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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. ~ Attachments: Project Area Map cc: Village Clerk Lisa Angell h:\engineering\traffic\ritcp\zone8\sign_ contract\rec _ memo.doc ,t I VILLAGE OF MOUNT PROSPECT ~ NEIGHBORHOOD TRAFFIC SIGN PROJECT ZONE 8 KENSINGTON RD ~ W ..J c( Q PROSPECT HIGH SCHOOL GREGORY ST MEADOWS PARK FAIRVIEW ELEM. SCHOOL CENTRAL RD ~ co W I- ::>> o ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: SUPERINTENDENT OF STREETS & BUILDINGS ~.~ ?/sloe. 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: /~ Director of Public Works pb 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. ~efL~ 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 httn~ / /wwv.r ilo-~ o-ov/lp.o-i l;(htion/nllhli{'~{'tl;(/fll11tpvt ~l;1n?l\T ~l'rH.=()OlL()~A';;A'T1"\..;,.,f=h-1,.~ Page 1 of 1 /;'/,,)'7 /")(\(\~ 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