HomeMy WebLinkAbout7. MANAGERS REPORT 03/04/2008
Mount Prospect
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: PROJECT ENGINEER
DATE: FEBRUARY 26, 2008
SUBJECT: 2008 STREET RESURFACING CONTRACT AWARD - $3,135,
Background
This year's project represents the twelfth year of the thirteen year extended street improvement
program and includes the resurfacing of approximately 7.2 miles of Village streets. Again this
year we also combined both the MFT funded program and the Village Street Improvement
funded program into one project in order to secure an early and more favorable bid.
Bids Results
A notice to bidders was published in a local newspaper. Since this project uses MFT funds it
was also published in the mOT construction bulletin.
On February 25th, at 10:00 A.M. sealed bids for the 2008 Street Resurfacing Program were
publicly opened and read aloud.
Six general contractors picked up the bid documents and three contractors submitted bids. The
bids ranged from a low of $3,277,791.00 by Arrow Road Construction Company to a high of
$5,000,000.00 by A-Lamp Concrete Contractors Inc. The Engineer's estimate for the project is
$3,202,415.00.
Below is a summary of the bids.
Bidders
Arrow Road Construction Co.
Johnson Paving Co.
A-Lamp Concrete Contractors Inc.
Total Bid
$3,277,791.00
$3,470,118.40
$5,000,000.00
Engineer's Estimate
$3,202,415.00
PAGE 2
2008 STREET RESURFACING CONTRACT AWARD
FEBRUARY 26, 2008
Discussion
All bidders submitted mOT Local Agency Bid Bonds in the amount of 5% of their total bids as
required by the Bid Documents. All bids were checked for accuracy. All bidders correctly
signed their bids and bid bonds. The low bidder Arrow Road Construction Co. has previously
completed street improvements for the Village including the 2006 and 2007 Street Resurfacing
Programs and their work was acceptable.
The Village budget limit for this project is $3,135,000.00. The low bid is $3,277,791.00, and is
4.6% over the budget limit. Since the low bid exceeds the budget limit, we must reduce the
contract to the budget limit. The bid quantities include contingencies that allow for unforeseen
circumstances such as additional base repair, additional asphalt required because of thickness
variation, etc. The full projected quantities for these items may not be needed. Based on my
experience in previous years, I anticipate that this year's program can be completed with the
available funds. Midway through the project I will evaluate the money spent vs. the money
needed to resurface the remaining streets. At that time I will determine whether all of the streets
scheduled for this year's program can be completed within the budget limit.
Recommendation
I recommend that the low bidder, Arrow Road Construction Co. be awarded the contract for the
2008 Street Resurfacing Program in the amount not to exceed $3,135,000.00. There are
sufficient funds in the 2008 Budget to cover this proposed contract.
d~e~~~
I concur with the above recommendation.
Village of Mount Prospect
Community Development Department
Mount Prospect
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MEMORANDUM
TO:
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MICHAEL E. JANONIS, VILLAGE MANAGER
FROM:
DIRECTOR OF COMMUNITY DEVELOPMENT
FEBRUARY 26, 2008
COMMUNITY DEVELOPMENT DEPARTMENT COPIER LEAS
DATE:
SUBJECT:
The Community Development Department recently requested bids from companies to provide copier
and printer services for our Department. The Department currently leases one copier from COTG and
has been exceeding the allowed copier counts on a regular basis.
In the fall of 2007, COTG conducted a print study for the Community Development Department to
accurately monitor both the copier and printer use. The new proposal for contract includes adding a
second copier, increasing the page allowance, an updated color printer, and supplies and maintenance
for all machines, including printers and faxes in the department.
COTG ($12,906) and Image Tech ($13,176) both provided the Village with bids based upon the revised
print study. After reviewing the bids staff is recommending that the Village Board authorize staff to
enter into a lease agreement with COTG in an amount not to exceed $12,906 for copier and printer
services. The new contract will meet budget requirements by pooling the copier lease line item
($11,000) with the office supply increase for toner purchase ($3,000). The Department has a total
$14,000 copier/printer maintenance budget.
Printer Chan es
Maintenance
Included
None
HP Service
Co ier Allowance
Printer Allowance
Overa e
Annual Cost
$13,176
COTG
$1,075.50
2 co iers
2 new printers (including color and replace
6P
Yes
$12,906
Currently, the Department has a good working relationship with COTG and recommends that we enter
into a new contract with COTG including two copiers and a new color printer for the annual cost of
$12,906. Please forward this memorandum and attachment to the Village Board for their review and
consideration at the March 4th Village Board meeting.
t~~ 1, ~l,
William J. Cooney Jr.
Director of Community Development
H:\ADMN\BILL\MEMOS\MEJ\2008\copier lease memo.doc