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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
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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)
Motion & Votin
Accept the lowest cost, responsive bid to construct the 2017 Backyard Drainage Program Improvements as submitted
by Martam Construction of Elgin, Illinois in an amount not to exceed $116,236.
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Motion by Paul Hoefert, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
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