HomeMy WebLinkAbout03/06/2018 Bid Results to Provide Design and Construction services for Randview Highlands Improvements Project
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Agenda Item Details
MeetingMar 06, 2018 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category5. CONSENT AGENDA
Subject5.2 Motion to accept proposal to provide design and construction engineering services for
the Randview Highlands Streetlight Improvements Project in an amount not to exceed
$35,051.
AccessPublic
TypeAction (Consent)
Preferred DateFeb 20, 2018
Absolute DateFeb 20, 2018
Fiscal ImpactYes
Dollar Amount35,051.00
BudgetedYes
Budget SourceCapital Improvements Fund
Recommended ActionAccept the proposal submitted by Baxter & Woodman of Crystal Lake, Illinois to provide
specified design and construction engineering services for the 2018 Street Light
Improvement Project (Randview Highlands) in an amount not to exceed $35,051.
Public Content
Background
An important component of the Mount Prospect Strategic Plan is to improve the Village’s infrastructure including
identifying lighting needs within the current residential street light system.
The Randview Highlands neighborhood is located south of Kensington Road and west of Main Street (IL Route 83). The
area includes Prospect High School and Fairview Elementary School. The neighborhood currently has ComEd-owned
street lights only at intersections providing limited nighttime visibility. The block between Highland Street and
Kensington Road is twice as long (1320’) as a typical block further limiting light in the neighborhood. The length of the
blocks and feedback from Village Police helped identify this area as ideal for implementation.
Street light improvements this year are targeted for four (4) streets between Highland Street and Kensington Road.
Additional lighting in this area should improve nighttime visibility and safety in the neighborhood. The project area
includes Forest Avenue, Fairview Avenue, Prospect Manor Avenue, and Eastwood Avenue. This area is depicted in
Attachment A.
Proposed improvements include installing new LED lights on aluminum poles installed at intersections and at mid-
block locations approximately 300' apart. For reference, images of typical LED luminaires and aluminum poles are
attached.
Staff seeks to enter into a contract with a consultant for design and construction engineering services necessary to
facilitate installation these improvements.
Request for Proposals (RFPs)
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Staff solicited proposals from five (5) engineering consulting firms to provide design and construction engineering
services for the street lighting project. A copy of this RFP is enclosed as Attachment B. Four (4) firms responded and
one (1) firm declined due to scheduling conflicts. Each firm was asked to submit as part of their proposal the following
information:
1.Resumes of key personal and related experience on similar type projects
2.Summary of the firm’s approach to the project
3.Staff hour estimate and cost proposal for major phases of work
4.Project schedule
RFP Results
Four (4) technical 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
CategoryMax. PointsBaxter & Woodman Ciorba Group Hampton, Lenzini, & Renwick Gewalt Hamilton
Background2018181513
Experience2019151616
Scope2524222120
Schedule1514141313
Work Effort108899
Content109998
Totals:10092868379
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 street
lighting project. Accordingly, the evaluation results were closely distributed.
The highest rated firm was Baxter & Woodman of Crystal Lake, Illinois (Baxter & Woodman). The Baxter & Woodman
proposal provided numerous examples of successful street light improvement projects similar in scale and scope as
the proposed work. Examples cited included projects in Schaumburg, Glenview, Northbrook, and Urbana. All
reference checks indicated Baxter & Woodman performed well. A copy of Baxter & Woodman's technical proposal is
enclosed as Attachment C.
Baxter & Woodman has not performed streetlight work for the Village in the past. However, they have successfully
prosecuted several infrastructure design and construction engineering projects for the Village including water main
replacement projects, sewer main condition assessment and rehabilitation, and GIS development. All of their work
has been acceptable.
Each firm was asked to submit a cost proposal as well. Table 2 below summarizes staff's analysis of costs:
Table 2 - Cost Proposal Summaries
FirmHoursTotal CostCost / Hour
Baxter & Woodman272$35,051$129
Ciorba343$36,048$105
HLR543$59,909$110
Gewalt Hamilton556$68,210$123
Staff estimated 400 hours to complete the project at an approximate cost of $52,000 ($130/hour).
The lowest cost proposal was submitted by Baxter & Woodman. A copy of Baxter & Woodman's submitted cost
proposal is included in Attachment D.
Staff conducted an interview with Baxter & Woodman's project principals and is confident they have a thorough
understanding of the project scope and the Village's expectations. It is the opinion of staff that Baxter & Woodman
has allocated sufficient work effort (272 hours) to successfully complete this project.
Alternatives
1. Accept proposal to provide design and construction engineering for the 2018 Randview Highlands Street Light
Improvements Project.
2. Action at discretion of Village Board.
Staff Recommendation
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Staff recommends that the Village Board accept the proposal submitted by Baxter & Woodman of Crystal Lake, Illinois
to provide specified design and construction engineering services for the 2018 Street Light Improvement Project
(Randview Highlands) in an amount not to exceed $35,051.
Attachment A _ Randview Highlands Location Map.bmp (3,994 KB)
Attachment B _ Streetlight RFP.pdf (587 KB)
Attachment D _ Baxter & Woodman Cost Proposal.pdf (133 KB)
Attachment C _ Baxter & Woodman Technical Proposal - Copy.pdf (1,680 KB)
LED Luminaires and Aluminum Poles.pdf (44 KB)
Administrative Content
Executive Content
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There
will be no separate discussion of those items unless a Board member or member from the audience so requests, in
which the item will be removed from the Consent Agenda and considered in its sequence on the agenda.
Motion & Voting
Motion to accept the Consent Agenda as presented.
Motion by Richard Rogers, second by Paul Hoefert.
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