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Home My WebLink About6. MANAGERS REPORT 08/19/08 Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: STREETS & BUILDINGS SUPERINTENDENT ~b. , DATE: AUGUST 13, 2008 SUBJECT: SEALED BID RESULTS FOR THE 2008 PAVEMENT MARKING CONTRACT (NOT TO EXCEED $55,107) BACKGROUND A contract is let annually for repainting markings for crosswalks, centerlines, lane dividing lines, parking stalls, and stop bars throughout the village. Pavement markings require repainting and installation of glass beading every two years to maintain their reflectivity. For purposes of this contract, the village is divided into north and south sections using Central Road as the dividing line. These areas are serviced every other year, with the exception of the downtown area and parking lots, which are done annually. On the state highways we are only responsible for painting some of the crosswalks and stop bars. BID RESULTS Sealed bids were opened at 10:00 A.M. on August 5, 2008 for the proposed contract to install pavement markings. The pavement marking work contemplated this year will be for all areas north of Central Road, the downtown business district, Wolf Road, and select areas on state highways. Four invitational bids were mailed, and a bid notice was placed in the local paper. Also because State MFT funds are funding these services IDOT also advertised this bid in the IDOT bulletin. Two bids were received, with bid opening results as follows: Bidder Bid Price Preform Traffic Control System, LTD. Marking Specialists AC Pavement Striping Co. $55,107.00 $84,930.00 *No bid *Called to inform us they were already booked for the season, but would like to remain on our bidders list for future work. H:\Administration\BIDS\RESUL TS\P A VEMKING2008.REC.doc Page two Sealed Bid Results for Pavement Marking 2008 August 13,2008 DISCUSSION The bids received were based on estimated quantItIes, which will be adjusted so the total expenditure does not exceed the award amount. Sufficient funding for this proposed contract exists in the 2008 budget. Preform Traffic Control Systems, Ltd. has previously performed our pavement-marking contract and they completed the work satisfactorily. RECOMMENDATION I recommend acceptance of the lowest bid as submitted by Preform Traffic Control Systems, Ltd. for an amount not to exceed $55,107. 9~ GftvWJ Paul Bures Streets & Buildings Superintendent I concur: Glen R. ndler Director of Public Works PB c: Director of Public Works Glen Andler Deputy Director of Public Works Sean Dorsey file H:\Administration\BIDS\RESUL TS\P A VEMKING2008.REC.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: STREETS & BUILDINGS SUPERINTENDENT ~.~ ell~rce TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: AUGUST 13, 2008 SUBJECT: BID RESULTS FOR PUBLIC WORKS FLOOR SEALING (RE-BI (NOT TO EXCEED $39,297) 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, calcium chloride, fuel, oil and routine traffic. The coating has a 7 - 9 year life expectancy and protects 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 sealing. On June 2, 2008 sealed bids were originally opened and only one bid was received for $58,485.00. Staff recommended rejecting the bid because the bid price was 30% higher than what staff estimated the project should cost. On July 8th the board concurred with staff's recommendation to reject the single bid and rebid. BID RESULTS Sealed bids were publicly opened at 10:00 A.M. on August 11, 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 three (3) 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 contractors. Two (2) bids were received. The results are as follows: Bidder Concare, Inc. 2081 N. 15th Avenue Melrose Park, IL 60160 Bid Price $ 39,297.00 Artlow Systems 170 S. Gary Avenue Carol Stream, IL 60188 $ 58,485.00 Page 2 Reject Public Works floor sealing results August 13, 2008 DISCUSSION The low bidder, Concare Inc., has previously sealed floors in the Public Works and Fire Department several times over the past 15 years satisfactorily. Sufficient funds for this proposed contract exists in the 2008 budget. RECOMMENDATION Staff recommends the Village Board award the floor sealing contract to Concare Inc. of Melrose Park, Illinois for an amount not to exceed $39,297. e?~ ~~ Paul Bures Streets & Buildings Superintendent I concur with this recommendation: PB c: Director of Public Works Glen R. Andler Streets/Buildings Superintendent Paul C. Bures file INTEROFFICE MEMORANDUM Mmm.t Prospect: ~ Village of Mount Prospect Fire Department FROM: FIRE CHIEF TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: AUGUST 14, 2008 SUBJECT: PHASE I CONSTRUCTION MANAGER CONTRACT The Village Board approved a contract to hire SRBL Architects to manage the Construction Manager (CM) selection process on February 5, 2008. Since that time we have taken several steps to identify the most qualified CM for the Phase I proposed construction projects. We are now requesting Village Board approval to enter into a contract with the selected CM, Leopardo Companies, Inc. Background The Construction Manager is a key position as their main function will be to coordinate and supervise the construction trades. Additional responsibilities will include, but are not limited to the following: · Manage construction project contracts · Create: · Scope of Work Documents · Bid Packages · Maintain the project budget · Pre-qualify sub-contractors · Supervise field construction work · Guarantee a "maximum price" for the projects . Review the architect's drawings and specifications as the design progresses Selection Process While SRBL Architects was hired to manage the selection process, a Village Selection Team was also created to oversee the process and ultimately interview and select the most qualified firm. The team included the Village Manager, Public Works Director, Finance Director, Fire Chief, Assistant Village Manager, Deputy Pubic Works Director, Deputy Fire Chief, and Fire Department Administrative Analyst. Phase I Construction Manager Contract August 14, 2008 Page 3 It is the Village Selection Team's recommendation to enter into a contract with Leopardo Companies, Inc. for construction management services. The attached contract outlines the terms and conditions as negotiated pending legal approval. The rates and associated costs identified in this agreement are competitive with past Village projects and with the short listed competitors illustrated in the CM Fee Matrix. Execution of this agreement does not provide approval to begin construction. Approval of this contract does, however, start the Pre-Construction Services by Leopardo, which carries a $75,000 flat fee. The actual bottom line for the Construction Management Services will be determined by the terms and conditions set forth, but the actual"not to exceed" amount cannot be determined until the Guaranteed Maximum Price (GMP) is identified. Michael J. Figolah MF/ Attachments rm Village of Mount Prospect II Phase I Projects eM Fee Review Matrix SRBL Project No. OB111 SRBL July 15, 200B ARCHlTE(iS Construction Management Firm Item Leopardo Riley I Shales McNutt W.B. Olson I AVERAGES I I 1 Construction Management Fee Percentage 4.20% 3.00% 3.35% 3.75% Construction Period I I Total fee on $8.5 mil. Cost of Constr. ! u$357'000.0~~+ $255,000.00 $284,750.00 $318,750.00 -- i -----..------ ....---..- --- r T ---- --------- - -- -- 2 Cost of Pre-Construction Services included in the fee $75.000.00 $90,000.00 $25,000.00 $94,781.25 I l _n 3 over~~~~~Y~ofit ~__on Chan~e Ord~~ Reque~ts 3.00% 3.00% 3.10% 5.00% ~.53% ---- _ _on ---- l-- --- ----- ---..--- --- -- - 4 Bonding Rate based on $8.5 million cost of constr. 0.63 0.59 0.73 0.74 Cost of 110% Pert. Bond for $8.5 cost of Constr. $53,550.00 $50,150.00 $62,050.00 $62,687.50 _ __?+~etum 100o/~!~~~~s un_C!~_~~~_~o Owner? 70/30 split __on 100% 100% ----- 70/30_Sl'lit..n -- - negotiable Overhead mark-up on chages in the work after , 6 establishment of the GMP IADD DEDUCT ADD DEDUCT ADD OEDUCT ADD OEDUCT -- - - - General Conditions 0% 0% 0% 0% 0%* *0% I C.M. Fee 3% 2% 3% 3% 4.5% 4.5% i GC mark-up on case Actual cost of GC Depends on item -- n _ - --- - -- --- - bY__~~_E!_~asis -- - -- - --- - _ H_ I General Conditions I 7! Full Time on site Supt. I $331,200.00 $262,901.00 $292.200.00 $322,146.75 ----- i -"yCM 1- byCM byCM j__+_ ~. -- - 2 Included 1 Included 1 Included 2 Included 8 - Full Time Project Manager $137,100.00 $104,152.00 $113,700.00 $127,443.75 byCM I byCM byCM byCM I I i I _ _~field offi~E! tr~il~r, inct~~ing hO_Ok up I $8,400.00 $11,384.00 l $8,400.00 $10,299.50__ , byCM byCM byCM byCM I I 1_0!Tel~phone, fa~~ ~opy machin~-, in~I_~idng service I $3,600.00 $6.700.00 1--- $6,400.00 $6,589.50 H - -----~ byCM by Cr-.1 +i~ by CM _blCM_ -- ---- Incl. m~bile & I-net 11 Temporary Job Site Toilets $6,500.00 $3,600.00 $4,266.00 $5,241.50 ----.--- by CM ~GM l- byGr-.1. by Subs -- _n 12 :Temporary Job Site Water $0.00 $500.00 $0.00 $826.25 Utility Cost by Owner byCM byCM Utility Cost by Owner I I I l~EemporaryJ_?~Site heating & vent.lncL ~ner&Y'costs. $0.00 $0.00 $0.00 __$1,250.00 Utlity Costs by Owner by Subs byCM by Subs or HVAC sub 14 Temp. Job Site elect. Power & light'g incl. energy cost~ $2,000.00 I $3,300.00 $0.00 $3,075.00 L - --- by CM/Subs I by Subs I by Subs I by Subs c---- I 15 Temp. job site roads incl. install, maint. & removal $0.00 $5.000.00 $0.00 $6,240.75 by Subs I by Subs I by Subs by Subs l~~Temp. park!ng a~~ stagin~ i_~c1~ install, maint. & remo' $0.00 $3,565.00 $0.00 +-- $2,141.25__ by Subs by Subs by Subs by Subs I I I I 17 Temp. Job Site enclosures $0.00 $2,500.00 $0.00 c- $2,218.50 - - -- -- ----- by Subs I byCr-.1 byCM by Subs ------ - --- j 18!Temp. job site fencing $7,691.00 I $6,000.00 $0.00 $6,922.75 byCM byCM byCM by Subs I I 19 Temp job site barricades $0.00 $1.000.00 $0.00 $1,270.00 , by Subs byCM by Subs I by Subs I I 20i Construction testing $0.00 $8,800.00 $8.000.00 $7,950.00 I by Owner I byCM byCM ___ --"yCM -- I-- -------- 21 Survey: Layout, site, building, interior, spotted fdn. $10.000.00 $15.950.00 $14,500.00 $15,112.50 ------ byCM ---F ~y~_M - bYCM. I b)'C1\1_ 22iSnow Removal $0.00 $1,500.00 $0.00 $2,936.25 I Not Required per I byCM I byCM by Subs Schedule I I 2~_.~treet CI~_aning $0.00 $2,500.00 $0.00 $1,780.00 , by Subs byCM I byCM by Subs 24'Tree Protection 25 i Drinkin~_!\Iater 261Temp generators until regular power is in place 2711n progress clean up. I 28 Final Clean Up ; I 291 First aid and F_ire Exti~g~i~hers 311Dumpsters and admin. Waste Management Plan I 32'2 Temporary Project signs. incl.lighting and permits 3?1~inter ~otection I 341 Postage and Mesenger service 35 Reproduction Costs during construction 36 Safety and OSHA 371 Dust Protection and Partitions 38 Co.ordination of utility locates 39 Traffic Control , 40! Bi.Weekly Construction photos I 41 Water Control i--r-- 42!lnsurance: included in fee, do NOT include here 43 ,Allowance for additional services as may be req'd I ------------ --------- I ! , ! ! i 44lOther suggested costs that may/or may not be required General Conditions Total as listed for eM _ _~ Gene!~_I_ Conditi~ns costs_ ofA_ddition~1 Se~ic_es iAdjusted Total General Conditions 451 Fee based on % of 8.5 MIL Cost of Construction -+ 46 Performance Bond See notes below 42i~~~.:>!~d Total Ge~!"..~onditions I 48 i TOTAL ADJUSTED COST I Color Legend I Low Number in row I ! High Number in row ! Not directly in CM fe~~ eith-~~-in sub or owner costs I $0.00 by Subs $1,000.00 byCM i ! $0.00 by Subs $39,500.00 byCM : $9,600.00 byCM I by CM+_ $8,100.00 byCM $2,000.00 byCM $0.00 by Subs ! byCM $10,000.00 byCM byCM $0.00 by Subs $0.00 byCM $0.00 by Subs $600.00 byCM I $0.00 by Subs $0.00 Included in Fee $20,000.00 Builder's Risk $613.900.00 $20,000.00 $633.900.00 ! $357,000.00 $85,000.00 , $633.900.00 $1,075,900.00 ! $0.00 Not Anticipated $1,320.00 by CM I $0.00 N~~Antic_e~ted $30,923.00 byCM $8,284.00 byCM $1,100.00 by CM byCM $3,080.00 byCM $0.00 Not Anticipated I + $2,860.00 byCM $4,510.00 byCM $3,226.00 byCM IU- I T $0.00 in fee $0.00 in fee $0.00 in fee ! --f- $696.00 byCM I $0.00 Not Anti~ipa~~_d $0.00 Included in Fee $145.386.00 Ass't Superintendent $13.568.00 Project Coordinator _n $553,927.00 $158,954.00 $712,881.00 $255,000.00 $53,550.00 $712.881.00 $1.021,431.00 I i $0.00 Not Anticipated I $0.00 in Fee I $0.00 by Subs $35,000.00 byCM I $4,200.00 byCM I $0.00 in Fee $10,000.00 byCM byCM $0.00 Not Anticipated I $0.00 in Fee I ! i I $5,000.00 byCM $4.800.00 ___ byCM + i ! byCM $0.00 in Fee $0.00 by Subs $3,000.00 byCM I $0.00 by Subs $0.00 Included in Fee $6,000.00 Builder's Risk $554.100.00 $6,000.00 $560,100.00 $0.00 by Subs byCM I $0.00 by Subs by CM & Subs byCM $0.00 in Fee $12,000.00 byCM byCM $0.00 by Subs ! $0.00 __~Fee ___n_ ___ byCM $10.666.00 byCM $0.00 by Subs $0.00 by Subs $0.00 by Subs byCM "--- ----- I $0.00 by Subs $0.00 Included in Fee $22.857.00 Operations Mgr. $15,000.00 Temp. Util. Hook-Up $96.600.00 --- -- Builder's Risk $134,457.00 $284,750.00 $475,450.00 $50,150.00 ' $62,050.00 ! $560,100.00 $895,000.00 - $911,436.00 - _u__ ___ , $0.00 $1,380.00 -- $0.00 e--- $39,155_75 $10,521.00 ~- $1,600.00 $11,485.00 $4,270.00 $0.00 $1,465.00 _n $8,877.50 $10,173.00 $750.00 - $0.00 $0.00 $2,140.50 $0.00 $0.00 $624,726.50 $704.579.25 n - $1,110.316.75 n