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Home My WebLink About03/05/2019 Bid Result for 2019 Watermain Replacement Project Design and Construction Engineering Services Page 1 of 4 T77—7m \ V Agenda Item Details Meeting Mar 05, 2019 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 8. VILLAGE MANAGER'S REPORT Subject 8.3 Motion to accept proposal for 2019 Watermain Replacement Project Design and Construction Engineering Services in an amount not to exceed $234,919. Access Public Type Action Preferred Date Mar 05, 2019 Absolute Date Mar 05, 2019 Fiscal Impact Yes Dollar Amount 234,919.00 Budgeted Yes Budget Source Water and Sewer Enterprise Fund Recommended Action Accept the proposal for 2019 Water Main Replacement project design and construction engineering as submitted by Robinson Engineering of South Holland, Illinois in an amount not to exceed $234,919. Public Content Information As part of the 2017 Water and Sewer Rate Study, renewal and replacement of aged 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 was the first year of an accelerated water main replacement schedule supported by new water and sewer rates. In 2018, the Village replaced 3,900 feet along Prospect Avenue, School Street, Lincoln Street, and Maple Street. The 2019 Water Main Replacement projects include two areas: Yates Lane and connecting cul-de-sacs of Mark, Mitchell and Jeffery Drives, as well as Northwest Highway between Maple Street to Fairview Avenue. This year, staff seeks to replace 3,500' of existing 6" main on Yates Lane, Mark Drive, Mitchell Drive, and Jeffrey Drive. This section of water main has had multiple breaks. Furthermore, some of these mains run through easements between residential side yards and backyards making access problematic and restoration expensive. Plans are to abandon the existing water main running through residential yards and to loop it within the cul-de-sacs. The water main size will be increased from a 6" to an " to improve flow and pressure. The attached location map depicts the proposed project area. In addition, staff seeks to replace an existing 12" main on Northwest Highway from Maple Street to Fairview Avenue. This 4,500' long section of water main is in need of upsizing. Computerized hydraulic modeling indicates that the main in this area lacks sufficient conveyance capacity. Due to proximity near the elevated tank, this deficiency impacts hydraulic performance in a large part of the distribution system. To correct this problem, staff proposes to replace the existing undersized 12" water main with a larger 16" diameter pipe. The attached location map depicts the proposed project area. Page 2 of 4 Note that IDOT has indicated their plans to resurface Northwest Highway for its entire length within Mount Prospect. Staff has reached an agreement with IDOT to "gap" this portion of their resurfacing plans to allow for water main replacement to take place prior to resurfacing. At this point, the Village is anticipating IDOT will accept our request to temporarily delay resurfacing for this portion of Northwest Highway. Reguest 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. 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 six (6) local engineering firms with expertise in the design and constructions 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 criterion. Table 1 below summarized this analysis Category Max. Points Robinson Burns & Baxter & Ciorba Hancock McDonnell Woodman Background 20 19 19 18 17 17 Experience 20 19 18 17 16 16 Scope 25 21 21 20 21 19 Schedule 15 14 11 13 13 13 Work Effort 10 7 8 8 8 6 Content 10 9 8 8 9 8 Totals: 10--0- 5-9 55 54 53 79 The highest rated firm was Robinson Engineering of South Holland, Illinois. Robinson's proposal provided numerous examples of successful water main replacement projects similar in scale and scope as the proposed work. Examples cited water main replacement in the Villages of Matteson, Frankfort, Tinley Park, Roselle, Downers Grove, and Palatine. All references checks indicated Robinson performed well. A copy of Robinson's technical proposal is enclosed. Robinson also recently completed a large-scale water main replacement that bore important similarities to the Village's current project including high-traffic construction zones and coordination with multiple agencies including the Illinois Department of Transportation. Notably, Robinson completed Phase 1 engineering in only 120 days, Phase 2 engineering in 6 months and construction in less than a year for a $90,000,000 water supply project that enabled the Villages of Morton Grove and Niles to change their water supply from the City of Chicago to the City of Evanston. The project traversed through the Village of Skokie to reach the Villages of Morton Grove and Niles. Overall, the project consisted of approximately 70f000 LF of 30" water main pipe, a 7 million-gallon standpipe with new booster pumping station, modifications to another pumping station, and water main lining of approximately two (2) miles of 24" water main. All work was completed within an extremely tight timeframe and reference checks indicated Robinson performed well. Robinson has not performed engineering work for the Village of Mount Prospect in the past. However, staff has concluded the firm has ample experience and resources to successfully complete this project. Each firm was to submit a cost proposal as well. The table below summarizes staff's analysis of costs: it I Hours I Total Cost I Cost/ Hour I I Page 3 of 4 Robinson 1,525 $213,563 $140 Burns & McDonnell 1,828 $2581825 $141 Baxter&Woodman 2,182 $277,540 $127 Hancock 2,860 $304,600 $106 Ciorba 2,765 $310,276 $119 The lowest cost proposal was submitted by Robinson Engineering of South Holland, Illinois. A copy of Robinson's submitted cost proposal is enclosed. Also, attached is an email communique modifying the cost proposal to incorporate work elements that were missing from the original submittal. Please note that Robinson's fee includes the cost of subcontracted soil borings and full geotechnical analyses; expenditures not included in comparison fees. It is the staff opinion that Robinson understands the proposed project, has prepared a thorough proposal based on extensive experience, has requested a reasonable fee, and is well qualified to perform the work. Staff recommends including a 10% contingency in the award for this proposed contract because time spent on construction engineering and inspection can vary due to circumstances beyond the engineering consultant's control. For example, contractor delays, material availability and inclement weather are all parameters that can lengthen anticipated construction time. Inclusion of a 10% contingency will increase the project award from $213,563 to $234,919. Alternatives 1. Accept Robinson Engineering's proposal for design and construction engineering for 2019 water main replacement project. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the proposal for 2019 Water Main Replacement project design and construction engineering as submitted by Robinson Engineering of South Holland, Illinois in an amount not to exceed $234,919. 2xx x. [�-Z.obiii sori Cost.pdf(283 KB) INw 1--flgi-iway.p(If(114- KB) Fv' [,-ZJEQUES-[- FOI�-Z. lig[�-Z. lig OSA1-.,S.pdf(15)6 KB) Yates 1-ocatiori Map.pdf(223 KB) F Fz,,.obiii sori Affieridfflerit to Cost ligroposal [effiail' lied(172mmmmw KB) 2019 Water Mairi Iff1proveffierits -- [�'Z.obiii sori (6f984- KB) Administrative Content Executive Content Motion &Voting Page 4 of 4 Accept the proposal for 2019 Water Main Replacement project design and construction engineering as submitted by Robinson Engineering of South Holland, Illinois in an amount not to exceed $234,919. Motion by Colleen Saccotelli, second by Richard Rogers. Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel