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Home My WebLink About6. MANAGERS REPORT 3/1/05 Village of Mount Prospect Community Development Department MEMORANDUM FROM: MICHAEL E. JANONIS, VILLAGE MANAGER DIRECTOR OF COMMUNITY DEVELOPMENT ~t>. ~~ ~J Ot;" TO: DATE: FEBRUARY 24, 2005 REQUEST TO FUND VALET PARKING SERVICES. SW CORNER BUSSE AND EMERSON SUBJECT: Staff has been working with Norwood Builders to coordinate the upcoming construction of the Emerson project at the former Village Hall, 100 S. Emerson. To assure public safety during construction, several parking spaces on this block will not be available. To minimize the inconvenience for the patrons of the businesses located on the block (who have historically utilized these spaces), staff is proposing that the Village share in the cost of providing valet parking services (noted on the map). Recently Michael's Restaurant at 113 S. Emerson began providing valet service from 11 AM to 9 PM daily. Michael's requested permission to offer this service after noting a drop in business when Bank One began to enforce parking regulations on their private lot at the SE Corner of Emerson and Busse. Interim permission was granted, allowing Michael's to utilize 2 parking spaces on Emerson with the provision that we would monitor how this was working and reserve the right to request modifications as needed. To date this service has been well received and has been working effectively. The same company, Second City Valet, Ltd would offer the service in the lot behind 100 S. Emerson. The service would be available to customers of all businesses on this block between during the peak hours of 10 AM and 2 PM daily. Costs would be shared equally with Norwood Builders. The total cost to the Village would be $10,800 ($240 per week x 45 weeks) in 2005. If approved by the Village Board, I would propose utilizing funds from account # 5507703-540110 - Other Professional Services (page # 285 of the Budget) to cover these costs. There is currently $40,000 budgeted for this account. If expenses exceed $40,000 for professional services during the year, a budget amendment would be required at the end of the year. Please forward this memorandum and attachment to the Village Board for their review and consideration at their March 1st meeting. Staff will be present at this meeting to answer any questions related to this matter. H :\ADM NIB ILL 1M E MO 81M EJI va lelpa rki n 9-022403. doc NEW VILLAGE HALL SITE It... E. BUSSE AVE. .. .. , ----------- ,-------- BARRIER WAU , \ ,- , FENCE CONTINENTAL BAKERY SAKURA RESTAURANT i i ! [~) , "," f- - ' , , CONSTRUCTION ZONE Tn~ -" / , // "~ "'-" , l -'-----------_/ -" ,-----' , " :jJj.""". ..,..r -"....' .. '. . I i , ,.-- .. ! Valet Stations "--' =-~~ i --------,-~.._,- ---,--" i ! , ~" «<-~/~. "J ~J I-~ --I!! THE LOFTS OBERWEIS L- [ ~ ~J~- ;:; "" ::t ;: æ ¡;¡ :'i "' ~ '" z 0 '" III: w ~ w vi I I , I I I I I ì ---- i I~ --"--- ./ ./ / ~1t. o.p1J íl¡1s-~ 7' Itls-r. ~ ~ ~ tl I / \ -~" '-------. -'. ¡ INTEROFFICE MEMORANDUM "- TREE cm USA Mount Prospect Public Works Department TO: VILLAGE MANAGER MICHAEL E. JANONIS ~~. \J..~ 'ò II c"S' FROM: PROJECT ENGINEER DATE: FEBRUARY 25, 2005 SUBJECT: 2005 STREET RESURFACING CONTRACT A WARD - $2,271,000 Background This year's project represents the ninth year of the accelerated street improvement program and includes the resurfacing of approximately 5.3 miles of Village streets. Again this year we also combined both the MFT funded program and the Village Street Improvement funded program into one project in order to secure an early and more favorable bid. Bids Results A notice to bidders was published in a local newspaper. Since this project uses MFT funds it was also published in the mOT construction bulletin. On February 22nd, at 10:00 AM. sealed bids for the 2005 Street Resurfacing Program were publicly opened and read aloud. Ten contractors received bid documents and six contractors submitted bids. The bids ranged from a low of $2,293,300.00 by Arrow Road Construction Company to a high of $2,482,619.20 by Plote Construction, Inc. The Engineer's estimate for the project was $2,355,539.00. Below is a summary of the bids. Bidders Total Bid Arrow Road Construction Co. Johnson Paving Co A-Lamp Concrete Plote Construction, Inc. $2,293,300.00 $2,387,734.00 $2,410,342.00 $2,482,619.20 Average = $2,393,500.00 Engineer's Estimate $2,355,539.00 PAGE 2 2005 STREET RESURFACING CONTRACT AWARD - $2,271,000 FEBRUARY 25, 2005 Discussion All bidders submitted IDOT Local Agency Bid Bonds in the amount of 5% of their total bids as required by the Bid Documents. All bids were checked for accuracy. Minor errors were found in the bid submitted by Johnson Paving, but this did not affect the outcome. All bidders correctly signed their bids and bid bonds. The low bidder Arrow Road Construction Co. has previously completed street improvements for the Vil1age including the 2003 and 2004 Street Resurfacing Programs and their work was acceptable. Recommendation The Village budget limit for this project is $2,271,000.00. The low bid is $2,293,300.00, and is 1.00% over the budget limit. Since the low bid exceeds the budget limit, we must reduce the contract to the budget limit. The bid quantities include contingencies that allow for unforeseen circumstances such as additional base repair, additional asphalt required because of thickness variation, etc. The full projected quantities for these items may not be needed. Based on my experience in previous years, I anticipate that this year's program can be completed with the available funds. I therefore recommend that the low bidder, Arrow Road Construction Co. be awarded the contract for the 2005 Street Resurfacing Program in the amount not to exceed $2,271,000.00. There are sufficient funds in the 2005 Budget to cover this proposed contract. /~' i) &\ )Vv\¿,\\¿\ U~ / (/ .-' oel Michalik I concur with the above recommendation. " Mount Prospc<-'t Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE/EQUIPMENT SUPERINTENDENT FROM: DATE: FEBRUARY 24, 2005 ACCEPT THE STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE 2005 CHEVROLET 2 WHEEL DRIVE PICKUP TRUCK ($23,400.00) SUBJECT: Background In the current budget, there are funds available to replace unit 2736. 2736 is a 1995 Chevrolet pickup truck used by the Public Works Department Water/Sewer Division for transportation, hauling small items, supplies and equipment to job sites throughout the Village. Replacement Schedule 2735 was purchased in 1994. The vehicle/equipment replacement schedule for pickup trucks is 10 years or 50,000 miles. This vehicle meets the required years of service and mileage for replacement. 2736 has entered its 11th year of service and has logged 54,300 miles. Life Cycle Cost Analysis Life cycle cost analysis has been completed for 2736 and is attached for your review. The optimum economic replacement point for 2736 has been calculated at year 4. The modified economic replacement has been calculated at year 8. Replacement Recommendation It is my recommendation that a replacement for 2736 be purchased during the 2005 budget year. Bid Recommendation I am recommending the proposed purchase of one 2005 Chevrolet 2500 2 wheel drive, 9200# GVWR pickup truck per our specifications from the State of Illinois Contract (PSD4010589) award winner Green Chevrolet, Inc., Peoria, Illinois. I request that the Village Board authorize the purchase of one new 2005 Chevrolet 2500 2 wheel drive pickup truck at a cost not to exceed $23,400.00. Funds for this proposed purchase are available in account 6707709- 660115, in the amount of $32,500.00, page 287, of the current budget. Funds remaining will be used to purchase the necessary equipment to make the unit completely functional, The truck being replaced will be sold at the fall 2005 Northwest Municipal Conference auction. ð /"" /It ---=:-~ " ..----:=> , <--r--- (- ------/ ----~// \ James E. Guenther Subject: Accept State of Illinois Bid For One 2-Wheel Drive Pickup Truck Date: February 24, 2005 Page 2 of 2 Glen R. Andler Director of Public Works Jg Attachment c: Deputy Director of Public Works Sean Dorsey File X:\Administration\BIDS\RESUL TS\Pickup4X2 2005.doc .. Mount Prospect Public Works Department Life Cycle Cost Analysis for 1995 Chevrolet 3/4 Ton 2 WD Pickup Truck. Vehicle # 2736 Year 1 2 5 6 9 10 11 Value at Beginning of Year: 18500 16750 12625 11250 7125 5750 4375 Estimated Value at Year End: 16750 15375 11250 9875 5750 4375 3000 Actual Dollar Depreciation for Year: 1750 1375 1375 1375 1375 1375 1375 Downtime Costs/Hour: 200 200 200 200 200 200 200 Hours DownlYear: 3.5 7 15.5 15 8 9.5 3 Downtime Costs per Year: 700 1400 3100 3000 1600 1900 600 Cost of Maintenance and Repairs per Year: 122 150 122 680 293 329 429 178 (including labor, parts, ete,) Fuel Costs per Year: 691 899 710 407 429 666 1818 918 Total Variable Costs: 3263 3824 2807 5562 5097 3970 5522 3071 Total Lifetime Variable Costs: 3263 7088 9895 18498 23595 42864 48386 51457 Miles: 4066 9355 20291 22812 38242 48933 54332 Cumulative Cost per Mile: $ 0.80 $ 0.76 $ 0.73 $ 0.91 $ 1.03 $ 1.04 1.12 $ 0.99 $ 0.95 (Divide Total Lifetime Variable Costs by Mileage) $1,20 EB""""""""' , """""""""" :"~~:'.':':,;. Denotes Modified Optimum Economic Replacement. Denotes Optimum Economic Replacement. Modified Optimum Economic Replacement Point Calculation Purchase price of new vehicle: Less: estimated value of new vehicle at Replacement: Estimated depreciation of new vehicle: Less: estimated value of present vehicle: Net depreciation cost of new vehicle: Estimated total miles on replacement vehicle at Replacement: Estimated increase in new vehicle cost per mile Cumulative cost per mile of present vehicle at Optimum Replacement: Add: estimated increase in new vehicle costJmile: Cumulative cost per mile at Modified Optimum Replacement: 32,500 24,000 8,500 3,000 5,500 20.000 0,28 0.78 0.28 1.06 ~ $100 :!E ' i. $0,80 u; 0 u $0,60 '" > ~ $0.40 :s E l5 $0,20 $- 2 3 4 5 6 7 8 9 10 11 Year '" Mount Prospc<..1: Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE MAINTENANCE SUPERINTENDENT ~. UTI., ~/' tG TO: DATE: FEBRUARY 24, 2005 ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE 2005 CHEVROLET 4 WHEEL DRIVE PICKUP TRUCK ($25,300.00) SUBJECT: Background In the current budget, there are funds available to replace unit 2744. 2744 is a 1995 Chevrolet pickup truck used by the Public Works Department Forestry/Grounds Division for transportation, hauling small items, supplies and equipment to job sites throughout the Village. The pickup truck is also used during snow removal operations by the Public Works Department Street Division to clear snow from public buildings. Replacement Schedule 2744 was purchased in 1994. The vehicle/equipment replacement schedule for pickup trucks is 10 years or 50,000 miles. This vehicle meets the required years of service and mileage for replacement. 2744 has entered its 11th year of service and has logged 53,000 miles. Life Cycle Cost Analysis Life cycle cost analysis has been completed for 2744 and is attached for your review. The optimum economic replacement point for 2744 has been calculated at year 3. The modified economic replacement point for 2744 has been calculated at year 8. Other Factors The existing truck will require the following work: Replace hydraulic system $3,575.00 Refinish exterior pickup bed $1,550.00 Replace snow plow hitch $1,600.00 Total $6,725.00 Replacement Recommendation It is my recommendation that a replacement for 2744 be purchased during the 2005 budget year. Bid Recommendation I am recommending the purchase of one 2005 Chevrolet 2500 4-wheel drive, 9200# GVWR, pickup truck per our specifications from the State of Illinois contract (PSD4010589) award winner Green Chevrolet, Inc., Peoria, Illinois. I request that the Village Board authorize the purchase of one new 2005 Chevrolet 2500 4 wheel drive pickup truck at a cost not to exceed $25,300.00. Subject: Accept State of Illinois Bid For One 4-Wheel Drive Pickup Truck Date: February 24, 2005 Page 2 of 2 Funds for this proposed purchase are available in account 6707709-660115, in the amount of $35,200.00, page 287, of the current budget. Funds remaining will be used to purchase the necessary equipment to make the units completely functional. The truck being replaced will be sold at the fall 2005 Northwest Municipal Conference auction. c..-- [ )1~~ ames E. Guenther Glen R. Andler Director of Public Works Jg Attachment c: Deputy Director of Public Works Sean Dorsey File X:\AdministratiDn\BIDS\RESUL TS\Pickup4X4 2005,doc ... Mount Prospect Public Works Department Life Cycle Cost Analysis for 1995 Chevrolet 3/4 Ton 4X4 Pickup Truck. Vehicle # 2744 Year 1 4 5 6 9 10 11 18500 14300 12950 11600 7550 6200 4850 17000 12950 11600 10250 6200 4850 3500 1500 1350 1350 1350 1350 1350 1350 1350 200 200 200 200 200 200 200 200 2 23 39 11 31.5 27 13 5.5 400 4600 7800 2200 5400 2600 1100 40 998 2009 450 1043 743 354 341 1066 876 877 955 630 315 2281 8014 12035 4877 8748 5323 3119 2281 19858 31893 36770 71574 76898 80016 2003 19855 25006 30164 47572 51277 53127 $ 1.14 $ 0.97 $ 1.00 $ 1.28 $ 1.22 $ 1.27 1.50 $ 1.50 $ 1.51 Value at Beginning of Year: Estimated Value at Year End: Actual Dollar Depreciation for Year: Downtime Costs/Hour: Hours DownlYear: Downtime Costs per Year: Cost of Maintenance and Repairs per Year: (including labor, parts, etc.) Fuel Costs per Year: Total Variable Costs: Miles: Total Lifetime Variable Costs: Cumulative Cost per Mile: (Divide Total Lifetime Variable Costs by Mileage) ~ $1.40 :!E $1,20 ~ ~ $1,00 <II 8 $0.80 ( :Èi $0,60 '" "S E $0.40 ::> U $0,20 $- $1,60 2 3 5 4 6 7 8 9 10 11 Year ~ Denotes Modified Optimum Economic Replacement. Denotes Optimum Economic Replacement. Modified Optimum Economic Replacement Point Calculation Purchase price of new vehicle: Less: estimated value of new vehicle at Replacement: Estimated depreciation of new vehicle: Less: estimated value of present vehicle: Net depreciation cost of new vehicle: Estimated total miles on replacement vehicle at Replacement: Estimated increase in new vehicle cost per mile Cumulative cost per mile of present vehicle at Optimum Replacement: Add: estimated increase in new vehicle cost/mile: Cumulative cost per mile at Modified Optimum Replacement: 36,200 25,300 10,900 3,500 7,400 15,000 0.49 0,87 0.49 1.36 ì'vIolint Prospc<'1: ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT DATE: FEBRUARY 24, 2005 ACCEPT STATE BID FOR ONE UTILITY VEHICLE ($25,725) SUBJECT: Backaround In the current budget. there are funds available to replace unit 2708 ($28.600). 2708 is utilized by the Deputy Director of Public Works for daily work transportation and to respond to Village emergencies throughout the year. Replacement Schedule " 2708 was purchased in 1995. The replacement schedule for this type of unit is 10 years or 50,000 miles. 2708 has just entered its tenth year of service and has logged 114,000 miles. This vehicle is not equipped with an hour meter, because it does not idle for long periods of time. Life Cycle Cost Analvsis Life cycle cost analysis has been completed for this vehicle and is attached for your review. The optimum economic replacement point for this vehicle has been calculated at 9 years. Other Factors The role assigned to this vehicle mandates reliability. Normal maintenance has been performed through out the vehicles years of service, without any major repairs being required or long periods of down time. However, significant maintenance has occurred including replacement of the engine intake manifold gaskets, the engine head gaskets, water pump, and starter. In addition, the vehicle is exhibiting body rust on the hood and lower quarter panels. Replacement Recommendation It is my recommendation that a replacement for 2708 be purchased during the 2005 budget year. Accept State of Illinois Bid for one utility truck February 24, 2005 Page 2 of 2 Recommendation I recommend the purchase of one 2005 Ford Explorer utility vehicle from the State of Illinois Contract # PSD401 0587 award winner Bob Ridings Ford of Taylorville, Illinois. I request that the Village Board authorize the purchase of one new 2005 Ford Explorer at a cost not to exceed $25,725. Funds for this proposed purchase are available in account 6707709 - 660115, on page 287 of the current budget. The remaining funds will be used for emergency lighting and two-way radio. The unit being replaced will be sold at the NWMC auction in fall of 2005. \ ~ ¿ /l----~ ~James E. Guenther Glen R. An ler Director of Public Works Attachment c: Deputy Director Sean Dorsey X:\Administration\EQUIP\2708 REPLACE RECOMMENDATION.doc $0,60 Mount Prospect Public Works Department Life Cycle Cost Analysis for 1996 Chevrolet 4 Door Sedan 2708 Year 1 2 3 4 5 6 7 8 9 15533 12433 11241 10049 8857 7665 6473 5281 4089 12433 11241 10049 8857 7665 6473 5281 4089 2897 3100 1192 1192 1192 1192 1192 1192 1192 1192 200 200 200 200 200 200 200 200 200 6.3 9.5 16.5 14.8 18.5 14.3 19.0 11.5 26.0 1260 1900 3300 2950 3700 2850 3800 2300 5200 393 297 742 1259 1008 3342 887 541 2009¡ 690 867 916 801 947 1,188 818 612 738 5443 4256 6150 6202 6847 8572 6697 4645 9139 5443 9699 15849 22051 28898 37470 44167 48812 57951 10064 22700 36054 47734 61547 78863 90783 99712 110473 $ 0.54 $ 0.43 $ 0.44 $ 0.46 $ 0.47 $ 0.48 $ 0.49 $ 0.49 $ 0.52 B Denotes Optimum Economic Replacement. Denotes Modified Optimum Economic Replacement. Value at Beginning of Year: Estimated Value at Year End: Actual Dollar Depreciation for Year: Downtime Costs/Mile: Mile DownlYear: Downtime Costs per Year: Cost of Maintenance and Repairs per Year: (including labor, parts, etc.) Fuel Costs per Year: Total Variable Costs: Miles: Total Lifetime Variable Costs: Cumulative Cost per Mile: (Divide Total Lifetime Variable Costs by Mileage) ~ $0.50 :E Æ $0.40 ûj <3 $0,30 GI > ~ $0,20 ::s E Ù $0,10 Modified Optimum Economic Replacement Point Calculation Purchase price of new vehicle: LESS: Estimated Value of New Vehicle at Optimum Economic Replacement Point: Estimated depreciation of new vehicle: Less: estimated value of present vehicle: Net depreciation cost of new vehicle: Estimated total miles on replacement vehicle at Replacement: Estimated increase in new vehicle cost per mile Cumulative cost per mile of present vehicle at Optimum Replacement: Add: estimated increase in new vehicle cost/mile: Cumulative cost per mile at Modified Optimum Replacement: $- Year $ $ $ $ $ 25,500 5,000 20,500 2,900 17,600 110,000 0.16 0.52 0.16 0,68 $ $ $ $