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Home My WebLink About6. MANAGERS REPORT 2/21/06 Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM SUBJECT: 2006 RETENTION BASIN DREDGING PROJECT KENSINGTON BUSINESS PARK - BASIN #3 CONSTRUCTION RECOMMENDATION - $217,000.00 ENGINEERING INSPECTION RECOMMENDATION - $10,929.00 TO: VILLAGE MANAGER MICHAEL JANONIS FROM: PROJECT ENGINEER DATE: FEBRUARY 15, 2006 Background Per the agreement made with the Kensington Business Park in the 1980's, the Village of Mount Prospect is responsible for maintaining the 11 retention basins in the park. This includes any dredging work so that the water depth of the basins conform to the design requirements. In addition, the Village is to maintain and repair the inflow and outflow structures in each of the basins. Staff has identified Basin #3 to be included in this year's dredging project. The project will involve pumping the water out of the basin, hauling off the silt that has built up over the years and reshaping the bottom of the basin to conform to the original design. In addition, the shoreline will be stabilized with stone and the inflow and outflow structures will be repaired as necessary. Funding for this project has been allocated in the Pond Improvements Account using Flood Control funds. The work is expected to begin mid March and be completed by mid May. Bids Results At 10:00 a.m. on January 30th, sealed bids were publicly opened and read aloud for the 2006 Retention Basin Dredging Project. A Notice to Bidders was published in the local newspaper and several local contractors were sent invitations to bid on the project. Four contractors submitted bids. A low bid of $154,946.50 was received from Alamo Excavation, Inc. and a high bid of $223,947.00 from Martam Construction, Inc. The engineer's estimate for the project was $189,830.00. All bidders submitted a bid deposit in the amount of 5% of their total bids as required by the contract documents. All bids were checked for their accuracy and there were no errors. All bidders correctly signed their bids and bid bonds. However, only two of the four contractors submitted a Certificate of Eligibility as required by the contract documents. Below is a summary of the bids. Bidders Alamo Excavation, Inc. * Earth Werks, Inc. GTD, Inc. * Martam Construction, Inc. Engineer's Estimate *<1,<1 nnt ~lIhmit C'p.rtifir.lltP. nf F.liaihiHtv Total Bid $154,946.50 $188,540.00 $191,935.00 $223,947.00 $189,830.00 page 2 of2 2006 Retention Basin Dredging Project February 15, 2006 Discussion The low bidder, Alamo Excavation, did not submit a Certificate of Eligibility as required by the contract documents. This certificate indicates that a contractor is prequalified with the State of lllinois to competently complete the project at hand. A contractor with this certificate has adequately performed a number of projects to the satisfaction of the State and is recognized as a capable company. Requiring a Certificate of Eligibility assures the Village we are recruiting qualified contractors and gives us confidence they can manage and complete the project to our satisfaction. With such a project that can present different challenges, recommending contractors not prequailified can possibly lead to crews who do not have adequate equipment or experience leading to time delays and poor workmanship. Alamo Excavation was aware of the requirement for a Certificate of Eligibility but does not have one. Staff, therefore, informed them we could not recommend them for the project. The next low bidder, Earth Werks, did submit a Certificate of Eligibility. They have performed extensive drainage and dirt moving projects including pond restoration. The Villages of Arlington Heights, Wheeling and Addison all indicated Earth Werks has done quality work in their communities in recent years. Since they meet the requirements of the contract documents and their references show their workmanship to be good, Staff recommends Earth Werks be awarded the construction contract. It needs to be noted that the amoUnt of silt to be removed is an estimated quantity based on field tests. The actual amount removed could be more than the estimated quantity. Therefore, it is recommended that the contract include a 15% contingency to account for this possible quantity increase. A construction contract of $217,000.00 is still within the limits budgeted for the project ($250,000.00). Engineering Inspection Services Ciorba Group, Inc. of Chicago, lllinois was requested by the Village to submit a proposal to provide inspection services throughout this project. They are the designer of the project as well as the previous retention basin dredging project. They have also been the Village's consultant on various street lighting and bridge rehabilitation projects. Ciorba Group's quote to provide inspection services for this project is $10,929.00. Based on the scope of the project, it is Staffs opinion that the quote is acceptable. Recommendation It is Staff's recommendation that Earth Werks, Inc. be awarded the construction contract for the 2006 Retention Basin Dredging Project in the amount not to exceed $217,000.00. It is also Staffs recommendation that Ciorba Group, Inc. be awarded a contract for construction inspection services in the amount not to exceed $10,929.00. Funding for this project is available in the 2006 Budget. Please include this item on the February 21 st Village Board Meeting Agenda. Attachments: Project Area Map cc: Village Clerk Lisa Angell h:\eneineerine\DToiects\Donds\k-bc basin#3\rec memo.doc I-< U IJ-l 5"''' ~'1/::; ~Z ~tn z--< -f:Q ~\ Q~ ~--< Q~ zCfJ _CfJ CfJ~ --<- f:QCfJ z::> Of:Q ~~ IJ-ll-< I-<~ IJ-lZ ~- -oCfJ oZ olJ-l N~ "-:1+:.;~'~:.:~]:;.~:~~;:;~i.?:c~~:"(~ (g:J INTEROFFICE MEMORANDUM Mount Prospect Public Works Department TO: VILLAGE MANAGER MICHAEL E. JANONIS l>b 1-1~ ~~ 0(.. FROM: FORESTRY/GROUNDS SUPERINTENDENT DATE: FEBRUARY 15,2006 SUBJECT: BID RESULTS - SHADE TREE FURNISHING AND PLANTING - $182,790.00 BACKGROUND Bids were recently opened for the provision and installation of parkway trees. Funds were appropriated for plantings including Cost Share trees, risk replacement trees, new construction plantings, CornEd replacements, accident replacements, reforestation and beautification plantings. As in the past, bid prices were sought for 1-1/2",2",2-1/2" and larger trees. We also asked bidders to quote prices for "enhanced planting sites" -larger pits with amended backfill- which we may order on a small number of trees being planted in very poor soil. Bid prices are good through December, 2006. BID RESULTS Sealed bids for this contract were opened on February 6, 2006. Ten invitational bids were mailed and a notice to bidders was published in a local newspaper. Six bids were received and two "No bid" letters. Bid results are shown on the attachment. It should be noted that no one bidder submitted the low price on all sizes/species requested. DISCUSSION At this time, we do not know the exact quantity, sizes and species we will need to order during the coming year. However, from the bid results it appears that there will be enough trees available to supply our planting programs. BID RECOMMENDATION There is a total of$182,790.00 in various tree planting accounts in the 2006 budget, as follows: Tree Replacement-Cost Recovery Account (page 224, account #0015203-540720) $65,930.00; Tree Replacement- Public Account (page 225, #0015204-540714) $10,960.00; Reforestation Account (page 224, account #0015203-540710) $36,900.00; and Tree Replacement -Village Account (page 224, account #0015203- 540715) $69,000.00. I recommend splitting the contract award among Arthur Weiler Inc., KGI Landscaping Company, St. Aubin Nursery, Mike Greco Landscaping, Alaniz Landscaping Group and San Fillippo Landscaping. Total expenditures for all purchases will not exceed $182,790.00 and each tree will be ordered from the lowest bidder for that particular size and species. .. // ~~ ~x-~ I concur: d GL N R. ANDLER Director of Public Works X:FORESTRY/WORD12006IMEMO-PLANT RECOMMEND.DOC Bid Results - Shade Tree Furnishing and Planting Bid Opening February 6, 2006 Species Available ~ Bid Price I Quantity Arthur Weiler Hedge Maple Available Bid Pr~ Quantity St. Aubin * Available Bid pric!.J Quantity Alaniz. 2.5" $275.00 50 $320.00 $300.00 I 15 $200.00 500 $250.00 500 $216.00 50 20 $350.00 500 $300.00 25 20 $330.00 10 (A) Autumn Blaze or Marmo Freeman Maple 1.5" 2" Paperbark Maple 2.5" 1.5" 2" Miyabe Maple 2.5" 1.5".~ $235.00 $255.00 2" $250.00 2.5" $350.00 25 25 Purpleblow Maple 1.5" Greencolumn Black Maple .f:: 2.5" 1.5" $186.00 $240.00 $225.00 100 70 $275.00 50 100 $200.00 100 235.00 300 $250.00 50 $255.00 500 $350.00 25 20 2" $235.00 I 400 400 400 400 300 500 Crimson King Norway Maple 2.5" 1.5" 2" 2.5" Emerald Queen or Emerald Luster Norway Maple 1--12: L 2.5" 2" $255.00 50 Columnar Norway Maple 1.5" $228.00 $295.00 100 25 Cleveland Norway Maple 2.5" 1.5" $156.00 30 $216.00 100 $272.00 40 20 400 400 2" 2.5" $315.00 Globe Norway Maple 1.5" 2" 2.5" Green Mountain Sugar Maple 1.5" $200.00 2" $250.00 15 $240.00 $295.00 $330.00 50 50 $255.00 Legacy Sugar Maple (tree form) 2.5" 1.5" .f:: 2.5" $295.00 6 H:FORESTRY/EXCEU2006/PLANT/BID-RESUL T -SHEET.XLS * Requires minimum 50 tree order per season 25 40 25 400 400 400 400 400 Bid Results - Shade Tree Furnishing and Planting Species Bid Opening February 6, 2006 Available ~ Bid Price I Quantity Arthur Weiler Black Alder Available Bid pr~ Quantity St. Aubin * Available Bid Price I Quantity Alaniz $200.00 $260.00 10 10 Forest Prince Serviceberry or A. Brillance (tree form) $295.00 I 10 American Hornbeam Chicagoland or Windy City Hackberry 2.5" 1.5" $200.00 2" $250.00 2.5" 1.5" .L. 2.5" 1.5" 2" $305.00 30 $336.00 2 I ---------r I I . 50 50 I $240.00 I 210 CCl I $240.00 I 25 CCl I $285.00 I 30 _lJJAiI!...T. .,. $230.00 I 400 400 Katsura Tree $325.00 I 20 Turkish Filbert 20 20 20 $289.00 15 American Yellowwood (tree form) $212.00 10 CD Thornless Cockspur Hawthorn Riversii Purple Beech 100 100 10 15 5 $240.00 15 $274.00 150 $255.00 50 $235.00 100 .!255.00 300 - $200.00 200 $210.00 300 .!210.00 360 - $299.00 $265.00 $305.00 $375.00 Autumn Purple, K1einburg, Skyline or Windy City White Ash I 2" $160.00 150 $240.00 100 $320.00 100 $160.00 50 $210.00 75 15 $290.00 20 15 Marshall Seedless, Summit, Sherwood Glen or Patmore Green Ash I 2" Leprechaun Ash Cimmaron Ash H:FORESTRY/EXCELI2006IPLANT/BID-RESUL T -SHEET.XLS $290.00 I 15 $300.00 I 30 * Requires minimum 50 tree order per season 130 150 $19900 100 2 Bid Results - Shade Tree Furnishing and Planting Bid Opening February 6, 2006 Species 1.5" 2" Blue Ash 2.5" Available Bid Price I Quantity St. Aubin * Available Bid Price I Quantity Alaniz Autumn Gold Ginkgo 1.5" $250.00 2" $300.00 20 20 50 $209.00 $255.00 I 20 1= 5 $295.00 $385.00 $260.00 $260.00 290.00 $350.00 $320.00 $179.00 100 284.00 200 $219.00 75 $315.00 40 $259.00 30 Princeton Sentry Ginkgo -- I 2" $300.00 20 2.5" $400.00 5 Skyline or Shademaster Honeylocust I 1.5" $250.00 100 2" $300.00 50 2.5" Kentucky Coffee Tree I 1.5" $200.00 I 100 2" $250.00 1 50 2.5" JC McDaniels Kentucky Coffetree ~ L 2.5" Tuliptree ~ L 2.5" Sentinel Crabapple (tree form) ~ L 2.5" White Angel, Donald Wyman, or Ormiston Roy 1.5" Crabapple 2" 2.5" Jackii Crabapple 1.5" L 2.5" Adams Crabapple (tree form) ~' 2" 2.5" Prairifire Crabapple 1.5" $150.00 200 2" $200.00 100 2.5" Purple Prince Crabapple I 1.5" $175.00 50 I 2" $210.00 50 2.5" $260.00 25 $245.00 I 175 $320 00 50 $16000 25 $320.00 I 10 $19000 400 $220 00 400 $284.00 13 $340.00 10 $120.00 70 $162.00 100 $200.00 75 $215.00 $240.00 $260.00 $270.00 10 10 19 27 $13500 50 50 20 $13200 70 $16000 10 215.00 23 $149.00 $240.00 145 $185.00 $250.00 50 $180.00 $211.00 25 $220.00 I 10 H:FORESTRY/EXCEU2006/PLANT/BID-RESUL T -SHEET.XLS * Requires minimum 50 tree order per season 3 Bid Results - Shade Tree Furnishing and Planting Bid Opening February 6, 2006 Species DBH Red Jewel Crabapple 1.5" 2" 2.5" Adirondack Crabapple ~ L 2.5" Harvest Gold Crabapple ~ L 2.5" Sugar Tyme Crabapple ~ L 2.5" Dawn Redwood ~ L 2.5" Bid Price Available Bid Price I Quantity St. Aubin * $149.00 50 $194.00 25 Available Bid Price I Quantity Alaniz $165.00 400 $185.00 400 $210.00 400 . .. . $120.00 100 $160.00 100 $200.00 100 $215.00 $240.00 $250.00 25 70 70 $135.00 100 $21500 15 $24500 17 $14500 400 $18500 400 $220 00 400 1;16000 $215.00 15 $240.00 6 $225.00 30 $21500 400 Blackgum $245.00 ] $280.00 I "00 "00 Ironwood (Hophornbeam) 1.5" L 2.5" 1.2" ~ 2.5" 1.5" L 2.5" 1.5" $175.00 50 2" $225.00 20 2.5" $325.00 10 1.2" L 2.5" 1.5" $175.00 100 2" $225.00 50 2.5" 1.&" L 2.5" $179.00 25 r:W:falll, .1111 I $270.00 $315.00 400 400 Macho Amur Corktree Bloodgood London Planetree $299,00 10 $33000 10 $275.00 200 (J 100 $210.00 255.00 $290.00 30 30 30 Bradford or Autumn Blaze Callery Pear Redspire Callery Pear $205 00 100 $255 00 40 400 400 400 Chanticleer or Cleveland Select Callery Pear $210.00 ~ 50 30 Sawtooth Oak H:FORESTRY/EXCEU2006/PLANT/BID-RESUL T -SHEETXLS * Requires minimum 50 tree order per season 4 Bid Results - Shade Tree Furnishing and Planting Bid Opening February 6, 2006 ' Species 1.5" 2" Available Bid Pr~l Quantity St. Aubin" $224.~0 Available Bid Price I Quantity Alaniz 2" $200.00 50 $275.00 20 $375.00 20 $200.00 50 $250.00 25 $230.00 50 $330.00 25 $370.00 50 $200.00 25 $180.00 100 $275.00 25 $240.00 50 $375.00 25 $275.00 $295.00 $345.00 $174.00 100 White Oak Northern Red Oak 2.5" 1.5" Shingle Oak 2.5" 1.5" 2" Bur Oak 2.5" 1.5" 2" Chinkapin Oak English Oak ~ L 2.5" Heritage Oak ~ Z-J I I I 1-1340.00 I 10 2.5" Regal Prince Oak ~ Z-J I I I U360.00 I 10 2.5" Schuetti Oak ~ ~ I I I I $360.00 l=i - -T2.5" $395.00 20 Chicago Blues' Black Locust 1.5" L Ivory Silk Tree Lilac (tree form) $230.00 10 $260.00 20 $294.00 I 13 $325.00 20 I I . China Snow Tree Lilac (tree form) $225 00 400 ~ $165.00 $225.00 $265.00 400 400 400 Bald Cypress $14900 100 $19900 20 $175.00 $205.00 400 400 H:FORESTRY/EXCEU2006/PLANT/BID.RESUL T-SHEET.XLS " Requires minimum 50 tree order per season 5 Bid Results - Shade Tree Furnishing and Planting Bid Opening February 6, 2006 Species Available DBH I Bid P~ Quantity Arthur Weiler 1.5" $210.00 50 2" $275.00 25 2.5" $375.00 25 20 10 Greenspire or Glenleven Littleleaf Linden Available Bid Price I Quantity San FiIi 0 $240.00 15 $289.00 440 $310.00 24 (J $220.00 $270.00 Summer Sprite Linden 1.5" Available Bid Pr~ Quantity St. Aubin * Available Bid Price I Quantity Alaniz $209 00 100 $259 00 50 $230.00 400 $260.00 400 2" 2.5" Redmond Linden 1.5" $200.00 2" $275.00 2.5" $375.00 1.5" $200.00 50 25 20 50 sterling Silver Linden 2.5" I $375.00 20 20 $320.00 Douglas American Linden 1.5" 2" 2.5" 100 I I I $275.00 I I $240.00 10 $274.00 240.00 - 1274.00 I 35 (J - $240.00 $275.00 $310.00 $240.00 $275.00 340.00 Accolade American Elm Triumph American Elm Homestead Elm Frontier Elm $225 00 400 Commendation Elm Danada Charm Elm Lacebark Elm 1.5" 2" 2.5" Misc. and Larger Trees H:FORESTRY/EXCEU2006/PLANT/BID.RESUL T.SHEETXLS * Requires minimum 50 tree order per season 6 Bid Results - Shade Tree Furnishing and Planting Bid Opening February 6, 2006 Species Available ~ Bid Price I Quantity Arthur Weiler Emerald Queen Norway Maple 3" I $400.00 10 Available Bid Pr~ Quantity St. Aubin * Available Bid pric!.J Quantity Alaniz Crimson King Norway Maple 3" 4" 5" 4" $475.00 $575.00 10 10 5" Columnar Norway Maple 3" 4" 5" Sugar Maple 3" 4" 5" ~300.00 4" 50 Autumn Purple, Kleinburg, Skyline or Windy City White Ash $470.00 $525.00 $365.00 38 5" Marshall Seedless, Summit, Sherwood Glen or Patmore Green Ash 3" $300.00 $400.00 100 15 $275.00 $395.00 4" 15 15 35 20 5" Blue Ash 3" 4" Skyline or Shademaster Honeylocust .2: 3" $425.00 15fG 4" 5" Adams Crabapple 3" $26300 12 4" 5" Prairifire Crabapple 3" 4" 5" Purple Prince Crabapple 3" 4" 5" Red Jewel Crabapple 3" 4" 5" White Angel, Donald Wyman or Ormiston Roy crab~ 4" $34000 15 $450 00 4 5" H:FORESTRY/EXCEU2006/PLANT/BID-RESUL T -SHEETXLS * Requires minimum 50 tree order per season Bid Results - Shade Tree Furnishing and Planting Bid Opening February 6, 2006 Greenspire Littleleaf Linden 3" I $500.00 75 . . $32500 15 $400 00 3 Available Bid Pric~ Quantity Alaniz Species Available DBH IBid P~ Quantity Arthur Weiler 3" I $350.00 I 40 Bradford or Autumn Blaze Callery Pear 4" $419.00 30 (I) 5" Redspire or Chanticleer Callery Pear 3" $350.00 4" $500.00 20 10 $440.00 10 $520.00 10 30 5" 4" 5" Silver Linden 3" I $500.00 20 4" 5" Additional Cost Per Tree for Enhanced Planting Sites 1-1/2" tree $50.00 $40.00 $50.00 $15.00 $35.00 NO CHARGE 2" tree $175.00 $60.00 $75.00 $17.00 $45.00 NO CHARGE 2-1/2" tree $100.00 $75.00 $100.00 $19.00 $70.00 NO CHARGE 3" tree $150.00 $100.00 $125.00 $21.00 $95.00 NO CHARGE 4" tree $200.00 $140.00 $195.00 $22.00 $125.00 NO CHARGE 5" tree $250.00 $170.00 $250.00 $25.00 $195.00 NO CHARGE A. #20 Container B. Royal Red and Superform C. Common D. #25 Container E. 2.75" - 3.0" F. Rosehill G. Fall 2006 Only H. Autumn Purple I. Aristocrat J. Not in IIlinoislWisconsin H:FORESTRY/EXCEU2006/PLANT/BID-RESUL T -SHEETXLS * Requires minimum 50 tree order per season 8 .' Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: FORESTRY/GROUNDSSUPERINTENDENT ~b.~rr-,I · '2..12.1 0"" TO: VILLAGE MANAGER MICHAEL E. JANONIS SUBJECT: JANUARY 30, 2006 LANDSCAPE MAINTENANCE CONTRACTUAL TURF MOWING CONTRACTUAL PARKWAY RESTORATION $ 47,000.00 $ 67,335.00 $ 81,000.00 DATE: BACKGROUND Over the last two decades, we have increasingly contracted out our grounds maintenance responsibilities as opposed to using in-house personnel. Contractual turf mowing began in 1994, contractual parkway sod restoration began in 1990 and contractual landscape maintenance of streetscape sites began in 2000. For each type of contract, by accepting the low bid we have at times in the past experienced difficulties with certain contractors, due to poor quality of work and lack of responsiveness. Although this can happen with many types of contracts, I believe it is more common when grounds maintenance work is bid out. This is because labor and equipment costs to start up such a business are relatively low compared to many other businesses. Over the years, two landscape contractors have stood out in terms of quality of work and responsiveness to our requests, in many cases going above and beyond what their contracts specifically required. They are American Landscaping Inc. (ALl) and Lundstrom's Nursery Inc. Over time, both contractors have so impressed us with their performance that we have nominated each company for a "Contractor of the Y ear" Award from the American Public Works Association; both subsequently won the award. ALl has held our parkway restoration contract a total of 10 years. Lundstrom's has held our turf mowing contract a total of 13 years, and our landscape maintenance contract almost since its inception in 2000. (An exception was early in 2001; then Lundstrom's was the second low bidder on the landscape maintenance contract, but we asked them to take over after the low bid contractor failed to perform.) In 2003, both ALl and Lundstrom's completed their final year of our most recent multi-year, publicly bid contracts for mowing, landscape maintenance and parkway restoration. In 2004, instead of sealed bids, we prepared a "Request for Proposal" for each of the three contracts. We then sought quotes from only Lundstrom's and ALl. As a result of this process the Village Board ultimately approved 2004-2005 contracts for Lundstrom's (Mowing and Landscape Maintenance) and ALl (Parkway Restoration). Again, we were highly pleased with the quality of work and responsiveness of both contractors. Therefore, we recently sought price quotes from Lundstrom's and ALl for the same three contracts for 2006 and 2007. RESULTS The following price quotes were received: Lundstrom ALl Turf Mowinl! Total cost, 30 mowings of 107 sites, plus 9 mowings of 3 sites Landscaoe Maintenance Total annual cost to maintain 43 sites Parkway Restoration Reg. and Utility Sodding (est. 9000 sq.yds.) $59,984.40 $71,524.20 $37,243.80 $92,250.00 ($10.25/yd) $52,045.00 $80,550.00 ($8.95/yd) DISCUSSION ALl submitted the lowest overall quote for Parkway Restoration, while Lundstrom submitted the lowest quotes for Mowing and Landscape Maintenance. In comparison to 2004-2005, Lundstrom's Turf Mowing price quote reflects an extremely reasonable 1 % price increase. While the Parkway Restoration price quote reflects a 6.5% increase over 2004-2005, it must be noted that ALl has held their price for this work in check for a number of years, with little or no increases in most years. In fact, the proposed 2006-2007 price is only 8.5% higher than the price we were paying eight years ago in 1999. Combining this history with the fact that many vendors of landscape supplies are adding fuel surcharges to their product prices, we believe ALl's price quote is reasonable. Finally, Lundstrom's price quote for Landscape Maintenance reflects a4.7% price increase over 2004-2005. Again, we believe this is reasonable based on fuel costs, landscape supplies price increases and the additional work required as the landscape plants at many of the sites grow larger. Note that, with all three contracts, we have reserved the right to adjust quantities of work upwards or downwards from our estimates, in order not to exceed available funding. Additionally, with all three contracts, we have included provisions allowing us to extend the contract for a second year. RECOMMENDATION I request that the Village Board waive the formal bidding process and accept the proposals from American Landscaping Inc. and Lundstrom's Nursery Inc. as detailed below. For the Landscape Maintenance Contract, in the 2006 budget there is a total of $47,000.00 available (p. 223 Acct. #0015202-540691). I recommend award of year one ofa Landscape Maintenance Contract to Lundstrom's Nursery Inc., in an amount not to exceed $47,000.00. For the Mowing Contract, in the 2006 budget there is a total of $67,335.00 available (p. 246, Account # 6105503-540685 and p. 223, Account # 0015202-540685). I recommend award of year one of a two year mowing contract to Lundstrom's Nursery Inc., in an amount not to exceed $67,335.00. "' For the Parkway Restoration Contract, in the 2006 budget there is a total of $81 ,000.00 available (p. 248 Account # 6105505-540700, p. 232 Account # 0015401-540581, and p. 252 Account # 6105510-570777). I recommend award of year one of a possible two-year Parkway Restoration Contract to American Landscaping Inc, in an amount not to exceed $81,000.00. For each of the above contracts, if extended to 2007, the contract amounts will not exceed the available funds appropriated for these purposes in the 2007 budget. ~ I concur: A1;~ GLEN R. DLER Director of Public Works H:FORESTRY/GROUNDS/WORD/2006/MEMO-LMC-MOW-P ARKREST.DOC MountProspoc't Mount Prospect Public Works Department ~ INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VEHICLE MAINTENANCE SUPERINTENDENT DATE: FEBRUARY 15, 2006 SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE 2006 CHEVROLET 4 WHEEL DRIVE PICKUP TRUCK ($22,500.00) Background In the current budget, there are funds available to replace unit 2751.2751 is a 1996 Ford pickup truck used by the Public Works Department Street/Buildings 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 to clear snow from public buildings. Replacement Schedule 2751 was purchased in 1996. 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. 2751 has entered its 11th year of service and has logged 64,500 miles. Life Cycle Cost Analysis Life cycle cost analysis has been completed for 2751 and is attached for your review. The optimum economic replacement point for 2751 has been calculated at year 5. The modified economic replacement point for 2751 has been calculated at year 10. Other Factors The existing truck will require the following work: Replace and refinish pickup bed Replace snow plow hitch Total $4,550.00 $1,600.00 $6,150.00 Replacement Recommendation It is my recommendation that a replacement for 2751 be purchased during the 2006 budget year. Bid Recommendation I am recommending the purchase of one 2006 Chevrolet 2500 4-wheel drive, 9200# GVWR, pickup truck per our specifications from the State of Illinois contract (PSD4013451) award winner Green Chevrolet, Inc., Peoria, Illinois. I request that the Village Board authorize the purchase of one new 2006 Chevrolet 2500 4 wheel drive pickup truck at a cost not to exceed $22,500.00. Subject: Accept State of Illinois Bid For One 4-Wheel Drive Pickup Truck Date: February 15, 2006 Page 2 of 2 Funds for this proposed purchase are available in account 6707709-660115, in the amount of $33,200.00, page 293, 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 2006 Northwest Municipal Conference auction. [L l ~ E. GU~th1r------ .-/' Glen R. An er Director of Public Works Jg Attachment c: Deputy Director of Public Works Sean Dorsey File H:\Administration\BIDS\RESUL TS\Pickup4X4 2006.doc Mount Prospect Public Works Department Life Cycle Cost Analysis for 1996 Ford 3/4 Ton 4X4 Pickup Truck. Vehicle # 2751 " Year 1 2 3 4 6 7 8 11 Value at Beginning of Year: 18500 17000 15600 14200 11400 10000 8600 4400 Estimated Value at Year End: 17000 15600 14200 12800 10000 8600 7200 3000 Actual Dollar Depreciation for Year: 1500 1400 1400 1400 1400 1400 1400 1400 Downtime Costs/Hour: 200 200 200 200 200 200 200 200 Hours DownlYear: 6 9.5 9.5 11 12 14.5 13 5.5 Downtime Costs per Year: 1200 1900 1900 2400 2900 2600 1100 Cost of Maintenance and Repairs per Year: 184 290 291 664 354 459 354 (including labor, parts, etc.) Fuel Costs per Year: 639 1204 1239 1208 856 1006 237 Total Variable Costs: 3523 4794 4830 5672 5510 5465 3091 Total Lifetime Variable Costs: 3523 8317 13146 29514 35025 40490 63394 Miles: 3755 10834 18118 40838 45874 51789 64511 Cumulative Cost per Mile: $ 0.94 $ 0.77 $ 0.73 $ 0.73 $ 0.72 $ 0.76 $ 0.78 $ O.go $ 0.98 (Divide Total Lifetime Variable Costs by Mileage) ~">)L:.;,>?,'.i~ M~~:#4MdL.iJD;*01Mi;::: ;;:,i;:<<",:""/4illf,,y,,-,.,~.,,~,>~~ ,~~","'<::,c:c~i:L':}-,+",,:.., /-." 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: 33,000 23,000 1 0,000 3,000 7,000 33,000 0.21 0.71 0.21 0.92