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Home My WebLink About 8.3 Motion to reject all bids received, waive the rules requiring public bidding, and accept the proposal to construct the 2020 Pedestrian Signal Improvements for a cost not to exceed $77,900.5/15/2020 BoardDocs® Pro Agenda Item Details Meeting May 05, 2020 - MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. %Ca teg o ry 9. VILLAGE MANAGER'S REPORT Subject 9.3 Motion to reject all bids received, waive the rules requiring public bidding, and accept the proposal to construct the 2020 Pedestrian Signal Improvements for a cost not to exceed $77,r9OO. Access Public Type Action Preferred Date May 05, 2020 Absolute Date May 05, 2020 Dollar Amount 771900.00 Me eted Ye -5 Budget Source Capital Improvements Fund Recommended Action Reject all bids received, waive the rules requiring public bidding., and accept the proposal submitted by Meade Electric Company to construct the 2020 Pedestrian Signal Improvements for a cost not to exceed $77,900. Public Content "TOM A key component of the Village's Strategic Plan is to create a complete pedestrian infrastructure network that promotes multi -modal transportation options. This project looks to enhance safety and efficiency for pedestrians crossing at traffic -signalized intersections under the jurisdiction of the Illinois Department of Transportation (IDOT) and Cook County Department of Transportation and Highways (CCDOTH). The project scope includes work at four intersections including Main Street (IL Route 83) & Northwest Hwy (US 14), Main Street (IL Route 83) & Prospect Avenue, Northwest Hwy (US 14) & Emerson Street,, and Dempster Street & Linneman Road. The first three (3) referenced intersections are under the jurisdiction of IDOT. All three (3) are part of a single traffic signal system. The system is also interconnected with the Union Pacific Railroad gates at the Main Street (IL Route 83) and Emerson Street crossings. The intersections currently have pedestrian crossing signals. However, a single push button at each corner limits the efficiency of the traffic signal timing by putting a call to multiple crossings. The objective is to install two separate push buttons at each corner such that a call is for a single crossing. Work includes installing pedestrian signal heads,, posts & buttons, reconstructing sidewalk ramps to be ADA -compliant, and refreshing crosswalks. The fourth intersection (Dempster & Linneman) is under the jurisdiction of CCDOTH. It currently has pedestrian crossing signals on the east leg of the intersection. The Village installed sidewalk last year along Dempster Street west of Linneman Road. The objective is to install pedestrian crossing signals on the north leg of the intersection. Work includes installing sidewalk, pedestrian signal heads, posts & buttons, reconstructing sidewalk ramps to be ADA - compliant, and refreshing crosswalks. 0 =Tffm -% "Are". https://go.boarddocs.com/il/vomp/Board.nsf/Public 1/3 5/15/2020 BoardDocs® Pro The first bid opening was held on February 24, 2020. A notice was posted on the DemandStar bidding website and staff directly notified local traffic signal contractors. The Village received no bids. Staff contacted contractors to determine why they did not bid and what changes could be made to encourage bids with a rebid of the project. The project specifications were revised to provide additional time to submit a bid and extended the amount of time to complete the project. A second bid opening was held on March 30., 2020. A notice was posted on the DemandStar bidding website and staff directly notified local traffic signal contractors. The Village received one (1) bid in the amount of $258,800.00. The engineer's cost estimate for the entire project is $139,773.60. Staff determined this bid was too high to recommend award of a construction contract. Staff again contacted contractors to determine why they did not bid. The primary reason was a full schedule for the construction season. Another reason was the inability to dedicate the time to coordinate the various subcontractors for a relatively small project. The traffic signal contractors,, serving as the general contractor for the project, did not have the time to hire/coordinate subcontractors to complete the concrete, asphalt, brick, manhole, and pavement marking work. It was determined rebidding the entire project a third time would not garner interest this year. In an effort to construct the project this year, staff decided to separate the electrical work from the rest of the projecl Two (2) traffic signal contractors indicated they would be interested in providing a quote for the electrical work only. I Staff revised project specifications again and solicited cost proposals from each firm on April 10, 2020. Two (2) quotes were received. A low quote of $70,793.25 was submitted by Meade Electric Company, Inc. of Willowbrook, Illinois for the electrical portion of the project only. Table 1 below summarizes the results: Table 1 f% ...ompany Meade Electric Company $70,r793.2, 'yons-Pinner Electric Company $99,400.04 =ngineer's Estimate $89,905.211 Meade Electric is currently IDOT's and Cook County's traffic signal maintenance contractor. They have also been the Village's traffic signal maintenance contractor in the past. Their performance has been acceptable. They have also constructed several traffic signal projects in the village. Meade Electric meets the eligibility requirements of IDOT to perform traffic signal work per the project specifications. Time is of the essence to begin the electrical portion of the project. Both IDOT and Cook County require permit paperwork and transfer of traffic signal maintenance that will take a considerable amount of time. Securing a contract now for the electrical portion of the project allows the process to begin so that we can complete the project this summer. Staff is considering options to complete the remaining concrete, asphalt, brick, manhole, and pavement marking work. This may be accomplished using a single contractor to complete the remaining work or hiring multiple specialized contractors. If necessary, additional building trades contract(s) may be presented to the Village Board in the future. The anticipated schedule will see the remaining work completed immediately after the electrical work. Lt is recommended that a 10% contingency be included in the contract award to allow for quantity variances an is unanticipated conflicts. For the electrical portion of the project, a 10% contingency added to the lowest bid woul result in a total contract award of $77.,900.00. (Base Bid: $70f793.25 + Contingency: $7,,106.75 Tot Recommended Award: $77,900.00) 1 0 1. Accept the proposal submitted by Meade Electric Company for the 2020 Pedestrian Signal Improvements. 2. Action at discretion of Village Board. Staff Recommendation https://go.boarddocs.com/il/vomp/Board.nsf/Public 2/3 5/15/2020 BoardDocs® Pro Staff recommends that the Village Board reject all bids received, waive the rules requiring public bidding, and accept the proposal submitted by Meade Electric Company to construct the 2020 Pedestrian Signal Improvements for a cost not to exceed $77,900. dempster-linneman plans final.pdf (13.,147 KB) downtown plans final.pdf (94.,255 KB) meade quote 04-13-2020.pdf (597 KB) project specifications 02-24-2020.pdf (1.,149 KB) vb location map.pdf (539 KB) Administrative Content Executive Content Motion & Voting Reject all bids received, waive the rules requiring public bidding, and accept the proposal submitted by Meade Electric Company to construct the 2020 Pedestrian Signal Improvements for a cost not to exceed $77,900. Motion by William Grossi, second by Richard Rogers. Final Resolution: Motion Fails Not Present at Vote: Paul Hoefert, William Grossi, Eleni Hatzis, Colleen Saccotellif Michael Zadel, Richard Rogers https://go.boarddocs.com/il/vomp/Board.nsf/Public 3/3