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Home My WebLink About5. MANAGER'S REPORT 03/16/2010 Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: SUPERINTENDENT OF STREETS & BUILDINGS ~.~~ 3 '~IP TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: MARCH 11,2010 SUBJECT: SEALED BID RESULTS FOR THE 2010 & 2011 CONCRETE RESTORATIONS CONTRACT (NOT TO EXCEED $43,100) BACKGROUND This contract provides for concrete restoration due to emergency repairs on Village owned and privately owned water and sewer lines in the Village right of way. Concrete restoration to driveways, curbs, and sidewalks are necessary throughout the year following water main breaks and sewer repairs. This contract allows for monthly services, thus reducing the time our residents are waiting for restorations. The proposed agreement is for a 2-year term concluding at the end of 2011, with a possible one year extension based on performance and holding the same pnce. BID RESULTS Sealed bids were publicly opened at 10:00 A.M. on March 9, 2010 for a proposed concrete restoration contract. Bid prices were based on estimated quantities. Eight invitational bids were mailed, and a bid notice was placed in the local paper. Eight bids were received, and the results are as follows: Bidder Frazier Concrete, Inc. 15941 S. Harlem Ave #315 Tinley Park, IL 60477 Bid Price $26,950.00 Strada Construction, Co. 1810 Broadsmore Drive Algonquin, IL 60102 $29,970.00 Wilbert Construction 1432 E. Forest Des Plaines, IL 60059 $30,150.00 H:\Administration\BIDS\RESUL TS\ConcreteRest20 I O.II.doc Page I of2 Page two 2010 & 2011 Concrete Restorations Bid Results March 11,2010 BID RESULTS continued Greg Greenhill Construction Co., Inc. 5419 Hayden Lane Ringwood, IL 60072 $35,750.00 Copenhaver Construction 121 Center Drive Gilberts, IL 60136 $39,500.00 Globe Construction, Inc. 1781 Armitage Ct. Addison, IL 60101 $48,250.00 A Lamp Concrete Contractors, Inc. 800 W. Irving Park Schaumburg, IL 60193 $60,500.00 JLJ Contracting, Inc. 2748 S.21 st Avenue Broadview, IL 60155 $89,500.00 DISCUSSION The low bidder Frazier Concrete, Inc. has never worked for the Village before but they supplied us with a list of references. All references were contacted and said that Frazier Concrete completed their contracts performing satisfactorily and that they would hire them again. Because the bid is based on estimated quantities, I am requesting approval to adjust the quantities up to the budgeted funding level $43,100. H:\Administration\BIDS\RESUL TS\ConcreteRest20 10.1 1. doc Page 2 of2 Page three 2010 & 2011 Concrete Restorations Bid Results March 11,2010 RECOMMENDATION I recommend acceptance of the lowest bid as submitted by Frazier Concrete, Inc. for the 2010 and 2011 Concrete Restoration Contract in an amount not to exceed $43,100.00. Sufficient funds for this proposed contract exist in the 2010 budget. Funds expended in 2011 will not exceed the approved budgeted amounts. 9cu-P GJWWJ Paul Bures Superintendent of Streets & Buildings I concur: Glen R. Andl Director of Public Works pb c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey file H:\Administration\BIDS\RESUL TS\ConcreteRest20 IO.II.doc Page 3 of2 Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: SUPERINTENDENT OF STREETS & BUILDINGS ~. tJ'"'l ~) ,..\\C TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: MARCH 10,2010 SUBJECT: SEALED BID RESULTS FOR THE 2010 & 2011 ASPHALT RES CONTRACT (NOT TO EXCEED $45,200) BACKGROUND This contract provides for asphalt restoration due to emergency repairs on Village owned and privately owned water and sewer lines in the Village right of way. Asphalt restoration to driveways and streets are necessary throughout the year following water main breaks, service leaks and sewer repairs. This contract allows for asphalt repairs to be done monthly, thus reducing the time our residents are waiting for restorations. This is a 2-year agreement concluding at the end of 2011, with a possible one year extension based on performance and holding the same price. DISCUSSION Sealed bids were publicly opened at 10:00 A.M. on March 9, 2010 for a proposed asphalt restoration contract. Bid prices were based on estimated quantities. Nine invitational bids were mailed, and a bid notice was placed in the local paper. Five bids were received and the results are as follows: Bidder Quality Blacktop, Inc. 425 Shagbark Lane Roselle, IL 60172 Bid Price $ 67,500.00 A-Lamp Concrete Construction, Inc. 800 W. Irving Park Schaumburg, IL 60193 $ 87,500.00 H:\Administration\BIDS\RESUL TS\AsphaltRest20 1 O.ll.doc Page 1 of2 Page two 2010/2011 Asphalt Restorations Contract March 10,2010 Bidder Greg Greenhill Construction Co., Inc. 5419 Hayden Lane Ringwood, IL 60072 Bid Price $ 94,000.00 Schroeder Asphalt Services, Inc. P.O. Box 831 Huntley, IL 60142 $ 110,400.00 Orange Crush, L.L.C. 321 Center Street Hillside, IL 60162 $ 146,000.00 DISCUSSION The low bidder, Quality Blacktop Inc., has previously been awarded this contract and has performed satisfactorily. Funds for this proposed contract exist in the 2010 budget and quantities will be adjusted not to exceed the funded amount, $45,200. RECOMMENDATION I recommend acceptance of the lowest bid as submitted by Quality Blacktop Inc. for the 2010 Asphalt Restoration Contract in an amount not to exceed $45,200. Funds expended in 2011 will be limited to the approved budget amounts. I concur: 9cu..-P G:?WWO Paul Bures Superintendent of Streets & Buildings Glen R. An ler Director of Public Works Pb c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey file H:\Administration\BIDS\RESUL TS\AsphaltRest20 IO.II.doc Page 2 of2 Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: SUPERINTENDENT OF STREETS & BUILDINGS ~ t-\.,.~ :; \11'\ ,0 TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: MARCH 10,2010 SUBJECT: SEALED BID RESULTS FOR THE 2010/2011 BRICK PAVER-SE CONTRACT (NOT TO EXCEED $30,000) BACKGROUND This bid is for sealing of brick pavers in our downtown streetscape walk area. The sealing of brick pavers is necessary to keep the brick color from fading and to seal out moisture, dirt, oil and paint that might otherwise get imbedded into the brick. Sealing also extends the life expectancy of the brick walk and facilitates cleaning. All brick walks are sealed on a five year cycle. This proposed agreement is for a 2-year term concluding at the end of 2011, with a possible one year extension based on performance and holding the same price. BID RESULTS Sealed bids were opened at 10:00 A.M. on March 9, 2010 for the proposed 2010/2011 brick pavers-sealing program. Bid prices were based on estimated quantities of 20,000 square feet. Five invitational bids were mailed, and a bid notice was placed in the local paper. One bid was received with results as follows: Bidder Advanced Pavement Technology 67 Stonehill Road Oswego, IL Bid Price $ 28,600.00 H:\Administration\BIDS\BrickPaverSealing 201 O.ll.doc Page 1 of2 Page two 2010/2011 Brick Pavers-Sealing Bid Results March 10,2010 DISCUSSION The low, qualified bidder, Advanced Pavement Technology, took no exceptions to specification requirements. Advanced Pavement Technology held this contract the past five years and completed the contract satisfactorily. Funds for this proposed contract are in the current budget in the amount of$30,000. Quantities will be adjusted so the total expenditure will not exceed the budgeted amount. Funds expended in 2011 will not exceed the approved budget amount. RECOMMENDATION I recommend acceptance of the lowest qualified bid as submitted by Advanced Pavement Technology of Oswego, IL for the 2010 brick paver-sealing contract in an amount not to exceed $30,000. ~ GftvWJ Paul Bures Superintendent of Streets & Buildings ~ Glen R. Andler Director of Public Works PB c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey file H:\Administration\BIDS\BrickPaverSealing 20 10.II.doc Page 2 of2 INTEROFFICE MEMORANDUM Village of Mount Prospect Fire Department FROM: FIRE CHIEF TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: MARCH 11,2010 SUBJECT: WINDOW SHADE PACKAGE BID - PHASE I CONSTRUCT PROJECTS The Fire Department is requesting Village Board approval to award a contract for the furnishing, delivery, and installation of window shades for the Phase I Construction Projects in an amount not to exceed $44,039. The Fire Department, with the assistance of SRBL Architects, prepared bid specifications for window shades for both Fire Station #14 and the Emergency Operations Center (EOC). The documents were sent to five (5) shade vendors and the bid was also advertised in a local newspaper. Two bids were received and the results are as follows: Contract Resource Inc. - Riverwoods, IL The CDC Group, Inc. - Chicago, IL $36,000 $44,039 In review of the bids with the Village Attorney, we determined that the apparent low bidder, Contract Resource Inc., proposed a product in their submittal that does not meet all ofthe required performance specifications. We therefore determined that The CDC Group, Inc. is the lowest responsible bidder. I recommend Village Board approval of a contract for the Window Shade Package for the Phase I Construction Projects to The CDC Group, Inc. in an amount not to exceed $44,039. The budgeted amount for window treatments for both Fire Station #14 and the EOC combined is $70,000. Funds are available in accounts 5287711-670050 - Fire Station #14 Furnishings and 5287712-670055 - EOC Furnishings, which can be found on pages 289 and 290 of the budget book. Michael J. Figolah MF/cp 1:\Facilities Study - Phase I Projects\Shade Package\Shade Package VB Memo - CP (3-11-10).doc Mount Prospect INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois FROM: MICHAEL E. JANONIS, VILLAGE MANAGER FINANCE DIRECTOR $b.~ '!.lll.l'O TO: DATE: MARCH 11, 2010 SUBJECT: GENERAL AND AUTO LIABILITY THIRD-PARTY CLAIMS ADMINISTRATION PURPOSE: To present a recommendation for renewal of the annual service agreement for third-party claims administration for the year beginning January 1, 2010 and ending December 31, 2010. BACKGROUND: To assist in the administration of general and auto liability claims the Village has contracted out the service to a third-party administrator. The Village's current agreement for claims administration expired on December 31,2009. A new agreement is needed at this time to have the current provider continue to service the Village. DISCUSSION: GAB Robins (GAB) is the current service provider for general and auto liability claims administration. GAB has provided this service to the Village since 1997. The agreement for 201 0 contains no changes to the terms and conditions or minimum annual fee from the prior year. Below is a summary of fees for the prior year and 2010. Service 2010 Rates 2009 Rates Claims Administration $ 1,000 $ 1,000 ACT Charge 1,009 1,009 Minimum Annual Fee 8,000 8,000 Total Fee $ 10,009 $ 10,009 The claims administration fee is a flat fee assessed annually for utilizing GAB services. The ACT (automated cash transfer) charge is also an annual flat fee assessed for maintaining the escrow and processing and making payment on claims. This service relieves the Village from having to process payments internally. General and Auto Liability Third-Party Claims Administration March 11,2010 Page 2 The Village is also subject to an $8,000 minimum annual fee. Time and expense charges are invoiced against the annual fee until the balance is exhausted. The hourly rate for claims management is $103.00. This was the same rate used for claims management in 2008 and 2009. When the entire annual fee is depleted, the Village will begin making payments for charges incurred in managing the open claims. Our liability ends when all the claims for a particular period are closed. New for 201 0 was the requirement to have a Business Associate Agreement and Medicare, Medicaid & Schip Extension Act (MMSEA) data reporting service agreement in place for reporting claims information to the Centers for Medicare and Medicaid Services. Finance staff has worked with the Village Attorney in reviewing the agreements. Both are now been completed so we can move forward with approving the service provider agreement with GAB Robins. Our experience with GAB has been very positive. Communication between the Finance Department, Corporation Counsel and GAB continues to be strong which helps in controlling overall claims costs. Based on our satisfaction with the service provided and no changes to the funding schedule I recommend we continue our relationship with GAB. 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