HomeMy WebLinkAbout8.2 Bid for Construction of 2018 Backyard Drainage Program
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Agenda Item Details
MeetingJul 10, 2018 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category8. VILLAGE MANAGER'S REPORT
Subject8.2 Motion to accept bid for construction of 2018 Backyard Drainage Program in an amount
not to exceed $116,220.
AccessPublic
TypeAction
Preferred DateJul 10, 2018
Absolute DateJul 10, 2018
Fiscal ImpactYes
Dollar Amount116,220.00
BudgetedYes
Budget SourceFlood Control Construction Fund
Recommended ActionAccept the lowest-cost, responsive bid to construct the 2018 Backyard Drainage Program
projects in an amount not to exceed $116,220.
Public Content
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 an extended length of time. In some instances, ponded rainwater can
impact homes and contribute to structure flooding.
On May 13, 2008, the Village Board authorized staff to proceed with development of the Backyard Drainage Program
in an effort to help residents reduce private property flooding. A priority was placed on properties that experience
structure inundation as a consequence of backyard flooding.
Staff has received 375 requests for assistance through the Backyard Drainage Program. All of these requests are from
residential properties.
74 of these requests appear to involve backyard flood waters impacting houses. To date, the Village has remediated
38 of these sites (52%) through previous Backyard Drainage Program projects (2009 – 2017).
To develop a Backyard Drainage Program project, staff will survey existing conditions and prepare plans to better
drain each property. 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 also 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
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to accumulate, and provide a mechanism for the water to infiltrate into the ground quickly. This concept is depicted in
the attached Rain Garden Detail drawing.
Following construction, each property owner is responsible for maintenance of the new storm sewer and rain gardens
on their property; however, it is 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.
It should also be noted that at the February 10, 2015 Committee of the Whole Meeting, the Village Board determined
to continue moving forward with the Backyard Drainage Program while requiring a cost share element from
participating property owners.
The Village Board committed to paying the majority of the cost of the improvements; a minimum of 75% of the total
cost for projects that help mitigate structure inundation influenced by surface water ponding. 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 to be over $25,000, so the homeowner cost is estimated to be $5,000.
All of the property owners participating in the 2018 Backyard Drainage Program have submitted checks covering their
participation in this year’s proposed program.
Staff estimates funding exists in the current budget to support construction of four (4) more Backyard Drainage
Program projects. All of these sites have provided evidence of ponding yard water impacting homes. To facilitate this
work, detailed plans, specifications, and bid documents were prepared to secure a contractor for the work. A copy of
this compiled document is attached.
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 2018 Backyard Drainage Program was held on June 25, 2018 at 1:00 PM. Five (5) contractors
submitted bids for this project. The bids ranged from a low of $105,654.50 by Martam Construction, Inc. to a high of
$219,810.00 by Mauro Sewer Construction, Inc. Below is a summary of the bids:
BidderBid
Martam Construction, Inc.$105,654.50
LIFCO Construction, Inc.$108,127.00
Copenhaver Construction, Inc.$111,293.00
Apollo Trenchless, Inc.$207,061.00
Mauro Sewer Construction, Inc.$219,810.00
Engineer’s Estimate: $123,242.00
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. 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 satisfies
the requirements of the contract documents. Martam Construction, Inc. has worked on many previous Village projects
including the 2015, 2016, and 2017 Backyard Drainage Programs and the 2016 Storm Sewer Improvements at
Lavergne Drive and Palm Drive. Their work was completed to the satisfaction of the Village. A copy of Martam'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
$116,220.00. (Base Bid: $105,654.50 + Contingency: $10,565.50 = Total Recommended Award: $116,220.00)
Alternatives
1. Accept lowest-cost, responsive bid to construct 2018 Backyard Drainage Program projects.
2. Action at discretion of Village Board.
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Staff Recommendation
Staff recommends that the Village Board accept the lowest-cost, responsive bid to construct the 2018 Backyard
Drainage Program projects in an amount not to exceed $116,220.
2018 Backyard Drainage Program- Location Map (002).pdf (258 KB)
Bid Document with Details and Plans.pdf (3,617 KB)Martam Construction Bid.pdf (3,112 KB)
Rain Garden Detail.pdf (53 KB)
Administrative Content
Executive Content
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