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HomeMy WebLinkAbout7. MANAGERS REPORT 04/15/2008 .. Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJ: Background VILLAGE MANAGER, MICHAEL E. JANONIS WATER/SEWER SUPERINTENDENT 15'\). ~ ~ IS Ice APRIL 9,2008 BID RESULTS FOR SEWER REPAIRS USING CURED-IN-PLA (CIPP) PROCESS ($995,559.00) In the current budget, staff requested funds to continue the combined sewer system repairs. These repairs were identified during the combined sewer system evaluation study (CSSES) completed in 2004. In total, almost $15 million worth of repair work has been slated. This work primarily consists of rehabilitating existing sewer main pipes using a no-dig, cured-in- place-pipe (CIPP) process. However, some sewer pipe segments have significant structural defects that can only be effectively repaired by excavating and replacing segments of sewer main (spot relays). To facilitate this work, staff has prepared two (2) separate bid packages. One package was designed to secure interest in rehabilitating sewer mains using the CIPP process. The other bid package was drafted to procure the services of a sewer excavation contractor capable of replacing structurally failed pipe. Both of these bid packages are oriented towards repairing the remainder of the worst pipe defects, rated Category 5, and begin to address the Category 4 and Category 3 pipe defects identified in the CSSES. This proposed work, along with the rehabilitation work performed in 2005, 2006, & 2007 will result in the elimination of the worst defects (Category 5) and approximately 75% of the Category 4 defects in our combined sewer system. In addition, each year the Village also repairs a portion of the separate sanitary sewer system. This work also utilizes the CIPP process. This separate sanitary sewer work has also been included in these bid packages. Distinct funds were appropriated in the current budget for these improvements. This memorandum presents the results of the bids for CIPP work. Bid results for spot relays will be presented via a separate document. The locations of the work planned for the proposed CIPP award is outlined in Attachment A. This year's proposed project features 19,646 lineal feet of lining work in pipes ranging from 8" to 27" in diameter. Page 2 of 3 BID RESULTS FOR SEWER REPAIRS USING CURED-IN-PLACE-PIPE (CIPP) PROCESS ($930,559.00) April 9, 2008 Bid Results Prior to letting, eight (8) invitational bids were distributed to out-of-state and area contractors experienced in the CIPP process. In addition, public notice was posted in a local newspaper as required. Three (3) additional firms requested the bid package. Sealed bids were received until 10:00 AM on Monday, March 24, 2008 at which time they were opened and read aloud. Four (4) bids were received. The bid results are as follows: Bidder Bid SAK Construction, LLC, O'Fallon, MO $770,962.75 Visu-Sewer Clean & Seal, Pewaukee, WI $905,559.00 Insituform Technologies, Lemont, IL $930,962.90 Michels Lining, Salem OR $958,407.00 Discussion Staff reviewed the bids and determined that the apparent low bidder, SAK Construction, was not responsive to the bid specifications. It is the opinion of staff, and the Village attorney, that their bid should be rejected. Specifically, the bid documents specify that only authorized licensees of an approved cured-in- place-pipe (CIPP) system such as Inliner USA, Inc., Insituform Technologies, CIPP Corp., Spiniello Liner, United Liner or National EnviroTech Group, LLC. (National Liner) are acceptable. The purpose of this requirement is to assure that prospective bidders are viable entities with the experience and abilities to successfully construct and warranty this type of work. This requirement has been a part of the Village's CIPP bid specifications for over 10 years. SAK Construction is not an authorized licensee of any of these systems and, therefore, ineligible to bid on this project. Additionally, SAK submitted six work references with their bid documents. One reference check validated SAK's representations. Specifically, the City of Carbondale, Illinois advised us that SAK has satisfactorily installed approximately $140,000 worth of CIPP liners in their sewer system. A reference check with the St. Louis Metropolitan Sewer Department of St. Louis, Missouri revealed that SAK had not actually performed any work for them. Rather, one or more of the SAK principals were known to them personally as former employees of Insituform. The remaining references failed to respond to our inquiries. Consequently, it is the opinion of staff that SAK may also lack sufficient experience and stability as an organization to successfully prosecute the proposed project. The remaining bidders, Visu Sewer, Insituform, and Michels all submitted bids that are compliant with the bid specifications in all aspects and all three are an authorized licensee of an I Page 3 of 3 BID RESULTS FOR SEWER REPAIRS USING CURED-IN-PLACE-PIPE (CIPP) PROCESS ($930,559.00) April 9, 2008 acceptable CIPP system. Visu Sewer, the next lowest bidder, provided all the necessary material and reference as outlined in the bid specification. Visu Sewer is an authorized licensee of National Liner and has done work for the Village in the past. In addition, Visu Sewer has previously worked for the Village performing CIPP relining. The firm performed all work in a satisfactory manner. Over the last 20 years they have completed CIPP installations in our Village installing over 20,000 lineal feet of CIPP. Visu Sewer has also worked on other projects in the Village such as cleaning catch basins, lift stations, and relief stations. Staff is recommending a contingency of $90,000 be added to the contract to cover the difference between actual lineal footages and the estimates used to prepare the bid specifications, to address unforeseen sewer services that would need to be reinstated and to make any other small repairs needed to be performed prior to the lining of the sewer. The total recommended award would be $995,559.00 ($905,559.00 base award plus a contingency of $90,000). Recommendation I recommend that the Village Board reject the bid received by SAK Construction of O'Fallon Missouri as non-responsive and award the 2008 combined and sanitary sewer repairs using the CIPP process project to Visu-Sewer Clean & Seal of Pewaukee, Wisconsin in the amount of $995,559.00 ($905,559.00 base award plus a contingency of $90,000). Sufficient funds for this proposed contract exist in the current budget. .~~ Matt Overeem I concur. 41!~ Glen . Andler Director of Public Works MO/mo C:IDocuments and Settingslsdorsey.DOMAINlMy DocumentslSEWERSICIPP PROJECTS120081CIPP board report 2008 (2).doc CC: Village Attorney Buzz Hill Deputy Director of Public Works Sean Dorsey Village Clerk Lisa Angell The Village of Mount Prospect, Illinois COMBINED & SANITARY SEWER LINING 2008 I 0 W CAIIIIPIIlCOONALD RD li~'li v~'''' \: -c:. ~:"AItI. N~ P" 4. P" ~ ::~ ~LW t~.~". :~, ElF I WEU~f\-wuegJ.IQIlD.~~:=;':" ;CIIt IIUCLIDAV 12 ~ ~K~~ I---LI -. I ,,1., _ ~ ITRATfOOPL ~ ~ ..1. .A..~ \.. ~. ,.,.- !~1r. r:~'._'l' ~_~aoa+\. ~ J i ~.. . \~~~ ~f 1'6 T r' I EICEN$lHQTONRD I ~~r~'n~~~i --.- l 6y , J~..~l !~~\ \- \ . ~ ~:~J~h ''''\}. ~~ ~ I II; "......Y T >~ \ \lJ;,,~1 ,-I '-~"o il~ ^...,,:./i my,", I I~.. ~ I E..II::\j It " r ~~~ll .om 11 ~ t- ~ ~ I ,,"'..... G . I I 6 ~I ~ ~ ~~Ji ~) ..~~. ~ ~LN ~ Sf " ""1" ~ '~~i: I I r, ......... ~ i "w -~ L\~\~n l"~~, -= ~ I ''-::?:: ~ . 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G3G5 F1F4 .. '" co co ., " "'01 E'ET "CO .. '" " " '" CO Gl "'ti< " '" GJ J< Mount Prospect Mount Prospect Public Works Department ~ INTEROFFICE MEMORANDUM FROM: VILLAGE MANAGER, MICHAEL E. JANONIS WATER/SEWER SUPERINTENDENT TO: DATE: APRIL 10, 2008 SUBJECT: BID RESULTS FOR RESERVOIR 4 PIPE REPAINTIN RESERVOIR 11 INTERIOR AND EXTERIOR PAINTING PROJECT - ($370,000). Backaround In order to maintain the integrity of our water distribution system, the major components of each reservoir and pumping station are regularly inspected and those items found defective are then rehabilitated. The Village contracted with Dixon Engineering to inspect and prepare specifications for repairs at Reservoir 4, located at 117 North Waverly. At that time the reservoir's roof and the pit piping needed to be rehabbed. The roof was replaced in 2006 but the piping painting work was deferred so that it could be combined with a larger painting project. Dixon Engineering inspected Reservoir 11 in 2006 and recommended spot blast and recoat of exterior and full metal blast and recoat of interior in order to maintain the useful life of the tank. The tank was last repainted in 1996. Bid Results Bid documents were prepared by Dixon Engineering and sent out in March 2008 to eight (8) pre-qualified painting contractors. The request for bids was published in a local newspaper as required by Village Code. Three bids were received and publicly opened on March 24, 2008. The results are as follows: Contract Item Total Bid. Paint Platoon USA, Cary Illinois $343,359 Maxcor Inc, Lockport Illinois $355,000 Aero Painting, Elkhart Lake Wisconsin $426,750 BID RESULTS FOR RESERVOIR 4 PIPE REPAINTING AND RESERVOIR 11 INTERIOR AND EXTERIOR PAINTING PROJECT ($370,000) Page 2 of 3 Discussion Staff reviewed the bids and the cost estimate and determined that Paint Platoon USA was not responsive to the bid specifications and should be rejected. Initially, Paint Platoon USA failed to supply a bid price for the wet interior repainting of Reservoir 11. The contractor placed the words "no bid' into the line item for interior painting. The wet interior painting of Reservoir 11 is considered a critical component of the project and cannot be considered a minor irregularity or technicality. When contacted by the Village regarding their 'no bid', Paint Platoon found that they had made an error as they meant to include the interior painting in their bid. Paint Platoon provided a written statement that their bid was in error and that their price did include the interior painting for Station 11 However, as part of the bid specifications, the village requires each bidder to participate in a pre-qualification process. In this process, staff works with representatives from our consultant, Dixon Engineering, to assess each potential bidders qualifications for the work at hand based on each company's past work history, experience on similar projects, references, financial stability and current work load. Paint Platoon failed to participate in this process and did not become pre-qualified for this project prior to submitting a bid. Additionally, the bid specifications also allow for bidders to file a notarized bidder's work history statement that provides the same information used in the pre-qualification process; i.e. work history, similar projects, references, current work load and fiscal standing. Paint Platoon failed to provide this documentation as well. Furthermore, Paint Platoon has never performed this type of work for the Village and Dixon Engineering reports that they had no previous experience with Paint Platoon on any painting project. Therefore, staff is recommending that Paint Platoon bid be rejected as non-responsive. The Village Attorney has reviewed the information and material submitted and has also recommended that the bid be declared non-responsive. The remaining bidders, Maxcor, Incorporated and Aero Painting both submitted bids that are compliant with the bid specifications in all aspects and both provided interior repaint prices for reservoir 11. Maxcor Incorporated, the next lowest bidder, provided all required work histories and references. All references indicated that Maxcor has acceptably completed similar water tank painting projects in the past. Maxcor has performed previous work for the Village doing minor tank repairs in the early 1990's. Maxcor has performed recent work under the inspection of our engineering consultant, Dixon Engineering, on several BID RESULTS FOR RESERVOIR 4 PIPE REPAINTING AND RESERVOIR 11 INTERIOR AND EXTERIOR PAINTING PROJECT ($370,000) Page 3 of 3 occasions. Dixon considers Maxcor to be a reputable painting contractor who is capable of performing the project for the village. As part of the specification, there was an additional request to perform spot welding of any holes in the reservoir that may be needed after the tank is abrasively cleaned and inspected. Maxcor provided a price of $300 per spot weld. Welding repairs become visible only after the paint is removed so the precise quantity of spot welds needed is unknown. Staff is recommending a contingency of $15,000 for spot welds or other repairs if needed. Recommendation I recommend that the Village Board reject the bid received from Paint Platoon USA of Cary, Illinois as non-responsive and award the RESERVOIR 4 PIPE REPAINTING AND RESERVOIR 11 INTERIOR AND EXTERIOR PAINTING PROJECT to the lowest, responsible bidder Maxcor Incorporated of Lockport, Illinois in the amount of $370,000 (base bid of $355,000 with $15,000 contingency). Sufficient funds for this proposed expenditure exist in the current budget. Matt Overeem I concur. Ol'd?d-* Glen R. Andler Director of Public Works MOIMO C:\Oocumenls and Sellingslsdorsey.DOMAINlMy DocumentslWATERIRESERVOIRSISTA TION 111slation 4 and 11 painting ree sean review draft 4.doe CC: Deputy Director of Public Works Seen Dorsey Village Clerk lisa Angell Mount Pro..'lpcct Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: VILLAGE MANAGER, MICHAEL E. JANONIS WA TERISEWER SUPERINTENDENT ~~ · ~l;tr, ~IIS ~ TO: DATE: APRIL 10, 2008 BID RESULTS FOR SEWER LINE SPOT RELAYS {$199,44 SUBJ: Background In the current budget, staff requested funds to continue the combined sewer system repairs. These repairs were identified during the combined sewer system evaluation study (CSSES) completed in 2004. In total, almost $15 million worth of repair work has been slated. Some sewer pipe segments have significant structural defects that can only be effectively repaired by excavating and replacing segments of sewer main (spot relays). The majority of the sewer rehabilitation is being performed using the cured-in-place-pipe (CIPP) process. To facilitate this work, staff has prepared two (2) separate bid packages. The Sewer Line Spot Relay bid package was drafted to procure the services of a sewer excavation contractor capable of replacing structurally failed pipe and installing or repairing manholes. This proposed work, along with the rehabilitation work performed in 2005, 2006, and 2007 eliminates the worst combined sewer defects (Category 5) and begins to address the Category 4 defects identified in the CSSES. Each year the Village also rehabilitates the separate sanitary sewer system. This work is comprised of both spot relay and CIPP. This separate sanitary sewer work has been included in this bid package and distinct funds are appropriated in the budget for these improvements. The 2008 Sewer Line Spot Relay project has been reviewed and given permit # 08-5011 by the Metropolitan Water Reclamation District of Greater Chicago. This memorandum will present the results of bids for spot relay work. Bid results for the CIPP work will be presented via a separate document. The locations of the work planned for the proposed Sewer Line Spot Relays award is outlined in Attachment A. This year's proposed project features nine (9) point repairs and fourteen (14) new or replacement manholes. Page 2 of 3 BID RESULTS FOR SEWER LINE SPOT RELAYS ($199,440) April 10, 2008 Bid Results Prior to letting, ten (10) invitational bids were distributed to area contractors experienced in sewer construction. In addition, public notice was posted in a local newspaper as required. Five (5) additional firms requested the bid package. A mandatory pre-bid conference was held to update the bidders and answer any questions on the bid documents or project. Sealed bids were received until 10:00 AM on Monday, March 24, 2008 at which time they were opened and read aloud. Seven (7) bids were received. The bid results are as follows: Bidder Base Bid ALamp Concrete Contractors $ 166,200.00 Suburban General $ 229,695.00 Martam Construction Co. $ 255,600.00 Maneval Construction Co, Inc $ 273,087.77 Boulder Contractors, Inc $ 344,500.00 Joel Kennedv Construction Corp. $ 448,000.00 L1FCO Construction $ 589,202.00 Discussion Staff has evaluated all bids and determined that all bids received are responsive to the request. All bidders submitted the required bid security and appropriate references. The apparent low bidder for the proposed spot relay work is ALAMP Concrete Contractors Inc of Schaumburg Illinois. ALAMP has worked for the Village of Mount Prospect in the past and has performed their work in a timely and professional manner with no outstanding issues. ALamp Concrete Contractors was awarded the spot relay project in 2006 and the firm completed the work in a satisfactory and timely manner. The firm was responsive to the Village's needs and expectations. Staff recommends the inclusion of a contingency in the award for this proposed contract due to the fact that the bid quantities are estimates and actual field measurements will vary. Four (4) of the repairs are under state highways and additional traffic control will be necessary. Also, during each year of the project, there has been an average of 2 to 3 additional spot relays discovered during the CIPP process. The average cost per additional dig costs up to $10,000 and this contractor would be able to perform those spot relays identified. In this instance, staff is recommending adding a 20% contingency to the contract award in the amount of $33,240. The total recommended award would be $199,440 ($166,200 base award plus a contingency of $33,240). " Page 3 of 3 BID RESULTS FOR SEWER LINE SPOT RELAYS ($199,440) April 10, 2008 Recommendation I recommend awarding a contract for the 2008 Sewer Line Spot Relays to ALAMP Concrete Contractors Incorporated of Schaumburg Illinois in an amount not to exceed $199,440. Sufficient funds for this proposed contract exist in the current budget. Matt Overeem I~~ ' Glen R. ndler Director of Public Works MO/SPD H:IWaterICIPP\2008ISPOT REPAIRS 2008 CC: Deputy Director of Public Works Sean Dorsey Village Clerk Lisa Angell File 10 11 The Village of Mount Prospect, Illinois COMBINED & SANITARY SEWER SPOT AND MANHOLE REPAIR 2008 c o W CAIIIP MCOOf'ALD RO . @ . . , z .: R ::S~:pr~PL ~.. ~.~~Hi WE~~IoQl.IQ"DIt~~:~~ ~Cllt . NEW SANITARY SEWER MH NEWCOMBINED SEWER MH COMBINED SEWER MH REPLACEMENT SANITARY SEWER MH REPLACEMENT SANITARY SEWER SPOT REPAIR COMBINED SEWER SPOT REPAIR COMBINED SEWER MAINS SANITARY SEWER MAINS FLOODPLAIN 2 I. ""''"UCy 2. OltMOI! CT J.l"LUMCT 4.CLOYICT I.Nunl!QCT I. ""'lIIleOler ,. I"IItS....-o1ol 1,,101 ...~ \ 3 ~v ~ ~~ 'l = ...... ~ - 4 A B L ~\ -Ii 5 o. ~ 'r?'~ f ...... Y(S!lt-- tJ "-r '1"')'" r-: -l; lvl · ~~=r ~- ~l! "'" 5-- ~~~v1~J ~ ~ ~ ~ ~ .... ~ ~ e . ~ r .......L t WLOtlNQU\STBL ~~~ lw I ~~ ~ 8 ~ w ' ~ ~ ..llllsw. ~ ~TItO E ~I F !! i I I :I I j I I~~"'~i=d ~. ~ ~ , _.." i !~vi\ ~ -\t . RWYT ; ~ ~ = I" '" " i ~ F I ; ~ - ! ~ ~~). I 9 ..l ~:=, r;;-~ -..""'" ""1"1 -J,. '~nrl - J.! "J,"~~':~ 1- ]....... ''''''''''-~ I RO Ili k~ ""'- w..._-" ."'J . ~i ~'r'o"'~P~~\~~ ~; - I "~ '" f '- rT' \ ,~ 9 ~ ~r-- ~iI !: j- . ~ 1-~; ~ ,J10 ~ i I . i i ~ i ......~ A B ~__n~ -b4~" li~! ~5\ _ !11 .. ~ i If! O.t.KTON aT 0 Map Created by the Village of Mount Prospect Public Works Department - Engineering Division STREET INDEX A ADDISON or [UNICj "LaERTST AUIOIN LN .6.U)ERLN ALGONQUIN RD AlGONQUIN TRAIL RO jPVT] Al.MOND or AI.'l-1eALN "'11100"1.110 AI\INA MARIE OR [PVl] AP,t.CrlELN APP'..E CT [PVTI "PRlcor or [PVTI ARA.i..IAOR ARBORCT Af~DYCE LN ARJ,",UR"V ,""DR ASPEN DR AUOREYCT "UORE Y LN ....UTUMNLN ~"'LN AZAl..EAPL AlTECLN B BADGER RD (PVT] BARBERRY L.N BASSWOOO l.N BeECH RD seecHW:>OO DR BEL A1RE LN BERKSHIRE LN BEVERLY LN BIERMANN cr BIRCH DR BISHOP cr BlITERSWEET LN BLACKHAWK DR BLUE JAY cr (PVT) BOBBY LN I BOB 0 UNK RO BONITA AV BORO LN BOU~R OR BOXWOOD OR BRENTWOOO LN BRIARWOOO OR BRIARWOOO OR BRIDGEPORT DR [PVTJ BRIGHTON Pl [PVT] BROWNSTONE cr IPVTJ BUCKTHORN OR BUNnNG LN BURNING BUSH LN BURR OM DR BUSINESS CENTER OR BUSSE AV BUSSE RO [5] BUTTERNUT LN [PVTJ BYRON cr ... - 1= E I" 'Z ~'" :: ~ UliCUlS ~~ ~ r ~ ! . . ~ 0 ~ ! c .\1 F5FllF8 00 " AiD,1 AQ "2 "2 "' ." "' C2 C2 "' ... 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TRL MANOELLN MANSARD LN (PVT) MANSHlRE PL [PVT) MAPL.ECT[PVT) MAPlEST MARCELLA RD MARlNAST MARK DR MARK TER MARTHA LN M~TlNLN MAYALN MEAOOW LN MEIERRD MEMORY LN MICHAEL ST MIL6URN AV MILLERS LN MITCHELL ST MOEHUNG DR MOHAWKLN MOKlLN MONTGOMERY Sf IPVTJ MORRISHlLLOR!PVTJ MT PROSPECT PLAZA [P\fT) MT PROSPECT RO MULBERRY LN MURA LN MYRRE DR E4 F8F1 e7 C8 C1D1 ..E8 f8 f8 f8 C8 G' e8 B1F3 F3 F3 GJFJ C5E5G5 '" '" N NAWA TAAV NEILAV NEWBERRY LN NOAH <<R NORDIC RO NORTH LN {PVTJ NORTHWEST I'frNY NUTMEG CT lPVTJ o F3 02 " .. ....7 B8 A1 010 ." ,.. F3 C5 E~ G~ H3 0000 E7 D1E1 A1 e& E4 04" E4 E4 E4 HJJJ G' C8CO 00 OAKST OAKTON ST OM'NOODOR OJIBWA TRL ONEIDA CT ONEIDA LN ORANGE CT 1PV1l ORCHARD PL ORIOLE LN OWEN ST OXFORD PL P PALM DR PAR LN [PVT) PARK OR PARUAMENT PL IPVTl PARTRIDGE LN 1PV1l PAWNEE LN PEACHTREE LN PEARTREE LN PECOSLN PENDLETON P\.. 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LN SPRUCEWOOD OR SOUTH LN IPVTI ST CECILIA OR STEVENSON LN STRATfORD PL STRATTON LN SULLIVAN CT SUMAC LN SUNSET RO IE) SUSAN OR [PVT) SYCAMORE: LN '" "" 0400 '" elO e7 "' .10 02 E4 E6EII G'GB F7 03 A1 .7 .7 "' 00 '" C<E4 .. COF8 06 G' E7 "' J3 0" .10 " F5F1 G3 JI .7 T TAMARACK DR 'ANO LN TERMINAL OR lPVTJ THACKERY PL 1PVT) THAYERST THOMAS MORE TER THORNWOOD LN TOWER OR TOWER LN u UNIVERSITY DR IPVTJ us &0 v VE ROE CT VEROEOR VICTORIA DR [PVT) VlI.1.AGEORlPVTJ W WAPEL.LAAV WALLST WALNUT ST WATERMAN AV WAVERLY AV 151 WAVERLY PL WEGOTRL WEOOEWOOO LN weLLERLN WESTGATE RD WHEEUOO RD WHITE CHAPEL OR IPVTJ WHlTEOAKST Wl-tTEGATE CT WHlTEGATE OR WIGWAM TRL WILDWOOD LN WILLEST WILUAM ST WILLOWLN WILSHIRE OR W1MBOLTON OR lPVTJ WINDSOR OR WINTERGREEN AV WlSTORlA CT WlTHORN LN WOU' RO WOOO LN WOOOVIEW OR e7C8 " G3 A1 Oil .. "'" C2 '" Oil .. .7 "' "' C2 00 00 E~E8 03 y "'CO ... "" D2 02 " H2 H2 " 06 C2 "" .10 02 D2 co H2 J2 0407 C2 '" A1 "'E8 04 YARMOUTH PL [PVT) YATESLN Yuw"LN ~ i 1 3 ~ 2 3 co H3 "' 02 C2E4 '" H3 00 J2J5 Jl .. .7 CO'" co "' 04 .7 .10 H2 J2 D2 E5E1 A1 O6e7 .. "' " D1E1 H3 '" co H2 .. 54 G' .. .. A1 G' 00 G' A1 " CO 00 .. G3 ,.."" H2J2 ell D2 OOG' 00 ,.. 00 00 E8 1.101511 .. B8 .ll E. 00 os 010 00 '" CO 06 "'06 COC8 03 .. GJG~ FIF4 .9 '" 06 co .7 " 0407 E5E1 ""CO E4 D2 E4 " H2 '" GI H2H4 JI 02 G' " Molmt Prospect Mount Prospect Public Works Department ~ INTEROFFICE MEMORANDUM FROM: VILLAGE MANAGER, MICHAEL E. JANONIS WA TERlSEWER SUPERINTENDENT TO: DATE: APRIL 10, 2008 PROFESSIONAL SERVICES FOR CURED-IN-PLACE-PIP AND SPOT RELAY WORK ($110,000) SUBJ: Backaround In the current budget, staff requested funds for continuing the combined sewer system and separate sewer repairs. The combined sewer repairs were identified during the combined sewer system evaluation study (CSSES) completed in 2004. In total, almost $15 million worth of combined sewer repair work has been slated over the next several years. The Village is in the 4th year of the project. The CSSES was performed by consulting engineer, Baxter & Woodman of Crystal Lake, Illinois. Due to the scale of this project, literally a multi-million dollar, multi-year effort, staff is recommending the use of a consultant part-time to assist Village staff in the oversight of this program. The program for 2008 includes the 19,646 lineal feet of cured-in-place-pipe (CIPP) project and the spot relay repairs project. The total work in 2008 for the CIPP and Spot Relay Project is estimated at $1,294,999. Discussion Baxter & Woodman prepared the initial study that provided the Village with detailed information about the integrity of the Village's combined sewer system. Their report recommended the formation of the rehabilitation program that is now in its 4th year. The firm is very familiar with the Village's infrastructure rehabilitation program and is attuned to our customer oriented work philosophies. Baxter & Woodman assisted the Village in 2006 and 2007 with limited engineering assistance for the CIPP and Spot Relay project. The 2006 and 2007 projects were without incident and culminated in a satisfactory and timely completion. The ongoing CIPP and Spot Relay Program continues to be as large as the last two years and with the bid packages requiring additional materials testing and reporting; staff is recommending the continued use of consulting engineer, Baxter & Woodman on a part-time basis to assist with these projects. Page 2 of 2 PROFESSIONAL SERVICES FOR CURED-IN-PLACE-PIPE (CIPP) AND SPOT RELAY WORKS, BAXTER & WOODMAN ($110,000) April 10, 2008 Proposal At staffs request, Baxter & Woodman submitted a proposal to supply limited engineering assistance that includes half-time oversight of the CIPP project, 100% construction observation of the spot relay work and overall contract administration for both projects. Their proposal fee is not to exceed total of $110,000. Engineering services for this type of work usually range between 8-10% of the overall project costs. In this instance, this engineering services proposal is fair at approximately 8.5% of the estimated project cost. In 2007, Baxter & Woodman was awarded an engineering services agreement for similar services in an amount not to exceed $95,800 and the Village spent $73,146. In 2006, the award and amount spent was $91,500. Recommendation I recommend that the Village Board authorize a contract with Baxter & Woodman, Consulting Engineers of Crystal Lake, Illinois for engineering assistance with the Sewer Line Spot Relay Repairs and the Sewer Rehabilitation using CIPP Process projects in an amount not to exceed $110,000. Sufficient funds for this proposed contract exist in the current budget. (\~~O ~, Matt Overeem Glen R. Andler Director of Public Works CC: Deputy Director of Public Works Sean Dorsey Village Clerk Lisa Angell H:\Water\CIPP\2008\BaxterWoodman board report 2008 rev.doc 1\1ount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: SUPERINTENDENT OF STREETS & BUILDINGS TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: APRIL 10, 2008 SUBJECT: SEALED BID RESULTS FOR THE 2008 & 2009 ASPHALT CONTRACT (NOT TO EXCEED $48,500) BACKGROUND 1/ Emergency water line and sewer repairs sometimes require asphalt restoration to driveways, parking lots and streets. This contract allows for asphalt repairs to be done monthly, thus reducing the time our residents are waiting for restorations. This is a 2-year agreement concluding at the end of 2009. DISCUSSION Sealed bids were publicly opened at 10:00 A.M. on April 7, 2008 for a proposed asphalt restoration contract. Bid prices were based on estimated quantities. Nine invitational bids were mailed, and a bid notice was placed in the local paper. Three bids were received and the results are as follows: Bidder Quality Blacktop, Inc. 425 Shagbark Lane Roselle, IL 60172 Bid Price $ 48,500.00 A-Lamp Concrete Construction, Inc. 800 W. Irving Park Schaumburg, IL 60193 $ 66,000.00 Meridian Construction Co., Inc. 1415 Laura Lane Lake Bluff, IL 60044 $ 85,710.00 H:\Administration\BIDS\RESUL TS\ASPHAL TREST2008&2009RES.rev.doc Page two 2008 & 2009 Asphalt Restorations Contract April lO, 2008 DISCUSSION The low bidder, Quality Blacktop Inc., has previously been awarded this contract and has performed satisfactorily. RECOMMENDATION I recommend acceptance of the lowest bid as submitted by Quality Blacktop Inc. for the 2008 & 2009Asphalt Restoration Contract in an amount not to exceed $48,500. Sufficient funds for this proposed contract exist in the 2008 budget. Funds expended in 2009 will be limited to the approved budget amounts. 9~ GJ~ Paul Bures Superintendent of Streets & Buildings I concur: ~~ 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\ASPHAL TREST2008&2009RES.rev .doc 2 Mount Prospect Village of Mount Prospect Mount Prospect, Illinois ~ INTEROFFICE MEMORANDUM TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL FROM: IT DIRECTOR DATE: APRIL 2, 2008 SUBJECT: REQUEST TO WAIVE BID AND TO PURCHASE RUGGEDIZED LA There are nine ruggedized laptops scheduled for replacement in 2008, eight for the Police Department and one for Public Works. Additionally, one new ruggedized laptop has been budgeted for 2008 for Public Works. Staff is requesting that the bid process be waived to purchase the ten Panasonic CF-30 laptops since they are offered from CDS Office Technologies under the CMS Illinois state bid award. The ruggedized laptop models are needed to withstand the rigorous conditions of the outdoors, such as extreme temperatures and road vibration. Police mount the ruggedized laptops in their public safety vehicles. Superintendents at Public Works use them for field applications. The specifications for the ruggedized laptop units requested for each of the two departments vary slightly, as Public Works needs port replicators to connect the laptops to the Village computer network when they are brought into the office. Specifications and costs for the laptops are listed in the chart below. Department Item(s) , , Price 8 Panasonic CF-30 Laptops - Core 2 Duo L7500 Centrino 1.6 GHz Police Department Processor wi 2 Gb RAM, 80 Gb hard drive, touch screen, keyboard light, $32,040 CDR/DVD combo drive, and wireless adapter @ $4,005 2 Panasonic CF-30 Laptop - Core 2 Duo L 7500 Centrino 1.6 GHz Public Works Department Processor w/2 Gb RAM, 80 Gb hard drive, touch screen, keyboard light, $8,490 desk port replicator, CDR/DVD combo drive, and wireless adapter @ $4,245 Total $40,530 I request that the bid requirement be waived for the purchase often Panasonic ruggedized laptops. I recommend that the Village purchase the ten Panasonic ruggedized laptops from CDS Office Technologies for an amount not to exceed $40,530. Funds are available for these purchases. Please feel free to contact me with any questions or concerns. ~ ~ Middleton IT Director IWB Request Memos\2008 Rug Laptop Requests.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJ: Background VILLAGE MANAGER, MICHAEL E. JANONIS WA TERISEWER SUPERINTENDENT "& tt. JJ/:f" ~(I" oe APRIL 8, 2008 PROFESSIONAL SERVICES FOR STANDBY PUMP POWER S ($39,000) In the current budget, staff requested funds for the installation of emergency power generators for the stand-by deep well pumps. The Board approved a multi-year plan to equip each of the deep well pumping stations with emergency generators that would power the deep wells and pumping stations in case the power from Commonwealth Edison was disrupted. The purchase of two (2) generators for Reservoir 5 and 16 was previously awarded to Patten Power Systems in 2007 for $510,722 and the units are presently being manufactured. Delivery of these two (2) generators is expected in early summer 2008. The on-site electrical connections, conduits and concrete pads need to be designed, bid and installed to accommodate the generators. This work will also include the startup of the generators to ensure their successful operation. Discussion Farnsworth Group of Bloomington, Illinois has worked over the last several years to assist the Village in the creation and ongoing operation of the SCADA (Supervisory Control And Data Acquisition) system that monitors the water and sewer operations. Farnsworth Group prepared plans for the uninterruptible power supply system at the Police-Fire building and performed an engineering study of the emergency standby power needs for the water supply system. Farnsworth also prepared the design specifications and monitored the installation of the replacement standby generator at the Huntington Lift Station in 2006. They also helped prepare the bid specifications for the purchase of the aforementioned generators currently on order. The firm has an excellent working knowledge of the Village's electrical systems and SCADA monitoring requirements. Staff has found Farnsworth's work to be a high quality and the firm is very responsive and flexible to the Village's needs and requirements. Page 2 of 2 PROFESSIONAL SERVICES FOR STANDBY PUMP POWER SUPPLY ($39,000) April 1 0, 2008 Proposal Engineering services are needed to prepare bid documents and plans for bid so that an electrical contractor can install and connect the two (2) diesel generators at Reservoir 5 and Reservoir 16. The work will include preparing bid documents for the physical and electrical installation of the generators and the associated diesel fuel supply at each location. At staff's request, Farnsworth Group submitted a proposal to supply engineering services. Their proposal includes the design of the generator layout at each site and the preparation of bid documents. The bid documents will provide for the construction of the concrete generator pads and to install all needed electrical connections to connect and startup the two (2) generator systems. Farnsworth's proposal also provides for contract administration and all inspection services, including site visits. Farnsworth Group submitted a proposal to perform all of the needed services for a not to exceed fee of $39,000. Engineering services for this type of work are usually 10-15% of the installation costs. In this instance, this engineering services proposal is approximately 11 % of the proposed installation budget. Farnsworth Group's work is of high quality and the Village staff is comfortable working with their staff as they are knowledgeable on the Village's water system, our pumping stations and of the Village's needs and expectations for these generator systems. Recommendation I recommend that the Village Board authorize a contract with Farnsworth Group of Bloomington, Illinois for professional engineering services for the Standby Pump Power Supply in an amount not to exceed $39,000. Sufficient funds for this proposed contract exist in the current budget. Matt Overeem I concur Glen R. Andler Director of Public Works CC: Deputy Director of Public Works Sean Dorsey Village Clerk Lisa Angell C:IDocuments and Settingslsdorsey.DOMAINILocal SettingslTemporary Internet FileslOLK11Farnsworth Group 2008.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: SUPERINTENDENT OF STREETS & BUILDINGS lc~~ ~ II~o8 TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: APRIL 10, 2008 SUBJECT: SEALED BID RESULTS FOR THE 2008 & 2009 CONCRETE RESTORATIONS CONTRACT (NOT TO EXCEED $32,400) BACKGROUND This contract provides for concrete restoration due to emergency repairs on Village owned and privately owned water and sewer lines in the Village right of way. Concrete restoration to driveways, curbs, and sidewalks are necessary throughout the year following water main breaks and sewer repairs. This contract allows for monthly services, thus reducing the time our residents are waiting for restorations. The proposed agreement is for a 2-year term concluding at the end of2009. BID RESULTS Sealed bids were publicly opened at 10:00 A.M. on March 13, 2008 for a proposed concrete restoration contract. Bid prices were based on estimated quantities. Eleven invitational bids were mailed, and a bid notice was placed in the local paper. Six bids were received, and the results are as follows: Bidder Strada Construction, Co. 1810 Broadsmore Drive Algonquin, IL 60102 Bid Price $27,000.00 A Lamp Concrete Contractors, Inc. 800 W. Irving Park Schaumburg, IL 60193 $32,000.00 Meridian Construction Co., Inc. 1415 Laura Lane Lake Bluff, IL 60044 $42,710.00 H:\Administration\BIDS\RESUL TS\CONCREST2008&2009RES.rev .doc Page two 2008 & 2009 Concrete Restorations Bid Results APRIL 10, 2008 BID RESULTS continued Globe Construction, Inc. 1781 Armitage Ct. Addison, IL 60101 $49,250.00 Kings Point General Construction, Inc. 920 County Line Road Bensenville, IL 60106 $56,750.00 D'Land Construction L.L.c. 600 S. County Line Road Bensenville, IL 60106 $82,500.00 DISCUSSION Because the bid is based on estimated quantities, I am requesting approval to add a 20% contingency to the contract award in the amount of $5,400.00. The total recommended award would be $32,400 ($27,000 base award plus a contingency of $5,400). The low bidder, Strada Construction, Co., has previously been awarded this contract and performed satisfactorily. RECOMMENDATION I recommend acceptance of the lowest bid as submitted by Strada Construction, Co. for the 2008 2009 Concrete Restoration Contract in an amount not to exceed $32,400.00. Sufficient funds for this proposed contract exist in the 2008 budget. Funds expended in 2009 will not exceed the approved budgeted amounts. lennenr: ~ .1I:n R.- An ~r Director of Public Works 9cu..-1 GJWWJ Paul Bures Superintendent of Streets & Buildings c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey file H:\Administration\BIDS\RESUL TS\CONCREST2008&2009RES.rev .doc 2 Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM DATE: APRIL 9, 2008 'O~, T~ J I\S ce 1 .~~'""..:.:.'''"~.~ , ;! TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY/GROUNDS SUPERINTENDENT SUBJECT: BID RESULTS - SHRUB/PERENNIAL PLANTING - $26,731.00 BACKGROUND Sealed bids for shrub and perennial plantings at six high-visibility sites were opened on April 7, 2008. A total of 29 shrubs and 3095 perennials will be planted this spring in new and existing beds. The plantings will be divided into two phases. The first phase may begin on April 16 and must be completed by May 7, 2008. The second phase, which consists of planting on the Prospect Avenue medians East of Edward Street, may begin on May 19 and must be completed by May 30, 2008. BID RESULTS A total of eight invitational bids were mailed and a bid notice was placed in a local newspaper. Nine bids were received. Bid results follow: PHASE II including BIDDER PHASE I mulching County Line Nurseries and Landscaping Inc. $8,412.80 $14,543.00 Karlstedt Landscapina $8,890.00 $19,918.00 Autumn Landscaping & Mtce., Inc. $9,223.00 $17,841.00 Flamingo Landscape, Inc. $10,522.75 $21,030.50 Arthur Weiler, Inc. $11,222.75 $19,241.00* Alaniz Landscaping Group $11,640.60 $27,757.20 H:\Forestry\Grounds\Word\2008\Bid Memo Spring 1 Shrub Planting.doc Lundstrom Nurse , Inc. $13,060.60 $25,690.00 CR Nelson Landsca e $13,985.00 $32,735.00 American Landsca in , Inc. $15,245.10 $25,317.85 *Does not include mulching DISCUSSION The low bids for both Phase I and Phase II were submitted by County Line Nurseries and Landscaping, Inc. of Hartford, Michigan. This company is located about one and one-half hours from Mount Prospect. Their original bid submittal was missing required information about equipment, a permanent place of business, and references. The missing information was provided by fax after the bid opening. Ofthe four references provided, two could not be reached in spite of multiple calls. The two we were able to reach gave very unfavorable reports about County Line, citing difficult working relationships, lack of cooperation, and issues related to the long drive between Hartford and the Chicago area. For these reasons I do not believe it is in the Village's best interests to award this contract to County Line Nursery . For Phase I sites, the second lowest bid was submitted by Karlstedt Landscaping of Palatine. Karlstedt has successfully completed numerous shrub, perennial and flower plantings for us in the last several years and submitted all required information. The second low bid for Phase II was submitted by Autumn Landscaping, Inc. of Schaumburg. Autumn has not worked for us in the past, but they submitted all necessary information and multiple satisfied references for various planting projects. BID RECOMMENDATION I recommend rejection of the bid submitted by County Line Nursery. Further, I recommend award ofa Shrub and Perennial Planting Contract for Phase I to Karlstedt Landscaping in the amount of $8890.00. I also recommend award of a Shrub and Perennial Planting contract for Phase II to Autumn Landscaping and Maintenance in the amount of $17,841.00. Sufficient funds for these planting projects have been appropriated in the 2008 Budget. ~ ~ S.andy.Clark ~ I concur ~ / G en R. Andler, Director'-ofPublic Works H:\Forestry\Grounds\Word\2008\Bid Memo Spring 1 Shrub Planting.doc Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: VILLAGE MANAGER, MICHAEL E. JANONIS FORESTRY/GROUNDS SUPERINTENDENT "Bb. Ul~ ~ IS" ,,6 TO: DATE: APRIL 9,2008 SUBJECT: PROSPECT AVENUE IRRIGATION - $24,430.00 BACKGROUND Sealed bids for the installation of an underground sprinkler system on Prospect Avenue were opened on April 7, 2008. This system will be installed in the newly created traffic medians on Prospect Avenue between Edward Street and Mount Prospect Road. To conserve water, it will feature a rain sensor designed to override the controller in the event of rainfall. BID RESULTS Five invitational bids were mailed and a bid notice was placed in the local newspaper. Four bids were received. The base bid prices include the use of PVC pipe. We also asked for alternate bid prices allowing the substitution of polyethylene pipe, expecting that this might result in a cheaper overall cost. Bid results were: BIDDER BASE BID ALTERNATE BID Autumn Landscaping $11,700.00 $ 9,600.00 and Maintenance Halloran & Yauch, Inc. $24,430.00 $24,780.00 Naturescape Design $25,735.00 $25,735.00 Central Lawn Sprinklers, Inc. $39,214.00 $38,693.00 DISCUSSION The low bid submitted by Autumn Landscaping and Maintenance was later withdrawn, after review and discussion with the company. Autumn provided only limited proof of past experience with sprinkler system installation, and they acknowledged that they had erred in filling out the bid sheet. The prices they submitted were unrealistically low considering the cost of materials and the fact that this job requires the contractor to pay Prevailing Wages. Memo - Prospect Avenue Irrigation Dated 4/8/08 Page 2 The second low bid was submitted by Halloran & Yauch, Inc. Halloran has successfully worked for the Village in the past, installing irrigation systems for the Village Hall Civic Block and Pine Street. They also submitted multiple additional references. BID RECOMMENDATION I recommend that the low bid submitted by Autumn Landscaping and Maintenance be rejected. Further, I recommend award of a sprinkler installation contract to the lowest qualified bidder, Halloran & Yauch, Inc., in the amount of $24,430.00. Sufficient funds for this project have been appropriated in the 2008 budget. _~('J~ Iconcur .~ Glen R. ndl r, Director of Public Works H\FORESTRY\GROUNDS\WORD\2008\BID MEMO- PROSPECT AVE SPRINKLERS Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: WATER & SEWER SUPERINTENDENT ~. ~-r" +/15'108 TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: APRIL 10, 2008 SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH DIXON ENGINEERING FOR CONSTRUCTION AND INSPECTION SERVIC WITH RESERVOIR 11 AND RESERVOIR 4 PAINTING PROJECT - ... ($21,145) Backaround In the capital improvement program (CIP), there are funds available for repairs and painting of the water reservoirs on a scheduled basis. The Public Works Department retained the services of Dixon Engineering to inspect the condition of Reservoir 4 in 2006 and Reservoir 11 in 2007. Based on their inspections, Dixon identified painting and other repairs that were needed at the reservoirs and created bid documents and specifications for the work needed for both sites. This work was let and bids were opened on March 24, 2008. An award recommendation will be presented to the Board for their consideration in a separate document. The scope of this document is limited to the engineering services necessary to complete the proposed water tank rehabilitation work. Proposal Staff requested a proposal from Dixon Engineering to provide inspection and contract administration services for the painting and rehab work that is being let based on their inspection recommendations. Their proposal includes all of the project review, contract administration and up to 25 site visits during the painting-rehab project to ensure that the contractor adheres to the specifications. The fee for these services from Dixon Engineering is $21,145. Discussion Dixon Engineering has performed professional services for the Village in the past and their work is of high quality. Most importantly, Dixon performed the engineering Professional Services Agreement with Dixon Engineering for Construction Inspection Services April 1 0, 2008 Page 2 of 2 evaluation of the work planned for this year and helped prepare the bid documents used to secure a tank painting/repair contractor. It is the opinion of staff that Dixon Engineering is uniquely qualified to perform the proposed work. Recommendation I recommend that the Village Board authorize an agreement with Dixon Engineering of Lake Odessa, Michigan for specified engineering inspection services related to the rehabilitation of Booster Stations 4 and 11 in an amount not to exceed $21,145. Sufficient funds for this proposed expenditure are available in the current budget. - 'N\~O~ Matt Overeem Water & Sewer Superintendent I Concur. Glen R. Andler Director of Public Works MOl meo H:\Water\projects\2008\tank painting\dixon eng constr and inspection.doc MOlmt Prospect Village of Mount Prospect Mount Prospect, Illinois ~ INTEROFFICE MEMORANDUM DATE: APRIL 7,2008 SUBJECT: GENERAL AND AUTO LIABILITY THIRD-PARTY CLAIMS ADMINISTRATION TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: DIRECTOR OF FINANCE PURPOSE: To present a recommendation for renewal of the annual service agreement for third-party claims administration for the year beginning January 1, 2008 and ending December 31, 2008. BACKGROUND: To assist in the administration of general and auto liability claims the Village has contracted out the service to a third-party administrator. The Village's current agreement for claims administration expired on December 31,2007. A new agreement is needed at this time to have the current provider continue to service the Village. DISCUSSION: GAB Robins (GAB) is the current service provider for general and auto liability claims administration. GAB has provided this service to the Village since 1997. Their proposed agreement for 2008 is attached. Although proposed pricing for 2008 was received back in December, a copy of the final agreement was not available at that time to bring to the Board for approval. The final agreement contains no changes to the terms and conditions or minimum annual fee from the prior year. Below is a summary of fees for the current year and 2008. Service 2008 Rates 2007 Rates Claims Administration $ 1 ,000 $ 1,000 Minimum Annual Fee 8,000 8,000 ACT Chame 1,009 1,009 Total Fee $ 10,009 $ 10,009 The claims administration fee is a flat fee paid to GAB for utilizing their services in administrating claims. The Village is also subject to an $8,000 minimum annual fee. Time and expense charges are invoiced against the annual fee during the 12-month period until General and Auto Liability Third-Party Claims Administration April 7, 2008 Page 2 the balance is exhausted. Any remaining funds not applied to time and expense charges are credited to GAB for the performance of their contract for the 12-month period. If during the 12-month period the entire annual fee is depleted, the Village will begin making payments for charges incurred in managing the claims. The ACT (automated cash transfer) charge is the annual fee for processing and making payment of claims charges. This service relieves the Village from having to process payments internally. Our experience with GAB has been very positive. Communication between the Finance Department, Corporation Counsel and GAB is strong and helps with controlling overall claims costs. Based on our satisfaction with the service provided and no changes to the funding schedule I recommend we continue our relationship with GAB. RECOMMENDATION: It is recommended we approve the agreement for GAB to provide general and auto liability claims administration services during 2008 according to the proposed funding and fee schedule. u~/~ t(--- David O. Erb Director of Finance DOE/ Attachment 1.\lnC-II...~n"'.o.\~^ 0\01"'\"1"'\\&1_1 'lnno ......__ .~ RobblS @ GAB Robins North AI'Ilerica, Inc. 9 Campus Drive, Suite 7 PO Box 316 Parsippany, NJ 07054-0316 T: 973-993-3282 F: 973-285-5298 March 24, 2008 Mr. David Erb Village of Mount Prospect 50 South Emerson Street Mount Prospect, IL 60056 Re: Village of Mount Prospect cc#453061 Contract Period - Januarv 1. 2008 throue:b December 31.2008 Dear Mr. Erb: Enclosed are two (2) originals of the above referenced contract. Please forward for execution by an individual authorized to contractually bind your organization. In order for this document to be properly executed, the following items must be completed: . The authorized individual of your organization must initial any deviation on the document where indicated. . The authorized individual must sign (with job title) and date the signature page. Upon execution, please return both originals to my attention. We will execute the contracts and return one original to you for your records. Sincerely, fJa IJda. ~ Veda Page Contract Analyst ,~~~~ & . ~ ,~,,~ ~ . v..~~,~ fP~~ 0~eO; ~eO Enclosures GAB Robins North America, Inc. Client: Villa2e of Mount Prospect Customer Code #: 453061 SCHEDULE C GAB Robins will orovide claim services in the followine: areas: Auto Liability at Time & Expense General Liability at Time & Expense Auto Physical Damage at Time & Expense All time and expense charges shall be on the basis of the hourly rate existing at the time of file closure and full reimbursement for all reasonable expenses incurred. a. GAB Robins will provide claims administration in connection with services outlined above, for claims occurring during a twelve (12) month period conunencing 01/0112008 through 12/31/2008. SaleslExcise Tax in those states where levied shall be in addition to the service fee unless Client presents a valid exemption certificate. b. This twelve (12) month period is subject to an $8,000 minimwn annual fee. The $8,000 minimum will be invoiced to Client on the inception date of this agreement. Time and Expense charges for claims concluded during the twelve (12) months shall be applied to the $8,000 until exhausted. Any of the $8,000 annual fee that is not applied to Time and Expense charges for claims concluded within the twelve (12) months shall be credited to GAB Robins as fees for the perfonnance of this contract for the twelve (12) month period. If at any time during the twelve (12) month period, the $8,000 is depleted, Client will begin making payments based on statements prepared by GAB Robins. Client will promptly remit these stated charges to GAB Robins North America, Inc. at P.O. Box 7247-7589, Philadelphia, PA 19170-7589. Payments required by this sub-paragraph shall be due and payable not later than thirty (30) days from the invoice date to Client. Interest shall accrue at the rate of 1.5% per month or the maximum allowed by law and shall be due and payable on all undisputed unpaid balances after the initial due date. c. Annual Claims Administration Fee: $1,000.00. This fee will be invoiced to Client on the inception date of this agreement. Annual Automated Cash Transfer (ACT) Charge: $1.009.00 . M E 0 INS I C II T s.. 2008 Medlnsights Service Pricing Valid from 1/1/2008 throuah 12/31/2008 I. FIRST REPORT INCIDENT . First Report of Loss .......................................................................................................... $27.00 Methods: Toll Free Call-In, Email, Fax and Web Reporting. Includes: Electronic State Transmissions as available, Adjuster Notification, PPO Directing when all other Medlnsights ' services are utilized . Emergency Claims ........... ................................................................................. ................ $27.00 . Insurance Claim Service Reporting ..................................................................................$19.00 II. UTILIZATION MANAGEMENT . Pre-Certification Only............................................. ....... ....... ..................... ..................... $117.00 . Pre-Certification and Concurrent.... ............. ........... ........... ............................ .................$225 .00 Includes: Medical Necessity Review, Appropriateness of Setting, Length of Stay . Retrospective ................................................................................................... $125.00 per hour . Appeal Review ..................................................................................... ........................... $195 .00 . Physician/Peer Review...................................................................................... Time & Expense III. TELEPHONIC CASE MANAGEMENT . First Assessment .............................................................................................................$117.00 . Each 30 days ofTCM ......................;..............................................................................$265.00 IV. MEDICAL BILL MANAGEMENT . Fee Schedule Review/UCR.................................................................................. $1.43 per Line . Header Fee................................................................................. 3 line header @ $1.43 per Line . PPO Discount Reduction ................................................................................... 33% of Savings Includes: Non Program Prescription Drug/Diagnostic Review, DME . Discount Negotiations........................................................................................ 33% of Savings V. ANCILLARY SERVICES . Diagnostic Network ........................................................................................... 33% of Savings . Pharmacy Network ............................................................................................ 330/0 of Savings VI. FIELD CASE MANAGEMENT . 30 Day Lost Time File Review .................................................................................. No Charge . Case Management (Vocational/Medical)...................................................$91.00/Hr + Expense Includes all states except CA, NY. DC, AK and HI. . CA (Medical) ...........................................................................................$1 15.00/Hr + Expense . NY and DC ................................................................................................$98.00/Hr + Expense . HI and AK................................................................................................$125.00/Hr + Expense . Catastrophic Case Management...............................................................$125.00/Hr + Expense . Life Care Planning ...................................................................................$125.00/Hr + Expense . Medical Legal Review .............................................................................$125.00/Hr + Expense . High Reserve Reviews............................................................................................... No Charge VII. REPORTING . Standard Reports.............................................................................. Included in cost for service . Ad Hoc Reporting/Analysis................................................................................... $ 150.00/hour VIII. PROVIDER NETWORK . Provider Directories.................................................. ........................................ Printing/Postage . Provider Poster Production ............................................................................... Printing/Postage . Additions to Provider Posters ........................................................................... Printing/Postage