HomeMy WebLinkAbout7. MANAGERS REPORT 04/15/2008
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Mount Prospect
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO:
FROM:
DATE:
SUBJ:
Background
VILLAGE MANAGER, MICHAEL E. JANONIS
WATER/SEWER SUPERINTENDENT
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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
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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
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SANITARY SEWER MH REPLACEMENT
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Map Created by the Village of Mount Prospect
Public Works Department - Engineering Division
STREET INDEX
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BEVERLY LN
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BOBBY LN
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BONITA AV
BORO LN
BOU~R OR
BOXWOOD OR
BRENTWOOO LN
BRIARWOOO OR
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BRIDGEPORT DR [PVTJ
BRIGHTON Pl [PVT]
BROWNSTONE cr IPVTJ
BUCKTHORN OR
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PAWNEE LN
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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