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Home My WebLink About7. MANAGERS REPORT 07/15/2008 Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS ~ ~. M{~c., 11's oe FROM: PROJECT ENGINEER DATE: JULY 10, 2008 SUBJECT: EUCLID AVENUE & WHEELING ROAD PEDESTRIAN SIGNAL RECOMMENDATION TO REJECT JUNE 9, 2008 BIDS RECOMMENDATION TO ACCEPT JULY 7,2008 LOW BID FOR AMOUNT NOT TO EXCCED $25,000.00 Back2round The intersection of Euclid Avenue and Wheeling Road frequently experiences pedestrian traffic because of its close proximity to Euclid Elementary School, Boxwood Apartments, Rob Roy Golf Club and Randhurst Mall. Euclid Avenue is under the jurisdiction of the Cook County Highway Department (CCHD), Wheeling Road north of Euclid Avenue is owned by the City of Prospect Heights and Wheeling Road south of Euclid Avenue is a Village-owned road. The traffic signals at the intersection are owned and maintained by the CCHD and it only has a partial pedestrian crossing system. Given all of the properties around the intersection that generate pedestrian activity, the Engineering Division identified a need to provide a complete pedestrian crossing system using current technology. To accomplish this goal, a consultant was hired, engineering plans were developed and recently the Village received approval from the CCHD. The plans include LED countdown pedestrian signals, sidewalk, ADA handicap accessible sidewalk ramps and crosswalks. With this approval along with support from Euclid Elementary School and the City of Prospect Heights, the Engineering Division was prepared to move forward with bidding the project and going to construction. Concurrent to the plan design, the Engineering Division was also applying for a grant from the lllinois Department of Commerce and Economic Opportunity. Staff anticipated that the grant, sponsored by State Representative Sidney Mathias, would help pay for most of, if not all, the construction costs. And this past week the Village was notified that we have been approved to receive $45,000.00. This is expected to cover the construction costs plus a portion of the design costs. Bid Process The first bid opening for the project was on June 9, 2008. Sealed bids were publicly opened and read aloud at 10:00 a.m. A Notice to Bidders was published in the local newspaper and three companies were sent invitations to bid on the project. Three companies picked up bid packages and two submitted bids. The prices were as follows: Company Lyons Electric Company H & H Electric Company Bid Amount $48,900.00 $56,089.50 The consultant's estimate for the project was $33,085.65. Upon review of the bids, it was evident that the inflated costs were associated with the concrete-related items. The bidding companies specialize in performing electrical work and would need to sub-contract any concrete work such as installation of curb page 2 of2 Euclid-Wheeling Pedestrian Signal Project July 10, 2008 and sidewalk. Since the project is not large in nature, the concrete sub-contractors were going to charge the bidding companies a higher than average price to complete the concrete work. Speaking with both bidding companies, Staff anticipated that rebidding the project with the same scope of work would generate similar bid amounts. Therefore, the concrete-related items were removed and the project rebid. The concrete-related work will be done through a separate Village sidewalk program. The bid opening for the revised project was on July 7, 2008. Sealed bids were publicly opened and read aloud at 10:00 a.m. A Notice to Bidders was published in the local newspaper and three companies were sent invitations to bid on the project. Two companies picked up revised bid packages and both submitted bids. The prices were as follows: Company H & H Electric Company Meade Electric Company Bid Amount $22,666.80 $26,571.00 The consultant's estimate for this portion of the project was $22,762.65. The bid prices are more in line with expected costs and Staff is satisfied with the results. They were checked for accuracy and there were no errors. Discussion From a procedural standpoint, it is necessary to reject the bids from the original opening on June 9, 2008. The concrete-related work associated with the project exceeded reasonable costs resulting in the bid prices to come in well above the consultant's estimate. It was not in the Village's best interest to award a contract with the inflated prices. The second bid opening that included only the electrical work resulted in acceptable bid prices. The low bidder, H & H Electric Company, has previously performed electrical work in the Village. They were the contractor on the Algonquin-Busse-Dempster Lighting Project, Westgate Lighting Project, and Huntington Commons Lighting Project. Their work has been acceptable. The low bid of $22,666.80 is based on anticipated quantities. While most of the items are not expected to change, the amount of cable and conduit can fluctuate and affect the final construction cost. To cover any unexpected overages, it is recommended that the contract be awarded for an amount not to exceed $25,000.00. Recommendation 1. It is my recommendation that the bids opened on June 9, 2008 be rejected. 2. It is my recommendation that the low bid submitted by H & H Electric Company of Franklin Park, TIlinois for construction services on July 7,2008 be accepted for an amount not to exceed $25,000.00. This expenditure has been allocated in the 2008 Village Budget but will ultimately be paid for by the grant from the TIlinois Department of Commerce and Economic Opportunity. Please include this item on the July 15th Village Board Meeting Agenda. ation. Attachment: Map h :\enlrineerin2\traffic\si2nals\oedestrian \2oo7nroiect\vb contractor rec .doc Krl ~ \111\(,1'01' \!()['>n I'ROSI'LCI EUCLID AVENUE &: WHEELING ROAD PEDESTRIAN SIGNAL IMPROVEMENT PROJECT --- TO RAND HURST BOXWOOD APARTMENTS ~ .,.: " z ::J <.U <.U :r: 3: ROB ROY GOLF COURSE EUCUD A V EUCLID ELEMENTARY SCHOOL Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: STREETS & BUILDINGS SUPERINTENDENT 'l>b. H/~ 1 J'~ OS TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: JUNE 25, 2008 SUBJECT: REJECT PUBLIC WORKS FLOOR SEALING RESULTS BACKGROUND The Public Works main garage floor is sealed with a high performance clear polyurethane finish which protects the concrete from delaminating and deteriorating due to contact from salt, cal- cium chloride, fuel, oil and routine traffic. The coating has an 7 - 9 year life expectancy and pro- tects the floors from all types of harsh chemicals while improving the over all appearance and making it easier to keep clean. The main aisle was last sealed in 1997 and is over due for seal- ing. BIDS RESULTS Bids were received on June 2, 2008 for the sealing of the driving aisle and part of the parking stalls in the main parking garage. Bid invitations were distributed to the two (2) contractors that have performed this work for the Village in the past. In addition, a bid notice was also placed in the local papers. A pre-bid walk through was held and attended by three perspective contrac- tors. Only one bid was received which was submitted by Artlow Systems of Carol Stream, Illinois. DISCUSSION It is the opinion of staff that the bid results are not competitive and may not present the best value for the Village. It is the expectation of staff that costs for this work should be approxi- mately 30% lower than the rates submitted by Artlow. However, since only one bid was re- ceived, it is difficult to judge the voracity of the Artlow submittal. Staff has contacted the two companies that attended the pre-bid walk through but did not submit a bid. One company said they just made a mistake and thought the bid opening was later in the day. The other company stated they had problems getting their bid bond in time. Both compa- nies said they would be interested in bidding on any future projects and apologized for missing the dead line. H:\Adm inistration\BIDS\RESUL TS\PWFLOORSEALIN G6.2.2008.RES.doc Page 2 Reject Public Works floor sealing results June 25, 2008 It is the opinion of staff that the best interests of the Village would be served by rejecting this bid and re-bidding to solicit comparative rates. Recommendation Staff recommends rejecting the single bid received from Artlow Systems and rebidding the pro- ject in order to receive comparative pricing. ~j QUAW Paul Bures I concur with this recommendation: ~ Glen R. Andler Director of Public Works PB c: Director of Public Works Glen R. Andler Streets/Buildings Superintendent Paul C. Bures File H:\Administration\BIDS\RESUL TS\PWFLOORSEALIN G6 .2.2008 .RES.doc 2 I\iount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: SUPERINTENDENT OF STREETS & BUILDINGS ~. M1C? 1/1~O& TO: VILLAGE MANAGER MICHEAL E. JANONIS DATE: JUL Y 9, 2008 SUBJECT: BID RESULTS FOR HV AC MAINTENANCE CONTRACT (NOT TO EXCEED $36,700) BACKGROUND This proposed contract will provide for quarterly scheduled maintenance on all HV AC units in Village-owned buildings. In addition, it will also provide an emergency rate per hour for emergency service call work. The term of this proposed contract is three (3) years (August 2008 - August 2011). BID RESULTS Sealed bids were opened at 10:00 A.M. on June 30, 2008. Nine (9) invitational bids were distributed to qualified local contractors and a bid notice was placed in a local paper as required by the Village purchasing policy. Nine (9) bids were received. The results are as follows: Bidder Annual Fee Emereencv Averaee annual Estimated (for Scheduled Rate/Hour Call Back Bid Total Maintenance) 300 hours (@,E.R. Annuallv Bedco Mechanical Inc. $9,700.00 90.00 $27,000 $36,700.00 Carrier $8,985.00 100.00 $30,000 $38,985.00 Althoff Industries $11,606.00 101.00 $30,300 $41,906.00 Oakbrook Mechanical $16,427.00 110.00 $33,000 $49,427.00 Mechanical, Inc. $22,520.00 94.00 $28,200 $50,720.00 All Points $27,330.00 185.00 $55,000 $82,330.00 Precision $48,340.00 95.00 $28,500 $76,840.00 RMC Enterprises $66,582.00 113.50 $34,050 $100,632.00 McDonough Mechanical $83,725.50 155.00 $46,500 $130,225.50 Mccauley Mechanical Declined to bid Service Page 2 Bid Results/or HVAC Maintenance Contract (Not to Exceed $43,400) JULY 9, 2008 DISCUSSION The low bidder, Bedco Mechanical Inc., has provided scheduled maintenance and emergency service work to the Village for the last seven (7) years. The annual maintenance fee covers quarterly inspections on all units which includes; checking the belts, oil, bearings, pressures, fluid levels, condensers, filter changes and correcting any problems found during the inspections. The bids were also based on an average annual call back for non-scheduled work or emergency services which averaged three hundred hours per year over the last three years. Bedco Mechanical Inc. has responded in a timely manner and all work was performed in an acceptable manner during this contract. RECOMMENDATION Staff recommends the Village Board award a three (3)-year HV AC maintenance contract to Bedco Mechanical Inc. of Mount Prospect, Illinois. The award amount for 2008 will not exceed $36,700. Awards for subsequent years of this contract will be limited to available funds for HV AC Repairs (account number 0015102-540460) in approved budgets. ..~ /"2 \. 7t. ' C.6UA4.0 Paul Bures Superintendent of Streets & Buildings I concur: c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey File H: \Administration \BIDS\RESUL TSIHV A C CONTRA CT 2008. REC. temp. doc