HomeMy WebLinkAbout02/20/2018 Bid Results for Water Main Replacement Project5/30/2018 BoardDocs® Pro
Agenda Item Details
Meeting Feb 20, 2018 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 8. VILLAGE MANAGER'S REPORT
Subject 8.1 Motion to accept proposal for 2018 Water Main Replacement Project design and
construction engineering services in an amount not to exceed $118,000.
Type Action
Preferred Date Feb 20, 2018
Absolute Date Feb 20, 2018
Fiscal Impact Yes
Dollar Amount 118,000.00
Budget Source WATER AND SEWER ENTERPRISE FUND
Recommended Action Accept the proposal to provide specified design and construction engineering services for the
2018 Water Main Replacement Project as submitted by Baxter & Woodman Consulting
Engineers of Crystal Lake, Illinois in an amount not to exceed $118,000.
Background
As part of the 2017 Water and Sewer Rate Study, renewal and replacement of the Village's water mains, fire hydrants,
valves, and other distribution system appurtenances was identified as a high priority. One outcome of this study, was an
increase in funding for water main replacement projects. A primary goal of accelerating the pace of water main
replacements is to reduce the life cycle of water mains from an unsustainable 600 years to a more pragmatic 130 years.
2018 is the first year of an accelerated water main replacement schedule supported by new water and sewer rates.
This year, staff seeks to replace an existing 6" main on Prospect Avenue, School Street, and Lincoln Street. This 3,000'
long section of watermain has had several breaks and is in need of upsizing; the Village's annual watermain hydrologic
modeling has indicated that the mains in this area are insufficient. Upsizing the watermain in this area will also support
potential redevelopment of the area. To correct this problem, staff proposes to replace the existing undersized 6" water
main with a larger 10" or 12" diameter pipe. The location map in Attachment A depicts the proposed project area.
Request for Proposals (RFP),
To design these improvements, staff requires technical assistance from a qualified civil engineering consultant.
Accordingly, staff prepared a detailed request for proposals (RFP) necessary to solicit these services. A copy of this RFP
is enclosed as Attachment B. Consulting engineers were asked to submit a technical proposal detailing the firm's
background, key personnel, and approach to the project. In addition, each firm was also asked to submit a separate cost
proposal indicating work effort anticipated and a not -to -exceed fee. The required scope of work included topography and
field data collection; preparation of plans and bid documents; meetings and obtaining all necessary regulatory
permits. RFPs were distributed to five (5) local engineering firms with expertise in the design and construction of potable
water distribution systems.
RFP Results
Five (5) technical proposals and five (5) cost proposals were received. Each proposal was evaluated based on the
background of the firm, related project experience, proposed services and scope of work, schedule, work effort, and
proposal content. Each firm received a point ranking (total points = 100) for each criteria. Table 1 below summarizes
this analysis:
Table 1 - Consultant Rankings
Category Max. Points Baxter & Woodman Burns & McDonnell Hancock Robinson Manhard
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Background 20
Experience 20
Scope 25
Schedule 15
.........................................................................
Work Effort 10
.........................................................................
Content 10
Totals:
..........................1.0.0
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Baxter & Woodman
...................................................................................................................................................................................................................................................................................................................................................................
Burns & McDonnell
Hancock Robinson
Manhard
18
...................................................................................................................................................................................................................................................................................................................................................................
$112
19
976
17
15
Hancock1,053
17
19
...................................................................................................................................................................................................................................................................................................................................................................
$114
17
871
17
16
M.a.n.h.a.ro....................................................1.,
16
22
...................................................................................................................................................................................................................................................................................................................................................................
20
20
20
16
14
12
13
13
13
....................................................................................................7.................................................................................................8...........................................8...............................................8..........................................
9
1
3
3 u78
The technical proposals indicated all of the participating firms were qualified to perform the specified work. All of the
firms had adequate experience and appropriately trained staff to design and implement a successful water main
replacement project. Accordingly, the evaluation results were closely distributed.
The highest rated firm was Baxter & Woodman Consulting Engineers of Crystal Lake, Illinois (Baxter & Woodman). The
Baxter & Woodman proposal provided numerous examples of successful water main replacement projects similar in scale
and scope as the proposed work. Examples cited included projects in Westmont, Lisle, Glen Ellyn, and Kenilworth. All
reference checks indicated Baxter & Woodman performed well. A copy of Baxter & Woodman's technical proposal is
enclosed as Attachment C.
In addition, Baxter & Woodman has successfully completed several engineering projects for the Village over the course of
the last 15 years including the 2015 Combined Sewer Study, Sewer Main Rehabilitation (replacement and lining) projects,
Supervisory Control And Data Acquisition (SCADA) improvements, Geographic Information System (GIS) development,
and Emergency Standby Deep Well Rehabilitation projects. All of their work has been satisfactory.
Each firm was asked to submit a cost proposal as well. Table 2 below summarizes staff's analysis of costs:
Table Z - Cost Proposal Summaries
Firm
Hours ITotal Cost Cost / Hou
.............................................................................................................................................................................................................................................
Baxter & Woodman
967
$108,300
$112
.............................................................................................................................................................................................................................................
Burns & McDonnell
.............................................................................................................................................................................................................................................
976
$125,711
$129
Hancock1,053
$120,560
$114
o.b.1.n.s.o.n
Robinson
871
$117,977
$135
M.a.n.h.a.ro....................................................1.,
2.0.0..........1.3.5....0.5.0..............1.1.3.....................................
Staff estimated 1,000 hours to complete the project at an approximate cost of $150,000 ($150/hour). Design
engineering services and construction inspection services are estimated to be approximately 10-15% of anticipated
construction costs ($1.5 million).
The lowest cost proposal was submitted by Baxter & Woodman. A copy of Baxter & Woodman's submitted cost proposal
is enclosed as Attachment D. It is the opinion of staff that Baxter & Woodman has allocated sufficient work effort (967
hours) to successfully prosecute this project. In addition, their total cost and cost per hour are the lowest rates received.
Staff recommends including a 10% contingency in the award for this proposed contract due to the fact that time spent on
construction engineering and inspection can vary due to circumstances beyond the engineering consultant's control. For
example, contractor delays, material availability, utility conflicts, and inclement weather are all parameters that can
lengthen anticipated construction time.
It is staff's opinion that Baxter & Woodman understands the proposed project, has prepared a thorough proposal based
on extensive experience, and is well qualified to perform the work.
Alternatives
1. Accept Baxter & Woodman proposal for provide design and construction engineering for 2018 Water Main
Replacement Project.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the proposal for 2018 Water Main Replacement Project design and
construction engineering as submitted by Baxter & Woodman Consulting Engineers of Crystal Lake, Illinois in an amount
not to exceed $118,000.
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Motion &6Voting
Accept the proposal to provide specified design and construction engineering services for the 2018 Water Main
Replacement Project as submitted by Baxter &Woodman Consulting Engineers of Crystal Lake, Illinois in an amount not
toexceed $118,OOO.
Motion by Paul HoefeMt,second byMichael Zadel.
Final Resolution: Motion Carries
Yea: VVi||iamGrossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen 6accnteUi, Michael Zade|
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