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HomeMy WebLinkAbout7. MANAGERS REPORT 02/06/2007 Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS 1-;.> :t (, ~,}rtrf:?)\ FROM: DEPUTY DIRECTOR OF PUBLIC WORKS h ~~~~:j; DATE: JANUARY 31, 2007 SUBJ: BID RESULTS FOR PROSPECT MEADOWS WATERMAIN REPLACEMt'NT \'. PROJECT PHASE 2 ($559,147) Background In the current budget, funds have been requested to replace approximately 2,408 linear feet of existing watermain in the Prospect Meadows subdivision, This proposed project includes the abandonment of 4" diameter cast iron pipe in rear-yard easements and the installation of new 8" Class 56 ductile iron pipe in the public rights-of-way immediately adjacent to the roadway pavement edge, This project also includes the reinstatement of approximately 67 water service lines; installation of five (5) new fire hydrants; and approximately 20 driveway culvert replacements. Attachment A depicts the proposed project area (Phase 2). This map also highlights one of the unusual features that have made this particular system a top candidate for water main replacement. Most of the water main pipe that serves this area is installed in rear yard easements. This design is a consequence of the fact that this system was originally installed and maintained by a private water utility. It was not constructed to Village design standards. The Village interconnected with and assumed responsibility for this system when the private utility's deep well failed in the late 1970s. Today, the rear yard layout of this water distribution network is problematic. Mature trees, bush lines, fences, sheds, patios, and decks now cover most of the water mains and service lines. As a result, maintenance of this water main system is now inordinately costly and disruptive. In particular, water main break repairs usually must be dug by hand, accessed via private property, and require lengthy water shutdowns. In addition, the rear yard pipe locations also severely restrict our ability to install fire hydrants. As a result, the spacing of fire hydrants within this subdivision is inadequate. Finally, most of the rear yard pipe is comprised of thin-walled, 4-inch diameter cast iron pipe. The current minimum design standard for new water main installations is 8-inch diameter ductile Page 2 of 3 Bid Results for Prospect Meadows Watermain Replacement Project Phase 2 January 31, 2007 iron pipe. The small diameter pipe not only limits water flow, it is also prone to failure. The vast majority of water main breaks occur on cast iron pipes that are less than 8-inch diameter. To correct this problem, staff proposes to abandon the rear yard water mains and install new water mains along the edge of pavement within the street rights-of-way. We estimate that a total of 8,100 linear feet of pipe will eventually have to be replaced. We completed Phase 1 (1,800 LF) in 2005 and plan to stage the balance of the remaining work over the course of the next few years contingent upon available funds. Bid Results Sealed bids were publicly opened at 10:00 AM on January 22, 2007 and read aloud. Invitational bid notices were mailed, and public notice was posted in local newspapers as required. Seven (7) bids were received. The results are as follows: BIDDER BID J. ConQdon Sewer Service, Inc. $508,315.00 Trine Construction Corporation $545,174.00 Martam Construction, Inc. $617,565.00 A Lamp Concrete Contractors, Inc. $759,647.00 Patnick Construction, Inc. $770,653.00 Kovilic Construction Company, Inc. $781,947.50 Glenbrook Excavatinq & Concrete, Inc. $824,970.00 Engineer's Estimate: $598,537.00 The Village's consulting engineer for this project, CE Design of Rolling Meadows, Illinois, has evaluated the bids and deemed all responsive. J. Congdon Sewer Service, of Carol Stream, Illinois has been identified as the low bidder. Discussion J. Congdon Sewer Service has no work history with the Village of Mount Prospect. However, they have recently performed water main construction projects in Wheeling, Lombard, and Glendale Heights that are similar in scope and size as the proposed Prospect Meadows improvements. Background checks with municipal representatives from these communities indicate that each project was completed satisfactorily. It is the opinion of staff that J. Congdon Sewer Service is well qualified to complete the proposed project in a proficient manner. Staff also recommends that a 10% contingency be included in the project award due to the fact that bid quantities are estimates and actual field measurements may vary. In this instance, a 10% contingency would add $50,800 to the award. The total recommended award is $559,147 ($508,315 bid plus a 10% contingency of $50,832). Recommendation I recommend awarding a contract to construct Phase 2 of the Prospect Meadows Watermain Improvements J. Congdon Sewer Service, Inc. of Carol Stream, Illinois in an amount not to exceed $559,147. Sufficient funds for this proposed project are available in the 2007 budget. Page 3 of 3 Bid Results for Prospect Meadows Watermain Replacement Project Phase 2 January 31, 2007 Sean P. Dorsey I concur. Glen R. 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Rolling Meadows, Illinois to provide prescribed survey and design engineering services for Phase 2 of the Prospect Meadows Watermain Project. This work included field survey and design work necessary to relocate approximately 2,400 linear feet of water main and replace approximately 67 water service lines. In addition, as part of the design effort, CE Design has also prepared plans, specifications, and contract documents necessary to let bids for the construction. Bids for this work were recently opened and an award recommendation is currently pending the Village Board's consideration. Request for Proposal Because they were the design engineers, and already very familiar with the Prospect Meadows subdivision, staff has asked CE Design to submit a proposal to provide construction engineering and inspection services for the Phase 2 work. CE Design has obliged and submitted a proposal to provide necessary inspection, construction management, and contract administration services to successfully prosecute the project. CE Design proposes to provide all requisite services for a fee not to exceed $41,723. Discussion CE Design has intimate knowledge of the design and construction challenges associated with the Prospect Meadows project. In particular, they are keenly aware of the need for a high degree of resident interaction and public communication due to the volume of work that will occur on or immediately adjacent to privately owned homes. Of note, is the need to work with homeowners to facilitate the transfer of water services from rear- yard mains to front yard or street-side watermains. Due to their design work, CE Design also has a vested interest in assuring the successful implementation of their watermain relocation schemes. If this work were awarded to another engineering firm, there might be less incentive to champion the design as bid and awarded. Page 2 of 2 Accept Proposal from CE Design for Construction Engineering Services ($41,723) January 31,2007 Although CE Design has not performed construction inspection work for the Village of Mount Prospect in the past, they do have a long history of successful civil construction 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. Furthermore, their work on the design portion of this project has been excellent. 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 accepting the proposal from CE Design of Rolling Meadows, Illinois to provide construction engineering and inspection services for the Prospect Meadows Watermain Improvements Project Phase 2 for a not-to-exceed fee of $41,273. Sufficient funds for this proposed expenditure can be found in the current budget. ,W]} hi {/ Sean P. Dorsey I concur. Glen R. Andler Director of Public Works CC: Village Engineer Jeff Wulbecker Water/Sewer Superintendent Matt Overeem File SPD/spd: C:IDocumenls and Settingslsdorsey\My DocumenlslWATERIPROJECTSIPROSPECT MEADOWS\Phase 21CM AWARD RECOMMENDATION.doc MountProspcct Mount Prospect Public Works Department INTEROFFICE MEMORANDUM SUBJ: AERIAL PHOTOGRAPHY AND ($28,500) TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DEPUTY DIRECTOR OF PUBLIC WORKS DATE: FEBRUARY 1, 2007 Background In the current budget, staff has requested funding to upgrade the Village's aerial photography and planimetric maps. Aerial photography is secured from photographs taken from an aerial perspective and modified using geometry to compensate for the curvature of the earth. An example of the Village's existing aerial photography is included as Attachment A. Planimetric maps are essentially line drawings created by "tracing" the physical features discernable in the aerial photographs. These features include building footprints, bodies of water, parking lots, and other features that can be represented by a vector or symbol on a map. An example of the Village's existing planimetric maps is included as Attachment B. Together, aerial photographs and planimetric maps form the foundation of the Village geographic information system (GIS). In addition, these types of maps are used extensively to analyze and resolve a variety of problems including crime, emergency response, planning, development, traffic, drainage, flooding, and engineering design issues. The current set of aerial photographs and planimetric maps used by staff were created in 1996 and do not reflect any changes that have occurred in the Village since that time. The project we have defined includes an aerial survey of the Village and production of new digital aerial photographs and planimetric maps. The aerial survey will be controlled using global positioning satellite technology that will allow the finished maps to reference the Illinois State Plane Coordinate System. We have also required delivery of detailed planimetric maps that will completely update the Village's existing planimetric data. Proposal Staff has asked the Sidwell Company of 81. Charles, Illinois to submit a proposal to provide the prescribed aerial photography and mapping services. Sidwell has submitted a proposal to complete our project for a cost not to exceed $28,500. Page 2 of 3 Aerial Photography and Planimetric Mapping Project ($28,500) February 1, 2007 Discussion The Sidwell Company is a nationally renowned aerial photography, mapping and cartography firm. In the 1950s, they pioneered the development of the tax parcel maps still used today throughout Cook County and most of Illinois. In addition, they have maintained an exclusive contract with Cook County for the annual publication of the "Sidwell Book". This book is "The Bible" of land management in Cook County. It depicts all of the county's tax parcel information. Sidwell has published this book for over 50 years. For these reasons, we believe they are uniquely qualified to perform aerial photography and mapping projects in Cook County. In addition, Sidwell has performed the Village's last two (2) aerial mapping projects including our 1978 project and our 1996 project. The deliverables from the 1996 project were highly processed by Sidwell and utilized to form the base maps for our then new GIS system. Sidwell also assisted the Village in 1999 by helping to pool Cook County land data with existing Village land information to form an accurate database of parcels, addresses, parcel identification numbers, owners, and other property attribute information. This database remains the kernel upon which a number of Village computer systems rely including the Master Address application, the GIS system, and the Public Works Department's Hansen infrastructure management system. For these reasons, we believe that Sidwell is intrinsically familiar with the Village's cartography needs and is particularly well-suited to satisfy them. The update or replacement of the aerial photographs and planimetric maps has been included in the capital improvements plan (CIP) as an out-year project ever since the completion of the last photography flights in 1996. Staff initially proposed to secure new aerials and planimetrics on a 10-year cycle after realizing that the nearly 20-year gap since 1978 was far too long. More frequent updates were obviously preferably but the enthusiasm for updates was tempered by the high capital cost of aerial photography. Staff anticipated that new aerials could cost as much as $300,000 even if secured on a 10-year cycle. As years passed, and this project became more imminent, staff gauged the cost of this project by discussing the general scope with other municipalities and vendors. Until recently, a large capital outlay seemed inevitable. However, in 2006, Sidwell took a close look at our project and suggested that they could complete the work at a substantially reduced cost. They cited their familiarity with the Village, their access to Cook County data, the developed and cleanly structured nature of the Village's GIS system, and a number of recent technological advances as the primary reasons they could work so frugally. Based on past experiences with Sidwell, and the high quality of their deliverables, we believe that accepting this offer is in the best interests of the Village. Recommendation I recommend accepting the proposal from the Sidwell Company of 51. Charles, Illinois to provide specified aerial photography and planimetric mapping services for a cost not to exceed $28,500. Sufficient funds for this proposed expenditure exist in the current budget. Page 3 of 3 Aerial Photography and Planimetric Mapping Project ($28,500) February 1, 2007 I concur with the above recommendation. bAI?~ Glen R. Andler Director of Public Works Cc: Director of Public Works Glen R. Andler GIS Analyst Greg Nichols IT Director Joan Middleton File C:\Documents and Settings\sdorsey\My Documents\GIS\AERIAL PHOTO UPDATES 2007\SIDWELL PROPOSAL RECOMMENDATION. DOC Attachment A Downtown Mount Aerial Photography 1996 N W+E Attachment B Downtown Mount Prospect Planimetrics 1996 ,~ Jl~ ~I lJJ ~ N W+E S J L-J ~ I ~l 1r;:: \ I il J~ '-u ~f ~jJ o LSD D \I n ~ I II ~ I c=:;=:' C) D Building Footprint C:=J Sidewalks L:=J Parking Lots Driveways Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: DEPUTY DIRECTOR OF PUBLIC WORKS <,-"",,^ ,V, ~~ .'-'. ..Ji\ fZ:1p::::: t~'~,\J!; Ii ~\ ~c:J,,=,jJ'! ,,\\ ~~{! ". i II; i ~>J TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: FEBRUARY 1, 2007 LUST AT 112 EAST HIGHLAND STREET ($17,394) SUBJ: Background On December 26, 2006, under supervision of the Illinois State Fire Marshal, Public Works removed one (1) 1,500 gallon fuel oil tank and one (1) 200 gallon gasoline tank from the premises of Booster Pumping Station Number 5 at 112 East Highland Street. Both vessels were underground storage tanks. The tanks were discovered during electrical service modifications constructed at the pumping station in 2006. Staff surmises that the 1,500 gallon tank was utilized to fuel a boiler and the 200 gallon tank fueled a small engine-driven pump. Apparently, these tanks were simply abandoned in place when retired from service. After the tanks were removed, the Fire Marshal's inspector examined the excavations and informed staff that minor releases of petroleum products had occurred at each site. He also required staff to notify the Illinois Environmental Protection Agency (IEPA) and obtain a LUST (Leaking Underground Storage Tank) Incident Number. This action has triggered a duty to comply with IEPA LUST program soil remediation objectives. Compliance with these objectives is a necessarily technical endeavor and, as a practical matter, beyond the capabilities of staff. Proposal To complete this work in a timely manner, I obtained a proposal from K-Plus Environmental, Inc. of Chicago, Illinois. K-Plus is an environmental engineering firm that specializes in LUST projects. K-Plus has offered to provide all compliance documentation, engineering, transportation, and disposal services necessary to fully remediate the site and close the LUST incident for a fee not to exceed $17,394. Discussion K-Plus has a long history of successful LUST remediation projects for the Village of Mount Prospect. Their work on the complex "Fannie Mae" site, the problematic "Northwest Electric" site, and the "1-10 East Northwest Highway" sites prior to downtown redevelopment was exemplary. During intervening years, they have continued to assist the Village with a number of lesser profile LUST and soil remediation issues as well. It is the opinion of staff that K-Plus is best qualified to assist the Village in this matter. Page 2 of 2 LUST at 112 East Highland Street ($17,394) February 1, 2007 For your reference, it is important to note that the discovery of these tanks has prompted staff to survey the premises of all Village-owned properties for the presence of abandoned underground storage tanks. Based on this survey, we believe that there may be another abandoned tank on the premises of Booster Station Number 4 at 117 North Waverly. Staff is preparing an exploratory excavation at this site in the near future. Based on the tight space configuration of the Booster Station 4 property, we believe that this tank must be rather small (approximately 200 gallons). We do not suspect abandoned underground storage tanks exist at any other Village-owned property. Recommendation I recommend accepting the proposal from K-Plus Environmental, Inc. of Chicago, Illinois to provide specified LUST closure and soil remediation services at 112 East Highland Street for a fee not to exceed $17,394. Sufficient funds for this proposed expenditure exist in the current budget. I concur. Glen R. Andler Director of Public Works Cc: Water/Sewer Superintendent Matt Overeem File SPD/spd: C:IDocuments and SettingslsdorseylMy DocumentslWATERIBUILDINGSIBOOSTER STATIONSIBS 51LUST REMOVALIKPLUS AWARD RECOMMENDA TION.doc