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Home My WebLink About7. MANAGERS REPORT 10/19/04 INTEROFFICE MEMORANDUM ~ TREE em USA Mount Prospect Public Works Department FROM: SUPERINTENDENT OF STREETS & BUILDINGS ~~ ,b ", {D~ TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: October 12, 2004 SUBJECT: BID RESULTS FOR WINDOW CLEANING CONTRACT ($8,882NR. ) BACKGROUND This bid award is for a three-year (2004-2007) Window Cleaning Service Contract. This contract provides five complete window cleaning services and three additional exterior only cleaning services at the following buildings: Village Hall, Village Hall Parking Structure, Police & Fire Headquarters Building, Railroad Station (including shelters), Fire Station #12, Fire Station #14, and Public Works. BID RESULTS Sealed bids were opened at 10:00 AM. on October 10, 2004 for the 2004-2007 Window Cleaning Service Contract. Bid notices were mailed to four bidders, and a bid notice was placed in a local newspaper. Representatives from seven firms attended a pre-bid walk-through of the buildings, and six bids were received. Bidder American National Skyline, Inc. Program One All Window Cleaning Expert Window Cleaning Uni-max Management Corp. Perfect Cleaning Service, Inc. Total Bid Price (annually) $ 8,882 $ 9,570 $10,865* $18,495 $24,835 $32,565 * All Window Cleaning contained a $1,000 addition error too high, corrected amount shown. X:\Administration\BIDS\CLEANING\Window Cleaning Bid 2004-2007 Recommendation.doc 1 BID RESULTS FOR WINDOW CLEANING CONTRACT October 12, 2004 Page two DISCUSSION I called on four references of the low bidder American National Skyline, Inc.; the Village of DesPlaines, Libertyville, Philip 1. Mappa Interests and Allstate Insurance. They all gave American National Skyline, Inc. excellent service recommendations. RECOMMENDATION I recommend American National Skyline, Inc. be awarded the proposed three-year window cleaning services contract for a not-to-exceed annual amount of $8,882.00. There are sufficient funds for this contract in the current budget and the proposed 2005 budget. ~...rl~ PAUL BURES I concur ~~ Director of Public Works X:\Administration\BIDS\CLEANING\Window Cleaning Bid 2004-2007 Recommendation.doc 2 INTEROFFICE MEMORANDUM ~ TREE em USA Mount Prospect Public Works Department FROM: STREETS & BUILDINGS SUPERINTENDENT ~. ~~ IcllO¡ 04 ~ TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: OCTOBER 13, 2004 CUL-DE-SAC PLOWING PROPOSAL RESULTS ($44,000) SUBJECT: BACKGROUND For the last four (4) years, the Village has utilized a private contractor to remove snow from cul- de-sacs. This arrangement has proven beneficial in that it has dramatically improved the deliv- ery of snow removal services to residents living adjacent to cul-de-sac streets. Traditionally, large plow trucks assigned to adjacent thru-streets have initially cleared an access path for cul- de-sacs. However, due to the limited maneuvering room on these types of streets, the large trucks were not able to remove all of the snow. Residents would often have to wait until adja- cent thru-streets were cleared and crews could return in smaller, more maneuverable trucks to completely clear the cul-de-sacs. Utilizing a private contractor, with plows mounted on their own pick-ups and one-ton trucks, has afforded us the ability to provide residents living on cul-de-sacs the same level of snow removal service as residents living on thru-streets. Typically, we have required the contractor to be on- site within one hour of notification and have allowed up to eight-hours to complete 109 cul-de- sacs. During the winters of 2000 through 2004, it was our experience that the contractor was able to satisfactorily complete cul-de-sac plowing in about the same amount of time it Public Works crews to finish clearing thru-streets. Our last arrangement with a private contractor for cul-de-sac plowing expired in the spring of 2004. To continue this arrangement, staff has prepared a detailed request for proposals in- tended to establish a contractual commitment for cul-de-sac snow removal services that will be valid through May 2007. REQUEST FOR PROPOSALS Proposals were received on October 11, 2004 for the plowing and removal of snow in cul-de- sacs. Proposals were solicited from seven contractors. Three proposals were received. The proposals included rate structures that varied depending on the day of the week and the amount of snow to be plowed. In order to establish a meaningful basis for comparing costs, staff has applied these rate structures to the snowstorm events experienced over the course of the last two (2) winters in which the private contractor was utilized to clear snow from cul-de-sacs. The results are as follows: I: \PBures\ Usrdat\ WO RD\SPECS\CULDESACSNO WPLO WIN G2004- 7RESUL TS TOM GR.doc Page 2 Cul-De-Sac Plowing Proposals October 13, 2004 Company 2002/2003 2003/2004 $15,525 $19,620 $34,335 $10,350 $13,080 $22,890 DISCUSSION Staff has reviewed all proposals and determined that all are responsive and contain no math errors. King Koncrete, Inc. of Arlington Heights, Illinois appears to have presented the lowest cost proposal. King Koncrete performed cul-de-sac snow removal services for the Village of Mount Prospect during the winters of 2000 through 2004. Their performance was satisfactory and they demon- strated sufficient ability and resources to effectively respond to substantial snowfall accumula- tions. Staff also received a number of favorable comments about the quality of King Koncrete's snow removal efforts. In addition, a number of multi-family complexes and commercial devel- opments in Mount Prospect have vouched for King Koncrete as long-term references. RECOMMENDATION I recommend accepting the lowest proposal as submitted by King Koncrete of Arlington Heights, Illinois for the plowing and removal of snow from 109 cul-de-sacs during the 2004/2005, 2005/2006 and 2006/2007 winter seasons. According to their proposal, King Koncrete will be paid at the rate of $5,175 to plow all cul-de-sacs during a 2" - 5" accumulation and $9,260 to plow all cul-de-sacs during 6" - 9" accumulation. Expenditures for this service will be limited by the availability of funds allocated for contractual snow removal services each fiscal year. There is $8,000 available for this proposed contract in account number 0015105-540555 on page 216 of the current budget. Funding in the amount of $36,000 has also been requested for this ac- count in the 2005 proposed budget. Total funds available for this proposed contract is $44,000. IC~ Gfen R. Andler. Director of Public Works ~ G3 UM-C Paul Bures PB c: Director of Public Works Glen R. Andler Streets/Buildings Superintendent Paul C. Bures File I: \PB ures\ Usrdat\ WO RD\SPECS\CULDESACSNO WPLO WIN G2004- 7RES UL TS TO M G R.doc 2 I¥à INTEROFFICE MEMORANDUM ~ TREE em USA Mount Prospect Public Works Department TO: VILLAGE MANAGER MICHAEL E. JANONIS ~.~~ ¡OI¡I{ ~ FROM: DIRECTOR OF PUBLIC WORKS DATE: OCTOBER 13, 2004 2004/2005 ROAD SALT CONTRACT SUBJECT: BACKGROUND As you are aware, we routinely purchase road salt for our winter snow and ice control efforts through the State of Illinois Joint Purchasing Program. It has been our experience that vendors supplying salt for this program have consistently maintained adequate stockpiles and offered acceptable delivery terms at competitive prices. This year, the state contract for road salt was awarded to the North American Salt Company, in Overland Park, KS. As in the past, deliveries are guaranteed not to exceed seven calendar days from time of order to actual delivery. The rate is $30.64 per ton, delivered - last years rate was $29.89 per ton. We anticipate that we will use approximately 4,000 tons of salt this winter. Below is a chart of salt costs, usage and total dollars expended for the past three years. Snow Season IDOT Supplier Cost/Ton Tons Purchased Total Expended 2001/2002 IMC Salt $31.96 2,793 $ 89,264.28 2002/2003 North American $31.96 4,137 $132,218.52 Salt r--- $29.89 $118,974.45 2003/2004 Morton Salt 3,980 2004/2005 North American $30.64 Est. 4,000 tons Est. $127,620.00 Salt X: \files \frontoff\streets \stsalt2 004.5 2004/2005 ROAD SALT CONTRACT October 13, 2004 Page 2 RECOMMENDATION It is my recommendation that the Village participate in the State of Illinois Joint Purchasing Program for road salt during the 2004/2005-winter season. Funding for this proposed contract will come from account number 0505105-570540 in the amount of $29,993 in 2004 Budget, $119,370 in the 2005 Budget and account 0015108-570540 in the amount of $12,075 in the 2005 Budget. The total funds available for the 2004/2005-winter season are $161,438. With your concurrence, please forward this to the Village Board for their approval. ,d&:1/Z pb c: file X: \files \frontoff\streets\stsalt2004. 5