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Home My WebLink About7. MANAGERS REPORT 07/21/2009 INTEROFFICE MEMORANDUM Mount Prospect ~ Village of Mount Prospect Fire Department TO: MICHAEL E. JANONIS, VILLAGE MANAGER -&.~ 1 %J c:A FROM: FIRE CHIEF DATE: JULY 15, 2009 SUBJECT: MATERIAL TESTING SERVICES CONTRACT One of the professional services necessary for construction of the Phase I projects is testing of material to ensure the buildings are constructed to the architects' and engineers' specifications. Some of the materials that need to be tested include: 1. soil in connection with foundations, paving, curbs, gutters, and walkways; 2. reinforcing steel; 3. concrete in connection with foundations, paving, curbs, gutters, and walkways; 4. base course stone; 5. bolted and welded structural steel connections; and 6. mortar for masonry work. Background We are now more than three months into construction and much of the above testing has already been completed by two different companies. We find ourselves, however, having to once again select another vendor despite good performance by both companies. Professional Service Industries (PSI) was the initial testing company hired by the Village to perform the testing for the Phase I projects. This company was selected based upon their submittal to a Request For Proposal (RFP) by our Public Works Department. This vendor was selected to test the Phase I and Village road projects. On May 14, 2009 we were notified by our construction manager that Union Local 150 was going to picket us for using a non-union material testing company. Picketing would likely cause union workers to not enter the job site, which could have shut down the jobs and caused significant delays. With the Village Manager's emergency purchasing approval Leopardo, on our behalf, hired Testing Service Company (TSC) to perform the interim testing services until we could elicit proposals from three firms. TSC is a union shop that has performed the work well and will continue to work until we enter into a long term contract with a material testing Material Testing Service Contract July 15, 2009 Page 2 service. We moved as quickly as we could to obtain prices from qualified material testing companies; however during that process TSC's (interim company) cost for services rose above the $10,000 threshold. We requested the assistance of Leopardo Companies, our construction manager, in providing us with a list of qualified union materials testing firms. There were three (3) firms that they recommended. Those included: 1. Testing Service Corporation 457 East Gundersen Drive Carol Stream, IL 2. NTS Incorporated 1212 Remington Road Schaumburg, IL 3. ECS Illinois, LLC 1575 Barclay Boulevard Buffalo Grove, IL Included is a detailed material testing time and cost comparison provided by Leopardo to assist us in our selection. As you can see in the breakdown, services and associated costs are very confusing. Further analysis indicates that ECS Illinois, LLC features lower hourly rates and a sensible approach to the time necessary to perform the work. Recommendation It is my recommendation that the Village Board grant permission to enter into a contract with ECS Illinois, LLC for the material testing of the Phase I construction projects in an amount not to exceed $33,634. The Phase I project budget includes $40,000 for testing services. Michael J. Figolah MF 1:\MF-MAterials testing Phase I-MEJ.doc :~~1~~~~~!it~ij~ij~ii!i!i!iii:U)iimm:ii!ii:!:iiii!i!iiiiii:)iiii:ii!:!i)i!i:i!i!i!i!i!:imi:ii!:):iii:iiii!i!:!:!::i!i):!:!iiiiiii!::::m:i!ij:U:::ii:ijm::::!::::m:::ii::iii!ii::::i:i!:: Mount Prosoect Phase I Projects BIDDER BIDDER BIDDER FS #14, Eoe and Well 16 1 2 3 Mount Prospect, Illinois 847-882-8675 847-279-0366 630-653-3920 Jeii Krozel Jigar Naik Mitch Franczyk ITEM BREAKDOWN ;; NTS Incorporated ECS Illinois ~ TSC Estimated Total Cost - Fire Station #14 $37,047 $21,1 08 $56,900 Estimated Total Cost - Public Works / EOe $74,637 $9,934 $20,400 Estimated Total Cost - Well #16 Included $2,592 Included Overtime Allowance Excluded add $2,000 Excluded Fire Station #14 Services Estimated Hours & Rate - Earthwork 53 @ $75/hr 50 @ $85/hr 56 @ $85/hr Estimated Hours & Rate - Concrete 94 @ $75/l1r 72 @ $78/hr 116 @ $85/hr Estimated Hours & Rate - Pavine 26 @ $75/hr 24 @ $78/hr 28 @ $85/hr Estimated Hours & Rate - Masonrv 728@ $75/hr 16 @ $85/hr 240 @ $85/hr Estimated Hours & Rate - Steel 28 @ $98/hr 32 @ $85/hr 24 @ $85/hr Travel (trips) & Rate 64 @ $50/ea 25 @ $15/ea 103 @ $50/ea Nuclear Gauee Rentals & Rate 5 @ 75/ea 6 @ $45/ea 3 @ $35/ea Proiect Enl!ineer Hours & Rate 76@$87/hr 12 @ $100/hr 20 @ $110/hr Princioal Engineer Hours & Rate No Bid 5@$175/hr No Bid Proctor Testing No Bid 2 @ $175/ea 1 @ $175/ea Grout Prisms No Bid 12 @ $20/ea 30 @ $15.50/ea Mortar Cubes No Bid 12 @ $1 5/ea 360 @ $15.50/ea Concrete Cvlinders 97 @ $ 15/ea 90 @ $15/ea 104 @ $16.25/ea Cvlinder Pick-Uo 20 @ $50/ea 9 @ $50/ea 30 @ $60/ea Soil, Water Content and Dry Unit Weight Determination No Bid No Bid 20 @ $15/ea EOc/PWIWell16 Services Estimated Hours & Rate - Earthwork 29 @ $75/hr 30 @ $85/hr 28 @ $85/hr Estimated Hours & Rate - Concrete 49 @ $75/hr 42 @ $78/hr 56 @ $85/hr Estimated Hours & Rate - Paving 24 @ $75/hr 20 @ $78/hr ?8 @ $85/hr Estimated Hours & Rate - Masonrv 20 @ $75/hr 8 @ $85/hr 32 @ $85/hr Estimated Hours & Rate - Steel 18 @ $98/hr 12 @ $85/hr 24 @ $85/hr Travel (trips) & Rate 26 @ $50/ea 15@$15/ea 36 @ $50/ea Nuclear Gauge Rentals & Rate 4 @ 75/ea 4 @ $45/ea 3 @ $35/ea Proiect Engineer Hours & Rate 9 @ $87/hr 7 @ $100/hr 10 @ $11O/hr Princioal Engineer Hours & Rate No Bid 3 @ $175/hr No Bid Proctor Testing No Bid 3 @ $175/ea 1 @ $175/ea Grout Prisms No Bid 6 @ $20/ea 9 @ $15.50/ea Mortar Cubes No Bid 6 @ $15/ea 48 @ $15.50/ea Concrete Cylinders 56 @ $15/ea 55 @ $15/ea 56 @ $16.25/ea Cvlinder Pick-Uo 10 @ $50/ea 5 @ $50/ea 1 5 @ $60/ea Soil, Water Content and Dry Unit Weight Determination No Bid No Bid 1 5 @ $1 5/ea Union Labor Yes Yes Yes Prevailing Wage Yes Yes Yes Sales Tax N/A N/A N/A ADJUSTED PRICE $46:678 $33,634 $77,300 Bidder Name NTS Incorporated ECS Illinois TSC Unqualified Sub Total alternate # 1 VE #1 Mount Prospect Public Works Department INTEROFFICE MEMORANDUM DATE: JULY 15, 2009 SUBJECT: CONVERSION OF TREE MANAGER WORK HISTORIES TO HANS TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: ADMINISTRATIVE SUPERINTENDENT In 1989 the Public Works' Forestry Division sought to address the mounting problem of managing approximately 25,000 parkway trees using a paper inventory. The decision was made that electronic asset management software would be the best solution to inventory and manage the Village's parkway trees. The Forestry Division researched several software options before settling on ACRT Tree Manager (Tree Manager). Tree manager provided an electronic database of all 25,000 parkway trees and associated attributes including tree species, diameter and crown. In addition, Tree Manager was used to record all work performed on Village owned trees. The work performed was recorded in Tree Manager as a work history and currently 130,000 work histories are recorded in Tree Manager. Tree Manager proved successful and was used for nearly twenty years until ACRT stop selling and servicing the software in 2007. When ACRT discontinued service for Tree Manager the decision was made to convert the tree inventory and associated work histories from Tree Manager to Hansen. Hansen is an asset management software package developed for Public Works departments that the Village implemented in 1994. The department manages over 100,000 Village owned assets in Hansen including fire hydrants, water mains, street segments, street signs, sewer mains, and etc. Using Hansen and the Village's Geographic Information System (GIS) in tandem Public Works staff were able to convert the tree inventory from Tree Manager to Hansen in house without any help from a third party. However, the conversion of work histories cannot be completed in house and must be performed by a third party. Currently the Forestry Division is maintaining the tree inventory and creating new work histories in Hansen, but must use Tree Manager to look up past work history on trees. Village staff is requesting to have Hansen Technologies, the sole source for the conversion of data into Hansen, to convert the work history data at a cost not to exceed $15,000. Please contact me should you have any additional questions.