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Home My WebLink About6. MANAGERS REPORT 04/06/2010 Mount Prospect Mount Prospect Public Works Department ~ INTEROFFICE MEMORANDUM DATE: MARCH 31, 2010 TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VEHICLE MAINTENANCE SUPERINTENDENT SUBJECT: SEALED BID RESULTS FOR TWO (2) NEW MOBILE COLUM LIFTING SYSTEMS - ($65,950.64) Backaround In the Public Works Vehicle Maintenance Expansion Project there are targeted fund ($125,000) included in the owner provided budget for the procurement of mechanics equipment to be purchased by the Village of Mount Prospect. These funds are reserved for equipment needed by the mechanics to perform the required maintenance and repairs to all of the Fire Department vehicles and apparatus. As part of this expansion project we have added two (2) additional flat work bays that will be used primarily for servicing the Fire Department vehicles and apparatus. To properly maintain the fire equipment, we need a safe way to lift the various apparatus and vehicles they operate. The most efficient way to lift their various types of equipment is by utilizing mobile column lifting systems for each bay. These systems operate from 480 volt outlets that have already been installed in these bays. The mobile systems are more cost effective compared to in-ground hoists, which cost approximately $100,000 each. In preparation of soliciting bids for the purchase of these lifting systems we had several types of mobile lifting systems demonstrated. We also wanted to make sure the systems specified would accommodate all of our equipment. Systems would include front and rear frame adapters, waste oil drain cart, six (6) tall mobile support stands with fine adjustment screws and eight (8) short support stands. Bid Results On Monday, March 15, at 1 :00 P.M., sealed bids for the proposed purchase of two (2) new mobile column lift systems were opened and read aloud. Four (4) invitational bids were distributed and a public notice was placed in a local newspaper as required. Four (4) bids were received. The results are as follows: Bidder Stertil Koni Darien, IL Make/Model *Stertil Koni, ST-1082 FSF Delivery 30 days Bid Price *$61,463.00 Automotive Res., Inc. Manassas, VA ARI-HETRA, HDML-9-4AE, W/EP-2 sleeves 45 days $65,950.64 Page 1 of 2 Sealed Bid results for Two New Mobile Column Lifting Systems ($65,950.64) March 30, 2010 Standard Ind. & Auto Eq., Inc. Hanover Park, IL Rotary, Mach 4 30 days $70,860.00 Rack'm UP Distributors, Inc. Elk Grove Village, IL MAHA-MCL 16-4, W/SMA-4 sleeves 21 days $83,595.37 Discussion *The lowest bidder Stertil Koni did not meet our specifications. The bid documents specified a low friction ball-screw lift design. This type of system would be free for life of any leaking hydraulic seals or cylinder failures. It would also eliminate hydraulic oil changes every three (3) years on each column. Stertil Koni bid a hydraulic system not a ball-screw design. Also, their columns do not display the lift height of each column, which can alert the mechanics to any lifting irregularities. Stertil Koni's bid should therefore be disqualified. The second lowest bidder, Automotive Resources, Inc. did comply with all the bid specifications. Reference checks for Automotive Resources, Inc. and the demonstration units for the ARI-HETRA model revealed a very high degree of satisfaction from both our Public Works mechanics and other users. Bid Recommendation I therefore recommend the Village Board accept the lowest qualified bid for the proposed purchase of two (2) new mobile column lift systems aforementioned per our specifications as submitted by Automotive Resources, Inc. of Manassas, Virginia in an amount not to exceed $65,950.64. There are sufficient funds available for this proposed purchase within the existing Public Works Vehicle Maintenance Expansion Project budget. c~;~ Vehicle Maintenance Superintendent Glen R. And er Director of Public Works JB c: Glen R. Andler, Director of Public Works Sean P. Dorsey, Deputy Director of Public Works I:\PW Addition-Equipment\Mobile Column Lifting Systems-Bid Results, Rec forVM, 3-31-10.doc Page 2 of2 Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: ENGINEERING ASSIST ANT DATE: MARCH 30, 2010 SUBJECT: 2010 MATERIAL TESTING RECOMMENDATION TO HIRE CONSULTANT - $39,00 BACKGROUND For this year's construction season, the Public Works Department requires the services of a material testing consultant. This consultant would perform material testing services for our Street Impr ent Program. According to 50 ILCS 510 Local Government Professional Services Selection Act and Title 23, Chapter 1, Subchapter I, Paragraph 112(b)(2) ofthe United States Code, local governments must negotiate and enter into contracts for architectural, engineering and land surveying services on the basis of demonstrated competence and qualifications for the type of services required and at fair and reasonable compensation. Awarding a contract to the lowest bidder through competitive bidding is not allowed. The act requires local governments to rank firms in order of preference and begin negotiations with only the top ranked firm. It is customary that the ranking be done by a selection committee. This same process was used last year to hire a material testing consultant. RESULTS In conjunction with our 2010 Street Improvement Program, we requested a statement of qualifications from five material testing consultants. After reviewing and evaluating the qualifications, we established a short list of consultants to be interviewed. We then interviewed the following firms: . American GeoEngineering, Inc. of Glendale Heights, IL . Rubino Engineering, Inc. of Elgin, IL Based on the interview process we selected to negotiate an agreement with the first ranked consultant, Rubino Engineering, Inc (Rubino). The negotiation process produced a final scope and compensation for the required services. DISCUSSION All of the top ranked consultants submitted documentation that indicated their ability to perform the necessary services. All of the consultants also included references to past work and qualifications of the personnel who will be evaluating the material samples. During the interview process, we questioned the consultants and discussed: . Knowledge of IDOT Quality Control/Quality Assurance requirements . General approach and methods for material testing · Specific Village requirements for material testing . Recent experience with projects similar to ours ................. 1 ....f"1 Based on our evaluation of the statements of qualifications, interviews, and negotiations with the first ranked consultant, Rubino, we have determined that Rubino is the most preferred and can perform the necessary services at preferred unit prices. Rubino has completed material testing services for the Village in conjunction with previous Street Resurfacing Programs and their work has been acceptable. Money allocated in the 2010 Budget for Material Testing was estimated using last year's rules and regulations. Since that time, the Illinois Department of Transportation has increased the testing responsibilities of municipalities to include testing at asphalt pavement production plants. We estimate that the extra testing will incur an additional $13,000 above our previous estimate and budgeted amount. RECOMMENDA nON The services listed in the proposal are based on estimated jobsite work hours using averages from previous years and prorated for the anticipated work for this year. Many factors can influence the actual jobsite work hours for quality assurance testing - especially weather. The estimated costs for Material Testing is $39,000. I recommend the negotiated proposal from Rubino Engineering, Inc. be accepted at the April 6, 2010 Village Board meeting for an amount not to exceed $39,000.00. Funding for this proposed contract will come from Account No. 5607706-540545 of the 2010 Budget where there is $26,000.00 allocated. The remaining $13,000 will come from the Street Improvement Fund, Account No. 5607706-690084 of the 2010 Budget. () c/./ J . O~ (jll-c Dan Randolph ndation c: Village Engineer JeffWulbecker H:\Engineering\Pavement\Testing\2010\Memo Village Manager 2010.doc Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: PROJECT ENGINEER TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: APRIL 1,2010 SUBJECT: 2010 PAVEMENT CONDITION EVALUATION SERVICES - $35,000. BACKGROUND The Village maintains approximately 136 miles of roadway pavement. In order to properly maintain and protect our pavement investment it is necessary to routinely evaluate a snapshot or base condition for all of our streets. This snapshot or base condition for all of our streets allows us to assign a condition ranking for individual street blocks. We can then determine short range and long range programs for street repairs from that point forward. Our streets were formally evaluated in 2003. Much has happened since then. Many streets have been repaired as part of our annual resurfacing program. Other streets have undergone normal wear, tear, weathering and aging. Others have undergone utility repair patches, driveway apron repair patches, etc. A snapshot evaluation is best performed by a consultant who has specialized equipment which obtains high quality digital images of the surface of the pavement. This information is measured, categorized and tabulated according to types of surface deformations. This information is then entered into specialized software routines that calculate an average pavement condition number for each street block of pavement. We then can use the pavement condition numbers as a starting point for ranking our streets. The results of our ranking procedure allow us to prepare our yearly list of streets that qualify for repair. According to 50 ILCS 510 Local Government Professional Services Selection Act and Title 23, Chapter 1, Subchapter I, Paragraph 112(b )(2) of the United States Code, local governments must negotiate and enter into contracts for architectural, engineering and land surveying services on the basis of demonstrated competence and qualifications for the type of services required and at fair and reasonable compensation. Awarding a contract to the lowest bidder through competitive bidding is not allowed. The act requires local governments to rank firms in order of preference and begin negotiations with only the top ranked firm. It is customary that the ranking be done by a selection committee. PROPOSAL RESULTS In conjunction with our Pavement Condition Evaluation Services, we requested a statement of qualifications from three consultants. Two consultants responded. We then interviewed the two consultants: . Infrastructure Management Services (IMS) . Mobile Data Solutions Technologies, Inc. (MDS) 2010 PAVEMENT CONDITION EVALUATION SERVICES APRIL 1, 2010 Based on the interview process we ranked the consultants and selected to negotiate an agreement with the first ranked consultant, MDS. The negotiation process produced a final scope and compensation for the required services. DISCUSSION Both of the consultants submitted documentation that indicated their ability to perform the necessary services. Both of the consultants also included references to past work and qualifications of the personnel who will be evaluating the material samples. During the interview process, we questioned the consultants and discussed: · Knowledge of our current evaluation software. · General approach, methods and equipment for pavement evaluation · Specific Village requirements for pavement evaluation · Recent experience with projects similar to ours Based on our evaluation of the statements of qualifications, interviews, and negotiations with the first ranked consultant, MDS, we have determined that MDS is the most preferred and can perform the necessary services within the budget limits for the project. MDS has completed pavement condition evaluation services for municipalities, townships and counties throughout the country and Canada. Locally MDS has worked with the Village of Buffalo Grove, the Village of Carpentersville and the Village of Bartlett. We have checked their references and MDS comes highly recommended. RECOMMENDATION We recommend that the proposal from MDS be accepted at the April 6, 2010 Village Board meeting for the amount of $35,000.00. Funding for this proposed contract will come from Account No. 5607706-540530 found on page 288 of the 2010 Budget where there is $35,000.00 allocated. Selection Committee 2010 Pavement Evaluation Services dtk ~Ul'- Joel Michalik I concur with the above recommendation w/~ Glen R. Andler, Public Works Director PAGE 2 OF 2 Village of Mount Prospect Community Development Department Mount Prospect MEMORANDUM ~ DATE: ~H19 iW,o '~~_O~"',\ \~ MARCH 31, 2010 .,' - "~c"->'. } REQUEST FOR FACADE REBATE EXPENDITURE FOR-;~~~~ON FLOORING/ . TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: DIRECTOR OF COMMUNITY DEVELOPMENT SUBJECT: The Village has established the Fac;:ade Rebate Program in the downtown Tax Increment Financing District that offers grants to businesses and property owners that make improvements to storefronts in the downtown district. The maximum Village contribution is $10,000 per storefront. The Village recently entered into a lease agreement with the Bean Spout to allow them to operate a coffee shop in the train depot on Northwest Highway. During a recent inspection of the depot, it was noted that the wood flooring in the space was delaminated and needed to be replaced. Staff obtained bids from several local flooring companies to remove the wood flooring and either refurbish the existing tile floor that is under the wood floor or replace the tile in its' entirety. Central Rug and Carpet provided the lowest bid to install a new floor at a cost of $5,880. The Village is the applicant for the Fac;:ade Rebate grant for the improvements to the train depot. The Village currently has budgeted $60,000 for the Fac;:ade Rebate Program in account # 5507703-590052 (page 286 of the Budget) for the 2010 budget year. Please forward this memorandum and attachments to the Village Board for their review and consideration at their April 6th meeting. Staff will be at that meeting to answer any questions related to this matter. ~~7:one~ ~- Mount Prospect Train Station Floorina Bids Install New Refinish Existing Test Sample Floorina Over Old Floorina Area Central Rug and Carpet 5,880.00 3,100.00 320.00 Micheal Kautz Carpets 8,150.00 0.00 0.00 CNM Development 6,895.00 2,900.00 0.00 KAM Construction 7,325.00 4,530.00 0.00 Mr. David's Carpet Service no bid submitted Johnson Floor Company no bid submitted