + Contingency: $14,448 = Total Recommended Award: $158,850).
Alternatives:
1. Accept bid from Martam Construction, Inc. of Elgin, Illinois to construct the 2016 Backyard Drainage Program
Improvements.
2. Discretion of the Village Board.
Budget Impact:
This proposed project will require the expenditure of $158,850 from the Flood Control Construction Fund. Sufficient
funds exist in the current budget.
Recommendation:
Staff recommends that the low bidder, Martam Construction, Inc. of Elgin, Illinois be awarded the contract for the
2016 Backyard Drainage Program Improvements in an amount not to exceed $158,850.
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
INFRASTRUCTURE: Well designed, well maintained public spaces and facilities
ATTACHMENTS:
Description Type
Upload Date
D AttachmentA_Backyard Exhibit
7/26/2016
Dainage Plan
Attachment B
D Backyard Drainage Exhibit
7/26/2016
Program 2016 Location
Map
D Attachment C _ BYD Exhibit
7/27/2016
Bid Tab
File Name
Exhibit.docx
2016_BACKYARD_DRAI NAG E_PROGRAM_MAP.pdf
Bid Tab.xlsx