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Home My WebLink About6. MANAGERS REPORT 08/04/2009 Mount Prospect Public Works Department Mount Prospect INTEROFFICE MEMORANDUM Background In the current budget, funds have been allocated to replace and install approximately 5,250 linear feet of existing watermain in the Prospect Meadows subdivision. This is the last or third phase of an ongoing water main replacement project that started in 2005. There is remaining stormwater and drainage ditch work to be done in the subdivision and this work is in the pre-bid design phase. TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: WATER SUPERINTENDENT DATE: JULY 30, 2009 SUBJECT: BID RESULTS FOR PROSPECT MEADOWS WATERMAIN REPLACEMENT PROJECT PHASE 3 ($1,073,137.00) The proposed watermain project includes the abandonment of 4" diameter cast iron pipe in rear-yard easements and the installation of new 8", 10" and 12" Class 56 ductile iron pipe into the public rights-ot-way immediately adjacent to the roadway pavement edge. This project also includes the reinstatement of 59 water service lines, installation of 15 fire hydrants for fire protection purposes and the looping of watermains between the Euclid/Rand Road area and the Kensington/Fairview Road area for system distribution improvements. Attachment A depicts the proposed project area (Phase III). The map highlights the extent of the area of the existing watermain that serves this area that was installed in rear-yard easements. This rear-yard design is a consequence of the fact that this system was originally installed and maintained by a private water utility. The system was not designed to Village design standards. The Village interconnected with and assumed responsibility for this system when the private water utility's deep well tailed in the late 1970's. Today the rear-yard layout of this water distribution system is problematic. The area has mature trees, bushes, fences, sheds, patios and decks that now cover most of the water mains and service lines. As a result, maintenance of this water main system is now inordinately costly and disruptive. In particular, water main breaks repairs usually must be dug by hand, accessed via private property, and require lengthy water shutdowns. In addition, the rear-yard pipe locations also severely restrict the Village's " ability to install fire hydrants. As a result, the spacing of fire hydrants in this area is inadequate. Finally, most of the rear-yard pipe is composed of thin-walled 4 inch cast iron pipe. The Village's current minimum design standard for new water main installation is 8-inch diameter ductile iron pipe. The smaller diameter pipe not only limits water flow, it is also prone to failure. The vast majority of water main breaks occur on older cast iron pipe that are less than 8-inch diameter. To correct this problem, staff began in 2005 and continued in 2007 with the abandonment of the rear-yard water main and the installation of replacement watermain in the street right-of way. Overall, 8,100 lineal feet of rear-yard pipe will have been replaced with this final phase of the water main project is complete. In addition, new distribution system improvements involving approximately 850 lineal feet of new 12 inch watermain will be installed to complete the looping of the watermain. A total of 8,950 lineal feet of water main improvements will result form the three phases of this project. Bid Results Sealed bids were public opened at 1 :00 p.m. on July 27, 2009 and read aloud. Invitational bid notices were mailed and the public notice was published in the local newspaper as required. Thirteen bidders attended the mandatory pre-bid conference. Nine bids were received. The results are as follows: BIDDER BID Martam Construction, Elgin $ 975,579.00 Patnick Construction, Bensenville $1,096,455.00 A. Lamp Concrete Contractors, Schaumburg $1,102,347.00 Swallow Construction, Downer's Grove $1,220,000.00 Berger Excavating Contractors, Wauconda $1,245,575.50 R.A. Mancini, Prairie Grove $1,257,474.00 Lenny Hoffman Excavating, Wilmette $1,268,414.00 Bolder Contractors, Deerfield $1,360,480.20 John Neri Construction, Addison $1,437,810.00 Eng ineer's Estimate for this project was $1.2 million and this amount included a 10% contingency. The Village's consulting engineer for Phase II and for this Phase III project, CE Design Ltd of Rolling Meadows, Illinois has evaluated the bids. One bidder made a calculation error but that bid error does not affect the recommendation or change the order of the 2 low bidders. The firm, Martam Construction, Inc. of Elgin, Illinois has been identified as the apparent low bidder. Discussion Martam Construction Company of Elgin, Illinois has performed numerous public improvements for the Village of Mount Prospect over the last decade. Their performance on these projects has been on-time and without incident. It is the opinion of the designer and Village staff that Martam Construction Company of Elgin, Illinois is well qualified to perform this Phase III project in a proficient and timely manner. Martam Construction, Inc. was awarded the Phase I contract and is familiar with the project and the Village's expectations for this work. Since the bids are based on estimated quantities and are subject to a final tally based on the contractor's submitted bid schedule of unit prices, staff is recommending that a 10% contingency to cover any unforeseen situations be added to the award in the amount of $97,558.00. Adding the contingency would make the total project award amount $1,073,137.00 (base bid of $975,579.00 plus 10% contingency of $97,558.00). Recommendation I recommend that the Village Board authorize the execution of a contract for the Prospect Meadows Water Main Improvements Phase III with the lowest, responsible bidder, Martam Construction, Inc. of Elgin, Illinois in an amount not to exceed $1,073,137.00. Sufficient funds to cover this project are available in the budget. "ffi~~ Matt Overeem Water Superintendent Glen R. Andler Director of Public Works cc. Village Engineer JeffWulbecker Deputy Director Sean P. Dorsey File H:\Water\projects\2009\prospect meadows\Phase III bid results 2009.doc 3 - -7 I- W+E PROSPECT MEADOWS WATERMAIN REPLACEMENT PROJECT 2009, ATTACHMENT A I- f- 'L-... f--- ~ ,,~ ~ ~~~ ~ ~ ~~ x.),~, ~? ~ 'j~ ~ ~~~ /-1 ~. ~~~~ ~~~~~ r~~~~~_~ ~~~~~ ~~ '/7//7/'//'// /'V f--- I--- l------- ~ ~~ ~ rr -I-- Legend T7l - '---- 1/ / . VALVES . 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HYDRANTS - i----- ~ '/, ,v~~ ~ New Main and Services v ~~ ~'~~~ /'V MAIN LINES ~ ~?I/, ~~ /~~ " v /'y/ SERVICE LINES / W& . 0\ ~ ~/ ~ ~ /'V HYDRANT FEEDERS Wffi ~~~ ~ Phase 3 Project Area 'JlL / / / // /~ ~ /7/{;j ~~ In ~ - i ,..... ----:---i ~ ~ ~ --,.,. ~ ~ r---::: r---=:::: t-- <( ![ ... -LT--1 >; ..l. -,C[ - ~ ::::::-:-:::::: - r-==::J .., ~ I - / _1 ~ / "?c " Buu ~ J - 0 , iti= 7-29-09 I I ////X////A' I I- I Printed bv JJP/PW I~I I II Mount Prospect Mount Prospect Public Works Department ~ INTEROFFICE MEMORANDUM FROM: WATER SUPERINTENDENT TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: JULY 30, 2009 SUBJECT: ACCEPT PROPOSAL FROM CE DESIGN L TD FOR CONSTRUCTION ENGINEERING SERVICES ($49,744.00) - PROSPECT MEADOWS WATERMAIN PROJECT PHASE 3 Background In December 2007, the Village awarded a $104,000 contract to CE Design, Ltd of Rolling Meadows to prepare the design, plans and bid documents for Phase 3 of the Prospect Meadows Watermain Project. This contract also provided for the design of drainage improvements that are not being considered under the watermain project at this time. Bids based on these plans were recently opened and an award recommendation is currently pending the Village Board's consideration. Request for Proposal Since CE Design Ltd. was the design engineer for Phase II and Phase III of the Prospect Meadows Watermain Project and is very familiar with the project and with the Prospect Meadows Subdivision; staff has asked CE Design to submit a proposal to provide construction engineering, contract administration and inspection services for the Phase III work. CE Design has obliged and submitted a proposal to provide the necessary construction surveying (stakeout), inspections, construction management and contract administration to successfully complete the project. CE Design proposes to provide all requisite services for a fee not to exceed $49,744.00. Discussion CE Design has intimate knowledge and experience with the overall project, with the Prospect Meadows Subdivision area and with the expectations of the Village. CE Design Ltd. also has a vested interest in the satisfactory and successful completion of the project as the design and specification are of their design and engineering. CE Design's past experience with the Village has been commendable and they have striven to provide what is needed and right for the Village. It is the opinion of staff that CE Design Ltd. is well qualified to perform the work needed for the Prospect Meadows Watermain Project. Typically, engineering services fees are approximately 5-7% of the construction cost. This proposal is less than 5.1% and staff feels that this is a competitive proposal from a qualified firm. Recommendation I recommend that the Village Board accept the proposal from CE Design Ltd of Rolling Meadows, Illinois to provide construction engineering, surveying, contract administration and inspection services for the Prospect Meadows Water Main Improvements Phase 3 for a not-to-exceed amount of $49,744.00. Sufficient funds to cover this project are available in the budget. "{(\c& Matt Overeem Water Superintendent I concur. Glen R. Andler Director of Public Works cc. Village Engineer JeffWulbecker Deputy Director Sean P. Dorsey File H:\Water\projects\2009\prospect meadows\Phase III eng services 2009.doc 2 Mount Prospect INTEROFFICE MEMORANDUM ~ Village of Mount Prospect Mount Prospect, Illinois TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: ASSISTANT VILLAGE MANAGER DATE: JULY 29, 2009 SUBJECT: APPROVAL BUILDING INSPECTORS CONTRACT - CO DEVELOPMENT The Village of Mount Prospect and the International Union of Operating Engineers, Local 150 recently came to a tentative agreement for a labor agreement covering the three building and one plumbing inspectors working in the Community Development Department. The negotiations concluded after approximately one year of sporadic meetings. The tentative agreement mirrors the wages and benefits available and provided to other employee groups both represented and non-represented. The wage increase recommended is 3.5% for 2010 and 2011, which is consistent with existing labor agreements through the same period. This tentative agreement will expire on December 31, 2011, which is consistent with other labor agreements. This agreement basically formalizes the existing wages and benefits that the four employees enjoyed prior to the agreement so there are not significant changes or enhancements that are unique to this group of employees compared to any other group, including non-union. Furthermore, there is no retroactive pay that is due the employees through the approval of this agreement. Staff would request Village Board approval of the collective bargaining agreement between the International Union of Operating Engineers, Local 150 and the Village of Mount Prospect for the period of May 1,2009 through December 31, 2011. ~...<:) s:6tf David Strahl H:\HUMR\Unions\lnspectors Union\2008 ContractWB Contract Approval Memo 2009-2011.doc