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HomeMy WebLinkAbout8.3 Motion to Accept Bid for 2017 Backyard Drainage Program7/18/2017 Board Docs® Pro IN Agenda Item Details Meeting Jul 18, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 8. VILLAGE MANAGER'S REPORT Subject 8.3 Motion to accept bid for 2017 Backyard Drainage Program in an amount not to exceed $116,236. Type Action Preferred Date Jul 18, 2017 Absolute Date Jul 18, 2017 Fiscal Impact Yes Dollar Amount 116,236.00 Budgeted Yes Budget Source Flood Control Construction Fund Recommended Accept the lowest cost, responsive bid to construct the 2017 Backyard Drainage Program Action Improvements as submitted by Martam Construction of Elgin, Illinois in an amount not to exceed $116,236. Background Several properties in Mount Prospect experience recurring backyard flooding after significant rain events. 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. The Village has received requests for assistance through the Backyard Drainage Program from over 200 residential properties. Staff has surveyed the existing conditions, and prepared plans to improve drainage 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 controls and slows 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 are installed around the inlets. These rain gardens provide a place for any ponding water to accumulate, and provide a mechanism for the water to infiltrate into the ground quickly. The hard pipe connection to a public storm sewer provides a means to drain the property in a timely manner after the storm surge recedes. Following construction, the property owners are responsible for maintenance of the storm sewer and rain gardens on the private property; the Village maintains 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. Staff identified 54 properties that experience ponding severe enough that floodwaters reach the house foundation. Thus far, 34 of these properties have benefited from the program. Funds allocated in the 2017 budget allow the Village to install the proposed drainage improvements on four (4) more properties. It should also be noted that at the February 10, 2015 Committee of the Whole Meeting, the Village Board decided to continue the Backyard Drainage Program with a required cost share element from the property owners. The Village Board committed to paying the majority of the cost of the improvements, a minimum of 75% of the total cost. The property owner is required to pay 25% of the cost up to a maximum of $5,000. Staff estimates the average total cost for the improvements to each property exceeds $25,000, so the homeowner cost is $5,000. All of the property owners http://www.boarddocs.com/il/vomp/Board.nsf/Public 1/2 7/18/2017 Board Docs® Pro participating in the 2017 Backyard Drainage Program have submitted checks covering their participation in the program. Location maps denoting each participating property are enclosed. Bid Results A Notice to Bidders was posted on the Demandstar by Onvia website and it was published in a local newspaper. The bid opening for the 2017 Backyard Drainage Program was held on July 10, 2017 at 1:00 PM. Four (4) contractors submitted bids for this project. The bids ranged from a low of $105,669.00 by Martam Construction, Inc. to a high of $158,399.00 by Concept Plumbing, Inc. Below is a summary of the bids: Bidder Bid Martam Construction, Inc. $105,669.00 R. A. Mancini, Inc. $140,830.00 Misfits Construction Co. $156,465.00 Concept Plumbing, Inc. $158,399.00 Engineer's Estimate: $124,685.00 Discussion 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. One error was found, but did not affect the overall outcome of the bids. All bidders correctly signed their bids and bid bonds. 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 including the 2015 and 2016 Backyard Drainage Programs and the 2016 Storm Sewer Improvements at Lavergne Drive and Palm Drive. All of their work has been completed satisfactorily and under budget. A copy of Martam Construction's bid submittal is attached. 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 $116,236.00. (Base Bid: $105,669 + Contingency: $10,567 = Total Recommended Award: $116,236) Alternatives 1. Accept lowest cost, responsive bid to construct the 2017 Backyard Drainage Program Improvements. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the lowest cost, responsive bid to construct the 2017 Backyard Drainage Program Improvements as submitted by Martam Construction, Inc. of Elgin, Illinois in an amount not to exceed $116,236. Bid Documents - Martam.pdf (376 KB) Location Map for 237 Douglas.pdf (3,484 KB) Location Map for 410 & 416 S Main.pdf (3,554 KB) Location Map for 705 Russel.pdf (3,500 KB) http://www.boarddocs.com/il/vomp/Board.nsf/Public 2/2 ADDENDUM • VILLAGE OF '• PROSPECT 2017 BACKYARD DRAINAGE P%0GV-,4,-1wT BIDDER hereby acknowledges receipt of Addendum No. 1 Company Name .....: M 12%Rn1 C®�S;"2��'; i®.,�i rj 0. By................: Print Name ........... Position/Title ........: _?4cs,,d f' -j Date ..............: 7-/v -i Note: This addendum shall be included with and is considered part of the bid documents. Failure to return this form may result in disqualification of the BIDDER. Include this original in your bid. Page 3 of 3 Bid Form Page 1 BID FORM 2017 Backyard Drainage Program Village of Mount Prospect Department of Public Works (hereinafter called "Bidder") TO: Office of the Village Manager, 3 I Floor 50 South Emerson Street Mount Prospect, Illinois 60056 (hereinafter called "Village" or "Village of Mount Prospect") Bid For: "2017 Backyard Drainage Program" The bidders have familiarized themselves with the work and probable work conditions required under this Bid affecting the cost of the work and with the Bid Documents which include: Notice to Bidders Table of Contents Instructions for Bidders General Conditions and Special Provisions Specifications Bid Form Affidavit — Bid Certification Form Bid Security Bid Sheet Other materials or standards provided or noted by the Village Contract Document Performance Bond Form Labor and Materials Payment Bond Form Therefore, the Bidder hereby proposes to furnish all supervision, technical personnel, labor, materials, tools appurtenances, equipment, and services (including all utility and transportation services) required to construct and complete the Work, all in accordance with the above listed documents. Bidder agrees to perform all of the Work and provide the equipment and materials described in the Bid Documents, as follows: Bidder has bid on all items and has provided a price for all items. The Bidder acknowledges that it is responsible for verification of all pipe sizes and depths prior to the ordering of materials. The Bidder will complete and provide all labor, equipment, materials and mobilization (if applicable) to perform the Work as incidental to the fixed item price for each item proposed. 33 Bid Form Page 2 In submitting this bid, the Bidder understands that the Village of Mount Prospect reserves the right to add to or subtract from the estimated quantities. The Village of Mount Prospect intends to award one (1) contract (if at all) for the items bid. If written notice of award of this bid is mailed, emailed or otherwise delivered to the Bidder at any time before this bid is withdrawn, the Bidder agrees to execute and deliver the contract in the prescribed form and furnish payment and performance bonds, or letter of credit, and the insurance certificates required by the Bid Documents to the Village within ten (10) days after receipt. The Bidder, and as successful bidder/Contractor upon award of the Contract understands and agrees to the following: 1) The Contractor agrees to provide all Work and items and material to the Village as noted in the Bid Documents and comply with the requirements of the Bid Documents. 2) The Contractor agrees to comply with all applicable state and federal laws, rules and regulations, and county and municipal ordinances, as described in the General Conditions. All Addenda pertaining to this project shall be acknowledged by the Bidder in the spaces provided below: Addendum No. Addendum Date Acknowledgement by Bidder or Authorizedf?Qprgsentative Date Acknowledged / 01-2-e-17 Failure to acknowledge receipt, as provided above, may be considered sufficient grounds for disqualification of the bidder and rejection of his/her bid submittal. A record of all Addenda and copies of same will be available to all qualified bidders from the Village of Mount Prospect Public Works Department, 1700 West Central Road, Mount Prospect, Illinois two (2) days prior to the letting. It shall be the bidder's responsibility to become fully advised of all Addenda prior to submitting its bid. Upon award the contract the Village will send Notice of Award to the successful bidder, The bidder must then execute the contract and provide the required bonds or letter of credit and certificate of insurance to the Village within ten (10) days. The Village will then issue a written Notice to Proceed, which starts the performance period and the contractor then has ten (10) days to commence work. The contractor shall reach substantial completion within forty-five (45) consecutive calendar days after the Notice to Proceed with final completion fourteen (14) days thereafter. Failure to complete the work in the designated time frame may result in the Director of Public Works withholding compensation due the contractor for failure to complete the said work in the designated time frame, calling the bonds, or taking such other action as may be available. 34 Bid Form Page 3 Sec�ity in the sum of ten (10%) percent of the amount bid in form of (check one): �� Bid Bond Certified Check Bank Cashier's Check is attached hereto in accordance with the "Instructions for Bidders". This Bid Submittal contains the following: 1) Bid Form 2) Affidavit — Bid Certification Form 3) Bid Security 3) Bid Sheet (s) Respectfully submitted: Nan M TItIU. -lit; aI(/6yVyw Date: 11,1(1 Contact Information: Official Address: 140 &#f 0- [VI IC4� of � Telephone: 141' Email: 11 �L(IA144 35 VILLAGE OF MOUNT PROSPECT AFFIDAVIT — BID CERTIFICATION FORM Bidder: �n Company/Firm Name: �1GVTGVVI COYlSA'n/t%i 0,K Address: V!ko (Wk& -W• /[Acvn ►yDei/® As a condition of entering into a contract with the Village of Mount Prospect, and under oath and penalty of perjury and possible termination of contract rights and debarment, the undersigned, she�����C �u�MVIA �®'being first duly sworn on solehowne�,ses and partnerstates jo joint that ventueredr President, Secretary, etc.) of _ MQ,r+(AviA Styiz-h 014 and has the authority to make all (Name of Company) certifications required by this affidavit. V ` Section I Non Collusion The undersigned certifies that this bid is genuine and not collusive or a sham, that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference with any person, to fix the bid price element of this bid, or of that of any other bidder, or to secure any advantage against any other bidder or any person interested in the proposed contract. Section II Bid Rigging and Rotating The undersigned further states that (Name of Company) is not barred from bidding or contracting as a result of a conviction for violations of state laws prohibiting bid rigging or bid rotating or any similar offense of any state of the United States, as provided in Sections 33E-3 and 33E-4 of the Illinois Criminal Code, 720 ILCS 5/33E-3, 33E-4. Section III Drug Free Workplace The undersigned further states that NOV (Name of Company) provides a drug free workplace pursuant to the Drug Free Workplace Act, 30 ILCS 580/1, et seq., and has, to the extent not covered by a collective bargaining that deals with the subject of the Substance Abuse Prevention in Public Works Projects Act, 820 ILCS 265/1 et seq., a substance abuse prevention program that meets or exceeds these requirements of that Act. Section IV Tax Payment The undersigned further states that 14AO-IAM N4M' 96M, lAc, is (Name of Company) ' - not delinquent in payment of any taxes to the Illinois Department of Revenue, in accordance with Illinois Compiled Statues, 65 ILCS 5/11-42.1. The undersigned understands that making a false statement regarding delinquency in taxes is a Class A Misdemeanor and, in addition voids the contract and allows the municipality to recover all amounts paid to the individual or entity under the contract in civil action. 36 Page 2 - AFFIDAVIT — BID CERTIFICATION FORM Section V Sexual Harassment Policy Pursuant to Section 2-105(A) of the Illinois Human Rights Act, 775 ILCS 5/2-105 (A), every party to a public contract must: "Have written sexual harassment policies that shall include, at a mini -mum, the following information: (1) the illegality of sexual harassment; (11) the definition of sexual harassment under State law; (III) a description of sexual harassment, utilizing examples; (IV) the vendor's internal complaint process including penalties; (V) the legal recourse, investigative and complaint process available through the Department (of Human Rights) and the Commission (Human Rights Commission); (VI) directions on how to contact the Department and Commission; and (VII) protection against retaliation as provided by Section 6-101 of the Act. (Illinois Human Rights Act)." A "public contract" includes: ... every contract to which the State, any of its political subdivisions or any municipal corporation is a party." 775 ILCS 5/1-103 (M) (2002), The undersigned further states that �� O IAM has (Name of Company) a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105 (A) (4). It is expressly understood the foregoing statements and representations and promises are made as a condition to the right of the bidder to receive payment under any award made under the terms and provisions of this bid. The undersigned certifie t t 11 inf r on contained in this Affidavit is true and correct. ` Signed by: Title: ���S�fit�yvl Signature Name Printed: WQ-44-VA, Signed and sworn to before me this _"L day of LLQ , 20 6� My commission expires: 1Ipoj"Po 1WEEMM"Wommurf , I 37 OFFICIAL SEAL ELIZABETH ADERTON NOTARY PUBLIC, STATE OF ILLINOIS MY COMMISSION EXPIRES 01/20/20 BID SECURITY Included with this bid is a bank cashier's check, certified check or bid bond in the amount of _. r/o,, f7l ,�J being ten percent (10%) of the total amount bid by MAg-A- m C�,u�iiwc io.J , the Bidder, in favor of the Village of Mount Prospect. It is hereby agreed that, should Bidder be awarded the Work contemplated under this bid and fail or refuse to execute a contract for said Work, or to provide the required payment and performance bonds, or letter of credit, and certificate of insurance, then this security, in the amount stipulated above, shall be forfeited and may be retained by the Village of Mount Prospect as liquidated damages and not as a penalty. All bids to remain firm for a period of ninety (90) days after bid opening date. SUBMITTED THIS DAY OF Tu y 20 "7 SEAL (if corporation) M A M C--,") v Ci r" j, i .J ep Bidder's Agent and Agent's Title: Title Note: If bidder is a partnership, the bid must be signed by at least two of the partners. Note: If bidder is a corporation, the bid must be signed by an authorized officer of the corporation, attested and sealed by the secretary or other authorized officer. If a corporation, note here the state of incorporation: Incorporated under the laws of the State of 9:3 BID SHEET "2017 Backyard Drainage Program" (TO BE FILLED OUT BY THE CONTRACTORIBIDDER) The Bidder will complete pricing for all items (# 1-15) to provide all labor, equipment, materials and mobilization (if applicable) to perform this work. The fixed item price given is to be all inclusive. NOM DESCRIPTION UNIT QUANTITY NIT PITERICE TOTAL 1 6" Solid PVC SDR 21 (Class 200) (directional Foot 550 bore) 76. ° e 2 6" Solid PVC SDR 26 Foot 90 3 8" Solid PVC SDR 21 (Class 200) Foot 68 6, -7G 7- 4 Trench Backfill CuYd 48 S9 Q� 2, 5 Catch Basin (48" dia.) Each 2 6 12" Area Drain w/ Dome or Flat Grate Each 5 7 Restrictor Each 4 8 Cleanout Each 2 S-00. /,coo. or.� 9 Sidewalk Removal & Replacement SgFt 150 10 P.C.C. Driveway Apron Removal & SgYd 94 67 .00 Replacement 11 Hot -Mix Asphalt Driveway Apron Removal SgYd 44 2- & Replacement 12 Class D Patch, Type 2 SgYd 11 13 Topsoil Furnish & Place SgYd 690 0f 14 Sodding, Special SgYd 690 15 Rain Garden Soil Furnish & Place CuYd 36 TOTAL FOR ITEMS 1-15) /o S; 767. Page 2 of 3 Village of Mount Prospect GIS _ _-00- ---P- F n2O � F u LU 23 523 245 238 W '" T 23,5 �-j E FTIM uU EL] Eix'°443 �4 414 Ali E 01 Legend Ar Municipal Building 1:2,257 =0 Corporate Boundary ........II Hydrology Notes ❑ Building Footprint This map is a user generated static output from an Internet mapping site and is for reference only. 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