HomeMy WebLinkAbout7. Village Manager's Report 03/06/2012$/ Mount Prospect Public Works Department
1 INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: PROJECT ENGINEER
DATE: MARCH 1, 2012
SUBJECT: 2012 STREET RESURFACING CONTRACT AWARD - $2,084,711.59
Background
ound
The goal of the Village's Street Resurfacing Program is to maintain an average 20 -year life for
all Village streets. This requires that 6.8 miles of Village streets are resurfaced on a yearly basis.
However, due to the continued decline in street improvement funds and MFT funds, this year's
program was reduced from 6.8 miles to approximately 4.7 miles. Again this year we also
combined both the MFT funded program and the Village Street Improvement funded program
into one project in order to secure an early and more favorable bid.
A notice to bidders was published in a local newspaper. Since this project uses MFT funds it
was also published in the IDOT construction bulletin.
On February 20th, at 1:00 PM. sealed bids for the 2012 Street Resurfacing Program were
publicly opened and read aloud.
Seven general contractors picked up the bid documents and five contractors submitted bids. The
bids ranged from a low of $1,976,673.20 by Arrow Road Construction Company, to a high of
$2,393,101.70 by A Lamp Concrete Contractors, Inc. The Engineer's estimate for the project is
$2,082,898.00.
Below is a summary of the bids.
Bidders
Arrow Road Construction Co.
Plote Construction, Inc.
Curran Contracting Company
Johnson Paving Co.
A Lamp Concrete Contractors, Inc.
Total Bid
$1,979,673.20
$2,136,211.90
$2,1 47,915.20
$2,176,968.40
$2,393,101.70
Engineer's Estimate $2,082,898.00
PAGE 2
2012 STREET RESURFACING CONTRACT AWARD
MARCH 1, 2012
Discussion
All bidders submitted IDOT Local Agency Bid Bonds in the amount of 5% of their total bids as
required by the Bid Documents. All bids were checked for accuracy. All bidders correctly
signed their bids and bid bonds. The low bidder, Arrow Road Construction Co. has previously
completed street improvements for the Village including the 2010 and 2011 Street Resurfacing
Programs and their work was acceptable.
The Village budget limit for this project is $2,084,711.59. This year's contract unit prices are
less than those used in my estimate and the low bid of Arrow Road is less than the amount
budgeted. Therefore, I recommend that we take advantage of the lower than anticipated unit
prices and add additional work up to the budgeted amount of $2,084,711.59.
Recommendation
I recommend that the low bidder, Arrow Road Construction Co. be awarded the contract for the
2012 Street Resurfacing Program in the amount not to exceed $2,084,711.59. There are
sufficient fiends in the 2012 Budget to cover this proposed contract.
Joel Michalik
I concur with the above recommendation.
Mount
L am.
TO:
FROM:
DATE:
SUBJECT:
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
VILLAGE MANAGER, MICHAEL E. JANONIS
WATER/ SEWER SUPERINTENDENT
FEBRUARY 29, 2012
RESULTS OF WATER METER SERVICES RFP ($109,680)
BACKGROUND
In order to maintain the accountability of water consumption, annual water meter testing, meter
replacement and meter repairs are routinely performed within the Village's water system. To
accomplish this task, a 24 -month agreement has been written to replace, test, and repair,
Village -owned water meters on a contractual basis. In addition, private building inspections on
residential sewers will also be completed, during the water meter replacement task, to check for
improper sewer connections pursuant to the regulatory requirements of the Metropolitan Water
Reclamation District of Greater Chicago (MWRDGC).
Approximately 800 properties are annually targeted for water meter replacement and /or private
building inspections under this contract. Additionally, approximately 120 commercial water
meters are tested each year. Meter testing and meter replacement are important aspects of
the Village's water supply as accurate water meters are essential to account for the Village's
water use and to bill for the appropriate consumption of water.
On the advice of the village attorney, a requirement to pay prevailing wages was added to the
contract provisions. Previous contracts for this work did not include prevailing wage
requirements.
The contract documents stipulate that the contractors maintain their pricing for the entire
contract period. No price increases allowed for the entire two -year contract period.
RFP RESULTS
A Request for Proposals (RFP) was prepared by staff and sent out in January 2012 to six (6)
water meter service vendors. All vendors responded to the village with three (3) vendors
responding with proposals. Three vendors: Water Products, Wachs Water Services and Water
Resources responded that they either were not able to make a proposal at this time due to an
heavy workload or that they no longer offered these services.
The following table provides a comparison between the three proposals on various aspects of
the work.
Page 2 of 2
RESULTS OF WATER METER SERVICES RFP
February 13, 2012
Proposal Item
HBK Water Meter Service,
Calumet City Plumbing,
DeFranco Plumbing,
Palatine, IL
Calumet City, IL
Palatine, IL
Standard 5/8" x W Meter
$75.00
$134.00
$350.00
Replacement
Residential Building
$50.00
$145.00
$195.00
Inspection w/o meter
Meter Test- 2"
$131.00
$275.00
$405.00
Meter Test, Repair & Retest
$191.00
$160.00
$405.00
w/o parts - 2"
DISCUSSION
The lowest cost proposal presents an increase of approximately 33.5% when compared to the
most recent contract (2010 -2011) for water meter services. For example, the lowest cost price
currently proposed for the replacement of a 5/8" x %" water meter is $75. The cost for the same
work in the most recent water meter services contract was $56.20. Staff attributes the bulk of
this increase to the prevailing wage requirement.
HBK Water Meter Service, Inc. has been the Village's water meter replacement contractor and
meter testing service provider for previous contracts and has an outstanding record of service
with the Village. HBK Water Meter Service, Inc. has previously performed all of the tasks
outlined in the RFP in a satisfactory manner.
Sufficient funds exist in the current Budget, in accounts 050.80.84.87.0.381.569.001 - Meter
Installation ($60,000), 050.80.84.87.0.381.569.002 - Meter Testing & Repair ($24,750) and
050.80.84.88.0.383.571.002 - Building Sewer Inspections ($24,930). The available funding for
year one (2012) of the two -year contract for the tasks under this RFP is $109,680. The
contract award for year 2013 will be limited to annual funding levels approved by the Village
Board.
RECOMMENDATION
I recommend that the Village Board accept the lowest cost, responsible proposal for specified
water meter services as submitted by HBK Water Meter Services of Palatine, Illinois for an
amount not to exceed $109,680. Expenditures in year 2 of this 2 -year proposed contract will be
limited to amounts authorized in the Village budget.
/ _ Matt Overeem
I concur, I
Sean P. Dorsey,
Director of Public orks
MEO /meo
H: \Water \projects\2012 \water meter testing \Meter services Board report 2012rev.doc