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Home My WebLink About6. Village Manager Report 06/07/2011Mount Mount Prospect Public Works Department 1 INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PROJECT ENGINEER DATE: JUNE 1, 2011 SUBJECT: 2011 BACKYARD DRAINAGE PROGRAM (CONTRACT AWARD NOT TO EXCEED $140,000.00) Background Many properties in Mount Prospect experience recurring backyard flooding after any significant rain event. Often water will pond in their yards and remain there for a considerable length of time. On May 13, 2008, the Village Board authorized Staff to proceed with the Backyard Drainage Program in an effort to assist residents in reducing the backyard flooding they experience. Staff has received requests for assistance through the Backyard Drainage Program for over 100 residential properties. Staff identified several of the properties experiencing the worst flooding, based upon such criteria as depth of ponding, area of inundation, number of properties affected, structures impacted, and duration of ponding. Staff then surveyed the existing conditions, and prepared plans to better drain each of these properties. Each design includes an inlet in the backyard draining through a pipe connecting to the existing sewer system in the public right of way. To protect the receiving system from being overwhelmed, each design includes a restrictor that will control and slow the discharge into the reducing sewers. These restrictors, while serving to protect the Village sewer systems, may cause water to pond in the backyards during heavy rain events for a short duration. To accommodate this ponding water, rain gardens will be installed around the inlets. These rain gardens will provide a place for any ponding water to accumulate, and provide a mechanism for the water to infiltrate into the ground quickly. Following construction, the property owners will be responsible for maintenance of the storm sewer and rain gardens on the private properties; however, it shall be the Village's responsibility to maintain the new storm sewer in the public right of way. Each design was contained on a single property, avoiding the need for easements or agreements between property owners. Bid Results Sealed bids for the 2011 BACKYARD DRAINAGE PROGRAM were publicly opened and read aloud on May 26, 2011 at 1:00 P.M. A Notice to Bidders was published in a local newspaper as required and invitations were sent to contractors familiar with this program. A mandatory pre -bid meeting was held on May 19, 2011 at 10:00 A.M. to discuss the intent and specifics of the program, as well as to answer any questions the contractors may have had in formulating their bids. Five (5) contractors attended the pre -bid meeting. Three (3) contractors submitted bids for this project. The bids ranged from a low of $155,231.00 by Concrete Etc., Inc., to a high of $194,575.00 by Copenhaver Construction Company. The Engineer's estimate for the project was $187,835.00. Page 2 2011 Backyard Drainage Program June 1, 2011 Each of the bidders submitted a bid bond in the amount of 5% of the total bid as required in the bid proposal packet. All bids were checked for their accuracy. No errors were found. All bidders correctly signed their bids and bid bonds. Below is a summary of the bids: Concrete Etc., Inc. $155,231.00 Martam Construction, Inc. $169,295.00 Copenhaver Construction Company $194,575.00 Engineer's Estimate $187,835.00 Discussion The low bidder, Concrete Etc., Inc., was recently awarded the Village's Catch Basin and Inlet Repair contract. They have not yet started work on this project. We have researched similar drainage work completed by Concrete Etc., Inc. in West Deerfield Township, and for a private a private resident in Highland Park; both found Concrete Etc., Inc.'s work to be acceptable. This is the second year of the Backyard Drainage Program. During the first year of the program in 2009, we completed installation at eleven (11) sites. Funds were not available in 2010, so no construction was performed under the Backyard Drainage Program. We estimate that installation can be completed on seven (7) sites. However, because the cost is based on estimated quantities, the project will be evaluated throughout the course of construction to determine if any sites can be added, or have to be deferred until additional funds become available. Recommendation I therefore recommend the contract for the 2011 BACKYARD DRAINAGE PROGRAM to be awarded to the low bidder, Concrete Etc., Inc. in an amount not to exceed $140,000.00. There are sufficient funds in the 2011 Budget to cover this proposed contract. Please include this item on the June 7 th Village Board Meeting Agenda. harles M. Lindelof, P.E. I concur with the above recommendation. Director of Publfc Works` s?e , cc: Village Clerk Lisa Angell H: \Engineering \Drainage \Backyard Drainage Program\201 1 \Recommend atio n.docx Mount Prospect Village of Mount Prospect Fire Department INTEROFFICE MEMORANDUM TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: FIRE CHIEF DATE: MAY 25, 2011 N �I1 SUBJECT: EMERGENCY OPERATIONS CENTER SOFTWARE PURCH The last major item to be purchased for the Emergency Operations Ceni computer software. EOC software is designed to assist decision - makers during a crisis response by providing a suite of tools that provides the following: • Status boards • Logs to document specific actions • Task Monitoring • Resource Tracking • Situation reports • Road closures • Press releases • Shelter monitoring ICS and FEMA forms Checklists • File library • Calendaring Demonstrations and proposals were received from three different vendors. Wide variances in bids were received because of significant variations between individual products including features offered, types of installation and setup, quality of training, and annual maintenance agreements. After all product demonstrations, WebEOC was the unanimous quality choice but pricing put it mid - range. After further discussions with ESi regarding configuration and their announcement of a new version of their product, their most recent pricing was provided as below and is now clearly the one of choice on all features. • ESi (WebEOC) - $49,765 • Buffalo Computer Graphics (DisasterLAN) - $137,000 • ESS (Essential Suite) - $99,000 WebEOC provides the following benefits to the Village of Mount Prospect: • Illinois Emergency Management Agency also uses WebEOC which offers the possibility of future seamless integration EOC SOFTWARE PURCHASE May 25, 2011 Page 2 • Mapping module will provide graphical displays of incident/event statuses • Works with much of our current GIS system and database systems • Provides moderate functionality for hand -held devices (on internal network) • Core products provided but functionality exists to develop our own custom add -ons • ICS and FEMA forms are provided • WebEOC's local version provides state and federal level product features with only single limitation of simultaneous logins (50) being the difference. • Support social messaging systems • System can be externally hosted if needed • Optional additional modules include a simulator and in -depth resource tracking. ESi and the WebEOC background include: • ESi has been providing information management systems since 1996 • ESi software is used extensively in the southeast for managing large scale disasters such as hurricanes • WebEOC is their flagship product • Usage by federal, state and local resources including 25 state EOCs and over 200 county and municipal EOCs • Product philosophy includes local customization abilities Based on the information provided, staff recommends the purchase of the EOC software from ESi (WebEOC) out of Augusta, Georgia in an amount not to exceed $49,765.00. Funds for this purchase are available in the Phase I project budget. Jo n J. Malcolm Ildffm m: \1 archives \05 may \eoc software memo to village manager.docx