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HomeMy WebLinkAbout6. MANAGERS REPORT 04/01/2008 Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PROJECT ENGINEER DATE: MARCH 26, 2008 SUBJECT: NEIGHBORHOOD TRAFFIC STUDY AND POST-STUDIES RECOMMENDATION TO IDRE TRAFFIC CONSULTANT - $200,400 Backe:round The Neighborhood Traffic Study involves reviewing intersection traffic control and speed limits on all Village-owned streets. To accomplish this, the Engineering Division has divided the Village into eighteen (18) areas called "zones". To date, the Engineering Division with the assistance of a traffic consultant has completed comprehensive studies in eleven (11) of the eighteen (18) zones. Sign changes have already been made or are in the process of being made in eight zones and in three zones final recommendations will soon be presented to the Village Board of Trustees. With the anticipation of completing the current work later this spring, the Engineering Division has prepared a schedule to perform additional neighborhood studies over the next year. There are two components to the Neighborhood Traffic Study. The first program, the Residential Speed Limit Program, involves reviewing all neighborhood streets to determine the appropriate speed limit. This program is being handled by the Engineering Division and we will continue to do so. The other program, the Residential Intersection Traffic Control Program, involves reviewing neighborhood intersections to determine the proper traffic control and then evaluating previously studied neighborhoods through post-studies. Because of the complexity of this program, the Village has in the past retained the services of a traffic consultant to perform the intersection traffic control studies. In reviewing the work necessary to complete such studies, the Engineering Division continues to believe it is necessary to hire a traffic consultant to complete additional studies in a reasonable amount of time. 2008 Contract This year's work will once again include new traffic studies in neighborhoods not yet reviewed. Over the next year it is anticipated that we will complete new studies for the remaining seven zones. In addition, we will continue to perform post-studies in those neighborhoods previously studied. Post-studies near the 6-month and 12-month marks after implementation will take place to assure the changes have created a safe and efficient environment. KLOA Inc. of Rosemont, Illinois has provided consulting services for the Village since the beginning of the Neighborhood Traffic Study. The Engineering Division, t~erefore, provided a Request for Proposal to KLOA Inc. to study the next set of neighborhoods as well as to perform post-studies in previously studied neighborhoods. For the new traffic studies, it was outlined that the scope of their services were to include data collection, analysis, recommendations and representation at various public meetings. With the completion of previous studies, a template has been established and a good working relationship created with the consultant where neighborhoods are studied efficiently. As part of this next contract, we are proposing to study the seven remaining neighborhoods. The table on the following page shows the schedule to complete the studies associated with this contract. ~~~'_..._-~.-- page 2 of3 Traffic Consultant Recommendation March 26, 2008 Data Collection Submit Submit Open House Village Draft Report Final Report Board Meetin~ Zone 1 September 2008 November 2008 December 2008 January 2009 February 2009 Zone 2 September 2008 November 2008 December 2008 January 2009 February 2009 Zone 3 April 2008 July 2008 August 2008 September 2008 October 2008 Zone 4 April 2008 July 2008 August 2008 September 2008 October 2008 ZoneS September 2008 November 2008 December 2008 January 2009 February 2009 Zone 6 April 2008 July 2008 August 2008 September 2008 October 2008 Zone 10 April 2008 July 2008 August 2008 September 2008 October 2008 For the post-studies, the Engineering Division outlined that the scope of KLOA Inc.'s services were to include data collection, analysis, recommendations and representation at various public meetings. Vehicular volume and speed data would be collected using traffic counters, accident data would be reviewed, and visual inspections would be made at each intersection. This information would then be compared to the data collected as part of the original traffic study in the neighborhood. Based on the results, the consultant would affirm the previous decisions or recommend further changes to the traffic regulations as necessary. Because of the sensitive nature of the original studies and the impact to the neighborhoods, multiple post-studies would be done in each neighborhood. This would allow the Village to closely monitor the traffic in those neighborhoods previously studied. For each neighborhood, the first post-study would be a comprehensive look at the entire neighborhood. Subsequent post-studies would focus only on locations that are considered to demand extra attention in the neighborhood. The tables below shows the schedule to complete the post-studies associated with this contract. Fi t P t St d 6 M th Aft S' Ch rs os - u y- on s er len aoees Data Collection Submit Submit Draft Report Final Report Zone 9 May 2008 August 2008 September 2008 Zone 11 October 2008 December 2008 January 2009 Zone 14 September 2008 November 2008 December 2008 Zone 15 May 2008 August 2008 September 2008 Zone 16 October 2008 December 2008 January 2009 Zone 17 September 2008 November 2008 December 2008 Zone 18 October 2008 December 2008 January 2009 S d P t St d 12 M th Aft S' Ch econ os - U IY- on s er len anees Data Collection Submit Submit Draft Report Final Report Zone 9 November 2008 February 2009 March 2009 Zone 11 April 2009 June 2009 July 2009 Zone 14 April 2009 May 2009 June 2009 Zone 15 November 2008 February 2009 March 2009 Zone 16 April 2009 June 2009 July 2009 Zone 17 April 2009 May 2009 June 2009 Zone 18 April 2009 June 2009 July 2009 page 3 of3 Traffic Consultant Recommendation March 26, 2008 Discussion KLOA Inc. thus far has been involved in eleven (11) of the eighteen (18) neighborhoods to be studied as part of the Neighborhood Traffic Study. Their work has met the expectations of the Engineering Division and been done in a professional manner. They have provided quality reports, met deadlines and represented the Village well at public meetings. KLOA Inc. has provided the Village a price of $93,300.00 to complete intersection traffic control studies for the remaining seven neighborhoods. Comparing their price for the next seven neighborhoods to their price from their current contract, they have lowered their price per intersection from $426 to $393. Their price includes data collection, analysis, recommendations and an implementation plan which would all be detailed in a report. It also includes various meetings with the Engineering Division, attendance at Village Board Meetings and participation at Open Houses. This is the same services provided for the previous neighborhood studies. KLOA Inc. has also provided the Village a price of $107,100.00 to complete post-studies for previously studied neighborhoods. Two post-studies would be performed in each of the zones. The first post-study would review all intersections and streets in each neighborhood. In order to keep costs down while still being able to closely monitor the changes and providing a informative report, the second post-study in each neighborhood will target up to 25% of the original study locations. The locations will be determined based on known sensitive areas and the results of the first post-study. Should additional work be necessary in a particular neighborhood, the Engineering Division will consider negotiating a price with KLOA Inc. or performing the work ourselves. Comparing KLOA Inc.'s price for post-studies compared to their price from their current contract, they have lowered their price per intersection from $386 to $340. Their price includes data collection, analysis and recommendations which would all be detailed in a report. It also includes various meetings with the Engineering Division and attendance at Village Board Meetings. The combined price from KLOA Inc. for the new traffic studies and the post-studies is $200,400.00. With the Village Board of Trustees approval of this work, KLOA Inc. would begin immediately collecting data for both new studies and post-studies. Recommendation It is my recommendation that the proposal submitted by KLOA Inc. for traffic engineering services be accepted with a not to exceed amount of $200,400.00. There are sufficient funds in the 2008 Village Budget to cover the scheduled work for this year. And in the 2009 Proposed Budget, there would be sufficient funds to cover the remaining work in the contract. Please include this item on the April 1 st Village Board Meeting Agenda. I concur with the above recommendation. Attachment: Map VILLAGE OF MOUNT PROSPECT ~ VILLAGE TRAFFIC ZONE MAP I {If ~ ,P Olf!~ 1 ~ 7 # ,.~ ~ ~ 2 5 .,: ;;;: Ii';;l 12 I'l! fl~~= a = ~ 1 LJ;~~ ~ ~~ ~~ ~ ~ E;1 ~ -- = 3 15 ~~ ~~c~ ~::; ~' _..:-=:_~ ~ ~ ~3=- ~~ ~la~--~-~ ~~t;'l~ . "" I'Z'~ ~..._,~::" ....... ~ - '!"_~ ~c~.~ STUDY SCHEDULE ~ . D D D NEW STUDY APRIL 2008 - OCTOBER 2008 ~ NEW STUDY SEPTEMBER 2008 - FEBRUARY 2009 ...,~ ~~,.. ~ = ~- --.~- ~ ====18"~~.~ ~ POST-STUDY MA Y 2008 - JULY 2009 ~ INCLUDED IN PREVIOUS CONTRACT POST-STUDIES FOR ZONES 1-6 & 10 WILL BE INCLUDED IN A SEPARATE CONTRACT IN THE SPRING OF 2009 THIS MAP IS FOR THE PURPOSE OF IMPLEMENTING THE: RESIDENTIAL SPEED LIMIT PROGRAM & RESIDENTIAL INTERSECTION TRAFFIC CONTROL PROGRAM MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 08-62 CONTROL NUMBER FROM: CHIEF OF POLICE ~/I~ TO: MICHAEL E. JANONIS, VILLAGE MANAGER SUBJECT: IN-CAR ELECTRONIC CIT A nON PRINTING SYSTEM DATE: MARCH 21, 2008 Issue 4",,,- The department's citation completion and data tracking is currently a manual system. Msuch, citations are completed by hand and entered into applicable Police and Finance Departments' electronic databases manually. Discussion In 2006, the department migrated to the IDNetworks records management system. The system has proven to fully meet the needs of the department. This system is utilized by each ofthe nine (9) Northwest Central Dispatch System (NWCDS) police agencies as their records management system. Based on its ability to meet the needs of the member agencies, NWCDS has agreed to utilize the IDNetworks mobile client software in the patrol and fire department vehicles of all member agencies. The mobile client acts as a software interface between the NWCDS computer aided dispatch (CAD) system and each mobile data terminal. Additionally, NWCDS has agreed to act as a central repository for member agency records management system data via an IDNetworks data server. All member agencies will have the ability to access each member agency's data maintained within the system. The department's IDNetworks records management system includes a citation database. This database or system module may be used to statistically analyze traffic violations and related trends. In January 2008, the department began inputting traffic citation data manually into the IDNetworks module. This data will be utilized by the traffic unit for statistical analysis purposes. Due to the time demands of manual data entry, only Cook County traffic citations are entered into the system. Village of Mount Prospect compliance and parking citations are not entered into the IDNetworks database. The patrol section currently completes both Cook County traffic citations and Village of Mount Prospect compliance & parking citations in a handwritten format. Officers are required to obtain the pertinent citation information through either electronic data retrieval via their mobile data terminal or by copying information from a violator's driver's license. Generally, the process averages approximately ten (10) minutes to complete a Cook County citation and approximately five (5) minutes to complete a Village parking/compliance citation. To facilitate accurate and efficient completion of any citation, IDNetworks offers the IDMobile system. This system integrates electronic data available to officers in their patrol vehicle to P9pe 1 of 2 MOUNT PROSPECT POLICE DEPARTMENT CHF 08-62 FORMAL MEMORANDUM CONTROL NUMBER quickly and accurately produce one or multiple citations. The citation printing system can extract electronic data relayed to the officer's mobile data terminal to populate an electronic citation template. The officer then provides the pertinent violation information and a citation (either Cook County or Village) is printed via an in-car printer. Using the same information, officers can produce additional citations when warranted for multiple violations. Additionally, officers can use an in-car driver's license scanner to also populate template fields. The final result is a printed citation which is legible, produced in a matter of moments and most importantly a citation which is stored within the system in a digital format. Electronic citation data from the IDMobile system would then be uploaded to the records management system via existing wireless access points at the public safety building. This is a digital upload process similar to the department's mobile video recorder system. Both Cook County traffic citations and Village parking/compliance citations would be stored and maintained electronically. Additionally, parking/compliance citation data would be electronically forwarded to the Finance Department for upload into their database thus eliminating the need for Finance Department personnel to manually enter all parking and compliance citation information into their database. An additional feature of the IDMobile system is the in-car reporting system. This system allows officers to complete all field case reports using their mobile data terminal. Reports can then be electronically uploaded to the records management system where they are reviewed and approved electronically by supervisory staff. The report is then stored in electronic format in the IDNetworks system. Once the electronic in-car report writing system is fully functional, the department's report writing system will be substantially paperless. It is anticipated the department will move to the paperless in-car report system once additional wireless hotspots become available within the Village. Conclusion & Recommendation It is staffs recommendation to waive the bid process and purchase the IDMobile citation printing system available through IDNetworks at a cost not to exceed $72,215. The IDMobile system exclusively integrates with both the IDNetworks records management system and the IDNetworks mobile client. The IDMobile system will meet the needs of patrol personnel to quickly and efficiently complete all citations. Additionally, the system will allow for electronic data tracking of citations for both the Police and Finance Departments, eliminating manual data entry. The system is planned to be additionally utilized as a paperless report writing system. Funding for this purchase is available in CIP account 6107701-670027. Attachment IIPfI Ipfl pi$IMSemkiuIUSRDA liMy DocumentslEquipmentllD NetworksllDNetworks Field Reporting & Citation Printing.doc Pape 2 of2 ~ IDMobile REMOTe COMMII,'ltCATlON$ & RE1D IlEI'ORTllto'G Sales Proposal February 4, 2008 ',fJc' ~.~o:~...~ ~f:r- . ~~i(~~ ~ -__ ';;;'~' .'-~ _ c_ - ~ _ __~_ ~ ..~.,. .. - ;, . ~ ~ .- -' ,""",::a. - -= t!~..;;.;.:;;;..-=- .' " ,'< .,,-" .~'~ .,. '" =.: . ...-.=-= ,-_f';;"~"- .. .- .~ ~ -- .. ~ ii5!" ~. =.-"~ .FI"'" --~_JiII" ~_ .' if~ . '--:::...~- -,:-:1 -= :..:. ~ ~~ . -F'''=-~''' il -:::mtrl ~::; -~ 4 . I __ro-' ~.., 0' -~J .....r -:i_... - ~ .......Jniir.J loot,)" · el :-::!.. ' ~" ... ~~ft Deputy Chief Michael Semkiu Mount Prospect Police Department 112 E Northwest Highway Mount Prospect, Illinois 60056 Dear Deputy Chief Semkiu: Per your request, I have prepared a final proposal to address your IDMobile VehicleIField Reporting needs including Parking Tickets for your twenty seven vehicles. The IDMobile product has several components associated with it. At the core is the Mobile RMS - Field Reporting software which provides the officer with Incident/Offense, Crash report, Citation and Field Contact processing capability along with 2-way communication with the IDRecords server. In addition I have also included a special Parking Ticket option. The LEADS interface and Scan Shell device are used to automatically populate Citation and Crash Report information to help the officer with data entry speed and accuracy. The mobile ticket writing integration allows the officer to print Citations, Parking Tickets and Crash Reports in the vehicle reducing the need to write the Citations, Parking Tickets and Crash Reports manually and then entering them into the system at the station. With this proposal we address the long time need to increase officer productivity, reduce data entry time and improve data accuracy. The LEADS interface and Scan Shell product accomplish both of these objectives by automatically populating Name, Address and Characteristics like Height, Weight, Eye Color, Hair Color, DOB etc. into the Citation and Crash Report. The Scan Shell can also be used to capture driver's license photos from suspects, informants, witnesses, drivers etc. and make them part of the person's master record. If you have any questions about this proposal, please call me at 440-536-0032. Sincerely, ID Networks, Inc. Tom Klaban Sales Manager tklaban@idnetworks.com 7720 Jefferson Road - Ashtabula, Ohio 44004 Tel: (440) 992-0062, Fax: (440) 992-1109, E-mail: Sales@IDNetworks.com Date: 3/25/2008 10 Networks Mount Prospect PO - Mobile RMS Proposal Items I~-~ 1 Mobile RMS - Field Reports -Q1x Unit Price Ext Price ---1 500 15,000 300 Q 300 9,000 10 Networks Software Field Officer Reporting for laptops, with auto-synch software for laptop-to-server 30 (lOR Reports, Accidents, Tickets, Field contacts) :1 Mallile RMS +P.4:liGe 3 Mobile RMS - Tickets M"bile Tel<! t" \!"i"e "Ii""t li"e".e for l!;ADS ....""".e. Q Mobile ticket writing, integrated with state inquiries for data extract to citation and in-car printing 30 c:= _ ___ --'.!llgg!!l!!on &Data Interfaces _______::J 4 Parking Tickets Parking Tickets and Electronic XML Transfer 3995 3,995 32 ----. 575 I 18,400 5 DL Scanner Mobile Equipment Driver's License OCR Scanner - All 50 states, including the capture of the Driver's license photo (with software) Mobile Citation impact Printer - Epson T590 with DC-DC power adapter 6 Ticket Printer 32 695 22,240 c::: ...... Technical-S-ervices-from ID NetWorks 7 Delivery 8 Training Software Installation & Configuration Training 2 2 895 895 1,790 1,790 Proposed Cost 72,215 Annual Maintenance Calculations Items Less Non-Applicable Items Service SellinQ Price Base 72,215 (44,220) 27,995 Service % 15% Annual Maintenance Fee 4,199 IDMobile Package Notes: 1. Maintenance fees apply 90 days after installation & are payable annually in advance 2. 25% discount was applied to item 3 - A Savings of $5,700 3. Elimination of item 3 - savings of $11,850. 4. Customer will provide its own maintenance plan for all hardware, otherwise 15% shall apply 5. Customer will provide physical installation of equipment into the vehicles 6. Item 4 is a customized implementation and may take 6 months to complete Sales Manager Tom Klaban tklabanCCi>.idnetworks.com 440-536-0032 7720 Jefferson Road Ashtabula, Ohio 44004 Tel: 800-982-0751 Fax: 440-992-1109 salesCCi>.idnetworks.com - ~ IDlVIobile RCMOTfCOMMU.VICAT/OII/S . REID RFI'ORTlItIG ----~----~ rEquipment - Customer Supplie(lPC's, Servers, L.gP..Etrating~y~tem,...M!P'Point and Data Base Software Mount Prospect Police Department responsibility IOMobile RMS Project Recommended Timetable Item Start Time Description 1 Letter of Intent Intent to proceed with this proposal 2 Based on Budget Purchase Order for the Project Approval 3 Immediate Determine mutual implementation timetable 4 4 weeks Onsite proiect review 5 6 weeks Develop Proiect Plan 7 8 weeks InstalllDMobile System and train administrative staff Pre-requisite is the installation and traininq of IDRecords 8 10 weeks Traininq sessions 9 12 weeks Go Live Support 10 14 weeks Proiect Siqnoff with Maintenance Aqreement in Place ~ IDMobile ItCMOTCCOMMu.vrCAT/ONS . FIELD UI'OIlTl"'G Terms & Conditions of Sale Warranty Payment Terms & Maintenance Delivery & Installation Remote Access & Support Central File Server Wiring Onsite Training Special Items & Software Interfaces Price Guarantees 90 day standard warranty is provided. Service contract will begin after 90 days of installation and use. Implementation is expected to be in 4-5 months. Therefore, the service contract would activate about 6-7 months after the initial purchase order or lease purchase payment. Terms of Sale - 50% down payment with written purchase order, 50% upon delivery, installation and training, or as negotiated. Delivery will be scheduled after the receipt of your written purchase order and appropriate down payment. Facility preparation for electrical service, furniture, equipment mounting, networking, etc. is the responsibility of the customer and shall be completed prior to scheduling our deliveries. Our installation is subject to the customer facility preparation being completed. We expect the customer to install a phone line or internet line, with PC Anywhere or other ID Networks requirements prior to delivery for remote support capability. We request 24/7 access in order to service the system. Access is controlled with passwords and service activities are logged for customer review. Agency to provide Central File Server that meets ID Networks specifications. All premise wiring for electrical and computer connections is the responsibility of the customer prior to delivery / training date. Standard onsite training is sufficient in order to place the unit in operation with key staff members has been included. Training personnel and schedules will be agreed upon in advance of the delivery. Additional training or technical support services from ID Networks are available at a daily rate of $895, plus travel expenses. Special items or software interfaces which may need IDN development, or the development or cooperation of a third party, will require separate planning with the customer and any third parties. ID Networks cannot be responsible for the delays of the customer or third parties and likewise, payments by the customer to ID Networks shall not be held up due to non-ID Networks delays. All pricing contained herein is subject to change within 60 days, unless letter of intent is on file or otherwise approved in writing by ID Networks. Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: SUPERINTENDENT OF STREETS & BUILDINGS \~. HI ~ ~\I 0 TO: VILLAGE MANAGER MICHAEL E. JANONIS SUBJECT: MARCH 26, 2008 - -~-<~J~~ SEALED BID RESULTS FOR THE 2008/9 SEWER CATCH B~~IN & INLET /j/ ~ REPAIR CONTRACT (NOT TO EXCEED $70,000) /7 DATE: BACKGROUND This bid is for our annual contract for sewer catch basin and inlet repair. Many of our older structures are made of brick and, with time, the mortar or brick deteriorate, requiring patching, reconstructing, or total replacement. The repairs are usually made with concrete adjustment rings or precast cones to minimize future deterioration of the mortar joints. This work is usually completed by late August to make sure all structures are in good repair for the fall rainy season and to minimize any possible winter failures. This proposed agreement is for a 2-year term concluding at the end of 2009, with a possible one year extension based on performance. BID RESULTS Sealed bids were opened at 10:00 A.M. on March 24, 2008 for proposed sewer catch basin and inlet repairs. Bid prices were based on estimated quantities of 20-25 structures per year to be adjusted, reconstructed or replaced. Invitational bids were mailed, and a bid notice was placed in the local paper. Four bids were received, and bid results are as follows: Bidder A Lamp Concrete Cont., Inc. 800 W. Irving Park Road Schaumburg, IL Bid Price $69,350.00 Meridian Construction Co., Inc. 3636 Lake Avenue Wilmette, IL $72,674.85 H:\Administration\BIDS\RESUL TS\BASNREP2008.1 ORES.doc Page two 2008/9 Sewer Catch Basin & Inlet Repairs Bid Results March 26, 2008 BID RESULTS continued Bidder Lifco Construction 210 Penny Avenue East Dundee, IL Bid Price $77,300.00 L~nny Hoffman Exc., Inc 1415 Laura Lane Lake Bluff, IL $94,024.00 DISCUSSION The successful low bidder, A Lamp Concrete Cont., Inc., has worked for the Village on previous contracts and their work has been acceptable. RECOMMEND A TION I recommend acceptance ofthe lowest bid as submitted by A Lamp Concrete Cont., Inc. for a sewer catch basin and inlet repair contract for an amount not to exceed $70,000. Quantities will be adjusted so that the total expenditure will not exceed the budgeted amount. Funds for this proposed contract are in the current budget, on page 248, account code 6105509- 540777, in the amount of $37,000, and on page 249, account code 6105510-540777, in the amount of $33,000. Total available funds are $70,000. Funds expended in 2009 will not exceed the approved budget amount. 9~ 67tvWJ Paul Bures Superintendent of Streets & Buildings Iconcur:~ ~dle 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\BASNREP2008.1 ORES.doc r l\.'lount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS ~ta .~ * I, f FROM: SUPERINTENDENT OF STREETS & BUILDINGS DA TE: MARCH 26, 2008 SUBJECT: SEALED BID RESULTS FOR THE 2008 & 2009 SEWER CATCH BASIN AND INLET CLEANING CONTRACT (NOT TO EXCEED $36,226) BACKGROUND Annually, a contract is let to clean and inspect one sixth (1/6tl1) of the Village's sewer catch basins and inlets. This annual program helps minimize the potential for sewer flow restrictions caused by clogged sewer structures. This program also provides an opportunity to assess the structural integrity of inlets and catch basins on a scheduled basis. The proposed agreement is for a 2-year term concluding at the end of 2009, with a possible one year extension based on performance. BID RESULTS Sealed bids were opened at 10:00 A.M. on March 24, 2008 for this proposed sewer catch basin and inlet cleaning contract. This year's target area is between Rand Road to Wolf Road, from Kensington Road to Central Road. The bid prices were based on estimated quantities of 250 sewer catch basins and 250 inlets to be cleaned. Eight invitational bids were mailed, and a bid notice was placed in the local paper. Eight bids were received, and the results are as follows: Bidder United Septic, Inc. 1327 West Beecher Rd. Bristol, IL 60512 Bid Price $28,437.50 H :\Administration\BIDS\RES UL TS\BSINLCL2008&2009REC .doc ~ Page two 2008 & 2009 Sewer Catch Basin & Inlet Cleaning Contract Bid Results March 26, 2008 BID RESULTS continued Bidder H.R. Stewart, Inc. 52 W. Crystal Street Cary, IL 60013 Bid Price $29,920.00 Westco Environmental Services, Inc. 205 - 27th Avenue Northwest Isanti, MINN 55040 $35,500.00 Midwest Power Vac P.O. Box 728 Antioch, IL 60002 $ 39,592.30 A-K Underground 8119 Nottingham Road Tinley Park, IL 60477 $ 44,450.00 National Power Rodding Corp. 2500 W. Arthington Street Chicago, IL 60612 $ 46,250.00 Visu-Sewer of Illinois 9014 S. Thomas Avenue Bridgeview, IL 60455 $ 58,250.00 Sheridan Plumbing & Sewer, Inc. 100 Tower Drive - Suite 115 Burr ridge, IL 60527 $62,000.00 DISCUSSION The low successful bidder, United Septic, Inc., submitted references which gave very positive recommendations and said they would hire them again. Quantities will be adjusted so that the total expenditure will not exceed the budgeted amount. Total funding available for this year is $36,226.00. Funds expended in 2009 will be limited to the approved budget amounts. H :\Administration\B IDS\RES U L TS\BS INLCL2008&2009REC.doc 2 Page three 2008 & 2009 Sewer Catch Basin & Inlet Cleaning Contract Bid Results March 26, 2008 RECOMMENDATION I recommend acceptance of the lowest bid as submitted by United Septic, Inc., for the 2008 & 2009 Sewer Catch Basin and Inlet Cleaning Contract in an amount not to exceed the $36,226.00. Funds for this proposed contract are in the current budget on page 248, account code 6105509- 540779 in the amount of$30,000.00, and on page 209, account code 0015108-540520 in the amount of $6,226.00. 9~ GlWWJ Paul Bures Superintendent of Streets & Buildings Icon~~ ." Glen R. ndler 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\RES UL TS\BSINLCL2008&2009REC. doc 3 Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE MAINTENANCE SUPERINTENDENT "e>1:). M~ +W~ TO: DATE: MARCH 26, 2008 SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE 20 FORD F450 4 WHEEL DRIVE CAB & CHASSIS ($35,800.00) Backaround In the current budget, there are funds available to replace unit 2712.2712 is a 1990 Chevrolet C3500 service truck with an underbody tow lift used by the Public Works Department Vehicle Maintenance Division for hauling supplies, repairing vehicles on service calls and also towing Village police/pool cars and Public Works pickup trucks. Replacement Schedule 2712 was purchased in 1990. The vehicle/equipment replacement schedule for this type of truck is 12-15 years or 50,000 miles. 2712 has met the years of service having entered its 18th year of service and has logged 36,800 miles. This unit was not equipped with an hour meter. Life Cvcle Cost Analvsis Life cycle cost analysis has been completed for 2712. The life cycle cost analysis is attached for your review. The optimum economic replacement point for 2712 has been calculated at year 7 and the modified economic replacement point for 2712 has been calculated at year 16. Other Factors The vehicle being replaced was purchased prior to the Village Hall Parking Facility and the Public Safety Facility being built. The way these facilities were built it is necessary to have an underbody tow lift that will pick up a vehicle at a ninety degree angle to the driving isle. At the present time it is necessary to send two mechanics to manually push the vehicle from the parking stall and then hook it to the underbody tow lift. The new underbody tow lift will require just one mechanic to perform the same service. Another factor is the current unit is equipped with a gasoline engine and is light in the front end when transporting a fully loaded Public Works pickup truck. The new vehicle will have a diesel engine and a 12" longer wheelbase providing more weight in the front end needed to safely tow a pickup truck and the diesel will help increase the fuel economy. Replacement Recommendation It is my recommendation that a replacement for 2712 be purchased during the 2008 budget year. Subject: Accept State of Illinois Bid For One 4-Wheel Drive Cab & Chassis Date: March 26, 2008 Page 2 of 2 Bid Recommendation I am recommending the purchase of one new 2008 Ford F450 4-wheel drive, cab and chassis per our specifications from the State of Illinois contract (PSD4014187) award winner Bob Ridings, Inc., Taylorville, Illinois. I request that the Village Board authorize the purchase of one new 2008 Ford F450 4-wheel drive cab and chassis at a cost not to exceed $35,800.00. Funds for this proposed purchase are available in account 6707709-660115, on page 290, of the current budget. The truck being replaced will be sold at the fall 2008 Northwest Municipal Conference auction. James E. Guenther Jg Attachment c: Deputy Director of Public Works Sean Dorsey H:\Administration\BIDS\RESUL TS\Cab and Chassis 4X2 2008 - 2712.doc Mount Prospect Public Works Department Life Cycle Cost Analysis for 1990 Chevrolet Service Body With Underbody Wheel Lift 2712 Year 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 Value at Beginning of Year: 22191 17753 16699 15645 14591 13537 12483 11429 10375 9321 8267 7213 6159 5105 4051 2997 2497 1997 Estimated Value at Year End: 17753 16699 15645 14591 13537 12483 11429 10375 9321 8267 7213 6159 5105 4051 2997 2497 1997 1497 Actual Dollar Depreciation for Year: 4438 1054 1054 1054 1054 1054 1054 1054 1054 1054 1054 1054 1054 1054 1054 500 500 500 Downtime Costs/Mile: 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 200 Hours DownlY ear: 2.5 5.0 12.0 12.0 6.9 7.0 6.5 16.8 36.5 8.4 15.6 20.6 8.3 11.5 18.6 16.0 6.0 3.0 Downtime Costs per Year: 500 1000 2400 2400 1380 1400 1300 3360 7300 1680 3120 4120 1650 2300 3720 3200 1200 600 Cost of Maintenance and Repairs per Year: 330 161 392 722 276 2061 6041 329 1495 379 844 1475 688 876 1044' 13041 621 295 (including labor, parts, etc.) Fuel Costs per Year: 805 473 417 317 615 711 628 298 611 431 492 197 506 615 2701 1371 154 105 Total Variable Costs: 6276 2893 4475 4705 3532 3578 3792 5258 10697 3752 5725 7067 4106 5057 6306 5357 2681 1703 Total Lifetime Variable Costs: 6276 9169 13644 18349 21881 25459 29252 34509 45206 48958 54683 61750 65856 70913 77219 82576 85257 86960 Miles: 3800 6033 8002 9500 12404 15760 18723 20129 23014 25047 27367 28299 30686 33589 34862 35509 36235 36730 Cumulative Cost per Mile: $ 1.65 $ 1.52 $ 1.71 $ 1.93 $ 1.76 $ 1.62 $ 1.56 $ 1.71 $ 1.96 $ 1.95 $ 2.00 $ 2.18 $ 2.15 $ 2.11 $ 2.21 $ 2.33 $ 2.35 $ 2.37 (Divide Total Lifetime Variable Costs by Mileage) :! $2.50 I Denotes Optimum Economic Replacement. I ::E ~ Modified Optimum Economic Replacement Point I ~ $2.00 CIl Q. ... Modified Optimum Economic Replacement Point Analvsis II) $1.50 0 0 I Purchase Price of New Vehicle: $43,990 $1.00 LESS: Estimated Value of New Vehicle at Optimum Economic Replacement Point: $30,000 Estimated Depreciation Cost of New Vehicle: $13,990 LESS: Estimated Value of Present Vehicle: $1,500 Net Depreciation Cost of New Vehicle: $12,490 Estimated Total Miles on Replacement at Optimum Economic Replacement Point: 19,000 1 3 5 7 9 11 13 15 17 Estimated Depreciation Cost CostlMile of New Vehicle: $0.66 I Existing Vehicle Cumulative Cost per Mile at Optimum at Optimum Economic Replacement Point: $1.56 Year ADD: Estimated Depreciation Cost/Mile of New Vehicle: $0.66 Cumulative Cost Per Mile at Modified Optimum Economic Replacement: $2.22 Mowu Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VillAGE MANAGER MICHAEL E. JANONIS ~~~ -+ , ail FROM: VEHICLE MAINTENANCE SUPERINTENDENT DATE: MARCH 26, 2008 SUBJECT: ACCEPT STATE OF IlliNOIS BID FOR THE PURCHA FORD 4 WHEEL DRIVE PICK-UP TRUCK ($28,500.00) Backaround In the current budget, there are funds available to replace unit 4503. 4503 is a 1998 Chevrolet pick-up truck used by the Public Works Department Forestry/Grounds Division for transportation, hauling small items, supplies and equipment to job sites throughout the Village. The pickup truck is also used during snow removal operations to clear snow from public buildings. Replacement Schedule 4503 was purchased in 1998. The vehicle/equipment replacement schedule for pick-up trucks is 10 years or 50,000 miles. This vehicle meets the required years of service and mileage for replacement. 4503 has entered its 11th year of service and has logged 58,500 miles. Life Cycle Cost Analysis Life cycle cost analysis has been completed for 4503 and is attached for your review. The optimum economic replacement point for 4503 has been calculated at year 4. The modified economic replacement point for 4503 has been calculated at year 6. Other Factors The existing truck will require the following work: Replace and refinish pickup bed Replace snow plow hitch Total $4,550.00 $1,600.00 L $6,150.00 Replacement Recommendation It is my recommendation that a replacement for 4503 be purchased during the 2008 budget year. The new pick-up truck will be equipped with a diesel engine to hopefully better the fuel economy. Bid Recommendation I am recommending the purchase of one 2008 Ford F250 4-wheel drive 9200# GVWR pick-up truck per our specifications from the State of Illinois contract (PSD4014048) award winner Bob Ridings, Inc., Taylorville, Illinois, at a cost not to exceed $28,500.00. , Subject: Accept State of Illinois Bid For One 4-Wheel Drive Pickup Truck Date: March 26, 2008 Page 20f2 Funds for this proposed purchase are available in account 6707709-660115, on page 290, of the current budget. The truck being replaced will be sold at the fall 2008 Northwest Municipal Conference auction. t ~ James E. Guenther Jg Attachment c: Deputy Director of Public Works Sean Dorsey File H:\Administration\BIDS\RESUL TS\Pickup4X4 2008.doc Mount Prospect Public Works Department Life Cycle Cost Analysis for 1998 Chevrolet 3/4 Ton 4X4 Pick-up Truck 4503 Year 1 2 3* 4 5 6 7 8 9 10 Value at Beginning of Year: 21150 19435 17720 16005 14290 12575 10860 9145 7430 5715 Estimated Value at Year End: 19435 17720 16005 14290 12575 10860 9145 7430 5715 4000 Actual Dollar Depreciation for Year: 1715 1715 1715 1715 1715 1715 1715 1715 1715 1715 Downtime CostsIHour. 200 200 200 200 200 200 200 200 200 200 HoulS Down/Year. 3 17 5 21 30 19 22 32 16 22 Downtime Costs per Year: 600 3450 1000 4150 6050 3850 4450 6450 3250 4350 Cost of Maintenance and Repairs per Year: 183 706 156 1158 768 660 1379 2241 1037 2320 (including labor, parts, etc.) Fuel Costs per Year: 1826 7479 5958 11475 6606 7140 10515 13957 7172 13367 Total Variable Costs: 4324 13350 8829 7287 15139 13365 18059 24363 13174 21752 Total Lifetime Variable Costs: 4324 4260 13089 20376 35515 48880 66939 91302 104476 126227 Miles: 1826 9305 15263 24443 29994 35403 42508 49629 52707 57676 Cumulative Cost per Mile: $ 2.37 $ 0.46 $ 0.86 $ 0.83 $ 1.18 $ 1.38 $ 1.57 $ 1.84 $ 1.98 $ 2.19 (Divide Total Lifetime Variable Costs by Mileage) B Denotes Modifl9d Optimum Economic Replacement. $2.50 Denotes Optimum Economic Replacement. .!! Modified Optimum Economic Replacement Point Calculation ~ $2.00 Purchase price of new vehicle: $36,800.00 :. Less: estimated value of new vehicle at Replacement: $19,500.00 1; $1.50 Estimated depreciation of new vehicle: $17,300.00 0 u Less: estimated value of present vehicle: $4,000.00 !: $1.00 1il Net depreciation cost of new vehicle: $13,300.00 :; Estimated total miles on replacement vehicle at Replacement 25,000 E $0.50 ::0 Estimated increase in new vehicle cost per mile $0.53 u $- Cumulative cost per mile of present vehicle at Optimum Replacement $0.83 2 3 4 5 6 7 8 9 10 Vears ofS.rvlce Cumulative cost per mile at Modified Optimum Replacement: $1.36 Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: VEHICLE/EQUIPMENT SUPERINTENDENT ~b. ~/-~ '+ I ca TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: MARCH 26, 2008 SUBJECT: SEALED BID RESULTS FOR ONE NEW MULTI-SECTION SN PLOW ($15,752.00) Backaround In the current budget we have funds to replace a 1986 Schmidt MF3.4 multi-section snow plow. This snow plow is used to remove snow from the major highways throughout the Village. The snow plow has a unique design compared with the snow plows used by the Public Works Department on the residential streets. The design has individual mold board sections, urethane plates between the mold board and cutting edge, and is taller than the other snow plows. This design allows the truck to move with the existing traffic on the highways rolling the snow off the plow rather than throwing the snow. This type of snow plow costs about $4000.00 more than the snow plows used in the residential areas. Replacement Schedule The replacement schedule for snow plows is the life of the truck the snow plow was used on. The existing snow plow was purchased for vehicle # 4527. Vehicle # 4527 was approved for replacement by the Village Board last budget year. The snow plow being replaced is rusting through the mold board sections. Replacement Recommendation It is my recommendation that a replacement snow plow be purchased in the current budget year. Bid Results On Monday, March 3, at 10:00 A.M., sealed bids for the proposed purchase of one new multi-section snow plow were opened and read aloud. Four invitational bids were distributed and public notice was placed in a local newspaper as required. Two bids were received. The results are as follows: Bidder Year/Make/Model Delivery Bid Price Wausau Equip. Co., Inc. New Berlin, WI 2008 Wausau MF3.4 60 days $15,752.00 Sealed Bid Results for One New Multi-Section Snow Plow Date: March 26, 2008 Page 2 of 2 Olson Trailer & Body Greenbay, WI 2008 Wausau MF3.4 75 days $16,350.00 Both bidders met all our specifications. Included in the bid price for the snow plow was the hitch to mount the plow to the truck. Funds for this hitch will be taken from the vehicle capitol replacement account for the new truck # 4518 in the amount of $2900.00. Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one new 2008 Wausau multi-section snow plow per our specifications as submitted by Wausau Equipment Company, Inc., New Berlin, Wisconsin, at a cost not to exceed $15,752.00. Funds for proposed purchase are available in account #0015105-670025 ($13,000.00), on page 207, and account #6707709-660115 ($2900.00) on page 290 of the current budget. esL4P Glen R. Andler JG c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey H:\Administration\BIDS\RESUL TS\Snow Plow 2008.doc INTEROFFICE MEMORANDUM Mount Prospect ~ Village of Mount Prospect Fire Department TO: MICHAEL E. JANONIS, VILLAGE MANAGER ~.~~ 1/'/08 FROM: MICHAEL J. FIGOLAH, FIRE CHIEF DATE: MARCH 18, 2008 SUBJECT: PHASE I FACILITY PLANNING - NEXT STEPS Steady progress on the Phase I facility improvements is being made. This memorandum is . intended to provide a status overview of the progression, illustrate the next steps, and provide the Village Board with background in preparation for the March 25, 2008 Committee of the Whole meeting. Staff, at this meeting will elicit Board approval for the recommended actions as outlined below. Next Steps There are several methods used within the construction industry when it comes to designing, constructing, and/or remodeling buildings. Staff recommends the Construction Management "At Risk" process for this project. This same process was used to design and construct the Village Hall and parking deck in 2004 and staff found that process to be productive and cost efficient. The following illustrates the suggested sequence of events to proceed with the facility improvements: 1. Finalize Land Agreement for Fire Station 14 2. Select Construction Manager- see below 3. Negotiate design services contract with SRBL Architects. See below Finalize Land Agreement for Fire Station 14 - Staff from the River Trails School District 26, River Trails Park District and the Village continue to meet in an effort to finalize a land agreement. Select Construction Manager - On February 12, 2008 staff presented an overview of the proposed facilities project status and received permission to enter into contract with SRBL Architects for their services in managing the selection process of a Construction Manager. Staff has met with SRBL on several occasions to determine the appropriate course of action. In accordance with state and local law, the selection of a Construction Manager is not required to meet the competitive bidding process. The selection process is designed to pick the most qualified professional and then negotiate a price for service. Of course the statute does not prohibit the Village from going out to bid for this service. It is staff's recommendation to send Request for Proposals to a maximum of five (5) Construction MARCH 18, 2008 PHASE I - NEXT STEPS PAGE 2 Management vendors. Staff will then make a selection based upon past positive experience of the Village and recommendations from SRBL Architects based upon their experience. See Attachment A - Request for Proposals - Construction Manager Services DRAFT. Negotiate design services contract with SRBL Architects - The selection of an architect is another professional service similar to the Construction Manager selection. It is staffs recommendation to begin negotiating with SRBL Architects for design services of the identified Phase I facility improvements. Staff recommends this vendor based upon their performance on the following projects: 1. Fire Station 12 Renovation - A complete rehabilitation of this structure that was originally built in 1964 was necessary and renovation was completed in 2003. While the structure itself was solid, the mechanical systems, space usage, windows, and interior finishes desperately needed improvements. SRBL Architects was hired to perform a feasibility study and construction design of the fire station. Their performance was exemplary. The project was completed on time and on budget. 2. Facilities Study - In 2006, the Village developed a Request for Proposal/Qualifications for firms to conduct a space needs study for the facilities eventually identified in the Fire, Police and Public Works Departments. SRBL Architects was awarded the contract. While the Phase I Facilities Study is complete and has already been presented to the community, Phase II is nearing completion and should be ready for public presentations by the end of this year. Staff is very pleased with the overall work performed in relation to the Phase I Facilities Study. This design services contract would cover schematic design, design development and, should a final Village Board decision to proceed be made, construction documents. The schematic design and design development phases will result in the production of more specific information necessary for further review and discussion of the products by the Village Board and residents. The contract would be structured so that the Village has the option to abandon the project at anytime. Conclusion While the land agreement for the property that will ultimately house the new north side fire station has not yet been finalized, I recommend moving forward with the steps identified above. Schematic design should begin as soon as possible so as to be in position to begin construction on these projects before the start of adverse weather conditions this coming winter. Additionally, construction costs continue to increase and locking into construction contracts early will limit further price escalation. MARCH 18, 2008 PHASE I - NEXT STEPS PAGE 3 The timeline in Attachment B is conservative given the scope of the proposed projects. However, there is still a possibility for construction to begin this fall if we move through the decision making process and reach a favorable conclusion. Village staff and Jake Davis of SRBL Architects will be present at the March 25, 2008 Committee of the Whole meeting to discuss the next steps for Phase I of the Facilities Study. MF Attachment A & B ~. ~ SRBL ARCHITliCi'$ Attachment A Village of Mount Prospect Fire Station 14 Addition and Remodel at Public Works Emergency Operations Center Preliminary Outline Project Schedule* Task Prooosed Comoletion Date Architectural Services Approval April/May 2008 Selection of a Construction Manager April/May 2008 . Necessary to begin planning construction phasing · Early budget and cost conscious design Schematic Design · Sets basic layout and design of building · Floor plan organization is determined · Most meetings Total Duration - 2-3 months Start - May 2008 Finish - June/July 2008 Design Development · By the end of this phase we know: · What the building will look like . What products are being specified Total Duration - 3-4 months Start - June/July 2008 Finish -Sept/Oct 2008 Total Duration - 3-4 months Start - Sept/Oct 2008 Finish - Dec 2008/Jan 2009 Construction Documents · Largest part of the architectural services · Design is turned into bid documents . Inclusive of documents for all 3 projects . If the decision was made to issue a foundation package ahead of the rest of the design. foundation work could be bid and construction could start as early as Nov 2008 Bidding/Board Approval · Bidding is about 3 weeks · Contractors mobilize following approval Total Duration - 1-2 months Start - Jan/Feb 2009 Finish - Feb/March 2009 Construction - Fire Station 14 Total Duration - 11-13 Months Start - March/April 2009 Finish - Feb/May 2010 Construction - Public Works/EOC Total Duration - 8-10 Months Start - March/April 2009 Finish - Nov 2009/Feb 2010 ~ rm SRBl AIK.H.1Tf.CTS Attachment A * General Schedule Notes . Please note that this is a highly preliminary schedule that assumes Construction Management as a delivery method with possible separate foundation package issue. Once a CM is selected, significant variations are possible. However, total design duration of 6-8 months is realistic for multiple projects of this size and complexity. . All dates indicated on the above schedule contingent on timely approvals by both the Fire Department, Public Works Department and Village of Mount Prospect for Building and Zoning approvals. Any significant deviation or delays will have commensurate impact on dates listed above. · The overall schedule is highly preliminary in nature. SRBL does not guarantee or otherwise have knowledge of all issues related to schedule. SRBL does not have control of the construction delivery method selected or construction scheduling. This is merely a reflection of potential timeframes based on past experience and our preliminary thoughts on required space and design of the project. · Owner/User participation in schematic and design development is crucial. Time for typical approvals, revisions and design adjustments are built into the above schedule. An above average timeframe for owner approvals and/or excessive changes will result in longer SO and DD timeframes. We will work very closely with all parties to the projects to manage expectations and to maintain the schedule. Owner participation after the completion of design development (and the issuance of complete DO materials manual and progress drawings) the amount of owner involvement is lessened, but no less crucial. Attachment B VILLAGE OF MOUNT PROSPECT NEW FIRE STATION 14, ADDITIONS AND REMODEL AT PUBUC WORKS & EMERGENCY OPERATIONS CENTER REQUEST FOR PROPOSALS CONSTRUCTION MANAGEMENT SERVICES TABLE OF CONTENTS Title Pa ge ....................................................................................................................................... 1 Table of Contents ................ ..... ................. ........... ..... .... ........ ......... ............. ........ ....... ............. ........1 Instructions for Proposals for Construction Management Services Firms ..................................................................... 1- 6 Specia II nstructions......... ...... .... .... ...... ....... ....... ........ ....... ....................... .... .............. .... ............ 1- 1 Confide ntial Proposa I Form ..... ..... ...... .................... ............ ..................... ............ .............. ....... 1- 8 Fee Proposa I Form .............. ............ ..... ............... ...... ........ ................................... ............ ......... 1- 9 Genera I Co nd itions Form.... ............ .................... ..... .............. .......... ........... .............. ................ 1- 3 END OF TABLE OF CONTENTS DRAFT VILLAGE OF MOUNT PROSPECT NEW FIRE STATION 14, ADDITIONS AND REMODEL AT PUBLIC WORKS & EMERGENCY OPERATIONS CENTER INSTRUCTIONS FOR PROPOSALS CONSTRUCTION MANAGEMENT SERVICES FIRMS SRBL Project # 08105 & 08106 1. PURPOSE The purpose of these proposals is to permit the Owner to evaluate Construction Management services firms' capabilities to undertake and complete the construction of the proposed new Fire Station, Additions and Remodel at Public Works and a new Emergency Operations Center. The owner intends to award all three projects to one Construction Manager and receive a guaranteed price for all three projects together. The owner intends to seek qualified Construction Management services firms to proceed to the oral interview stage. Upon completion of the interview stage, the owner intends to enter into contract negotiations with the firm deemed most qualified to successfully provide these services. OWNER: Village of Mount Prospect Fire Department 112 E. Northwest Highway Mount Prospect, Illinois 60056 Mr. MichaelJ. Figolah Fire Chief ARCHITECT: SRBL Architects 1161-A Lake Cook Road Deerfield, IL 60015 Mr. Jake Davis, AlA Project Manager Phone: 847/870-5660 Phone: 847/559-7715 2. WHO MUST OUALlFY All invited Construction Management services firms who wish to be considered for this project must submit the required proposal information. 3. FACTORS CONSIDERED Proposals shall be opened in private to avoid disclosure of proprietary or confidential information of competing submittals. A list of the names of those firms that have made submittals will be made available following the closing. In order to provide a fair basis for determining the qualification of Construction Management services, the proposal response form contains questions related to the respondent's ability to perform and experience with the type of work to be bid; the organizational structure of the firm; contracts completed during the last five years; contracts currently under construction; contracts being bid; bankruptcy, claims, settlements, and suits; references; experience with sustainable building projects and financial information. A copy of the form is attached. A separate, sealed Fee Proposal and General Conditions Form will be required to be submitted as part of the proposal. These envelopes will not be opened until after the Proposal Form Page 2 interviewed firms are ranked by the Owner. The Fee Proposal and General Conditions Form for the top ranked firm will be evaluated at that time and used as a basis for negotiation with the top ranked firm. Should the Owner be unable to negotiate to a contract with the top ranked firm, negotiations will commence with the second ranked firm and will continue in the same manner until a contractual agreement can be reached. The ability of the firm to obtain a Performance Bond and a Labor and Material Payment Bond will be considered but shall not be regarded as the sole test of a Construction Management services firm's capabilities. Construction Management services firms will participate in a detailed oral interview to more fully discuss how their approach to this project satisfies the Owner's criteria and respond to any questions relative to their proposal. 4. APPLICATION Proposal information must be submitted on or in the form provided by SRBL Architects, Ltd. Proposals shall be submitted in a labeled and sealed box or container. Label shall read as follows: Proposal for Construction Management Services Village of Mount Prospect Deliver to: Village of Mount Prospect Fire Department 112 E. Northwest Highway Mount Prospect, Illinois 60056 Attn. Michael J. Figolah - Fire Chief Due: On or before 3:00 p.m. Tuesday, April 15, 2008 Submittals must be received on or before 3:00 p.m., April 15, 2008, at the Village of Mount Prospect. Submittal shall be in the form of a binder and have six (6) total copies with original signatures on all. The Village of Mount Prospect reserves the right to reject any and all submittals, to waive any informalities in the submittals received and to accept any submittal which the owner deems most favorable and in the best interest of the Village. All questions on the overall project and/or requests for interpretation of any part of the submittal form should be directed to the Architect's office, Mr. Jake Davis (Phone: 847/ 559-7715.) All submittals shall become the property of the Village of Mount Prospect and may not be returned to the submitting Construction Management services firms. All costs associated with the preparation of the proposal will be the full responsibility of the submitting Construction Management services firm. Proposal Form Page 3 There will be a pre-proposal meeting at the Mount Prospect Village Hall, 50 S. Emerson at 10:00 am on Tuesday, April 1, 2008. Electronic versions of the Pre-Qualification Form in Microsoft Word format will be made available to the Construction Management firms upon request. Please send requests via e- mail to iaked@srblarchitects.com. 5. FINANCIAL STATEMENT Data submitted shall include a certified financial statement resulting from an audit of the Construction Management services firm's records in accordance with generally accepted auditing standards by a Certified Public Accountant licensed to do business in the state in which the Construction Management services firm's principal place of business is located. The audit of the financial statement must have been conducted within the last fifteen (15) months. See Proposal Form for specific requirements. 6. SIZE OF PROJECTS COMPLETED In order to qualify, the Construction Management services firm must have successfully completed or been actively engaged in at least two projects of construction of a similar nature, cost, and complexity, with a construction cost of $10,000,000.00 or more, within the past three years. 7. OSHA This work is to be in accordance with the Williams-Steiger Occupational Safety and Health Act of April 1990 and other Federal, State, and local rules and regulations. Any and all costs associated with any fines/penalties determined or imposed by the governmental agency will be the responsibility of the Construction Management services firm. No costs' of any kind will be considered to be the responsibility of the Owner or Architect. 8. PERFORMANCE BOND AND LABOR AND MATERIAL PAYMENT BOND The Construction Management services firm shall be responsible to purchase bonds covering 110% of the entire job cost, including all sub-contractors. 9. INFORMATION ABOUT PROPOSAL PROCEDURES and FORMS For additional information about the proposal procedures or the required forms, contact: Mr. Jake Davis, AlA SRBL Architects, Ltd. 1161-A Lake Cook Road Deerfield, IL 60015 Phone: 847/559-77115 Fax: 847/272-9510 Proposal Form Page 4 Email: jaked@srblarchitects.com A) The Owner wishes to retain the services of a Construction Manager for the project. B) All laborers and mechanics employed by the contractors and/or subcontractors for this project shall be paid wages at rates not less than those prevailing wages current at the time work is performed as determined by the Illinois Department of Labor (Cook County). Contractors and subcontractors will be required to submit with each request, weekly payroll documentation to comply with the Davis-Bacon Act. C) The Construction Management services firm shall maintain a "full time" field superintendent(s) on the site(s) during any/all project progress. The superintendent shall not be changed unless approved by the Owner and Architect. The superintendent must demonstrate successful completion of a project of similar type and scope. Primary duties of the superintendent are to supervise and coordinate all aspects of the work. Superintendent must be oresent whenever any trade is workine: on the oroiect. D) The Owner is not subject to the payment of Retailer's Occupational Tax or any other state sales or use taxes. E) Construction Management services firms qualifications will be considered based on the following criteria. Criteria is not necessarily listed in order of importance. . Fire Station experience. . Public Works experience. . Emergency Operations Center experience. . Firm's overall qualifications with similar size and scope of work. . Project team's experience, qualifications and reputation. . Experience providing CM services in general and CM at Risk services in particular. . Performance of previous contracts. . Experience with sustainable and energy efficient design, including LEED Certification and fundamental systems commissioning. . LEED Accredited Professionals on staff. . Experience with significant renovation work. . Safety records including OSHA citations in the past three (3) years. . Abilities, staffing and skills. . Accuracy of budget and timely completion without delays and/or interference. . Compliance to Federal, State, and local construction codes and ordinances. . Bonding capabilities, financial resources. . Overall quality offirm's response to the proposal. . Oral presentation. . Response to interview questions. . Any other information required by the Owner to determine the most qualified Construction Management services firm. F) Construction Management services firm may be disqualified by, but not necessarily be limited to, the following factors: Proposal Form Page'5 . Late submittal. . Non-compliance to the requested information. . Incomplete submission and not signed or notarized. . Reasonable grounds or belief that falsification of sworn statements has been made. . Submission of more than one proposal, i.e. individual firm, joint venture, etc. . Submittal via fax, telegram, or orally. . Submittal prepared with other than ink or typewriter. G) Provide a project time schedule for each project, assuming an award of contract is made by May 31, 2008. H) The Construction Management services firm's pre-construction basic scope of services are to include but not necessarily be limited to: . Establish a guaranteed maximum price. . Establish multiple detailed estimates. . Provide an integral part of the design approach. . Provide value engineering during the design phase. . Attend all design meetings with Owner and Architect. . Establish bidding procedures in conjunction with Architect. . Establish all scope of work bid packages for bidding. . Publish notice for pre-qualification of contractors. . Solicit a minimum of three (3) bids from pre-qualified subcontractors for all trades. . Conduct publiC bidding, open and record all bids from sub-bidders. . Evaluate all bids, prepare recommendation and make presentation to Owner. . Owner retains and reserves the right to approve and/or reject the CM recommendation of all sub-bidders contracts. I) The Construction Management services firm's basic scope of services are to include but not necessarily be limited to: . Preconstruction services including cost estimating, scheduling, constructability reviews, and value engineering during the design phase. . Responsibility for all Construction Management services and general conditions services. . Estimating total project cost. . Scheduling entire project(s). . Administration/project coordination. . On site management. . Adherence to prevailing wage for all work on site(s). J) Negotiations: Following interviews, the Village will rank the CM firms as needed to reflect any changes in ranking based on the results of the presentations and interviews. The Village will then contact the highest ranking firm and attempt to negotiate a contract for the services at a fair and reasonable compensation taking into consideration the project budget and the estimated value, scope, complexity and nature of the services to be rendered. Should negotiations with the highest ranked firm prove unsuccessful; the Village will terminate those negotiations and enter into negotiations with the next highest ranked firm. Proposal Form Page 6 K) Following completion of successful negotiations, the Selection Committee will make recommendation to the Village of Mount Prospect for the award of a contract to the Construction Management firm. 10. IMPORTANT DATES Proposal forms are due: on or before April 15, 2008: 3:00 p.m. at: Location: Village of Mount Prospect Fire Department 112 E. Northwest Highway Mount Prospect, Illinois 60056 Attn. Michael J. Figolah - Fire Chief 11. Construction Management services firm will be required to solicit competitive bids for all sub- trades via public notice and other methods, If the CM wishes to perform construction with their own forces, they must state their intention prior to the Notice To Bid and will be required to submit their bid for each trade separately and one (1) day (24 hours) in advance of the bid due date. Should Construction Management firms wish to submit multiple bids, then individual bids for each trade must be submitted. Multiple trade bids on one form will disqualify the submittal and the bid will be rejected. 12. Construction Management services firms will be required to enter into a Standard Form of Agreement Between Owner and Construction Manager, A.IA A121jCMc-2003 (where Construction Manager is also the Constructor), including owners modifications. Respondents are to use the format presented within the "Confidential Proposal Form" to make copies for submittal. The submittal shall consist of one (1) original and five (5) copies, but all must have original signatures. A) All information, including the required fee proposal information, and material which a respondent wishes to include are to be bound in the submittal. 13. The Village of Mount Prospect reserves the right to select the CM process that it judges best serves its interest. The Village reserves the right to reject any or all submittals and to waive any and all informalities or irregularities to any submittal when such is deemed by the Owner to be in the Owner's best interest. Special Instructions Page 1 VILLAGE OF MOUNT PROSPECT NEW FIRE STATION 14, ADDITIONS AND REMODEL AT PUBLIC WORKS & EMERGENCY OPERATIONS CENTER SPECIAL INSTRUCTIONS Proiect Descrictions The Village of Mount Prospect recently completed the first phase of a Village-wide facilities study. This study identified the need for three individual projects, located on two different sites in town. These projects are as follows: Fire Station 14 The proposed new satellite fire station is designed to be 20,724 SF and is to be constructed on a site adjacent to the existing Station 14 on the north side of Kensington Road, just to the West of River Road. The Fire Station is to include three (3) drive-thru apparatus bays, living accommodations for up to seven (7) full time staff, Training Room, Fitness Room, Hose Tower and a number of storage and support spaces. The building is conceived with 12,000 SF on the ground level and a 4,000 SF partial basement and 4,OOOSF partial second floor. The current preliminary estimated cost of construction for Fire Station 14 is $5.4 to 6 million Additions and Remodel at Public Works - 1700 Central Road The proposed scope of work at Public Works is as follows: · Create new construction to accommodate two additional maintenance bays for Fire maintenance operations at the east and west ends of the existing vehicle maintenance wing. · Relocate and replace the existing wash bay and paint booth to allow for the two additional bays · Security updates throughout the facility · Construction of a new storage mezzanine within the Vehicle Maintenance Area · Replacement of the existing fuel pump island · Relocation of outdoor seating for the lunch room to accommodate the addition of the Emergency Operations Center to the southwest corner of the facility. · Two additional material storage bins. · Construction of a new pre-engineered cold storage building at Pump Station 16. · Replace the existing portable generator with a new generator serving all circuits in the building. The current preliminary estimated cost of construction for the Additions and Remodel at Public Works is $1.2 to 1.6 million Proposal Form . Page 2 Emergency Operations Center (At Public Works) The proposed new Emergency Operations Center (EOC) is to be approximately 3,500 SF in size and is to be constructed as a semi-autonomous addition to the southwest corner of the Public Works facility. The EOC is to consist of a communication center where multiple department heads, Village staff and elected officials can gather, monitor, communicate, plan and orchestrate the civic response to emergencies. In addition to a large command room, there are to be sub-dividable break out conference rooms, a telephone answering point, toilets, kitchen and pantry. The building is to be of a hardened construction with complete self-sufficiency, including UPS and full generator backups, the generator including the possibility of a diesel storage tank. The current preliminary estimated cost of construction for the Emergency Operations Center is $1.2 to 1.4 million The Construction Management services firm's responsibilities shall include providing all pre- construction and construction services necessary to completely construct all three projects as described above as will be defined within the construction documents. The expectation is to have contract documents for all three projects created simultaneously. Construction Management services and one single GMP are to be provided for all three projects, as if they were one project. However, this approach is not firm and is subject to alteration based on alternative suggestions by respondents to this request for proposals. The project will seek USGBC LEED Certification for New Construction for all three projects. The Village has bench marked LEED Silver Certification as a project goal for each. Agreement Consideration is being given by the Owner to utilize a Standard Form of Agreement Between Owner and Construction Manager (where the Construction Manager is also the constructor) (A.I.A. Document A121jCMc) 2003 Edition with Owner's modifications. General Conditions of the contract for construction of the project shall be A.I.A. Document A201- 2007, with modifications. CONFIDENTIAL PROPOSAL FORM FOR CONSTRUCTION MANGEMENT SERVICES VILLAGE OF MOUNT PROSPECT NEW FIRE STATION 14, ADDITIONS AND REMODEL AT PUBLIC WORKS & EMERGENCY OPERATIONS CENTER SUBMITTED TO: Proposals Village of Mount Prospect Fire Department 112 E. Northwest Highway Mount Prospect, Illinois 60056 Attention: Michael J. Figolah - Fire Chief Separate Sealed Envelope for Fee and General Conditions Costs SRBL Architects, Ltd. 1161-A Lake Cook Road Deerfield, Illinois 60015 Attention: Project Manager Jake Davis NAME OF PROJECT: Village of Mount Prospect New Fire Station 14, Additions and Remodel at Public Works & Emergency Operations Center QUALIFICATION PROPOSAL FOR: Construction Management Services Submitted by: (Name of Organization) Address: City: State: Zip: Phone: Fax: Contact: Email: 1. Type of Firm: A. Corporation B. Partnership C. Sole Proprietorship D. Other Proposal Form Page 2 2. If the organization is a corporation, provide: State of Incorporation: Date of Incorporation: Name and address of registered agent: 3. How many years has your organization been in business as a Construction Management services firm under your present name? Include any ownership changes that have occurred in the last five (5) years. 4. Classification of work within own forces, (list all trades) if any. 5. Number of personnel in organization: a. Administrative b. Engineering C. Office d. Shop e. Field f. Other Submit an organizational chart. 6. If the organization is not a corporation and does business under a name other than the real name or names of persons conducting the business, is it registered with the County Clerk in accordance with the Assumed Business Name Act? Yes No 7. Is the organization in any way an outgrowth, result, continuation or reorganization of a former business? Yes No If yes, give name and address of each predecessor business and the date of the change in entity. Proposal Form Page 3 8. Do the Owners, Partners or Principals have any interests or holdings in any other companies conducting business in the fields of Construction, Architecture, Cost Estimating, Construction Management, Engineering, or similar endeavors. Yes No If yes, give name of business, type of business, and name of person with interest or holdings. 9. Is the organization delinquent in the payment of any tax administered by the Illinois Department of Revenue? Yes No 10. Has the organization ever sought protection under bankruptcy or receivership laws? Yes No If yes, when and explain fully: 11. Has your organization, or any principal, ever failed to complete any work awarded to you? Yes No If yes, explain when, where, and what were the circumstances. 12. What percentage of your total institutional/municipal workload has been performed in the following manner in the past five (5) years? a. b. c. d. Construction Management Services Construction Management services at Risk (with G.M.P.) Lump Sum Bid Other % % % % 13. On a separate sheet, list name of projects, owners, architects, contract amounts, percent complete, and scheduled completion of the major construction projects your organization has currently in progress. What percentage of your organization's resources is committed to these projects? Proposal Form Page 4 14. On separate sheets, list the major Fire/Public Works/EOC projects your organization has completed in the past five (5) years. This list shall include the name ofthe project, owner, architect, brief written description of the project, size of project in square feet, initial contract amount or G.M.P. vs. final contract amount, date of actual completion vs. date of contracted completion, total duration of the project, type of contract, and percentage of the cost of the work performed with your own forces. In addition, describe extra costs and reason for extra costs incurred to the owner. List names for your Project Team; including but not limited to Principal in Charge, Project Manager, Estimator, and Field Superintendent. Provide phone numbers of appropriate job reference individuals from the Owner, and Architect. List the names of the following sub-contractors and provide contact names and phone numbers for each: Site Utilities, Excavation, Concrete, Masonry, Carpentry, Structural Steel, Electrical, Plumbing, HVAC and Telecommunications. 15. On separate sheets, list the other major projects your organization has completed in the past five (5) years. Please limit this list to those projects of a similar size, scope, complexity and value to this project, preferably $10,000,000 in value or greater, minimum of $6,000,000. This list shall include the name of the project, owner, architect, brief written description of the project, size of project in square feet, initial contract amount or G.M.P. vs. final contract amount, date of actual completion vs. date of contracted completion, total duration of the project, type of contract, and percentage of the cost of the work performed with you r own forces. In addition, describe extra costs and reason for extra costs incurred to the owner. List names for your Project Team; including but not limited to Principal in Charge, Project Manager, Estimator, and Field Superintendent. Provide phone numbers of appropriate job reference individuals from the Owner, and Architect. List the names of the following sub- contractors and provide contact names and phone numbers for each: Site Utilities, Excavation, Concrete, Masonry, Carpentry, Structural Steel, Electrical, Plumbing, and HVAC. 16. On separate sheets, list the any projects your organization has completed the have included extensive work within owner occupied facilities. The Additions and Remodel at Public Works will entail phased construction and all work will be done within owner occupied areas. Please give at least three (3) examples of such projects with a list of the name of the project, owner, architect, brief written description of the project, size of project in square feet, initial contract amount or G.M.P. vs. final contract amount, date of actual completion vs. date of contracted completion, total duration of the project, type of contract, and percentage of the cost of the work performed with your own forces. 17. On separate sheets, list the any projects your organization has completed the have included "Green Building Initiatives", or USGBC LEED certification in the past five (5) years. Provide a written description of the "Green" and/or "LEED" work that was included in each project and the contractors that were responsible for the work. This list shall include the name of the project, owner, architect, brief written description of the project, size of project in square feet, initial contract amount or G.M.P. vs. final contract amount, date of actual completion vs. date of contracted completion, total duration of the project, type of contract, and percentage of the cost of the work performed with your own forces. Please provide the incremental cost of sustainable features for the project in question expressed as a percentage of the construction cost. Proposal Form Page 5 List steps taken by your organization to assist in the design and construction of LEED or sustainable and/or energy efficient building projects. This is to include any programs your firm may have in place for recycling or the acquisition of renewable or recyclable materials. List names for your Project Team; including but not limited to Principal in Charge, Project Manager, Estimator, and Field Superintendent. List also all staff members with LEED accreditation and/or affiliation with the USGBC or any other organizations promoting sustainable design of buildings. Provide phone numbers of appropriate job reference individuals from the Owner, and Architect. Please include a sample ofthe following: Construction Waste Management Plan, Indoor Air Quality Plan and LEED submittal cover sheet. Additionally, actual performance values from Waste Management Plans from at least two (2) past projects are to be furnished. 18. The form of agreement will be the American Institute of Architects Document A121/CMc "Standard Form of Agreement Between Owner and Construction Manager where the Construction Manager is also the Constructor", 2003 edition, with modifications. Contract requirements include the CM soliciting competitive bids for all sub-trades, via public notice and other methods. Should the CM wish to perform construction with their own forces, they must state their intentions prior to the Notice To Bid and will be required to submit their bid for those trades 1 dav (24 hours) in advance of the bid closing date. As the eM, are you willing to abide by this requirement? Yes potential suggestions. No If No, state your reasons why or 19. Is your firm an equal opportunity employer? Yes No 20. Has your firm, or any predecessor or principal for the firm, been named in any litigation, arbitration claim, mediation, or other settlement agreement in conjunction with past or present jOb performance? Yes No If yes, state reasons. 21. Provide a resume for each individual likely to be involved in this project. Field Superintendent must be included. For each individual on the Project Team provide a list of the projects they are currently involved in, include an Owners reference contact and phone number for each. For each individual on the Project Team provide a list of the Police Station projects they have been or are currently involved in, include an Owners reference contact and phone number for each. 22. List current projects for which your firm is a candidate for contract award: 23. Trade references: Proposal Form Page 6 24. Bank references: 25. Name of Bonding Company and name and address of Agent: Such bonds shall be written by a surety company licensed to do business in the State of Illinois with a general rating of A minus and a financial size category of Class X or better in Best's Insurance Guide. Each bond shall be in the penal sum of the Contract Price. a. State the number of years the bonding company has been of service to your organization. b. State your total bonding capacity $ c. State your total current available bonding capacity. $ 26. Describe your firm's policy in requiring bonding of sub-contractors. 27. Describe your firm's policy with respect to union labor on your projects. 28. Provide evidence of insurance with minimum comprehensive coverage. a. State your insurance experience modifier rate: 29. Outline your pre-construction services. Identify the intervals and at which stages budgets will be prepared. Include a sample of the firm's estimate for each stage. 30. A guaranteed maximum orice (GMP) will be required prior to completion of final contract documents. Describe your firm's capabilities to perform this service and at what oercentage of documentation comoletion the GMP is typically established. The GMP for this project is to be established no later than at 95% contract documents. Please note that the GMP for the "project" is actually the combined costs of all three (3) individual projects. 31. Describe your proposed construction safety program, field management, payout procedures, quality control, job site meetings and documentation procedures. 32. Attach a copy of the most recent audited financial statement (must be within the last fifteen months) including an income statement and balance sheet, which must contain the following information: Proposal Form Page 7 a. Current assets: Net fixed assets and other assets; cash, joint venture accounts, accounts receivable, notes receivable, accrued interest on notes, deposits, and materials and prepaid expenses. b. Current liabilities: Accounts payable, notes payable, accrued interest on notes, provision for income taxes, advances received from owners, accrued salaries, accrued payroll taxes and other liabilities. Capital: capital stock, authorized and outstanding shares per values, earned surplus. c. Date of statement or balance sheet. d. Name, address, and phone number of Certified Public AccountanVfirm and name of principal accountant preparing the statements. 33. Describe your previous and/or current work history for projects located in Cook County and/or the Village of Mount Prospect. Proposal Form Page 8 M , being duly sworn, deposes and says that he/she is the of . Construction Management services firm(s), and the answers to the foregoing questions and all statements therein contained are true and correct. He/she has examined and carefully prepared this proposal based upon the pre-qualification documents and all issued addenda and have checked the same in detail prior to submittal. I have full authority to make statements and submit this proposal on this firm's behalf. Name or Organization: By: Title: Subscribed and sworn before me this day of 2008. Notary Public: Notary Stamp: Dated this day of ,2008. Pursuant to information for proposers for above mentioned proposed project, the undersigned is submitting the information as required with the understanding that it is for confidential use only to assist in determining the qualifications of their organization to perform the type and magnitude of work included; and further, guarantee that truth and accuracy of all statements herein made. We will accept your determination of qualifications sub-contractor, supplier, or any other persons, firms, or corporations with whom we have done business, or who have extended any credit to us are hereby authorized to furnish you with any information you may request concerning our organization including, but not limited to, information concerning performance on previous work or credit standing with any of them. We hereby release any and all such parties from any legal responsibility whatsoever of having furnished such information to you. Each prospective Construction Management services firm making a proposal for Construction Management services agrees to waive any claim it has or may have against the Owner, the ArchitecVEngineer, and their respective employees, arising out of or in conjunction with the administration, evaluation, or recommendation of any submittal. Name of Organization By Title Date Attested to by Title VILLAGE OF MOUNT PROSPECT NEW FIRE STATION 14, ADDITIONS AND REMODEL AT PUBLIC WORKS & EMERGENCY OPERATIONS CENTER FEE PROPOSAL FORM CONSTRUCTION MANAGEMENT SERVICES FIRMS Based upon the written submissions, the interview, and any supplementary information submitted in response to the Village's request, and based upon such independent investigation (e.g. discussions with previous clients) as the Village determines to be necessary and desirable to assist in evaluating a firm's qualifications; the Village will rank the finalists in the order of their qualifications for the Project. The fees will be open after the finalists are ranked and are to be used as a comparative and negotiation tool. The Village will then contact the highest ranking firm and attempt to negotiate a contract for the services at a fair and reasonable compensation taking into consideration the project budget and the estimated value, scope, complexity and nature of the services to be rendered. Should negotiations with the highest ranked firm prove unsuccessful; the Village will terminate those negotiations and enter into negotiations with the next highest ranked firm. Following completion of successful negotiations, the Village will award the contract to the successful Construction Management firm. PROVIDE FEE INFORMATION AS FOLLOWS: A. Provide proposed fee for Construction Management services to be provided totally for a complete project(s): %. B. State the cost included in the fee for pre-construction services prior to the establishment ofthe GMP. $ C. Provide proposed anticipated budget cost for reimbursable items listed by completing the General Conditions Form. No other indirect costs will be considered for reimbursement after award of this work. It is a requirement of the proposal request that the following items be included in each firm's General Conditions (not in Sub-Contractor's cost): · Cost for Project Manager · Cost for Project Superintendent · Trailer Cost · Telephone/faX/copy machine, including service and equipment · Temporary job site toilets · Temporary job site water · Construction Testing . Survey layout · Drinking water . Final Clean-up . First aid and fire extinguishers Fee Proposal Form Page 2 . Dumpsters and administration of Waste Management Plan . Two temporary project signs (4'x 8' ea) with temporary lighting, including associated sign permits . Postage and messenger service . Reproduction costs during construction . Safety and OSHA . Coordination of utility locates . Bi-weekly construction progress photos To reiterate, it is mandatory for the purposes of this proposal for the costs of all of the above items to be included in the Construction Manager's General Conditions. It is not permissible to put the costs for any of the above items under the subcontractor category. D. Consideration: All subcontracts will be required to public bid. E. Change Order (percentage of overhead and profit for Change Order requests) % F. Bond rate. % based on current estimated cost of construction (for all three projects) of $8,000,000 To 10,000,000. G. In the event of cost of work plus the contractor's fee is less than the guaranteed maximum price; the undersigned agrees to return all savings to the Owner. Yes propose returning? No If no, why not? What percent might you H. Indicate the overhead mark-up on any work your own forces will consider performing excluding General Conditions. List which trades/work will be considered to be performed by your own forces. I. Provide mark-up for fee and General Conditions on any changes in the work after the establishment of the guaranteed maximum price. Add General Conditions C.M. Fee $ $ J. State the cost for a 110% Performance Bond based on $8,000,000 To 10,000,000 total contract value: K. Construction Management services firm is invited to add any additional items that would be customarily considered as required on this project. L. Construction Manager agrees to bidding conditions for work being performed by their own forces as stated in the Instructions for Proposals for Construction Management Services Firm. Fee Proposal Form Page 3 M. Provide name, signature, and title of individual who has prepared the "fee schedule" and does the firm hereby agree to enter into a contract, if offered, that reflects the above statement? M , being duly sworn, deposes and says that he/she is the of , Construction Management services firm(s), and the answers to the foregoing questions and all statements therein contained are true and correct. He/she has examined and carefully prepared this proposal based upon the pre-qualification documents and all issued addenda and have checked the same in detail prior to submittal. I have full authority to make statements and submit this proposal on this firm's behalf. Name or Organization: By: Title: Subscribed and sworn before me this day of 2008. Notary Public: Notary Stamp: Dated this day of ,2008. Pursuant to information for prospective bidders for above mentioned proposed project, the undersigned is submitting the information as required with the understanding that it is for your confidential use only to assist in determining the qualifications of their organization to perform the type and magnitude of work included; and further, guarantee that truth and accuracy of all statements herein made. We will accept your determination of qualifications sub-contractor, supplier, or any other persons, firms, or corporations with whom we have done business, or who have extended any credit to us are hereby authorized to furnish you with any information you may request concerning our organization including, but not limited to, information concerning performance on previous work or credit standing with any of them. We hereby release any and all such parties from any legal responsibility whatsoever of having furnished such information to you. Each prospective Construction Management services firm making a proposal for Construction Management services agrees to waive any claim it has or may have against the Owner, the ArchitecVEngineer, and their respective employees, arising out of or in conjunction with the administration, evaluation, or recommendation of any submittal. Name of Organization By Fee Proposal Form Page 4 Title Date Attested to be Title The Village of Mount Prospect reserves the right to select the eM process that it judges best serves its interest. The Village of Mount Prospect reserves the right to reject any or all submittals and to waive any and all informalities or irregularities to any submittal when such is deemed by the Village of Mount Prospect to be in the Village of Mount Prospect's best interest. Fee Proposal Form Page 5 VILLAGE OF MOUNT PROSPECT NEW FIRE STATION 14, ADDITIONS AND REMODEL AT PUBLIC WORKS & EMERGENCY OPERATIONS CENTER CONSTRUCTION MANAGEMENT SERVICES FIRM CERTIFICATION STATE OF COUNTY OF . As part of its proposal for Construction Management services for the NEW FIRE STATION 14, ADDITIONS AND REMODEL AT PUBLIC WORKS & EMERGENCY OPERATIONS CENTER for the Village of Mount Prospect, hereby certifies that said Construction Management services firm is not barred from executing said contract as a result of a violation of Illinois Compiled Statutes, 2002: ARTICLE 33E. PUBLIC CONTRACTS, 720 ILCS 5/33E-l, 5/33E-3, 5/33E-4, 5/33E-7, 5-33E-8. Signed: (Signature of Authorized Officer) Print Name of Signatory: As Its: (Title of Signatory) Dated: ,2008. Subscribed and sworn to before me by: I, the undersigned, a notary public in and for the State and County aforesaid, hereby certify that_ appeared before me this day in person and, being first duly sworn on oath, acknowledged that (s)he is authorized to act on behalf of Construction Management services firm, and the (s)he executed the foregoing certificate as his/her free act and deed and as the act and deed of Construction Management services firm. Dated: (Notary Public) (Notary Seal) Fee Proposal Form Page 6 Illinois Compiled Statutes. 2002: ARTICLE 33E. PUBLIC CONTRACTS, 720 ILCS 5/33E-1, 5/33E-3, 5/33E4, 5/33E-7, 5/33E-8: 933E-1. Interference with Public Contracting: It is the finding of the General Assembly that the cost the pUblic is increased and the quality of goods, services and construction paid for by public monies is decreased when contracts for such goods, services or construction are obtained by any means other then through independent noncollusive submission of bids or offers by individual contractors or suppliers, and the evaluation of those bids or offers by the governmental unit pursuant only to criteria publicly announced in advance. 933E-3. Bid-rigging. A person commits the offense of bid-rigging when he knowingly agrees with any person who is, or but for such agreement would be, a competitor of such person concerning any bid submitted or not submitted by such person or another to a unit of State or local government when with the intent that the bid submitted or not submitted will result in the award of the contract to such person or another and he either (1) provides such person or receives from another information concerning the price or other material term or terms of the bid which would otherwise not be disclosed to a competitor in an independent noncollusive submission of bids or (2) submits a bid that is of such a price or other material term or terms that he does not intend the bid to be accepted. Bid-rigging is a Class 3 felony. Any person convicted of this offense or any similar offense of any state or the United States which contains the same elements as.this offense shall be barred for 5 years from the date of conviction from contracting with any unit of State or local government No corporation shall be barred from contracting with any unit of State or local government as a result of a conviction under this Section of any employee or agent of such corporation if the employee so convicted is no longer employed by the corporation and; (1) it has been finally adjudicated not guilty or (2) if it demonstrates to the governmental entity with which it seeks to contract and that entity finds that the commission of the offense was neither authorized, requested, commanded, nor performed by a director, officer or a high managerial agent in behalf of the corporation as provided in paragraph (2) of subsection (a) of Section 5-4 of this Code. 933E-4. Bid Rotating. A person commits the offense of bid rotating when, pursuant to any collusive scheme or agreement with another, he engages in a pattern over time (which, for the purposes of this Section, shall include at least 3 contract bids within a period of 10 years, the most recent of which occurs after the effective date of this amendatory Act of 1988) of submitting sealed bids to units of State or local government with the intent that the award of such bids rotates, or is distributed among, persons or business entities which submit bids on a substantial number of the same contracts. Bid rotating is a Class 2 felony. Any person convicted of this offense or any similar offense of any state or the United States which contains the same elements as this offense shall be permanently barred from contracting with any unit of State or local government. No corporation shall be barred from contracting with any unit of State or local government as a result of a conviction under this Section of any employee or agent of such corporation if the employee so convicted is no longer employed by the corporation and: (1) it has been finally adjudicated not guilty or (2) if it demonstrates to the governmental entity with which it seeks to contract and that entity finds that the commission of the offense was neither authorized, requested, commanded, nor performed by a director, officer or high managerial agent in behalf of the corporation as provided in paragraph (2) of subsection (a) of Section 54 of this Code. 933E-7. Kickbacks: (a) A person violates this Section when he knowingly either: (1) provides, attempts to provide or offers to provide any kickback; (2) solicits, accepts or attempts to accept any kickback; or (3) includes, directly or indirectly, the amount of any kickback prohibited by paragraphS (1) or (2) of this subsection (a) in the contract price charged by a subcontractor to a prime contractor or a higher tier subcontractor or in the contract price charged by a prime contractor to any unit of State or local government for a public contract. (b) Any person violates this section when he has received an offer of a kickback, or has been solicited to make a kickback, and fails to report it to law enforcement officials, including but not limited to the Attorney General or the State's Attorney for the county in which the contract is to Fee Proposal Form Page 7 be performed. (c) A violation of subsection (a) is a Class 3 felony. A violation of subsection (b) is a Class 4 felony. (d) Any unit of State or local government may, in a civil action, recover a civil penalty from any person who knowingly engages in conduct which violates paragraph (3) of subsection (a) of this Section in twice the amount of each kickback involved in the violation. This subsection (d) shall in no way limit the ability of any unit of State or local government to recover monies or damages regarding public contracts under any other law or ordinance. A civil action shall be barred unless the action is commenced within 6 years after the later of (1) the date on which the conduct establishing the cause of action occurred or (2) the date on which the unit of State of local government knew or should have known that the conduct establishing the cause of action occu rred. 933E-8. Bribery: Bribery of inspector employed by contractor. (a) A person commits bribery of an inspector when he offers to any person employed by a contractor or subcontractor on any public project contracted for by any unit of State of local government any property or other thing of value with the intent that such offer is for the purpose of obtaining wrongful certification or approval of the quality or completion of any goods or services supplied or performed in the course of work on such project. Violation of this subsection is a Class 4 felony. (b) Any person employed by a contractor or subcontractor on any public project contracted for by any unit of State of local government who accepts any property or other thing of value knowing that such was intentionally offered for the purpose of influencing the certification or approval of the quality or completion of any goods or services supplied or performed under subcontract to that contractor, and either before or afterwards issues such wrongful certification, commits a Class 3 felony. Failure to report such offer to law enforcement officials, including but not limited to the Attorney General or the State's Attorney for the county in which the contract is performed, constitutes a Class 4 felony. Illinois Com oiled Statutes. 2002: DIVISION 42.1 PUBLIC CONTRACTS 65 ILCS 5/11-42.1-1 Delinquent Taxpayers. 911-42.1-1. (a) Except as provided otherwise in this Section, a municipality may not enter into a contract or agreement with an individual or other entity that is delinquent in the payment of any tax administered by the Department of Revenue unless the individual or other entity is contesting, in accordance with the procedures established by the appropriate revenue Act, its liability for the tax or the amount of tax. Before awarding a contract, the municipality shall obtain a statement under oath from the individual or entity that no such taxes are delinquent. Making a false statement is a Class A misdemeanor. In addition, making a false statement voids the contract and allows the municipality to recover all amounts paid to the individual or entity under the contract in a civil action. A municipality may not regulate contracts with individuals or entities that are delinquent in payment of such taxes in a manner inconsistent with the Section. This Section is a limitation under subsection (i) of Section 6 of Article VII of the Illinois Constitution on the concurrent exercise by home rule municipalities of powers and functions exercised by the State. (b) For purposes of this Section, a person or other entity shall not be considered delinquent in the payment of a tax if the person or entity (1) has entered into an agreement with the Department of Revenue for the payment of all such taxes that are due and (2) is in compliance with the agreement. In that case, the sworn statement required by subsection (a) shall state those facts. (c) Notwithstanding the provisions of subsection (a), a municipality may enter into a contract with an individual or other entity that is delinquent in the payment of a tax if the contracting authority for the municipality determines that: (1) The contract is for goods or services vital to the public health, safety or welfare; and Fee Proposal Form Page 8 (2) The municipality is unable to acquire the goods or services at a comparable price and of comparable quality from other sources. Fee Proposal Form Page 9 NEW FIRE STATION 14, ADDITIONS AND REMODEL AT PUBLIC WORKS & EMERGENCY OPERATIONS CENTER CONSTRUCTION MANAGEMENT SERVICES FIRM CERTIFICATION STATE OF COUNTY OF . As part of its proposal for Construction Management services for the NEW FIRE STATION 14, ADDITIONS AND REMODEL AT PUBLIC WORKS & EMERGENCY OPERATIONS CENTER for the Village of Mount Prospect, hereby certifies that said Construction Management services firm is not delinquent in the payment of any tax administered by the Illinois Department of Revenue (unless the firm is contesting its liability for such tax in accordance with the appropriate procedures), pursuant to Illinois Compiled Statutes, 2002: division 42.1 PUBLIC CONTRACTS, 65 ILCS 5/11-42.1-1 Delinquent Taxpayers. Signed: (Signature of Authorized Officer) Printed Name of Signatory: As Its: (Title of Signatory) Dated: ,2008. Subscribed and sworn to before me by: I, the undersigned, a notary public in and for the State and County aforesaid, hereby certify that_ appeared before me this day in person and, being first duly sworn on oath, acknowledged that (s)he is authorized to act on behalf of Construction Management services firm, and the (s)he executed the foregoing certificate as his/her free act and deed and as the act and deed of Construction Management services firm. Dated: (Notary Public) (Notary Seal) VILLAGE OF MOUNT PROSPECT NEW FIRE STATION 14, ADDITIONS AND REMODEL AT PUBLIC WORKS & EMERGENCY OPERATIONS CENTER GENERAL CONDITIONS FORM The following list represents items to be categorized as General Conditions, and are not to be included as part of the proposed fee. This list is intended for evaluation purposes. During negotiations with the selected Construction Manager, certain items may be negotiated into the base fee. Provide an estimate for each item, and indicate whether or not the work will be performed by your own forces, or assigned to a subcontractor. For the General Conditions. assume a twelve (12) month construction and a three (3) month construction closeout duration (for all three oroiects. assuming that they are done concurrentlv). All other indirect costs are to be included as a part of the base fee, no other indirect costs will be considered for reimbursement after award of this work. General Conditions shall minimally include all labor, materials, equipment and incidentals: Item Cost ~ ~ CM SC Full time on-site Superintendent 0 N/A $ Full time Project Manager 0 N/A Field office trailer including hook-up, and space for 0 N/A construction meetings. $ Telephone/faX/copy machine, including service and 0 N/A equipment. $ Temporary job site toilets. 0 N/A $ Temporary job site water 0 N/A $ Temporary job site heating and ventilation including 0 0 energy costs $ Temporary job site electrical power and lighting including 0 0 energy costs $ Temporary job site access road and fire lanes, including 0 0 initial construction, regular maintenance and removal. $ Temporary job site parking and staging area, including 0 0 initial construction, regular maintenance and removal. $ Temporary job site enclosures/doors/window openings 0 0 $ General Conditions Form Page 2 Item Cost fu fu CM SC Temporary job site fencing 0 0 $ Temporary job site barricades 0 0 $ Construction testing 0 N/A $ Survey layout (site, building, partition and spotted 0 N/A foundation) $ Snow removal 0 0 $ Street cleaning 0 0 $ Tree protection 0 0 $ Drinking water 0 N/A $ Generators as needed until temporary power is in place 0 0 $ In progress clean-up 0 0 $ Final clean-up 0 N/A $ First aid and fire extinguishers 0 N/A $ Dumpsters and administration of Waste Management 0 N/A Plan $ Two temporary project signs (4' x 8' ea.) with temporary 0 N/A lighting, including associated sign permits $ Winter protection 0 0 $ Postage and messenger service 0 N/A $ Reproduction costs during construction 0 N/A $ Safety and OSHA 0 N/A $ Dust protection/partitions 0 0 $ Coordination of utility locates 0 0 $ Traffic Control 0 0 $ Item Cost Bi-weekly construction progress photos $ Water control (grading, pumping and dewatering) including all pumps and equipment as required. $ Insurance (include in fee proposal, do not include here) $ included in fee TOTAL List any additional items that mayor may not be required: $ General Conditions Form Page 3 ~ eM o ~ SC N/A o o o o o 0 o 0 o 0 o 0 o 0 o 0 o 0 o 0