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HomeMy WebLinkAbout6.5 Motion to accept bid for 2023/2024 Parkway Restoration Contract to Alvarez, Inc. of Barrington, Illinois for an amount not to exceed $65,000.Mr�GauC �'d'+rt;�iect Subject Motion to accept bid for 2023/2024 Parkway Restoration Contract to Alvarez,, Inc. of Barrington, •) • an amountnot •.. • ' • Meeting Fiscal Impact Dollar Amount Budget Source Category Type Information February 21, 2023 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - true $65,000 General Fund and Water & Sewer Enterprise Fund CONSENT AGENDA Consent A sealed bid for parkway restoration 2023-24 was opened on February 6, 2023. This contract facilitates restoration of public parkways following utility excavations by Public Works crews. The work requires removing the back fill material, to a depth of 12" to 18", backfilling with top soil, and installing sod. Staff anticipates that approximately 301000 square feet will need to be replaced each year. Additionally, staff anticipates that 1,000 square feet of sod will need to be replaced that does not require excavation prep work, and asked that a separate price be given for this work. 11.3011.1*111R116y Five sets of bid specifications were distributed for this work. The bid was also placed on the Village's website and Onvia OnDemand bid clearinghouse website. One sealed bid was received. A copy of the bid document is attached. Bid result is as follows: 1 I D) �[7 ►1 The sole bidder is Alvarez, Inc. of Barrington, Illinois (Alvarez). Alvarez successfully completed the Village's Parkway Restoration Contract in 2020-22 with good results. Alvarez also successfully completed the Village's stump removal contract in 2020-21. Additionally, they submitted all the required documentation along with their bid submittal. Reference checks all indicate acceptable performance on recent projects with similar scale and scope. Staff is confident the firm is qualified to successfully complete the proposed at the prices bid. Alvarez's bid price is a 19% increase when compared to 2020 rates for similar work (there were no rate increases in 2020, 2021, or 2022). However, staff feels that it is important to note that the current bid price is still 3% lower than the second lowest bid received in 2020. Staff reached out to the other four bid holders to find out why bids were not submitted. Contact was made with three contractors, and all mentioned similar concerns. All three opined they did not think they could offer competitive pricing, based on past pricing of the contract. In addition, one contractor mentioned staffing issues prevented adding new work. The contract documents include a provision which allows the contract to be extended for a third year at 2024 bid prices, if both the contractor and Village agree. Alternatives 1. Accept bid for the 2023/2024 Parkway Restoration Contract in an amount not 2 Combined 2023-2024 Contractor 2023 Cost 2024 Cost Total Cost Price Price Alvarez per Total per Total Landscaping Square Square foot foot Full Restoration $2.10 $63,000.00 $2.16 $64,800.00 $127,800.00 Sod only $2.00 $2,000.00 $2.05 $2,050.00 $4,050.00 Total per $65,000.00 $66,850.00 $131,850.00 year I D) �[7 ►1 The sole bidder is Alvarez, Inc. of Barrington, Illinois (Alvarez). Alvarez successfully completed the Village's Parkway Restoration Contract in 2020-22 with good results. Alvarez also successfully completed the Village's stump removal contract in 2020-21. Additionally, they submitted all the required documentation along with their bid submittal. Reference checks all indicate acceptable performance on recent projects with similar scale and scope. Staff is confident the firm is qualified to successfully complete the proposed at the prices bid. Alvarez's bid price is a 19% increase when compared to 2020 rates for similar work (there were no rate increases in 2020, 2021, or 2022). However, staff feels that it is important to note that the current bid price is still 3% lower than the second lowest bid received in 2020. Staff reached out to the other four bid holders to find out why bids were not submitted. Contact was made with three contractors, and all mentioned similar concerns. All three opined they did not think they could offer competitive pricing, based on past pricing of the contract. In addition, one contractor mentioned staffing issues prevented adding new work. The contract documents include a provision which allows the contract to be extended for a third year at 2024 bid prices, if both the contractor and Village agree. Alternatives 1. Accept bid for the 2023/2024 Parkway Restoration Contract in an amount not 2 to exceed $65,000 in 2023. Expenditures in subsequent years will be limited to allocated funds. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends that the Village Board award the 2023/2024 Parkway Restoration Contract to the sole bidder, Alvarez, Inc., of Barrington, Illinois in an amount not to exceed $65,000 in 2023 and in an amount that does not exceed the amount budgeted for 2024. Staff also recommends that the Village Board authorize staff to extend the contract for one additional year at 2024 bid prices if both the Village and contractor agree to terms. Expenditures in future years will be limited to allocated funds. ATTACHMENTS: Parkway Restoration 2023-24 Bid Proposal.pdf KI EXHIBIT A BID PROPOSAL FORM Village of Mount Pros ect PARKWAY RESTORATION CONTRACT 2023-2024 OWNER INFORMATION Owner Name: O V L\U V� 2 Address: A (A V [I Business Name: Business Address: Ill ( _W17) .., �V ► Cd f (1 V� 'C L iJQ1G� Home Phone: nj- a U(jMHC33 Business ._P..h.°ne:,,2' ii-'; )� �0� This Business is a: L_ Individual Proprietorship ❑ Joint Venture El . Partnership Corporation If applicable, give names and addresses of all partners, officers or directors. Name Address v 'i s S uiu0y� Has the applicant, business, or member of the business ear had a �� M license or contract revolved, suspended or cancelled? ❑ YES D NO If yes, explain in full detail on a separate sheet of paper. Does the business currently holdYN"O ense or have a contract with any other municipality for service? [: YES If yes, explain in full on a separate sheet of paper. 20 4 Have any complaints against the business been file with the Illinois Commerce Commission, the Office of the Illinois Attorney General, or any oth governmental body during the period of one year prior to the date of this proposal? F-1YESNO If yes, explain in full on a separate sheet of paper. Please note, the Village reserves the right to conduct its own search with the Illinois Commerce Commission, the Illinois Attorney General, or any other governmental body, and may take into consideration any complaints and/or pending complaints made against the business or owner. In submitting this Proposal Form requesting award of the Village of Mount Prospect PARKWAY RESTORATION CONTRACT 2023-2024, 1 hereby certify that: I will not assign or subcontract any contracted work or services for the Village without prior written approval of the Corporate Authorities of the Village of Mount Prospect; 2. Neither I, nor any person who will be working on my behalf, has been convicted under the laws of Illinois or any other state of an offense which under the laws of this state would be a felony involving the theft of property, violence to persons, or criminal damage to property. Please note that in the case of a person whose last conviction was more than two years past, and can demonstrate a compelling showing that he/she is nevertheless fit, such person or operator may be approved by the Village Manager if otherwise eligible; 3. 1 am not barred by law from contracting with the Village because of a conviction for prior violations of either Sections 33E-3 or 33E-4 of the Illinois Criminal Code of 1965 (720 ILCS 5/33E-3 (Bid Rigging) or 720 ILCS 5/33-4 (Bid Rotating)); 4. 1 am not delinquent in payment of any taxes to the Illinois Department of Revenue pursuant to Section 11-42.1-1 of the Illinois Municipal Code (65 ILCS 5/11-42.1-1) or in any payment, fee or tax owed to the Village; 5. 1 provide a drug free workplace pursuant to the Drug Free Workplace Act (30 ILCS 580/1, et sem); — 6, 1 shall comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-101, et seq.), and the Rules and Regulations of the Illinois Department of Human Rights, including establishment and maintenance of a sexual harassment policy as required by Section 2-105 of that Article and Act; 7. 1 shall comply with the Americans with Disabilities Act; 8, 1 shall comply with the Illinois Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.); and 9. All of the information I have provided in this Application has been truthful and given in good faith. I have read and understand the information provided with this Proposal Form, including the Notice to Bidders, Instructions to Bidder, the General Conditions, the Specifications and the PARKWAY RESTORATION CONTRACT 2023-2024, and agree to abide by the conditions set forth therein. My signature below indicates my acceptance of all such 21 5 conditions and my bid for award of the Village of Mount Prospect PARKWAY RESTORATION CONTRACT 2023-2024. Name of Company A i VU Vn(, Bid Submitted By TtV M 1 Mvi Position in Company O (A t""I On Phone No. y Ln5i —I - u 6 Date ol ho )U -b-5 Bidder must use the official firm name and authorized representative must sign. 22 Ij PARKWAY RESTORATION CONTRACT 2023-2024 Village of Mount Prospect Department of Public Works FROM: _.AAV`60-12,V o�i� (hereinafter called "Bidder") TO: Office of the Village Manager, 3rd Floor 50 South Emerson Street Mount Prospect, Illinois 60056 (hereinafter called "Village" or "Village of Mount Prospect") PARKWAY RESTORATION CONTRACT 2023-2424 The bidders have familiarized themselves with the services to be performed and probable work conditions required under this Bid affecting the cost of the performance of the required services and with the Bid Documents which include: Notice to Bidders Table of Contents Bid Packet Information Instructions for Bidders Specifications General Conditions Proposal Form Bid Form Affidavit — Bid Certification Form Bid Security Bid Sheet(s) Contract Document Therefore, the Bidder hereby proposes to furnish all supervision, technical personnel, labor, materials, tools, equipment, and services (including all utility and transportation services) required to perform the required services, all in accordance with the above listed documents. Bidder agrees to perform all of the required services and provide the equipment and materials described in the Bid Documents, as follows: Bidder has bid on all items and has provided a price for all requested services. The Bidder acknowledges it understands all the requested services for which it has submitted a bid. The Bidder will complete and provide all labor, equipment, materials and mobilization (if applicable) to perform the required services as incidental to the fixed item price for each item proposed. 23 7 In submitting this bid, the Bidder understands that the Village reserves the right to add to or subtract from the estimated quantities. The Village intends to award one (1) contract (if at all) for the items bid. If written notice of award of this bid is mailed, emailed or otherwise delivered to the Bidder at any time before this bid is withdrawn, the Bidder agrees to execute and deliver the contract in the prescribed form and furnish payment, or letter of credit, and the insurance certificates required by the Bid Documents to the Village within ten (10) business days after receipt. The Bidder, and as successful bidder/contractor upon award of the contract, understands and agrees to the following: 1) The contractor agrees to provide all required services and items and material to the Village as noted in the Bid Documents and comply with the requirements of the Bid Documents. 2) The contractor agrees to comply with all applicable federal and state laws, rules and regulations, and county and municipal ordinances, as described in the General Conditions. All Addenda pertaining to this project shall be acknowledged by the Bidder in the spaces provided below: Failure to acknowledge receipt, as provided above, may be considered sufficient grounds for disqualification of the bidder and rejection of his/her bid submittal. A record of all Addenda and copies of same will be available to all qualified bidders from the Village of Mount Prospect Public Works Department, 1700 West Central Road, Mount Prospect, Illinois two (2) days prior to the letting. It shall be the Bidder's responsibility to become fully advised of all Addenda prior to submitting its bid. Upon award of the contract, the Village will send Notice of Award to the successful Bidder, the Bidder must then execute the contract and provide any required bonds or letter of credit and certificate of insurance to the Village within ten (10) business days. The Village will then issue a written Notice to Proceed. Failure to complete the work in the designated time frame may result in the Director of Public Works withholding compensation due the contractor for failure to complete the said work in the designated time frame, calling the bond(s), or taking such other action as may be available. Security in the sum of 500 in form of (check one): J Bid Bond Certified Check Bank Cashier's Check is attached hereto in accordance with the "Instructions for Bidders". 24 This Bid Submittal contains the following: 1) Bid Proposal Form — Exhibit A 2) Bid Form 3) Affidavit — Bid Certification Form 4) Bid Security 5) BID SHEET(S) 6) List of required references and equipment Respectfully submitted:. Nan By; (Sig TitlE Date: 01 houn Contact Information: Official Address: FKLM d Id k ". (AYYin(JV) kl. t�L (,PCO ID Telephone: %1- 1-110 C Email: 01 V � �C vay-ez cuor o. (Vvn 25 9 AFFIDAVIT — BID CERTIFICATION FORM Bidder: Company/Firm Name: Wavn Imc Address: Oi LN -1 Q t ivy �VVL "• o uvvlliUlw As a condition of entering into a contract with the Village of Mount Prospect, and under oath and penalty o perjury and possible termination of contract rights and debarment, the undersigned, NVUVA MVVY�4being first duly sworn on oath, deposes and states that he or shb is (sole owner, partner joint ventured, President, Secretary, etc.) of Mw and has the authority to make all (Name of Company) certifications required by this affidavit. Section I Non -Collusion The undersigned certifies that this bid is genuine and not collusive or a sham, that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference with any person, to fix the bid price element of this bid, or of that of any other bidder, or to secure any advantage against any other bidder or any person interested in the proposed contract. Sectionw Rigging and Rotating The undersigned further states that n V104II2I yK I (Name of Company) is not barred from bidding or contracting as a result of a conviction for violations of state laws prohibiting bid rigging or bid rotating or any similar offense of any state of the United States, as provided in Sections 33E-3 and 33E-4 of the Illinois Criminal Code, 720 ILCS 5/33E-3, 33E-4. Section III Drug Free Workplace The undersigned further states that YV Y -t' Lac (Name of Company) provides a drug free workplace pursuant to the Drug Free Workplace Act, 30 ILCS 580/1, et seq., and has, to the extent not covered by a collective bargaining agreement that deals with the subject of the Substance Abuse Prevention in Public Works Projects Act, 820 ILCS 265/1 et seq., a substance abuse prevention program that meets or exceeds these requirements of that Act. Section IV Tax Payment The undersigned further states that �� is 26 10 (Name of Company) not delinquent in payment of any taxes to the Illinois Department of Revenue, in accordance with Illinois Compiled Statues, 65 ILCS 5/11-42.1. The undersigned understands that making a false statement regarding delinquency in taxes is a Class A Misdemeanor and, in addition, voids the contract and allows the municipality to recover all amounts paid to the individual or entity under the contract in civil action. Section V Sexual Harassment Policy Pursuant to Section 2-105(A) of the Illinois Human Rights Act, 775 ILCS 5/2-105 (A), every party to a public contract must: "Have written sexual harassment policies that shall include, at a minimum, the following information: (1) the illegality of sexual harassment; (11) the definition of sexual harassment under State law; (III) a description of sexual harassment, utilizing examples; (IV) the vendor's internal complaint process including penalties; (V) the legal recourse, investigative and complaint process available through the Department (of Human Rights) and the Commission (Human Rights Commission); (VI) directions on how to contact the Department and Commission; and (VII) protection against retaliation as provided by Section 6-101 of the Act. (Illinois Human Rights Act)." A "public contract" includes: ...every contract to which the State, any of its political subdivisions or any municipal corporation is a party." 775 ILCS 5/1-103 (M) (2002), The undersigned further states that �V�Y�� has (Name of Company) a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105 (A) (4). It is expressly understood the foregoing statements and representations and promises are made as a condition to the right of the bidder to receive payment under any award made under the terms and provisions of this bid. The undersigned certfies that all information contained in this Affidavit is true and correct. Signed by: Name Printed:-Iy f VOr-gy Title:yl Signed and sworn to before me this L day of 4WIIA , 2023. My commission expires: ' OFFICIAL SEAL Notary Pub Ii c FIOSALIA ALVAREZ LNOTARY PUBLIC, STATE OF ILLINOIS COOK COUNTY OMMISSION SXPIRSS 04/22/2025 27 11 BID SECURITY Included with this bid is a bank cashier's check, certified check or bid bond in the amount of 500 by , the bidder, in favor of the Village of Mount Prospect. It is hereby agreed that, should bidder be awarded the contract for services contemplated under this bid and fail or refuse to execute a contract for the performance of said services, or to provide the required payment, or letter of credit, and certificate of insurance, then this security, in the amount stipulated above, shall be forfeited and may be retained by the Village of Mount Prospect as liquidated damages and not as a penalty. All bids to remain firm for a period of ninety (90) days after bid opening date. SUBMITTED THIS SEAL (if corporation) DAY OF , 2023. Bidder's Agent and Agent's Title Title Note: If bidder is a partnership, the bid must be signed by at least two of the partners. Note: If bidder is a corporation, the bid must be signed by an authorized officer of the corporation, attested and sealed by the secretary or other authorized officer. If a corporation, note here the state of incorporation: Incorporated under the laws of the State of 28 12 BID BOND (Specified Amount) 2r,.:,asc 1!�a..aaral::aca_e: "7252`70:98 KNOW ALL PERSONS BY THESE PRESENTS, That we xd v�A ez, a qac . of 1 to.a(K) I Iry hereinafter referred to as the Principal, and _....... g- as as Surety, are held and firmly bound unto 1110 ,:a, t t I1u - 14 WOI- «e fp a t mel t Of 1MO }na ,h t r-dv FkA _Aalka.a;,_ r .. ?:.hereinafter ro._...ro.wro.n„ referred to as the Obligee, in the sum of F.J ve Ha?.adt e. ay- inn ,tett/ t tt.tt Dollars ($ r> (,)(.7 . r)ra ) for the payment of which we bind ourselves, our legal representatives, successors and assigns, jointly and severally, firmly by these presents. WHEREAS, Principal has submitted or is about to submit a proposal to Obligee on a contract for .......... _._........... P K,k y Restoration Contract 2023-2024 NOW, THEREFORE, if the said contract be awarded to Principal and Principal shall, within such time as may be specified, enter into the contract in writing and give such bond or bonds as may be specified in the bidding or contract documents with surety acceptable to Obligee; or if Principal shall fail to do so, pay to Obligee the damages which Obligee may suffer by reason of such failure not exceeding the penalty of this bond, then this obligation shall be void; otherwise to remain in full force and effect. SIGNED, SEALED AND DATED this ... day of , t E. /.?.,. zra m....�. 202:: (Principal) By (Seal) W STI RN SURETY C OMi::yANY (Surety) �� .�y E�l�dbrL a BY ... .....ry—...., ( Seal) Beth M':u..,si.a.a.cnxk-a.ws Attorney -in- Fact 13 Western Surety Company POWER OF ATTORNEY - CERTIFIED COPY Bond No.72527098 Know All Men By These Presents, that WESTERN SURETY COMPANY, a corporation duly organized and existing under the laws of the State of South Dakota, and having its principal office in Sioux Falls, South Dakota (the "Company"), does by these presents make, constitute and appoint�Ijc) - g its true and lawful attorneys)-in-fact, with full power and authority hereby conferred, to execute, acknowledge and deliver for and on its behalf as Surety, bonds for: Principal: A.Ivarez, Iric. (; bligew M.our)t Prospect E`uhlic Depa.rtnment Arnount: $1., 000, 000 . 00 and to hind the Company thereby as fully and to the same extent as if such bonds were signed by the Vice President, sealed with the corporate seal of the Company and duly attested by its Secretary, hereby ratifying and confirming all that the said attorney(s)-in- fact may do within the above stated limitations. Said appointment is made under and by authority of the following bylaw of Western Surety Company which remains in full force and effect, "Section 7. All bonds, policies, undertakings, Powers of Attorney or other obligations of the corporation shall be executed in the corporate name of the Company by the President, Secretary, any Assistant Secretary, Treasurer, or any Vice President or by such other officers as the Board of Directors may authorize. The President, any Vice President, Secretary, any Assistant Secretary, or the Treasurer may appoint Attorneys in Fact or agents who shall have authority to issue bonds, policies, or undertakings in the name of the Company The corporate seat is not necessary for the validity of any bonds, policies, undertakings, Powers of Attorney or other obligations of the corporation. The signature of any such officer and the corporate seal may be printed by facsimile." If Bond No. ',7 25 2 7 Q 98 is not issued on or before midnight of 7_L.h, 2 02:> all ­­ . ........... authority conferred in this Power of Attorney shall expire and terminate, In Witness Whereof, Western Surety Company has caused these presents to be signed by its Vice President, Paul T. Bruflat, and its be affixed this day of 3 WES +,!' I SURE"Y COMPANY ......... . Paul ET. Bruflat, "' PAX6 Vice President C mwpo§414A On day ofFEr in the year 2023 before me, a notary public, personally appeared Paul T. Bruflat, who being to me duly sworn, acknowledged that he signed the above Power of Attorney as the aforesaid officer of WE'3TEJV,4S,UR14,T CONIPANY and acknowledged said instrument to he the voluntary act and deed of said cor)o Galion.+ M. BENT f(RL NOTARY PUBLIO(Rt %6 bi Notary i iv, - SoLdn SOUTH DAKOTA Dako My Commission Expires March 2, 2026 1 the undersigned officer of Western Surety Company, a stock corporation of the State of South Dakota, do hereby certify that the attached Power of Attorney is in full force and effect and is irrevocable, and furthermore, that Section 7 of the bylaws of the Company as set forth in the Power of Attorney is now in force. In testimony whereof, I have hereunto set my hand and seal of Western Surety Company this ----6.t11--- day of FebiL,-uar 2023 SURE Y WES 1,�4 COMPANY PaulT ruflat, Vice President To validate bond authenticity, go to W,) > Owner/Obligee Services > Validate Bond Coverage. Form F6306-11-2020 14 BID SHEETS PARKWAY RESTORATION CONTRACT 2023-2024 The undersigned herewith submits a bid on the "PARKWAY RESTORATION CONTRACT 2023- 2024" in accordance with the attached documents. All bids are to be delivered to the office of the Village Manager at 50 S. Emerson Street, 3rd Floor, Mount Prospect, Illinois 60056, prior to 1:00P.m. on February 6, 2023. SCHEDULE OF PRICES We will perform the services as outlined in the PARKWAY RESTORATION CONTRACT 2023- 2024 for sums as follows: Table A 2023 ........ Unit Cost Per Estimated ... . Extended Cost Unit Cost Per Quantity ..�.�... �.�.� .. Quantity Extended Cost Restoration SgFt Sodd i n in SgFt 0 Restoration $ . Sodding ...........v _. �.�0. 1111..... 30,000 w..�'...r.....°....0.0 New Sod 11,000 Installation $ a, )4 $ �, Q00, 00 Total Cost $ ("51600,00 Table B 2024 11.11.... ........ Unit Cost Per ...1111. ..... Estimated ... . Extended Cost Sq Ft Quantity ..�.�... �.�.� .. in SgFt ........... w��_�.e�_..� _............................ ............ ............. .............� Restoration Sodd i n ..............!9.....0 0 New Sod $ . Installation $ Q, 05 1,000,,(�!�� Total Cost 29 15 Optional Pricing (Will not be used in determining total bid or bid award) 2023 Unit Cost Per 100 Estimated Extended Sq Ft Quantity Cost *Additional Watering...._.......... _._s 0bmm . 100 ................... ....._ .... $ Total Cost I $ /1 19610- 2024 Unit Cost Per 100 Estimated.., Sq Ft Quantity Extended Cost ........... *Additional Watering >% 4 100 Total Cost $ /, /Do, 00 *Not used in bid tabulation totals. 2023-2024ParkwayRestoration Total Cost (Sum total cost of Table A and Table B) Submitted this day of U Vil/i, 2023. Mark outside of envelope: " PARKWAY RESTORATION CONTRACT 2023-2024" and deliver to the Village Manager's office at 50 South Emerson Street 3rd Floor, Mount Prospect, Illinois, 60056, by 1:00 p.m., MONDAY, February 6, 2023. Also, note any exceptions to the specifications: ow ylt COMPANY OWNER/BIDDER N ADDRESS CITY, STATE, ZIP 30 16 Email 2023. NATU TE k tiWT' D Note: All bids to remain firm for ninety (90) days. Be sure to mark the outside of the envelope, "Sealed Bid for PARKWAY RESTORATION CONTRACT 2023-2024." 31 17