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HomeMy WebLinkAbout6. MANAGERS REPORT 11/06/2007 Mount Prospect ~ INTEROFFICE MEMORANDUM @ TREE CITY USA Mount Prospect Public Works Department TO: VILLAGE MANAGER MICHAEL E. JANONIS -aD e II Jb/O FROM: FORESTRY/GROUNDS SUPERINTENDENT DATE: OCTOBER 12,2007 SUBJECT: BID RESULTS - CREEK CLEANING/TREE WORK - $32,687. BACKGROUND In the 2007 budget, funds have been appropriated to continue the ongoing cleanup of Mo t 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. This year we propose to continue the clean up along McDonald Creek, starting from the Wisconsin Central Railroad working southeasterly towards Burning Bush. This excludes the portion of the creek along the Commonwealth Edison Right of Way, because at the time the specifications were written the Village Attorney was still working to negotiate an access agreement with Com Ed. BID RESULTS Sealed bids for this year's contract were opened on October 8, 2007. Seventeen invitational bids were mailed and a bid notice was placed in the local paper. In addition, a Pre-bid conference was held on September 27,2007. One bid and two "No Bid" letters were received. 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 Kramer Tree Service Winkler's Tree and Landscaping Steve Piper and Sons, Inc. Total cost to complete creek area $30,687.00 No Bid No Bid DISCUSSION The two bidders who submitted "No Bid" letters both explained that they are currently too busy to bid on this job. The low bidder, Kramer Tree Specialists, Inc. has not held our Creek Cleaning/Tree Work Contract in the past. However, they have performed satisfactorily on our Parkway Tree Removal Contract this past year and our Stump Removal Contracts (1998 and 2000). In addition to the above contracts, Kramer has been awarded several individual tree removals by being low bidder on "Requests for Quotes". Additionally, Kramer submitted multiple municipal references. 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) in the event that additional tree removals are needed. Page 2 of 2 Note that when the bids were sent out, we anticipated an October 17 start date and a November 15 ending date. Due to a cancellation of the October 16 Village Board meeting, if the Board approves award ofthis contract on November 6,2007, the start date will now be delayed until November 7,2007. Work will need to cease when the creek freezes over, and of course that date cannot be predicted. Kramer has agreed to complete as much as possible before that date, and complete any remaining work in spring 2008 at the same bid prices. BID RECOMMENDATION Sufficient funds for this proposed expenditure exist in the current budget (Acct. #5907704- 690079 in the amount of$13,OOO.OO and Acct. #5907704-690013 in the amount of $25,000.00, both on page 288). Therefore, I recommend award of contract to the low bidder, Kramer Tree Specialist, Inc., in an amount not to exceed $32,687.00. I concur: ~ A!Ii!~ 0AL_ Director of Public Works H:\Forestry\ WORD\2007\CREEK\MEMO-CREEK2007 .DOT INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois FROM: IT DIRECTOR TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL DATE: OCTOBER 15, 2007 SUBJECT: REQUEST TO WAIVE BID PROCESS AND TO PURCHASE REPLACEMENT SERVERS There are three servers scheduled for replacement in the 2007 budget year that have not been included in previous requests. Staff is requesting that the bid process be waived to purchase the computers and is recommending that the servers be purchased from Dell. The Village has standardized on Dell computers and the quotes Dell provided are from the current Illinois state contract. Dell's prices and the specifications are detailed below. One of the PowerEdge 2950 (rack- mounted) servers will be configured as a document imaging server and one as a file server for Village Hall. Each server configuration includes the appropriate direct attached storage. Laserfiche Document Imaging Server Village Hall File Server PowerEdge 2950: Quad Core Xeon E5335 12.0 GHz, 4 GB RAM, (2) 73 Gb Hard Drives, (4) 146 Gb Hard Drives, CD/RW, DVD/RW, 5-yr. Warranty $6,262 PowerEdge 2950: Quad Core Xeon E5335 I 2.0 GHz, 8 GB RAM, (6) 300 Gb Hard Drives, CD-RW/DVD Combo, 5-yr. Warranty $7,114 Exchange Server PowerEdge 1950: Quad Core Xeon E5345 I 2.33 GHz, 8 GB RAM, (3) 73 Gb Hard Drives, DVD-ROM, 5-yr. Warranty $5,568 Dell Total $18,944 The PowerEdge 1950 (rack-mounted) will be configured as an Exchange e-mail server. Instead of using direct attached storage, the data store will reside on the Equallogic SAN (storage area network) instead. This configuration will make it possible to add redundancy and failover functionality for the server in the future, using the old Exchange server as the passive failover server. Drives must be purchased to provide the storage space on the SAN. The drives are available in a seven-drive bundle, which will fill up the drive slots in the existing SAN which was purchased last year. Three vendor quotes are provided for the SAN drives below. Acclaim's price is the lowest. Request to Waive Bid Process and to Purchase Replacement Servers October 15, 2007 Page 2 Acclaim Cor oration $4500 Included $4500 I request that the bid requirement be waived for the purchase of the replacement servers as detailed above. I recommend that the Village purchase the described servers and from Dell for an amount not to exceed $18,944. I also recommend that the Village purchase storage drives for the Equallogic SAN from Acclaim Corporation for an amount not to exceed $4500. Funds are available for these purchases. Please feel free to contact me with any questions or concerns. r~ Joan Middleton IT Director I:\VB Request Memos\2007 Server Requests 2.doc Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS &.M~ " 1'-/01 FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: OCTOBER 17, 2007 SUBJECT: BID RESULTS FOR AUTOMATED SAND BAGGER FILLING SYSTEM ($23,385) BACKGROUND This bid award is for an automated sand bagger filling system. F or the past several years the Village has rented automated sand bagger units during flooding events which required building a flood wall or making a large number of sand bags for any purpose. To build a 4' high, 12' wide flood wall; it took 75,000-80,000 sand bags. With numerous volunteers and one automated sand bagger unit it took 32 hours to build the flood wall. Using unskilled labor, these automated sand bagger units are estimated to make 1,000 to 1,600 sand bags an hour. During a major flooding event, these units are not readily available as everyone needs them at the same time. BID RESULTS Sealed bids were opened at 10:00 A.M. on October 8, 2007. Bid notices were mailed to the 2 companies that have rented us these units in the past, and a bid notice was placed in a local newspaper. Due to the specialized nature of this device, only two (2) vendors market these units in the greater Chicago metropolitan area. Two bids were received the results are as follows: Bidder The Sand Bagger Corporation Wauconda,IL Alexander Equipment Company, Inc. Lisle, IL Total Bid Price (annually) $23,385 $30,295 Bid Results for Automated Sand Bagger Filling System October 17,2007 Page two DISCUSSION The Village rented the MA Motorized Auger Bagger unit proposed by the Sand Bagger Corporation during the last flood event of August 2007. This unit performed satisfactorily and had positive comments from all users. The proposed unit meets all bid specifications. RECOMMENDATION I recommend purchasing one (1) MA Motorized Auger Sand Bagger from The Sand Bagger Corporation of Wauconda, Illinois for an amount not to exceed $23,385. There are sufficient funds for this purchase in the 2007 Budget. G6j~~ G) WIPJ Paul Bures Streets & Buildings Superintendent I concur d~ Director of Public Works pb c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey File H:\Administration \BIDS\RESUL TS\Sandbagger2007 .Rec.doc Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS ~~.~ "/~'01 FROM: STREETS & BUILDINGS SUPERINTENDENT DATE: OCTOBER 17, 2007 SUBJECT: CUL-DE-SAC PLOWING PROPOSAL RESULTS (ESTIMATED EXPENDITURES $53,375) BACKGROUND For the last seven (7) years, the Village has utilized a private contractor to remove sn from cul-de-sacs. This arrangement has proven beneficial in that it has dramatically improved the delivery of snow removal services to residents living adjacent to cul-de-sac streets. Tradition- ally, large plow trucks assigned to adjacent thru-streets have initially cleared an access path for cul-de-sacs. However, due to the limited maneuvering room on these types of streets, the large trucks were not able to remove all of the snow. Residents would often have to wait until adja- cent thru-streets were cleared and crews could return in smaller, more maneuverable trucks to completely clear the cul-de-sacs. Utilizing a private contractor, with plows mounted on their own pick-ups and one-ton trucks, has afforded us the ability to provide residents living on cul-de-sacs the same level of snow removal service as residents living on thru-streets. Typically, we have required the contractor to be on- site within one hour of notification and have allowed up to eight-hours to complete 110 cul-de- sacs. During the winters of 2000 through 2007, it was our experience that the contractor was able to satisfactorily complete cul-de-sac plowing in about the same amount of time it takes Public Works crews to finish clearing thru-streets. Our last arrangement with a private contractor for cul-de-sac plowing expired in the spring of 2007. To continue this arrangement, staff has prepared a detailed request for proposals in- tended to establish a contractual commitment for cul-de-sac snow removal services that will be valid through May 2010. REQUEST FOR PROPOSALS Proposals were received on October 8, 2007 for the plowing and removal of snow in cul-de- sacs. Proposals were solicited from eight contractors. One proposal and one no bid were re- ceived. The proposals included rate structures that varied depending on the day of the week and the amount of snow to be plowed Page 2 Cul-De-Sac Plowing Proposals October 17, 2007 DISCUSSION King Koncrete performed cul-de-sac snow removal services for the Village of Mount Prospect during the winters of 2000 through 2007. Their performance was satisfactory and they demon- strated sufficient ability and resources to effectively respond to substantial snowfall accumula- tions. Staff also received a number of favorable comments about the quality of King Koncrete's snow removal efforts. In addition, a number of multi-family complexes and commercial devel- opments in Mount Prospect have vouched for King Koncrete as long-term references. Here are the bid prices from the 2004 - 2006 bid results. Company 2" - 6" snow >6" - 9" snow Kino Koncrete, Inc. $5,175 $9,260 Snow Systems $6,540 Time & Material Milieu Designs, Inc. $11,445 $14,515 King Koncrete, Inc has not had a price increase in three years and his current bid price is still lower than the second low bid prices received in 2004. RECOMMENDATION I recommend accepting the lowest proposal as submitted by King Koncrete of Arlington Heights, Illinois for the plowing and removal of snow from 110 cul-de-sacs during the 2007/2008, 2008/2009 and 2009/2010 winter seasons. According to their proposal, King Koncrete will be paid at the rate of $5,875 to plow all cul-de-sacs during a 2" - 6" accumulation and $9,750 to plow all cul-de-sacs during >6" - 9" accumulation. Expenditures for this service will be limited by the availability of funds allocated for contractual snow removal services each fiscal year. 9cuJJ fi)/AAU Paul Bures Street & Buildings Superintendent I concur: ~ ~~ - Glen R. Andler Director of Public Works PB c: Director of Public Works Glen R. Andler Streets/Buildings Superintendent Paul C. Bures File H:\Administration\BIDS\RESUL TS\CULDESACSNOWPLOWING2007-20 I 0 RESUL TSTOMGR.doc 2 Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PROJECT ENGINEER DATE: NOVEMBER 1, 2007 SUBJECT: 2008 NEIGHBORHOOD TRAFFIC SIGN PROJECT CONSTRUCTION RECOMMENDATION - $139,844.75 Background To date, the Village has completed sign projects as part of the Neighborhood Traffic Study in four neighborhoods. Additional neighborhoods are currently being studied with more planned for 2008. Based on our current schedule, it is anticipated that sign projects in seven neighborhoods will take place in 2008. They will not begin all at the same time but rather in three segments. Zones 9 and 15 are being recommended for approval at the November 6th Village Board Meeting. It is anticipated work in these two neighborhoods will begin in January. Zones 14 and 17 are expected to be introduced at an Open House before the end of the year with construction to begin April 2008. Finally, Zones 11, 16 and 18 will be discussed in the spring with construction to begin July 2008. Rather than soliciting bids for three different contracts, it was decided to combine the work into one contract. By doing so, one expected advantage was that we would receive cheaper unit prices. Another expected advantage was that working with the same contractor would allow for a smooth transition over the course of the year. And it would also eliminate the time it takes to bid a project allowing work to begin sooner once a neighborhood was approved to go to construction. Using the previously completed sign projects as a benchmark and a Village sign inventory database, estimated quantities were determined for each of the seven neighborhoods and combined into one proposal. Bid documents were put together by the Engineering Division and the project was advertised in mid October. Bids Results At 10:00 a.m. on October 29th, sealed bids were publicly opened and read aloud for the 2008 Neighborhood Traffic Sign Project. A Notice to Bidders was published in the local newspaper and companies were sent invitations to bid on the project. Four companies picked up plans and we received three bids. A low bid of $139,844.75 was received from Nafisco Inc. of Hillside, lllinois and a high bid of $221,303.96 was received from Western Remac Inc. ofWoodridge, lllinois. The engineer's estimate for the project was $214,055.00. All bidders submitted bid bonds in the amount of 5% of their total bids as required by the contract documents. The bids were checked for accuracy and there were no errors. All bidders correctly signed the bids and bid bonds. Below is a summary of the bids. Bidders Nafisco Inc. Highway Technologies Western Remac Inc. Total Bid $139,844.75 $160,295.00 $221.303.96 page 2 of2 2008 Neighborhood Traffic Sign Project November I, 2007 Discussion The low bidder, Nafisco Inc., has been in the traffic sign business for 54 years and services the Chicagoland area. They have completed similar projects including a neighborhood sign project for the Village of Park Forest this past summer. Staffis confident they can do a quality job for the Village. And as expected, by combining the planned work in 2008 into one contract, the Village will see a significant savings as the bid is 35% lower than our estimate. Similar to previous contracts, the work will involve installing and removing various traffic regulation signs including stop, yield and speed limit signs. Flashing red lights and supplemental signs will be affixed to new stop signs for a 60-day period to allow motorists to adjust to the changes in the neighborhood. And has been done in previously completed neighborhoods, stop sign and school crossing signs will have permanent, reflective colored panels attached to the posts to emphasize the intersection control and crosswalks. Stop sign posts will be red and school crossing posts will be fluorescent yellow- green. Recommendation It is Staffs recommendation that the low bidder, Nafisco Inc., be awarded the construction contract for the 2008 Neighborhood Traffic Sign Project in the amount not to exceed $139,844.75. There are sufficient funds in the 2008 Proposed Budget to cover the cost of this contract. Please include this item on the November 6th Village Board Meeting Agenda. Enclosed is a project area map for your reference. Matthew P. Lawrie I concur with the above recommendation. ~ Attachment: Project Area Map c: Village Clerk Lisa Angell h:\engineering\traffic\ritcp\2008sign _ contract\rec _ memo.doc 2008 NEIGHBORHOOD TRAFFIC SIGN PROJECT ~ I 7 11 -~ II :~II'11 ~II " ~"'J1.'''1:..~~..1 - ,II . . "!J IIIITI'= ':i III ~ 1\ n, ru GOLF RD c a: I- o W 0. en o '" a: II . 0. I'~~ ~ 110 ::. :!i ,III IIdl 'I't-\.Ja ~ 16 c;- lIO IiiiT ~ DEMPSTER ST ~ ~l.Q c OI\tQ ~ 18 ~/1\t~b III ~ ill :i ~ w ANTICIPATED CONSTRUCTION SCHEDULE OAKTON ST . JANUARY 2008 . APRIL 2008 . JULY 2008 Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS -eD. ~ " 1,./01 FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: OCTOBER 9, 2007 SUBJECT: BID RESULTS FOR 3- YEAR CUSTODIAL CONTRAC ($110,400) BACKGROUND This bid award is for a three-year (2008-2010) custodial services contract. This contract provides daily cleaning at the following buildings: Village Hall, Village Hall Parking Structure, Police & Fire Administration (including above and underground parking structure), Railroad Station, Fire Stations 12 & 14 (floors only) and Public Works. Police & Fire and the Village Hall also require full-time day porter positions, whereas the other buildings are cleaned at night or early evenings. BID RESULTS Sealed bids were opened at 10:00 A.M. on September 10, 2007. Bid notices were mailed to 19 bidders, and a bid notice was placed in a local newspaper. Representatives from 11 firms attended a pre-bid walk-through of the buildings, and 8 bids were received. Bidder Crystal Maintenance Services Corp. Quality Janitorial & Maintenance Corp. Alpha Building Maintenance Services, Inc. Komar Building Services KMI Commercial Cleaning Services Best Quality Cleaning Inc. Cleaning Impressions, Corp. Total Building Service Total Bid Price (annually) $110,400.00 $132,600.00 $136,500.00 $140,076.00 $158,400.00 $159,000.00 $163,128.00 $165,000.00 Bid Results for 3-year Custodial Contract October 9,2007 Page two DISCUSSION The low bidder, Crystal Maintenance Services Corp., had our cleaning service contract in 2000 - 2004. They are currently under new ownership and are located in Mount Prospect. I have contacted all of their references, and they give Crystal Maintenance Service Corp. an acceptable rating. Crystal Maintenance Services Corp. is, therefore, the most responsive and responsible bidder. RECOMMENDATION I recommend Crystal Maintenance Services Corp. be awarded the proposed three-year cleaning services contract for a not-to-exceed annual amount of $110,400 for daily cleaning services. There are sufficient funds for this cleaning services contract in the 2008 budget. @a"J63uu.. PAUL BURES Streets & Buildings Superintendent I concur d!fI&- Director of Public Works pb c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey File H:\Administration\BIDS\CLEANING\Cleaning Bid 2008-20 I 0 Recommendation.doc Mount Prospect Public Works Department MA.unt~ INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS 'ab. ~ " .. dI FROM: WATER & SEWER SUPERINTENDENT SEWER FOREMAN DATE: NOVEMBER 1, 2007 SUBJECT: BID RESULTS FOR PIPELINE TELEVISION INSPECTION SYSTEM: $107,52 Backaround In the current budget, funds are budgeted to replace unit 2737. Unit 2737 is a 1992 Ford E-350 with a hi-cube body that houses the Village's pipeline television inspection system. The existing cab and chassis is in excellent condition with low mileage and does not meet our criteria for replacement. Unfortunately the inspection system is showing its age and is in need of replacement along with a modification to the existing hi-cube body. Staff is recommending that the Village only replace the current pipeline television inspection system, which is comprised of the camera equipment, cabling, AC power generator, computer system, VHS media recorder and a camera transporter. The existing cab and chassis will not need to be replaced but modifications to the existing hi-cube body will occur. Unit 2737 is used to televise new sewer construction to verify correct installation and also identify defects in our sanitary, storm and combined sewer systems. The Village annually televises approximately 40,000 lineal feet of sewer each year to assess existing conditions. This information is used in our ongoing assessment process and is critical for our multiyear sewer rehabilitation. The televising process allows us to identify segments of mainline sewer that are in need of repair and also investigate any sanitary sewer main blockages that may occur. In addition to this work, the Metropolitan Water Reclamation District (MWRD) requires the Village to visually inspect a portion of the sanitary sewer collection system each year. As part of our 0 & M program we review the televising data collected and focus our efforts on reducing any inflow and infiltration found. The current pipeline television inspection system has become obsolete as its functionality and processes have become outdated. The video for our televising is currently recorded to VHS tapes and the retrieval of information from video tapes is time-consuming and cumbersome using older video technology. The new video systems use digital video which can be stored electronically, is easily and quickly retrieved and can be copied to a wide variety of media with little loss in quality. In comparison, one VHS video tape may hold the data for a few hundred feet of sewer while a similar sized hard-drive or DVD holds thousands of feet of sewer video. The power control unit (PCU) and computer that control our current system have become obsolete and hamper our efforts. The existing camera transporter cannot televise sewers larger than 36" and therefore some of our larger storm sewers have not been televised. The current camera assembly has had numerous repairs and is spending more time in the shop rather than out televising. Since the cab and chassis are in excellent condition, staff prepared the specification for a modification to the existing hi-cube body and a complete replacement of the camera equipment, - Bid Results for Pipeline Television Inspection System: $107,529 November 1, 2007 Page 2 cabling, AC power generator, and computer system. In the upgrade will be a new digital media recorder, storage system and a new camera transporter capable of televising up to 60" sewers. As mentioned, the existing hi-cube body will undergo certain modifications including a new control room, equipment room, storage cabinets, confined space entry equipment, energy efficient lighting, utility hoist system, and additional safety features such as arrow boards, strobe lights, and back-up alarm system that do not currently exist. The Public Works Department purchased the existing pipeline television inspection system (including the vehicle) from CUES, Inc in 1992 for $98,900. Bid Results On Monday October 8, 2007 sealed bids for the proposed renovation of one pipeline television inspection system were opened and read aloud. Four invitational bids were distributed, and public notice was placed in a local newspaper as required. Two bids were submitted along with one "no bid". The results are as follows: Bidder Address 1. Sewer Equipment Company of America (ARIES) Glenview, IL 2. EJ Equipment, INC (CUES) Manteno, IL 3. RS TECHNICAL Galesburg, IL Bid Price $107,529 $120,990 No Bid In July of 2007, Village staff received a demonstration of the proposed system, at which time all equipment listed was inspected and fulfilled our requirements. Village staff then reviewed all of the bids and determined that Sewer Equipment Company of America, representing ARIES, complied with the bid request and is the apparent lowest responsible bidder. Several agencies in the Chicago area use the ARIES system including the Villages of Wheeling, Elk Grove, and St. Charles. Staff made contact with these entities who stated that ARIES system has performed satisfactorily. Bid Recommendation I recommend accepting the lowest qualified bid for the proposed replacement of the current Village pipeline television inspection system per our specifications as submitted by Sewer Equipment Company of America, Glenview, Illinois at a cost not to exceed $107,529. Funds for this proposed purchase are available in account 6707709-660115, page 293, of the current budget. Director of Public Works 2 Proposed Interior Layout Proposed Equipment Layout ,- ,r:"', . : ,,1 . iV' --/ #., J-/ '/ ) t., / ,." '.1 f /. . . .... I --...", . . /. . II ,,' ~ II t - I ' Basic Camera Transporter Camera Assembly Camera Transporter for Larger Sewers Camera Transporter for Storm Sewer MoUnt Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DATE: NOVEMBER 1, 2007 SUBJECT: BID RESULTS FOR ONE SEWER JETTING MACHINE ($99,256.0 Backaround In the current budget, there are funds available to replace unit 2738. 2738 is a 1992 International/Super Products sewer flusher. This truck is equipped with a 1500 gallon water tank and a high-pressure pump. The unit is used to flush sanitary and storm sewers, wash down streets and buildings, and is also used in conjunction with the sewer televising equipment. The replacement truck cab and chassis for 2738 was approved for purchase by the Village Board on June 19, 2007 and is currently on order. The proposed purchase of the sewer-jetting machine will make the unit completely functional. Bid Results On Monday, August 20, 2007, at 10:00 A.M., sealed bids for the proposed purchase of one sewer jetting machine to be mounted on the Village owned chassis were opened and read aloud. Four invitational bids were distributed to Standard Equipment (Va ctor), Coe Equipment (Vactor), Sewer Equipment Co. (Sewer Equipment), and Temco Machinery (Aquatech) and public notice was placed in a local newspaper as required. One bid was received. The results are as follows: Bidder Standard Equipment Co. Chicago, IL Year/Make/Model 2008 Vactor Ramjet "0" Bid Price $99,256.00 Trade-In Value $5000.00 Standard Equipment met all our specifications. Other Factors The bid specifications were written around the "Vactor Ramjet" sewer jetting machine because the Public Works Department operates two sewer f1ushers and to help in standardizing the equipment. The Public Works Department purchased the first Vactor Ramjet in 2003 and the unit has operated well. In the past four years of service we had one warranty claim and have only done our schedule preventative maintenance. Also all the sewer cleaning attachments, high pressure nozzles, root cutters, hand held pressure guns, and etc. will be adaptable to the new sewer jetting machine being proposed to purchase. Bid Results for One Sewer Jetting Machine November 1, 2007 Page 2 of 2 Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one 2008 Vactor Model Ramjet "0" sewer jetting machine per our specifications to be mounted on Village owned chassis, as submitted by Standard Equipment Company, Chicago, Illinois, at a cost not to exceed $99,256.00. Funds for this proposed purchase are available in account 6707709-660115, page 292, of the current budget. The existing 2738 will be sold at the 2008 NWMC fall auction with a minimum bid of $5000.00. Our past experience is the unit being replaced is worth between $8000 and $10,000. ffi' t: 11- ~ James E. Guenther Glen R. Andler Director of Public Works c: Deputy Director Sean Dorsey H:\Administration\BIDS\RESUL TS\Sewer Jetter 2007.doc MountProspect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VEHICLE/EQUIPMENT SUPERINTENDENT DATE: NOVEMBER 1, 2007 SUBJECT: SEALED BID RESULTS FOR ONE MINI BACKHOE MACHINE WITH T ($78,096.00) Backaround In the current budget, there are funds available to replace units 4507, 4543, and 4559. 4507 is a 1988 Ford utility tractor, 4543 is a 1978 Puckett asphalt self propelled paver, and 4559 is a 1988 Chem Grout mud-jacking machine. All three units are no longer used by the Public Works Department due to the outsourcing of grass mowing, major landscape projects, major street paving projects, and trip hazard projects. We are requesting to purchase a mini backhoe with the funds available for the replacement of the fore mentioned equipment. The Village Manager previously approved this request prior to bidding the mini backhoe. Replacement Schedule All three units 4507,4543, and 4559 have met their scheduled replacement years. Life Cycle Cost Analysis Life cycle cost analysis was not calculated due to the non use for several years. Other factors The Public Works Department is requesting to dispose of the three previously mentioned units and purchase a mini backhoe with the funds available in the Vehicle Replacement Fund. The Public Works has a need for a small track mounted backhoe with a smaller bucket to reduce damage to the parkways caused by water b-box replacement or hydrant replacement. The unit will also be useful when excavation is needed to repair a sewer line and/or a water main located in backyard easements. The Public Works Department for the past two years has had demonstrations of different brands of "mini backhoes" and also has rented the two units that were most liked by the operators to get the feel of each machine. It was decided that the Caterpillar model 305C-CR was the number one choice of the operators. We wrote our specifications around the Caterpillar model 305C-CR but the bid specifications did not exclude any manufacturers. Bid Results On Monday, August 20, 2007 at 10:00 A.M., sealed bids for the proposed purchase of one new mini backhoe were opened and read aloud. Nine invitational bids were distributed to Patten Industries (Caterpillar), Altorfer, Inc. (Caterpillar), Fabco Equipment (Caterpillar), Fabrick Tractor Co. (Caterpillar), Payline West (Kobelco), United Lift Truck (Hyster), Dunmire Equipment (Kobelco), Burris Equipment (Kubota & Hyundai), Ditch Witch (Ditch Witch), and a Sealed Bid results for one new mini backhoe machine November 1, 2007 Page 2 of 2 public notice was placed in a local newspaper as required. One bid was received. The result was as follows: Bidder Patten Industries, Inc. Elmhurst, IL Make/ModellYear 2007 Caterpillar 305C-CR Bid Price $78,096.00 Deliverv 60 Days Patten Industries met all our specifications. Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one 2007 Caterpillar Model 305C-CR mini backhoe machine per our specifications as submitted by Patten Industries, Elmhurst, Illinois, at a cost not to exceed $78,096.00. Funds for this proposed purchase are available in account 677709-660115 on page 292 of the current budget. G--- f Y1.- ~ James E. Guenther Glen R. Andler Director of Public Works JEG H:\Administration\BIDS\RESUL TS\Mini Backhoe 2007.doc ...