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HomeMy WebLinkAbout7. MANAGERS REPORT 10/18/05 Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DEPUTY DIRECTOR OF PUBLIC WORKS DATE: OCTOBER 13, 2005 BID RESULTS FOR COMBINED SEWER REPAIRS UTILIZING CURED-IN-PLACE-PIPE PROCESS ($448,809) SUBJ: Background In the current budget, staff has requested funds to begin the first phase of combined sewer system repairs. These repairs were identified during the combined sewer system evaluation study (CSSES) completed last year. In total, almost $15 million worth of repair work has been slated. This work primarily consists of rehabilitating existing combined sewer main pipes utilizing a no-dig, cured-in-place-pipe (CIPP) process. However, some sewer pipe segments have significant structural defects that can only be effectively repaired by excavating and replacing the pipe (spot relays). To facilitate this work, staff has prepared two (2) separate bid packages. One package was designed to secure interest in rehabilitating sewer mains using CIPP. The other was drafted to procure the services of sewer excavation contractor capable of replacing structurally failed pipe. Both of these bid packages are oriented towards repairing the worst pipe defects (Category 5) identified in the CSSES. This memorandum will present the results of bids for CIPP work. Bid results for spot relays will be presented via a separate document. The scope of work planned for the proposed CIPP award is depicted in Attachment A. This proposed project features approximately 11,790 linear feet of lining work in pipes ranging from 8" to 24" diameters. Bid Results Prior to letting, six (6) invitational bids were distributed to area contractors experienced at sewer pipe rehabilitation utilizing the CIPP process. In addition, public notice was posted in a local newspaper as required. Sealed bids were received until 10:00 AM on Monday, September 26, 2005 at which time they were opened and read aloud. Three (3) bids were received. The results are as follows: Bidder Bid Insituform Technologies, Lemont, IL $408,009.00 Michel's Pipe Services, Brownsville, WI $489,458.00 Visu-Sewer Clean & Seal, Pewaukee, WI $508,549.75 Discussion Staff has evaluated all bids and determined that all bids received are responsive. All bidders submitted required bid securities and appropriate references. The apparent low bidder for the proposed CIPP work is Insituform Technologies USA of Lemont, Illinois. Insituform successfully completed CIPP installations for the Village in 2003, 2004, and 2005. Furthermore, they have successfully installed over 50,000 linear feet of CIPP in Village sewers over the course of the last 20 years. Staff also recommends the inclusion of 10% contingency in the award for this proposed contract due to the fact that bid quantities are estimates and actual field measurements may vary slightly. In this instance, a 10% contingency would add $40,800 to the award. The total recommended award would be $448,809 ($408,009 base award plus a 10% contingency of $40,800). Recommendation I recommend awarding a contract for the 2005 combined sewer repairs utilizing the CIPP process project to Insituform Technologies USA of Lemont, Illinois in an amount not to exceed $448,809. Sufficient funds for this proposed contract exist in the current budget. Sean P. Dorsey I concur. Glen R. Andler Director of Public Works Enc (1) Cc: Director of Public Works Glen R. Andler Water/Sewer Superintendent Matt Overeem File SPDJspd C:IDocuments and SellingslsdorseylMy DocumentslBIDSICIPP AWARD 2005.doc Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DEPUTY DIRECTOR OF PUBLIC WORKS DATE: OCTOBER 13, 2005 BID RESULTS FOR COMBINED SEWER SPOT RELAYS ($65,310) SUBJ: Background In the current budget, staff has requested funds to begin the first phase of combined sewer l system repairs. These repairs were identified during the combined sewer system evaluation study (CSSES) completed last year. In total, almost $15 million worth of repair work has been slated. This work primarily consists of rehabilitating existing combined sewer main pipes utilizing a no- dig, cured-in-place-pipe (CIPP) process. However, some sewer pipe segments have significant structural defects that can only be effectively repaired by excavating and replacing the pipe (spot relays). To facilitate this work, staff has prepared two (2) separate bid packages. One package was designed to secure interest in rehabilitating sewer mains using CIPP. The other was drafted to procure the services of sewer excavation contractor capable of replacing structurally failed pipe. Both of these bid packages are oriented towards repairing the worst pipe defects (Category 5) identified in the CSSES. This memorandum will present the results of bids for spot relay work. Bid results for CIPP rehabilitation will be presented via a separate document. This proposed project features approximately 109 linear feet of 21" diameter pipe replacement at various locations. It also includes one (1) manhole replacement. The average working depth is estimated to be approximately 16 feet. Bid Results Prior to letting, 15 invitational bids were distributed to area contractors experienced at sewer pipe construction. In addition, public notice was posted in a local newspaper as required. Sealed bids were received until 10:00 AM on Wednesday, October 12, 2005 at which time they were opened and read aloud. Five (5) bids were received. The results are as follows: Bidder Bid $30,310 $47,360 $58,500 $65,654 $94,900 Page 2 of 2 Bid Results for Combined Sewer Spot Relays ($65,310) October 13, 2005 Discussion Staff has determined that all bids received are responsive. All bidders submitted required bid securities. The apparent low bidder for the proposed spot relay work is A-Lamp Construction of Schaumburg, Illinois. A-Lamp has successfully completed a number of construction projects for the Village over the course of the last 15 years. Specifically, they have worked extensively as concrete and sewer sub-contractor on many of our street reconstruction and resurfacing programs. In addition, they have also worked as a prime contractor on several of our sidewalk improvement projects. All of their work on these projects has been acceptable. Consequently, it is the opinion of staff that A- Lamp has the personnel, equipment, and expertise to successfully execute this proposed project. Staff also recommends that the award of this proposed contract include a $35,000 contingency..' Our reasons are as follows: . There may be need to significantly expand the scope of work due to the possibility that some of the pipe segments slated for CIPP rehab may not be "Iineable". It has been our experience that, occasionally, some pipe segments degrade faster than anticipated or appear to be in worse condition after thorough cleaning and close examination by the CIPP lining contractor. In these cases, it becomes necessary to excavate and replace the pipe segment. A single additional spot relay could cost $10,000 - $15,000. . Staff also recognizes that the bid prices submitted by A-Lamp are well below what is currently demanded in the marketplace. Since the bid documents contain provisions for expanding the scope of work at the unit prices provided, we believe it is fiscally prudent to award additional work to A-Lamp. Such work would be limited to spot relay work identified in the CSSES but not specifically identified in the current bid package. Recommendation I recommend awarding a contract for the 2005 combined sewer spot relay project to A-Lamp Construction of Schaumburg, Illinois in an amount not to exceed $65,310. Sufficient funds for this proposed contract exist in the current budget. ~ Sean P. Dorsey I concur. A$~ Glen R. Andler Director of Public Works Ene (1) Cc: Director of Public Works Glen R. Andler WaterlSewer Superintendent Matt Overeem File SPD/spd C:IDocumenls and SettingslsdorseylMy DocumentslBIDSISPOT RELAY AWARD 2005.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: h'b ~t . ~~ · ~lj IC/'EJeir" ~ .1 f FROM: VILLAGE MANAGER MICHAEL E. JANONIS DEPUTY DIRECTOR OF PUBLIC WORKS DATE: SUBJ: OCTOBER 13, 2005 RFP RESULTS FOR WATER DISTRIBUTION SYSTEM ELECTRICAL IMPROVEMENTS ($107,644.39) Background In the current budget, staff has requested funding to effect certain electrical improvements in water distribution facilities. Most of these improvements are planned for Booster Station NO.5. Two minor improvements are slated for Booster Stations 16 and 17 (one improvement at each site). Booster Station 5 is a key com ponent of the water distribution system. It features a 2 million gallon storage capacity; four (4) high service booster pumps capable of moving water at a rate of 10,000 gpm; and a deep-set emergency stand-by well capable of producing water at a rate of over 1,200 gpm. The primary improvements at Booster Station No. 5 include replacement of the overhead electrical service and overhead transformer array with a pad-mounted transformer and underground service feed with transient voltage surge protection (TVSS). In addition, staff proposes to replace an existing 75 hp constant speed pump with a variable speed 100 hp pump. Figure 1- Electric Service at BS No.5 The electrical service supporting this facility was originally installed when the station was constructed in the early 1950s. It is a low-hanging, 800 amp, 3-phase, overhead service. Figure 1 depicts this existing facility. This equipment has reached the end of its useful life. It also creates a potential safety hazard due to ease of access. Most importantly, it is prone to periodic but consistent failures because of its age. Staff proposes to replace this service with underground facilities that feature conduit runs, elemental wiring, and concrete work necessary to host a large, pad-mounted 1,000 KW generator capable of powering the entire facility. The generator, transfer switch, and supplemental wiring is not included in this project but is slated for procurement in the near future. Page 2 of 3 RFP Results for Water Distribution System Electrical Improvements October 13, 2005 Pump No.1 at Booster Station No. 5 is depicted in Figure 2. This pump was originally installed in the 1960s. It was rebuilt once in the 1980s. It was not included in the multi-year high service pump replacement program that began in the 1980s and concluded in the 1990s. Due to its age, pumpage has declined and the unit has begun to periodically, but consistently, fail. Staff proposes to replace this pump with a slightly larger unit featuring a variable speed drive. Variable speed drives have been installed elsewhere in the water system and have proven to be advantageous. These drives utilize electrical energy more efficiently and allow pumps to vary output to react to pressure changes in the distribution system. reduce the incidence of water main breaks. Figure 2 - Pump No.1 at as No.5 This ability improves overall water pressure and seems to The improvements planned at Booster Stations Nos. 16 and 17 are limited to the installation of transient voltage suppression systems (TVSS). These units are installed on the electric services supplying the facilities. Their purpose is to protect the motor control centers, pumps, and other electrical equipment from dramatic changes in Commonwealth Edison line voltage. In recent years, there has been an increase in the number of incidents where supply line voltage appears to have varied beyond expected or customary ranges. A similar device is included in the new electrical service project proposed for Booster Station No.5. Bid Results Five (5) local electrical firms were solicited and three (3) firms responded with professional service proposals for this project. All firms had extensive experience with similar projects and were all capable of providing the labor and materials to perform the project as specified. The results are as follows: $ 97,421 Ridgewood Engineering, Schaumburg, IL $175,550 Mayer Electrical Contracting, Bartlett, IL $186,440 Industrial Electrical Engineers, Elgin, IL Page 3 of 3 RFP Results for Water Distribution System Electrical Improvements October 13, 2005 Discussion Staff has reviewed the project scope and timeline with the apparent low bidder, Ridgewood Engineering of Schaumburg, Illinois and did not find any item lacking. The firm understood the scope, project timeline and project requirements. Ridgewood Engineering has performed satisfactory work for the Village in the past including the water control system replacement project in 2003, and two (2) motor control system replacement projects. They have also performed a variety of smaller electrical improvements and emergency electrical repairs for the Village. Staff finds the firm to be responsible and able to perform the work. In conjunction with this project, Commonwealth Edison requires $10,223.39 as payment to cover their costs. Commonwealth Edison will incur costs for the removal of the existing overhead service lines and poles, installation of a new underground service line from their overhead lines to the new transformer, and for the exchange of the overhead transformers for one pad-mounted transformer. Recommendation I recommend awarding a contract for the above referenced electrical improvements to the Village-owned water distribution system to Ridgewood Engineering of Schaumburg, IL for an amount not to exceed $97,421. I also recommend that that staff be authorized to enter into an Electric Facilities Services Agreement with Commonwealth Edison at a cost not to exceed $10,223.39. The total cost for this proposed project will not exceed $107,644.39. Sufficient funds for this work exist in the current budget. Sincerely, j ..::;:::' 21!A Sean P. Dorsey ~ . Glen R. Andler Director of Public Works Cc: Director of Public Works Glen RAndier Water/Sewer Superintendent Malt Overeem File SPD/spd C:IDocumenls and Seltingslsdorsey\My DocumenlslWATERIPROJECTSIBOOSTER ST ATION 5 ELECTRIC SERVICE 20051station 5 rfp board memo.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: DEPUTY DIRECTOR OF PUBLIC WORKS TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: OCTOBER 13, 2005 ACCEPT PROPOSAL TO PURCHASE GEOADMINISTRATOR OAT CONVERSION TOOL ($24,000) SUBJ: Background In recent years, the public works department has made a significant effort to develop effective computerized management information systems. This effort has been a consequence of both an altruistic intent to improve the management of Village assets as well as regulatory mandates, such as GASB 34 (Government Accounting Standards Board Statement 34), NPDES (National Pollutant Discharge Elimination System) Phase II. and CMOM (Capacity, Management, Operations, Maintenance) which require the adoption of specific professional asset management practices. These practices include asset inventorying, performance measurement, and standardized reporting. For example, GASB 34 requires governments to maintain an accurate and comprehensive inventory of assets. These assets must be properly valued and governments must demonstrate viable maintenance and replacement plans. The intent of GASB 34 is to prevent a circumstance where a government looks viable in financial reports but is actually facing a crushing burden because of deferred asset maintenance. The goals of other mandates may differ, but the effect is the same. Professional management information systems are becoming the expected norm in government. The public works department management information system features two (2) primary software platforms: the Hansen infrastructure management system (Hansen) and the ESRI geographic information system (GIS). Hansen is used to manage asset attributes, record work orders. perform condition assessment, and manage resident service requests. GIS is utilized as an intuitive tool to manage the geospatial attributes of an asset (where it is), analyze data (thematic mapping, scenario iterations, etc.) and display the geographic relationships of assets (replace the water main the year before the street is resurfaced). These two (2) systems can "share" information to the extent that the GIS can access and display data residing in Hansen and Hansen can display GIS maps. We have been using Hansen since 1995 and GIS since 1999. Currently, we maintain an inventory of over 75,000 assets including (but not limited to) streets, parcels, water mains, sewer mains, streetlights, parkway trees, booster stations, Page 2 of 3 Accept Proposal to Purchase GeoAdministrator Data Conversion Tool October 13, 2005 water meters, backflow preventers, hydrants, manholes, valves, pavement markings, street signage, street furniture, and sidewalks. Associated with each of these assets, are a wide range of attribute data sets detailing assets features (size, length, model, manufacturer, owner, etc.), work order histories, service request histories, and condition assessments. The availability of this information in Hansen and GIS has become a cornerstone of our ability to effectively respond to residents and manage assets. Problem Statement Unfortunately, as the size and complexity of our datasets have grown, our ability to add large quantities of new data or perform incremental updates to both Hansen and GIS has become problematic. For example, a new water main must be entered separately into Hansen and GIS. The inefficiencies of this process are compounded when larger volumes of data are involved. The consequences are increased data error and lost time due to the need to handle the same information twice. Proposal Staff has asked Hansen Information Systems of Rancho Cordova, California to propose a solution to this problem. Staff believes that Hansen is uniquely positioned to suggest a fix because they not only develop the Hansen software; they are also an authorized business partner of ESRI with privileged access to proprietary GIS code. Hansen has suggested a data conversion tool called GeoAdministrator. GeoAdministrator is server- side software that will enable bilateral updates, both large quantity and incremental, of both Hansen and GIS. This tool will enable a new water main drawn in GIS to automatically be added to Hansen. It will also enable a worker who installed a new valve to enter the information into Hansen and automatically cause a new valve to be drawn in GIS. In essence, Hansen and GIS would appear seamless to public works department end-users. The estimated cost of this solution is $24,000. Discussion Presently, public works department has a large volume of data that must be converted and entered into both Hansen and GIS. This data includes survey and attribute data pertaining to the storm sewer system, street signs, pavement markings, tree inventories, sidewalks, and traffic signals. Staff anticipates that it could cost between $30,000 and $40,000 for a one-time conversion of this data. Procurement of GeoAdministrator would not only provide a cheaper alternative to convert and populate this data; it would also avoid all future conversion costs for similar data. It is relevant to note that the need for data conversion and/or mass population of our datasets will likely be perpetual. Each year, some assets will change, some will be added, and some will be removed. In addition, attribute information can also change significantly. For example, each year we process an annual update from Cook County that includes PINs, ownership information, and assessment data for over 15,000 parcels. In the near future, this update will be supplemented with more current information collected through the master address application recently developed by the information technology division. In addition, performing data population in-house with GeoAdministrator will provide synchronization between the GIS and Hansen. The current process involves multiple Page 3 of 3 Accept Proposal to Purchase GeoAdministrator Data Conversion Tool October 13, 2005 individuals performing updates in the separate databases which increases the likelihood for error. Equally as important, GeoAdministrator will enable the synchronization of Hansen and GIS. Both databases will be updated from one location, at the same time, thus increasing efficiency by eliminating double data entry and duplicated quality control reviews. Recommendation I recommend accepting the proposal from Hansen Information Technologies of Rancho Cordova, California to provide the GeoAdministrator data conversion tool at a cost not to exceed $24,000. Sufficient funds for this proposed expenditure exist in the current budget. Sean P. Dorsey Glen R. Andler Director of Public Works Cc: Director of Public Works Glen R. Andler Information Technology Director Joan Middleton GIS Analyst Greg Nichols Administrative Superintendent Jason leib SPD/spd C:\Documents and Settings\sdorsey\My DocumenlslCOMPUTERSIHANSENIPROCUREMENTSIGEOADMINISTRATOR RECOMMEND MEMO.doc ---~._-~---~--~--~~-~---_..__._-----_._._------,..._-------