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HomeMy WebLinkAbout5. MANAGERS REPORT 1/18/05 ,'" Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: DEPUTY DIRECTOR OF PUBLIC WORKS TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: JANUARY 12, 2005 BID RESULTS FOR PROSPECT MEADOWS WATERMAIN RE PROJECT PHASE 1 AND WALL STREET WATERMAIN REPLACEME PROJECT PHASE 2 ($636, 117) ~ SUBJ: Background In the current budget, funds have been requested to replace approximately 1,800 linear feet of existing watermain in the Prospect Meadows subdivision and approximately 1,300 linear feet of existing watermain near 1699 and 1700 Wall Street. Prospect Meadows This proposed project includes the abandonment of 4" diameter cast iron pipe in rear-yard easements and the installation of new 8" Class 56 ductile iron pipe in the public rights-of-way immediately adjacent to the roadway pavement edge. This project also includes the reinstatement of approximately 40 water service lines; 4,200 linear feet of ditch grading; and 40 driveway culvert replacements. Attachment A depicts the proposed project area (Phase 1). This map also highlights one of the unusual features that have made this particular system a top candidate for water main replacement. Most of the water main pipe that serves this area is installed in rear yard easements. This design is a consequence of the fact that this system was originally installed and maintained by a private water utility. It was not constructed to Village design standards. The Village interconnected with and assumed responsibility for this system when the private utility's deep well failed in the late 1970s. Today, the rear yard layout of this water distribution network is problematic. As the aerial photography indicates, mature trees, bush lines, fences, sheds, patios, and decks now cover most of the water mains and service lines. As a result, maintenance of this water main system is now inordinately costly and disruptive. In particular, water main break repairs usually must be dug by hand, accessed via private property, and require lengthy water shutdowns. In addition, the rear yard pipe locations also severely restrict our ability to install fire hydrants. As a result, the spacing of fire hydrants within this subdivision is inadequate. Finally, most of the rear yard pipe is comprised of thin-walled, 4-inch diameter cast iron pipe. The current minimum design standard for new water main installations is 8-inch diameter ductile """ Page 2 of 3 Bid Results for Prospect Meadows Watermain Replacement Project Phase 1 and Wall Street Watermain Replacement Project Phase 2 January 12, 2005 iron pipe. The small diameter pipe not only limits water flow, it is also prone to failure. The vast majority of water main breaks occur on cast iron pipes that are less than 8-inch diameter. To correct this problem, staff proposes to abandon the rear yard water mains and install new water mains along the edge of pavement within the street rights-of-way. We estimate that a total of 8,100 linear feet of pipe will eventually have to be replaced. We propose to begin work this year with Phase 1 (1,800 LF) and stage the balance of the work over the course of the next few years contingent upon available funds. Wall Street In the Wall Street area, the proposed project includes the replacement of existing ductile iron water main with 8" Class 150 C900 PVC pipe. Attachment B denotes the project area. Phase 1 work in this area was completed in 2003 and included the replacement of approximately 930 linear feet of 16" water main. Planned water main replacement work in this area will culminate with the completion of proposed Phase 2 work this year. This project (Phase 1 and Phase 2) was initiated in response to a high incidence of water main breaks. Analysis of pipe failures revealed an unusual concentration of unsuitable, acidic soils that have caused both the original 16" and original 8" iron pipes in this area to deteriorate at an accelerated pace. To rectify this problem, staff has redesigned the water distribution system in this area to feature corrosion resistant PVC pipe. Bid Results Sealed bids were publicly opened at 10:00 AM on January 10, 2005 and read aloud. Invitational bid notices were mailed, and public notice was posted in local newspapers as required. Nine bids were received. The results are as follows: BIDDER BID Martam Construction, Inc. $636,117.00 Elmwood Enterprises $724,841.00 Dominic Fiordirosa Construction Co., Inc. $840,725.00 Bolder Contractors, Inc. $846,689.00 Glenbrook Concrete & ExcavatinÇJ, Inc. $894,554.50 Maneval Construction Co., Inc. $976,075.45 Lenny Hoffman ExcavatinÇJ, Inc. $1,061,917.85 Neri Brothers Construction Co., Inc. $1,068,188.95 OJ Meo Brothers, Inc. $1,425,424.00 Engineer's Estimate: $802,220.00 The Village's consulting engineer for this project, Stanley Consultants, Inc. of Chicago, Illinois, has evaluated the bids and deemed all responsive. Martam Construction, Inc. of Elgin, Illinois has been identified as the apparent low bidder. Discussion Martam Construction has performed numerous public improvement projects for the Village of Mount Prospect over the course of the past 20 years. A non-exhaustive listing of these projects ,~~ I' Page 3 of 3 Bid Results for Prospect Meadows Watermain Replacement Project Phase 1 and Wall Street Watermaín Replacement Project Phase 2 January 12, 2005 include the Emerson Street Watermain Replacement Project, the Randhurst Shopping Center Water Service Line Replacement Project, the William Street Bridge Rehabilitation Project, Phase 1 of the Kensington Business Center Retention Pond Improvements Project, Phase 1 of the Weller Creek Streambank Stabilization Project, and most phases of the Downtown Streetscape Improvement projects. Their performance on each of these projects has been commendable. It is the opinion of staff that Martam Construction is well qualified to prosecute this proposed project in a proficient manner. Recommendation I recommend awarding a contract to construct Phase 1 of the Prospect Meadows Watermain Improvements and Phase 2 of the Wall Street Watermain Improvements to Martam Construction, Inc. of Elgin, Illinois in an amount not to exceed $636,117. Sufficient funds for this proposed project are available in the 2005 budget. Sean P. Dorsey I concur. Glen R. And r Director of Public Works Cc: Village Engineer JeffWulbecker Water/Sewer Superintendent Matt Overeem File SPD/spd C:IWATERIPROJECTSIPROSPECT MEADOWSIPHASE 1 CONSTRUCTION BID AWARD RECOMMENDATION.doc Mount Prospect INTEROFFICE MEMORANDUM @ TREE CITY USA ~ Mount Prospect Public Works Department FROM: DEPUTY DIRECTOR OF PUBLIC WORKS ~"þ . ~'7 1\, O~ TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: JANUARY 13, 2005 ACCEPT PROPOSAL FROM STANLEY CONSULTANTS FOR CONSTRUCTION ENGINEERING SERVICES ($64,200) SUBJECT: Background On February 18, 2003, the Village Board awarded a $62,852 contract to Stanley Consultants, Inc. of Chicago, Illinois to provide prescribed survey and design engineering services for the Prospect Meadows Watermain and Drainage Improvements Project. This work included field survey and design work necessary to relocate approximately 8,100 linear feet of water main and improve a persistent stormwater drainage problem that has affected the subdivision for many years. In addition to the watermain work, the final design concept features approximately 14,600 linear feet of rural profile roadway drainage ditch regrading, some minor storm sewer work, and construction of a new stormwater pumping station to speed dewatering of the Prospect Meadows drainage basin. The total estimated cost of the improvements designed by Stanley is $2,158,600. Staff proposes to prosecute these improvements in multiple phases over the course of several years as capital improvement funds allow. In addition, as part of the design effort, Stanley has also prepared plans, specifications, and contract documents necessary to let bids for the construction of the first phase (Phase 1) of the Prospect Meadows watermain improvements. Bids for this work were recently opened and an award recommendation is currently pending the Village Board's consideration. Request for Proposal Because they were the design engineers, and already very familiar with the Prospect Meadows subdivision, staff has asked Stanley Consultants to submit a proposal to provide construction engineering and inspection services for the Phase 1 of the Prospect Meadows Watermain Improvements and Phase 2 of the Wall Street Watermain Improvements. In the hopes of lowering construction costs, staff has paired the Stanley-designed Prospect Meadows work with the staff-designed Wall Street project. Stanley has obliged and submitted a proposal to provide necessary inspection, construction management, and contract administration services to successfully prosecute both projects simultaneously. Stanley proposes to provide all requisite services for a fee not to exceed $64,200. Page 2 of 2 Accept Proposal from Stanley Consultants for Construction Engineering Services January 13, 2005 Discussion Stanley has intimate knowledge of the design and construction challenges associated with the Prospect Meadows portion of the project. In particular, they are keenly aware of the need for a high degree of resident interaction and public communication due to the volume of work that will occur on or immediately adjacent to privately owned homes. Of note, is the need to work with homeowners to facilitate the transfer of water services from rear-yard mains to front yard or street-side watermains. Due to their design work, Stanley also has a vested interest in assuring the successful implementation of their watermain relocation and drainage schemes. If this work were awarded to another engineering firm, there might be less incentive to champion the design as bid and awarded. Stanley has extensive experience providing similar services for the Village of Mount Prospect. In the past, they have performed design and construction inspection services for the Lake Briarwood Phase 1 Watermain Replacement Project and the Catalpa/Birch Storm Sewer Improvements Project. They have also assisted the Village with all phases of the National Pollutant Discharge and Elimination System (NPDES) compliance efforts and storm sewer mapping projects. Recommendation I recommend accepting the proposal from Stanley Consultants, Inc. of Chicago, Illinois to provide construction engineering and inspection services for the Prospect Meadows Watermain Improvements Project Phase 1 and the Wall Street Watermain Improvements Project Phase 2 for a not-to-exceed fee of $64,200. Sufficient funds for this proposed expenditure can be found in the current budget. ¿;øvJ Sean P. Dorsey ~ Glen R. Andler Director of Public Works cc: Village Engineer Jeff Wulbecker Water/Sewer Superintendent Matt Overeem File SPD/spd: C:IWATERIPROJECTSIPROSPECT MEADOWSIPHASE 1 CM RECOMMENDATION.doc Mount Prospect INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois FROM: IT DIRECTOR TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL DATE: JANUARY 12, 2005 REQUEST TO WAIVE BID PROCESS AND TO PURCHASE REPLACEMENT DESKTOP PCS AND LAPTOPS SUBJECT: It is time to begin making scheduled purchases for the new budget year. The 2005 budget includes the replacement of 50 desktop PCs and eight laptops. Staff is requesting that the bid process be waived to purchase these computers and is recommending that the purchases be made from Dell. The Village has standardized on Dell computers and the quotes Dell provided are from the current Illinois state contract. Dell's prices and specifications are detailed below, although options may vary slightly by user need. The pricing shown below reflects promotional rates, providing savings well below the standard Illinois state contract pricing. The promotion is valid through January 21 st. /jc;"'< CompÙtèfsDecs ' "c ',c";"" <iiX,;'" OptiPlex GX280 PCs Pentium 4,3.6 GHz, 1 Gb RAM, 16X DVD+I- RW, ax CD-ROM, MS 50 @ $1,455 = $72,750 Windows XP Professional, 17" LCD Flat Panel Display, 4-yr. Warranty, Surge Protector Inspiron 5160 Laptops Pentium 4, 3.06 GHz, 1 Gb RAM, ax CD/DVD Burner, MS Windows XP 8 @ $1,688 = $13,504 Professional, Nylon case, 4-yr. Warranty, Surge Protector Total $86,254 I request that the bid requirement be waived for the purchase of the replacement PCs and laptops as detailed above. Also I recommend that the Village purchase 50 PCs and eight laptops from Dell. Funds are available for this purchase in account number 680771 0-650822 for an amount not to exceed $86,254. Please feel free to contact me with any questions or concerns. ~ ~Middleton IT Director ' I:\VB Request Memos\2005 Computer Requests.doc Mount Prospect INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois FROM: IT DIRECTOR TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL DATE: JANUARY 12, 2005 REQUEST TO WAIVE BID PROCESS AND TO PURCHASE DES OPERATING SYSTEM AND OFFICE SUITE SOFTWARE SUBJECT: The 2005 budget includes funds to upgrade the standard Village desktop operating system to Microsoft Windows XP Professional and the standard office suite to Microsoft Office 2003 Professional. Staff is requesting that the bid process be waived to purchase this software since it would be purchased from Illinois state contract pricing. Staff is also recommending that the software be purchased from ASAP Software. Details of the purchase request are listed in the chart below. There are 58 copies of Office listed for the replacement desktop computers and laptops scheduled for purchase this year. The have been budgeted with the computer replacement under account number 6807710- 650822. There are 45 copies of Office listed to replace existing Office 2000 licenses and there are 148 copies of Windows XP listed to upgrade existing Windows 2000 licenses, which are budgeted under account number 5107701-650034. Media CDs are also listed. NUmber "'.'< .Pfice.. AccoÙHfNû'mber ' ,.<, .;«1 QUiI.'".~ 58 Microsoft Office 2003 Professional $311.80 $18,084.40 6807710-650822 (for 2005 replacement PCs and Laptops) 45 Microsoft Office 2003 Professional $311.80 $14,031.00 5107701-650034 (to uDorade PCs and Laptops) 148 Microsoft XP Professional Upgrade License $127.39 $18,853.72 5107701-650034 (to uDorade PCs and Laptops) 1 Microsoft Office 2003 Professional Media $15.00 $15.00 5107701-650034 1 Microsoft XP Professional Media $19.00 $19.00 5107701-650034 Total $51,003.12 I request that the bid requirement be waived for the purchase of Microsoft Office 2003 Professional and Microsoft XP Professional licenses and media as listed above. Also I recommend that the Village purchase the Microsoft software described for an amount not to exceed $51,003.12. Please feel free to contact me with any questions or concerns. ~~~ t1J~~~ Middleton IT Director I:\VB Request Memos\2005 Desktop Software Requests.doc