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Home My WebLink About7. MANAGERS REPORT 8/15/06 Yo, r" "~" p~' - , 't" for ".~ """ " " , " "," ,,$ "', · )","il?\i! '" "l. r '" 4 ,c,' j'yJ3Q.~" )'.d~s~t ",.i,JO[e~ lh't'l1~fi~;M:Qm~ TO: MICHAEL E. JANONIS, VILLAGE MANAGER --e't>. "^~ a\ \5\0(0 FROM: MICHAEL J. FIGOLAH, FIRE CHIEF DATE: AUGUST 11, 2006 SUBJECT: FACILITY STUDY RECOMMENDATION On April 26, 2006 a presentation was given to the village board that illustrated the need to evaluate existing facilities. The age of some facilities and the expansion of services have created a need to modify and/or in some cases, build new facilities to house staff operations in the Fire, Police and Publics Works Departments. Prior to moving forward with a recommendation for any plans to remodel or rebuild any buildings a facility study is recommended that will provide an assessment of needs and detailed cost estimates. Since the meeting in April a "Request for Qualifications and Proposal" was developed and advertised then qualified firms were interviewed. An interview team consisting of members of the Fire, Police, Public Works, Finance and Village Manager's Departments conducted interviews with three (3) firms. Those firms and their not-to-exceed amount for conducting the facility study are as follows: . Legat Architects $56,600 . Sente-Rubel-Bosman-Lee Architects Ltd. $68,400 . Larson and Darby Group $80,000 Based upon the interviews, references and information provided the interview team recommends Sente-Rubel-Bosman-Lee Architects. The team felt that this firm was the most qualified to perform the identified scope of work. Recommendation Enter into an agreement with Sente-Rubel-Bosman-Lee Architects to perform a facility study in an amount not to exceed $68,400. A contingency fund of $10,000 is recommended to allow site survey, topographical maps or other associated work that may be necessary. There is $100,000 allocated in account # 5107701-540112 Space Needs Study in the FY2006 budget. MF Attachment I:\MF-Facility Study Recommendation-MEJ.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: DEPUTY DIRECTOR OF PUBLIC WORKS ~D. H~ efts/ob TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: AUGUST 8, 2006 PUBLIC WORKS UNIFORM RENTAL AND CLEANING CONTRACT (NOT TO EXCEED $12,580.36/ YEAR FOR 24 MONTHS) SUBJ: Background For many years, the labor agreement for the Public Works Department bargaining unit employees has stipulated that the Village must supply 100% cotton work uniforms. In an effort to comply with this requirement, staff has routinely let bids for a contract to supply and launder industrial work uniforms. The current contract was initiated in 2003 and is due to expire in August 2006. Bid Results At 10:00 AM on Monday, July 24, 2006, sealed bids were opened for the weekly rental and cleaning of uniforms worn by Public Works Department maintenance personnel. The term of this proposed contract is 24 months. A legal notice was placed in the Daily Herald and six (6) invitational bids were distributed to local vendors. Three (3) bids were received. The results are listed below: 100% Cotton Shirts & Pants 100% Cotton Indura Flame Resistant Shirts & Pants 100% Cotton Shirts & Pants Total Annual Cost: 34 6 3 5 5 3 $5.35 $8.40 $3.21 $9,458.80 $2,620.80 $500.76 $12,580.36 G & K Services., Lombard, IL 100% Cotton Shirts & Pants 34 5 $6.40 $11,315.20 100% Cotton Indura Flame Resistant Shirts & Pants 6 5 $8.70 $2,714.40 100% Cotton Shirts & Pants 3 3 $3.84 $599.04 Total Annual Cost: $14,628.64 Unifirst, Elk Grove Village, IL 100% Cotton Shirts & Pants 34 5 $6.16 $10,890.88 100% Cotton Indura Flame Resistant Shirts & Pants 6 5 $9.13 $2,848.56 100% Cotton Shirts & Pants 3 3 $5.81 $906.36 Total Annual Cost: $14,645.80 Page 2 of 2 August 8, 2006 Public Works Uniform Rental and Cleaning Contract Discussion Based on this tabulation, the lowest annual cost for this proposed contract is $12,580.36 as submitted by Lechner & Sons of Mount Prospect, Illinois. Lechner & Sons has provided uniform rental and cleaning services to the Village of Mount Prospect Public Works Department for the past 3 years. They have proven themselves to be a reliable and competent supplier of laundered public works uniforms. Staff has also checked the references provided by Lechner & Sons and all gave satisfactory reports with regard to their service and the quality of their garments. Lechner has provided uniform services to several local municipalities including the Village of Winnetka, Village of Lindenhurst, Village of Lake Bluff, as well as High School District 211. Additionally, it is relevant to note that Lechner & Sons' primary business office is located in the Kensington Business Center (420 Kingston Court). Recommendation I recommend that the Village Board accept the lowest qualified bid of $12,580.36 per year for a 24-month uniform rental and cleaning contract as submitted by Lechner & Sons of Mount Prospect, Illinois. Funds for this proposed contract are available in the current budget. Expenditures in 2007 and 2008 will be limited to approved budgeted amounts. ~ Sean P. Dorsey I concur. ~~ Director of Public Works SPD/spd C:IDocuments and SetlingslsdorseylMy DocumentslPERSONNELIUniformslBidslAward Recommendation 2006.doc Cc: Director of Public Works Glen R. Andler Streets Foreman Dan Jones Account Clerk Julie Bolin File Mount Prospect INTEROFFICE MEMORANDUM @} TREE CITY USA Mount Prospect Public Works Department TO: VILLAGE MANAGER MICHAEL E. JANONIS ~.~~ a"s-Iol. FROM: FORESTRY/GROUNDS SUPERINTENDENT DATE: AUGUST 8, 2006 BID RESULTS - CREEK CLEANING/TREE WORK - $29,200.00 BACKGROUND In the 2006 budget, funds have been appropriated to continue the ongoing cleanup of Mount Prospect waterways. Each year since 1997 we have been hiring a contractor to remove garbage and other debris from the bed and banks of our creeks, remove dead trees, and prune dead limbs over 6" in diameter. This year we propose to continue the clean up along McDonald Creek, starting from the Mount Prospect/Prospect Heights corporate limits working southeasterly towards the Wolf Road/Euclid Avenue intersection. SUBJECT: BID RESULTS Sealed bids for this year's contract were opened on July 31, 2006. Fourteen invitational bids were mailed and a bid notice was placed in the local paper. In addition, a Pre-bid conference was held on July 18,2006. Four bids were received and two "No Bid" letters. Contractors were asked to submit lump sum prices for all labor and equipment required to perform the specified work for the area listed above. Bid results were as follows: Bidder Winkler's Tree and Landscaping Clean Cut Tree Service Kramer Tree Service Landscape Concepts Management Nels J. Johnson and Son Arbor Team Plant Health Care Total cost to complete creek area $27,199.66 $30,600.00 $31,450.00 $108,926.82 No Bid No Bid DISCUSSION The low bidder, Winkler's Tree and Landscaping, Inc. has performed satisfactorily on our Creek Cleaning/Tree TrimminglRemoval Contracts in 2001,2002 and 2004. Additionally, they also held contracts for our Tree and Stump Removal Contracts in 2001 and 2002. This bid award is based on estimated quantities of trees and tree sizes. Consequently, it is feasible that actual quantities encountered in the field may vary slightly. Therefore, staff requests that the bid award include a small contingency (approximately $2,000.00) to facilitate efficient management of tree quantity and size variances. Page 2 of 2 BID RECOMMENDATION Sufficient funds for this proposed expenditure exist in the current budget (Acct. #5907704- 690079 in the amount of $23,000.00 and Acct. #5907704-690013 in the amount of $6,200.00, both on page 288). Therefore, I recommend award of contract to the low bidder, Winkler's Tree and Landscaping, Inc., in an amount not to exceed $29,200.00. I concur: A!fI!~, Director of Public Works I /"'/1_ ~~~ :.../' Sandy Clark H:FORESTR Y /WORD/2006/CREEK/MEMO-CREEK2006.DOC Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: DEPUTY DIRECTOR OF PUBLIC WORKS AUGUST 8, 2006 RFP RESULTS I PROSPECT MEADOWS WATER MAIN PHASE 2 ENGINEERING SERVICES ($39,857) TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: SUBJ: Background Attachment A denotes the Prospect Meadows subdivision. In 2005, the Village initiated a multi-phased (multi-year) water main improvement project intended to replace almost 4,200 lineal feet of the existing 4" diameter water main that serves the area. Key features of this project include increasing the main size to 8" diameter and relocating most water mains and service connections from rear-yard easements to the public right- of-ways. The first phase of this project was completed in 2005 and included the replacement of almost 1,450 lineal feet of water main and the reinstatement of 48 water service lines. The area shaded in green on Attachment A is completed. The area shaded in yellow is the proposed target area for 2006. In the current budget, staff has requested funding to replace between 1,000 and 1,500 lineal feet of water main in this area. The area in red depicts remaining work to be slated in future phases of this project. Remaining work will be prosecuted in multiple phases over the course of the next three years. In order to facilitate this work, staff has requested proposals from qualified civil engineering consultants to provide necessary design and construction engineering services. The scope of work requested included site survey, project design, bid document preparation, bidding assistance, construction inspection, and contract administration. Request for Proposals Proposals were received on July 25, 2006. Proposals were requested from four (4) qualified civil engineering consulting firms. Four (4) proposals were received. Staff has reviewed all proposals and determined that all are thorough, competitive, and responsive. The results are noted in Table 1 on the following page: Page 2 of 2 August 8, 2006 RFP Results / Prospect Meadows Water Main Phase 2 Engineering Services ($39,857) Table 1 Firm Not-to-Exceed Fee CE Desi n, LTD. ,Rollin Meadows, IL Burns & McDonnell, Downers Grove, IL Pavia - Martin & Co., Roselle, IL Stanle Consultants, Inc., Chica 0, IL $39,857.00 $40,484.50 $47,826.40 $64,750.00 Discussion The apparent lowest cost proposal has been submitted by CE Design, LTD. of Rolling Meadows, Illinois. Although CE Design has not performed work for the Village of Mount Prospect in the past, they have a long history of successful civil engineering projects, including water main installations, with neighboring communities and municipal agencies. Their references include the Village of Arlington Heights, the City of Rolling Meadows, the Mount Prospect Park District, and the Arlington Heights Park District. All references were favorable. In addition, CE Design's principal is John Pezl, P.E. Mr. Pezl is a former village engineer for the Village of Arlington Heights. He is well known to staff and has an outstanding reputation as a municipal engineer. It is the opinion of staff that CE Design is well qualified to perform the work requested. Recommendation I recommend that the Village Board accept the lowest cost proposal to provide requested design and construction engineering services for the Prospect Meadows Water Main Replacement Project Phase 2 from CE Design, LTD., of Rolling Meadows, Illinois at a cost not to exceed $39,857. Sufficient funds for this prop sed expenditure exist in the current budget. Sean P. Dorsey I concur. Glen R. Andler Director of Public Works Attachment A 3002 3002 . BBoxes . Hydrants " Valves - Service Lines - Mainlines Proposed Mainlines Completed Area CJ Proposed Target Area Remaining Future Work w.' s ::t I- en w a:: o l.l. I I