HomeMy WebLinkAbout6. MANAGERS REPORT 7/5/06
Mount Prospect
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO:
VILLAGE MANAGER MICHAEL JANONIS
FROM:
PROJECT ENGINEER
DATE:
JUNE 29, 2006
SUBJECT:
NEIGHBORHOOD TRAFFIC SIGN PROJECT - ZONE 8
CONSTRUCTION RECOMMENDATION - $24,869.78
Background
Last month, the Village Board of Trustees passed an ordinance that changed many intersection traffic
control and speed limit regulations in the neighborhood adjacent to Prospect High School. This was done
as part of the Neighborhood Traffic Study that looks to provide a more consistent set of traffic regulations
in our neighborhoods. With the many sign changes that were approved, it was apparent to the Public
Works Department that it would be difficult for our own crew to complete the task in a reasonable amount
of time. Therefore, it was decided to solicit bids from companies who manufacture and install traffic
signs. Plans and specifications were put together by the Engineering Staff and the project was advertised
in June.
Bids Results
At 10:00 a.m. on June 26th, sealed bids were publicly opened and read aloud for the Neighborhood Traffic
Sign Project - Zone 8. A Notice to Bidders was published in the local newspaper and three companies
were sent invitations to bid on the project.
Two companies picked up plans and we received one bid. A bid of $24,869.78 was received from United
Rentals Highway Technologies, Inc. of Villa Park, minois. The engineer's estimate for the project was
$19,122.40.
The bidder submitted a bid bond in the amount of 5% of the total bid as required by the contract
documents. The bid was checked for accuracy and there were no errors. The bidder correctly signed the
bid and bid bond.
Discussion
The low bidder, United Rentals, is one of the largest equipment rental sources in the country. While
much of their services involve renting equipment, they are also a major manufacturer and installer of
traffic signs. They have completed many traffic sign projects in the Chicago area and are qualified to
handle this project.
The quote from United Rentals is reasonable given the time of year. With it being the middle of
construction season, many municipalities and contractors require the services of companies like United
Rentals. The other major sign company in the Chicago area, Traffic Control & Protection Inc., indicated
they were interested in the project but were too busy to complete the project by the August deadline.
page 2 of2
Neighborhood Traffic Sign Project - Zone 8
June 29, 2006
Zone 8 has two schools within its area, Prospect High School and Fairview Elementary School. It is
important to implement the sign changes before school resumes the end of August. United Rentals is a
competent company that can complete the project in the required timeframe. With future neighborhoods,
the Engineering Staff will look to solicit bids for this work at a different time of the year to possibly get
additional bids and lower prices.
Recommendation
It is Staff's recommendation that the low bidder, United Rentals, be awarded the construction contract for
the Neighborhood Traffic Sign Project - Zone 8 in the amount not to exceed $24,869.78.
Funding for this project is available in the 2006 Budget. Please include this item on the July 5th Village
Board Meeting Agenda.
"
Matthew P. Lawrie
I concur with the above recommendation.
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Attachments: Project Area Map
cc: Village Clerk Lisa Angell
h:\engineering\traffic\ritcp\zone8\sign_ contract\rec _ memo.doc
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VILLAGE OF MOUNT PROSPECT
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NEIGHBORHOOD TRAFFIC SIGN PROJECT
ZONE 8
KENSINGTON RD
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Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
FROM:
SUPERINTENDENT OF STREETS & BUILDINGS
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TO:
VILLAGE MANAGER MICHAEL E. JANONIS
DATE: JUNE 27, 2006
SUBJECT: ACCEPT NWMC BID FOR 2006 CRACK SEALING PROGRAM
(NOT TO EXCEED $55,004)
BACKGROUND
As part of our annual preventive street maintenance program we typically select streets that have
been paved in the last 4-5 years for crack sealing. At 4-5 years, the pavement develops
transverse and longitudinal cracks, which are sealed to prevent further deterioration of the
pavement, thereby extending the life of the street. In order to contain the costs of such services
and material, we enter into a joint contract through the Northwest Municipal Conference
(NWMC) for this program.
BID RESULTS
Bids were received and evaluated by the NWMC for the proposed 2006 Crack Sealing Contract.
Last year, the Village paid $.90 per pound for crack sealing material installed and .02
administrative fees for a total of $.92 / lb. This year the lowest responsible bidder was Freehill
Asphalt, Inc. at $.937 per pound; an increase of$.037 per pound.
As in the past a NWMC administrative fee of $.02 per lbs. is included in this price.
Five bids were received, and bid results are as follows:
Bidder
Freehill Asphalt, Inc.
Complete Asphalt Service
Behm Pavement Maintenance, Inc.
Scodeller Construction
SKC Construction, Inc
Price per lb.
$ .937
$ .946
$ 1.01
$ 1.089
$ 1.091
H:\Administration\BIDS\CRCKSLNG.2006..doc
1
Page two
2006 Crack Sealing Award
June 27, 2006
DISCUSSION
Freehill Asphalt, me. is an mOT -approved contractor and is a new vendor with the NWMC.
The NWMC review panel awarded the contract to Freehill Asphalt, me. as the low successful
bidder for the 2006 Crack Sealing contract.
Funds for this proposed contract are; on page 206 in the current budget, account code 0505104-
540515 in the amount of $49,440 and on page 210, account code 0015108-540515 in the amount
of $5,564. The total budget amount for the 2006 program is $55,004. Our quantities of crack
sealing will be monitored so that the total expenditure does not exceed the budgeted amount.
RECOMMENDATION
I recommend acceptance of the lowest NWMC bid as submitted by Freehill Asphalt, me. for an
amount not to exceed $55,004.
@~ G3wu;
Paul Bures
Streets and Buildings Superintendent
I concur:
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Director of Public Works
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c: Director of Public Works Glen R. Andler
Deputy Director of Public Works Sean Dorsey
File
H:\Administration\BIDS\CRCKSLNG.2006..doc
2
Mount Prospect
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
FROM: VEHICLE/EQUIPMENT SUPERINTENDENT
TO: VILLAGE MANAGER MICHAEL E. JANONIS
DATE: JUNE 27,2006
SUBJECT: SUBURBAN PURCHASING COOPERATIVE FUEL BID CONTRACT
EXTENSION- CONTRACT AMOUNT NOT TO EXCEED $202,300 FOR 2006
Backaround
In 2003, the Village accepted the Northwest Municipal Conference (NWMC)/Suburban
Purchasing Cooperative (SPC) fuel contract extension with Texor Petroleum Company,
Riverside, Illinois. The current contract extension was in effect until June 5, 2006.
Bid Award
On June 21,2006, we were notified by the NWMC (see notice attached) that the SPC fuel bid
contract with Texor Petroleum Company, Riverside, Illinois, was extended for one year with all
terms remaining the same as the original bid plus an amendment for providing "Bio-Diesel". The
cost of fuel per gallon will vary according to market conditions, as reflected in the Oil Price
Information Service (OPIS) data sheets. Texor Petroleum's bid was for $0.070 over the OPIS
low cost of fuel for both #2 diesel and unleaded gasoline. The provision to extend the contract
an additional three years, one year at a time was included in the 2003 bid. The 2006/2007
extension is the third and final.
Discussion
The NWMC/SPC fuel bid award is in effect from June 6, 2006 to June 5, 2007.
Texor Petroleum Company has been our supplier of fuel for the past nine years and has
performed well.
The amendment to the contract for "Bio-diesel" (a blend of diesel fuel and soy oil) is due to the
Illinois House Bill 112 requiring any governmental agency with bulk fueling facilities to use a
blend of diesel fuel with a minimum of 2% soy oil beginning July 1, 2006.The use of soy oil with
the diesel fuel is intended to lower the emissions and help with being less dependent on foreign
countries for petroleum fuel. The cost of the bio-diesel will be $30.00 per load plus the cost
difference of the bio portion and the diesel fuel. The cost will very according to the market
conditions. Current cost of 2% bio-diesel is $2.6074 versus $2.5824 for diesel fuel.
Suburban Purchasing Cooperative Fuel Bid Contract Extension
June 27, 2006
Page 2 of 2
This budget year the average cost of unleaded is $2.3269 per gallon and the average cost of
diesel fuel is $2.3602 per gallon. These average costs are 19% ($0.37) above last years
average for unleaded and 14% ($0.28) above last years average for diesel fuel.
In 2006 we have averaged the same fuel usage as we had in 2005. If this trend continues, the
Village should be within our budgeted dollar amount for 2006.
Recommendation
It is my recommendation that the Village Board waive the bidding process and accept the
NWMC/SPC fuel contract extension and execute a new 2006/2007 fuel contract with Texor
Petroleum Company, Riverside, Illinois, to be in effect from July 6, 2006 to June 5,2007. Funds
for this proposed contract are available in the current 2006 budget and will be in the proposed
2007 budget.
Remaining funds available for the 2006 budget year in the Fire Department Vehicle
Maintenance Fuel Account #0014206-570635 is $14,700 on page 187 and in the Public Works
Vehicle Maintenance Fuel Account #6605702-570635 is $187,600 on page 271.
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ames E. Guenther
I concur with the recommendation.
JG
c: Director of Public Works Glen R. Andler
Deputy Director of Public Works Sean P. Dorsey
H :\Administration\BIDS\RESUL TS\FueIBid2006.doc
Illinois General Assembly - Full Text of Public Act 094-0346
Pub1ic Act 094-0346
HBO 112 Enrolled
LRB094 03678 DRH 33683 b
AN ACT concerning transportation.
Be it enacted by the Peop1e of the State of I11inois,
represented in the Genera1 Assemb1y:
Section 5. The Illinois Vehicle Code is amended by adding
Section 12-705.1 as follows:
(625 ILCS 5/12-705.1 new)
Sec. 12-705.1. Required use of biodiesel by certain
vehicles.
(a) Beqinning July 1, 2006, any diesel powered vehicle
owned or operated by this State, any county or unit of local
government, any school district, any community college or
public college or university, or any mass transit agency must,
when refueling at a bulk central fueling facility, use a
biodiesel blend that contains 2% biodiesel, as those terms are
defined in the Illinois Renewable Fuels Development Program
Act, where available, unless the engine is designed or
retrofitted to operate on a higher percentage of biodiesel or
on ultra low sulfur fuel.
(b) Nothing in this Section prohibits any unit of
government from using a biodiesel blend containing more than 2%
biodiesel.
(c) As used in this Section, a "bulk central fueling
facility" means a non-commercial fueling facility whose
primary purpose is the fueling of vehicles owned or operated by
the State, a county or unit of local government, a school
district, a community college or public college or university,
or a mass transit agency.
(d) The Secretary of Transportation shall adopt rules for
implementing this Section.
Section 99. Effective date. This Act takes effect upon
becoming law.
Effective Date: 7/28/2005
Floor Actions
Date
7/28/2005
Action
Public Act. . . . . . . . .094-0346
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Page 1 of 1
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06-21-'06 13:04 FROM-NWMC ORG
18472969207
T-323 P002/003 F-799
SUBURBAN PuRCHASING' COOPERATIVE
AJoint Purchasing Prosntm For Local Governments
June 1,2006
Mr. Dan Goding
Texor Petrolewn Co.
3340 S. Harlem Ave
Riverside, IL 60546
Dear Dan:
The 2005-2006 Suburban Purchasing Cooperative (SPC) contract with Texor- Petroleum is
scheduled to expire on June 5, 2006. The Northwest Municipal Conference Program Services
Committee has approved the final (me-year contt"c:l.ct extension with Texor Petroleum fbr the
continued delivery of Diesel, Gasoline, and Ethanol fuels. The COlnmittee is also in agreement
with the Bio-Diesel Amendment 1 provided as (Attachment A). If Texor Petroleum is in
agreeqlent, with this contract extension, it will begin June 6, 2006 and end on June 5, 2007.
To confinn this agreement and Amendment 1, please sign and date this document below, retaining
a copy for your files and retum the original to my attention. I can be contacted directly at 847-296-
9200 x37 if you have any questions or concerns.
Thank you,
Lerisa Wilkins
Northwest Municipal Conference
Name: Lerisa Wilkins, NWMC
For Suburban Purchasing Cooperative
Date: June 1, 2006
Name: Dan Goding
For Texor Petroleum Co.
Date
,'Yorlhwe..<tt .UunldplIl
(.':()/iferellCft
16/6 East Gt>((Rou,I
Des Pfaines. 11.60016
Lerisa Wi/killS
Pholle: (847) 296-9200
F'(.lX: (847) 296-9207
S,)Ulh SuJJurban Ma}'ol'.~
rind ''''<<nuger,,' A_~,,"ciutum
1904 We.~t /74th Sln~et
Eo,..t J{(1Z(~1 Crest. 1l.60419
Judy JO!lllSOf/.
Phone: (708) 206,-1/55
F,t.l:: (708) 206-/ /33
We.fl Central MUllidpal
CI.Jllference
II 27 ~: MWltIheinr Road
Suite 102
W(lslchl1Stel~ IL 60/54
Theresa Dober-nlJ'Il, C.P.M.
Plume: (70,~) 450-0100
Fax: (708) 450-0655
Will c,)un1)i
Gill/emmell'"1 Lettgue
50 East J~l.rer:o()n Sln:e/
Suite lOl
Jo/iel, IL 60432
AII/la Bunge/'
Phone: (815) 722-7280
Fax: (81.~) 722-0528
06-21-/06 13:04 FROM-NWMC ORG
18472969207
T-323 P003/003 F-799
Attachment A
Diesel Fuel and Gasolioe Contract
Amendment 1
Jillle 6, 2006
Texor Petroleum is agreeing to provide .Bio-Diesel in its NWMC contract according to 625 ILCS 5/12-705.1
required use of Bio-Diesel by certain vehicles. TIle markup on Bio-Diesel will remain the same as the diesel fuel
price in the NWMC contract, hut there will be a $30.00 per load pick up charge for the soy oil (hio portion).
The per load chc-rrge relates to the trucking company loading the diesel at one location and picking up the soy oil
at another location. Please sign and date this original below, make a copy for your records and return the
original to my attention.
LerisaWilkins, NWMC (Date)
Program Associate for Purchasing
Dan Goding, Texor Petroleum
(Date)
NortllWf!.SI .Uunldplll
COlifel'eIJct
1616 East Ga!(Rlwd
Dt?y Pfaines. 11,60016
Lerisa Wi/ki,lS
Phon(.~: (84i) 296-9100
"'a:c: (847) 296-9107
South Su/Jur/NJ" MO)'ONi
and Ma"ugel'ff AMncill.';(}I1
1904 Wtt\,t/74/h SLrcfd
East flazf!t ere,yr. 1/,60419
Jlldy Johnson
Phone: (708) 206-1 J 55
I'ax: (708) ]06-1/33
WfJst CentNlI MUI,ldptll
Confere"ce
1127 S. MallllheJm Road
Suite 102
Westcheste1; IL 60154
Th(.~,.(!sa Dobe1'SZO"J. c.P.M.
P/lOlI'~: (708) 450-0100
F(Jx: (708) 450-0655
Will Ci>unl)l
G"V1!rnme,,'fl/ Leugllf!
50 East Jt:I},?r.wm ~:i'l.ref:1
Suite WI
Jolit?t, IL 60432
Anno Bunger
Phone: (815) il1.i280
Fax: (8/.';) 722-0518
..1
Mount Prospect
Mount Prospect Public Works Department
~
INTEROFFICE MEMORANDUM
FROM:
DATE:
VILLAGE MANAGER MICHAEL E. JANONIS
WATER/SEWER SUPERINTENDENT
JUNE 28, 2006
TO:
SUBJECT: RFP RESULTS FOR CROSS CONNECTION INSPECTION PROGRA
(NOT- TO-EXCEED $65,000)
BACKGROUND
The Illinois Environmental Protection Agency (IEPA) requires that every public water
supply maintain an ongoing cross-connection control program to ensure that potable
water supply is properly protected from contamination due to backflow. In general,
backflow is a condition that occurs in water pipes when water flows in a direction other
than intended. Backflow can occur as a consequence of higher pressure in private
plumbing (Le. jockey pumps lifting water in multi-storied building) or lower pressure in
the Village water mains (Le. the use of hydrants to fight a fire).
IEPA requires every public water system to conduct property inspections to ensure that
cross-connection control devices are properly installed and maintained and that no
additional hazards to the public water supply exist. The Village has been vigorously
conducting these inspections utilizing primarily in-house resources since the adoption of
the Village's cross connection ordinance in 1994. Our efforts have mainly been
concentrated on the commercial and industrial sectors of our customer base since it
seems probable that the uses of water in these sectors present the highest risk of
backflow to the public water supply. Staff presently has no plans to systemically inspect
single-family homes for cross connection violations or backflow potential.
Since 1994, we have surveyed all 1 ,200 commercial/industrial water customers several
times. IEPA regulations require that we survey all premises with the potential for cross
connections at least once every two years. Typically, we survey approximately 600
commercial/industrial properties each year. Attachment A contains the survey form
utilized to assess the backflow risk at each property. Basically, an affirmative response
to any survey question is an indication that backflow potential exists.
Unfortunately, in recent years, there has been an increasing need to use the services of
professional cross-connection control device inspectors who are also licensed plumbers
in order to collect accurate information and make decisions about where backflow
protection should be installed. For example, state laws prohibit public works department
employees from conducting thorough examinations of internal plumbing systems: by
law, these exams can only be conducted by licensed plumbers. Consequently, our
Page 2 of 3
RFP Results for Cross Connection Inspection Program (Not to Exceed $65,000)
June 28, 2006
surveys are limited to the surveillance of plumbing near the water meter and the
representations made by the property owner in response to our survey questions.
Invariably, this information often proves to be inadequate or incorrect. In general, we
have found it unrealistic to expect most business owners or managers to be sufficiently
knowledgeable about plumbing or plumbing-connected equipment.
In an effort to improve our ability to collect cross connection hazard information and, by
extension, make better decisions about how to protect the public water supply, staff has
prepared a request for proposals (RFP) designed to secure the services of a licensed
plumber and certified cross connection control device inspector to assist with the survey
and risk assessment components of the Village's cross connection control program.
The scope of work detailed in the RFP requires plumbers to identify all backflow
hazards, all existing backflow prevention devices, and render a schematic detailing how
potable water is distributed through the premises. Plumbers are also asked to make
specific recommendations concerning where and what type of backflow prevention is
required.
RFP RESULTS
Staff has asked for proposals to cover a two (2) year period. The Village sent out
packages to four (4) area firms that specialized in cross-connection control device
inspections. Three (3) firms responded to the village with one (1) firm declining to
submit. The results are as follows: .
Firm
Per Survey-
1st Year
$125
$195
No Pro osal
DISCUSSION
The four (4) firms that were sent proposal packages are well recognized in the area of
cross-connection control device inspection, installation and certification. Staff reviewed
the proposals and met with the Bishop Plumbing to ensure that the expectations and
needs of the Village would be met and staff is satisfied that the firm is aware of the
details and deliverables associated with the program.
The current fiscal budget includes $65,000 for the annual Backflow Prevention Program
in account 6105505-540750 page 248. At the pricing indicated, it is expected that
Bishop should be able to complete almost 500 inspections per year. This number will
vary depending on the size of the property, number of fixtures, type of use and whether
the property is readily accessible for inspection. Based on this projection, most
commercial properties should be completed within the next two years.
Page 3 of 3
RFP Results for Cross Connection Inspection Program (Not to Exceed $65,000)
June 28, 2006
It should also be noted that an annual fee of $10 per backflow prevention device has
been collected to help offset the costs of administering the cross connection control
program. At present, the Village maintains records of 1 ,569 backflow prevention
devices installed in private plumbing systems and collects annual fees in the amount of
$15,690.
RECOMMENDATION
I recommend that the Village Board accept the proposal from Bishop Plumbing to
conduct cross connection inspections for a two (2) year period ending December 31,
2007 for an amount not to exceed the annual budget allotments ($65,000 for 2006).
r1Ai6t~
Matt Overeem
I concur.
~
Director of Public Works
MOfSPD
C:\Documents and Settings\sclorsey\My Documents\WATER\CCCD\Cross Connection\cross-connection survey rfp report 2006.doc
CC: Deputy Director of Public Works Sean Dorsey
Village Clerk Lisa Angell
File
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO:
FROM:
VILLAGE MANAGER MICHAEL E. JANONIS
WATER/SEWER SUPERINTENDENT
DATE:
JUNE 28, 2006
SUBJECT: EXTENSION OF WATER METER PURCHASING AGREEMENT
($47,500)
BACKGROUND
The current water meter purchasing agreement is ready to be renewed and we are
requesting Village Board approval to extend the contract three (3) years. This would
require waiving of the bidding process to continue the practice of standardizing our
water meter purchases.
The importance of standardizing the make of water meters in use throughout the Village
is crucial to the successful operation of our water meter program. This practice has
been in place since 1998 and would allow the Village to continue the meter relationship
that the Village has had with the manufacturer since the 1920's.
DISCUSSION
Badger Meter Company, our supplier has held the contract for over thirty (30) years and
continues to provide excellent support and quality products at a fair price. For
comparison, I have listed the last five (5) years of meter pricing using only our two (2)
most widely used water meters, the three-quarter inch (3/4") and the one-inch (1 ")
water meter, which accounts for 95% of the water meters in use.
Table 1 on the following page illustrates the last five years of per unit pricing for the two
meters as well as the projected three (3) years proposed pricing for the same items. Our
current agreement with Badger Meter expired in December 2005 and in keeping with
past practice, staff has negotiated the indicated three (3) year pricing extension with
Badger Meter. This proposed pricing agreement would fix meter prices for a three (3)
year period thru December 2008.
Staff also made contact with another meter manufacturer, American Meters (AMCO) to
obtain price proposals for comparable meters and have verified that Badger Meter is still
offering competitive pricing to the Village of Mount Prospect. This pricing difference is
also denoted in Table 1.
Page 2 of 2
Extension of Water Meter Purchasing Agreement ($47,500)
June 28, 2006
Table 1
Badger Amco Badger Amco
Year %" Meter 314" Meter 1" Meter 1" Meter
2001 $28.00 - $85.00 -
2002 $29.00 - $86.00 -
2003 $29.00 - $86.00 -
2004 $29.00 - $86.00 -
2005 $29.00 - $86.00 -
2006 $29.55 $47.75 $87.70 $94.45
2007 $29.55 $47.75 $87.70 $94.45
2008 $29.55 $47.75 $87.70 $94.45
RECOMMENDATION
It is my recommendation that the Village of Mount Prospect remain with Badger Meter
Company Inc. as our main water meter supplier. This decision by no means is
irreversible and if at some point the Village finds itself unable to remain with this
manufacturer, the contract can be cancelled. If you concur with this recommendation I
would request that the Village Board waive competitive bidding and authorize the
extension of the Badger Water Meter Company contract to December 31, 2008.
Purchases would be limited by the funding levels approved in current and future
budgets. In the 2006 budget that amount is $47,500 in account 6105507-670062 found
on page 250.
Thank you for you attention to this matter.
QY1~ a,UP-
Matt E. Overeem
Water & Sewer Superintendent
I concur: ~
;;t~
Director of Public Works