HomeMy WebLinkAbout7. MANAGERS REPORT 6/18/02 illage of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
VILLAGE MANAGER MICHAEL E. JANONIS
ASSISTANT VILLAGE MANAGER
JUNE 6, 2002
RENEWAL OF T1 LINES
Attached is a memorandum from MIS Coordinator Joan Middleton recommending the
renewal of the contract for the T1 phone lines between the outlying fire stations and the
public works facility. There were three different options for consideration: 1) Month-to-
month ($28,400); 2) 3 year Contract ($14,214); or 3) 5 year contract ($12,752). The price
options for each vary substantially. Based on the changes in technology and the likely
increase in competition for this type of service among additional vendors, it was determined
that a long-term agreement (5 years) may be too limiting and would not allow the Village to
consider other options as they might present themselves. Therefore, a recommendation for
a 3 year agreement allows for some cost reduction through a multi-year contract, but does
not limit the Village's options for the long-term.
I would recommend Village Board approval to enter into an agreement with Ameritech for
T1 phone line services for a 3 year period at an annual cost of $14,214.36. This
expenditure will be shared by all departments as part of the internal service charge for
phone service.
If you have any questions, please contact me.
David Strahl
c: MiS Coordinator Joan Middleton
H:\GEN\Phone System~2002 T1 Line Renewal Cover Memo VB.doc
illage of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
ASSISTANT VILLAGE MANAGER DAVID STRAHL
MIS COORDINATOR
MAY 3, 2002
RENEWAL OF T1 LINES
The five-year contracts on the T1 lines that connect the phone systems between Village
buildings are up for renewal in July. Currently we have a five-year contract on two of the
lines, but the third is paid on a month-to-month basis. The chart below compares the
amount the Village is currently paying with the cost of continuing service on a month-to-
month basis or on a three or five-year contract.
Current Cost Month-to-Month 3-yr. Contract 5-yr. Contract
Station 12 $921.70 $921.70 $434.98 $339.38
Public Works $210.00 $582.00 $276.00 $250.00
Station 14 $336.50 $862.70 $472.75 $422.30
Monthly Total $1468.20 $2366.70 $1184.53 $1062.68
Annual Total $17,618.40 $28,400.40 $14,214.36 $12,752.16
Due to rapid technological changes in communication media, it may not be desirable to
enter into a five-year contract. However, a three-year contract offers substantial savings
over month-to-month terms. 1 recommend that the Village enter into a three-year contract
with Ameritech for the three T1 lines at an annual cost of $14,214.36.
JC~oan Middleton
MIS Coordinator
h\Telephone\T1 Renewals.doc
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO:
FROM:
DATE:
SUBJ;
VILLAGE MANAGER MICHAEL E. JANONIS
DEPUTY DIRECTOR OF PUBLIC WORKS
JUNE 11,2002
WELLER CREEK STREAMBANK STABILIZATION PHASE 2
CHANGE ORDER NUMBER 1
Background
Phase 2 of the Weller Creek Streambank Stabilization Project is proceeding on
schedule. Presently, the project is approximately 65% complete. Most notably, all of the
tree removals have been completed, all of the sheet pile retaining wall has been
installed, all of the storm sewer improvements have been placed, and all bank slopes
have been rough graded. It appears that the contractor, the Thomas Madden Company
of Carol Stream, Illinois, will have little difficulty dbmpleting all of the planned
improvements on, or before, the project deadline of November 30, 2002.
Currently, the contractor is installing monoslabs on the channel bottom in the west reach
and placing a-jacks along the toe of the east reach slopes.
Remaining west reach work includes installation of the geoweb with stone infill adjacent
to the monoslab pavers along the channel bottom, grading of the Village-owned lot at
208 W. Hiawatha Trail, and final seeding of the bank slopes. Remaining east reach
work includes installation of vegetated geogrid and final grading/seeding of the creek
banks.
Problem Statement
Despite good productivity and a timely pace, two (2) changes in the project scope have
become evident as construction has progressed. These changes include an increase in
the quantity for tree removals and an increase in the amount of vegetated geogrid.
These quantity increases will necessitate an increase in the total contract value.
Discussion
Tree Removal
The quantity of tree removal increased from the bid amount of 3,780 inch-diameter to
4,944 inch-diameter. Much of the increase in quantity was the result of tree growth since
the tree survey was originally performed two (2) years ago. Typically, trees grow about 5
to 10% in diameter per year, depending on the species. This growth accounts for
approximately 824 additional inch-diameter of removal.
Page 2 of 4
Weller Creek Streambank Stabilization Project Phase 2/Change Order No. 1
June 11,2002
The remaining 762 inch-diameter of tree removals can be attributed to additional trees
removed during clearing due to deteriorating tree condition, homeowner preference, and
field revision of structure placements. The total additional quantity added is 1,164 inch
diameter. Per the unit costs established in the bid prices, the added cost of this
increased quantity is $26,772.
Veqetated Geoclrid
The quantity of vegetated geogrid increased
from the bid amount of 1,100 If to 2,600 If.
Staff proposes to install the additional
vegetated geogrid on the channel slope
behind 103 and 105 West Berkshire Lane.
Figure 1 to the right depicts the area.
Additional slope protection is necessary in
this area due to the discovery of an
extensive layer of running sand. The actual
extent of this sand seam was only
discernable after clearing and grubbing
activities were completed. This sand layer
can become structurally unstable during
high moisture conditions, and, since there is
608
20O
Figure I
limited area to further flatten the slope, an armored slope is warranted. It is the opinion
of staff that failure to armor this section of creek bank will result in imminent slope failure.
Initially, the project design for this area
simply called for a reshaped 2:1 slope
covered by a permanent erosion control
blanket seeded with a flood tolerant grass
mix. A-jacks were also to be placed to
protect the toe of the slope. The left-hand
slope in Figure 2 depicts this treatment.
Figure 2
Burlap Fabric
t. avcr ' :?'~.?
S~fil Fill
Figure 3
The new proposed design, revised to
incorporate the dimensions and soil
characteristics of the running sand seam,
includes 250 If of vegetated geogrid
stacked 6 lifts high. The slope would then
be reshaped, at a shallower grade, to meet
the top of the geogrid lifts. The slope
would then be covered by a permanent
erosion control blanket and seeded with
grass.
Vegetated geogrid is a bioengineering
treatment already included as a project bid
item. The current design includes
installation of this treatment to stabilize a
steep slope near 204 East Hiawatha Trail.
Page 3 of 4
Weller Creek Streambank Stabilization Project Phase 2/Change Order No. 1
June 11, 2002
Basically, vegetated geogrid is topsoil, wrapped in burlap fabric, layered in vertical lifts
and separated by live brush stakes. The lifts are held in place by construction staking.
Over time, the live brush stakes take root in the burlap wrapped soil and adjacent slope.
Eventually, the brush stakes revegetate the entire slope resulting in an expansive root
system that lends a rugged stability to the slope. This treatment is ideal for stabilizing
steep slopes in high velocity flow applications.
Figure 3 on the previous page presents a cross section view of a typical vegetated
geogdd installation.
Figure 4 at dght is a photograph of a 9-lift
vegetated geogrid installation dudng
construction. Please note that the design
modification recommended by staff includes
only a 6-lift vegetated geogrid installation.
It is the opinion of staff, and our project
designer, Earth Tech, Inc. of Oak Brook,
Illinois, that a vegetated geogdd solution is
ideal for the running sand problem at hand.
The prob!em area is immediately
downstream of a sheet pile wall in a
relatively straight section of the creek. The
upstream'wall and straight channel should
diffuse most of the water's erosive energy
and minimize the need for a more structural
solution - such as a sheet pile retaining wall.
Figure 4
Additionally, the cost to extend the sheet pile wall is prohibitive when compared to the
cost of vegetated geogdd. At contract prices, extension of the sheet pile retaining wall to
cover this sand seam area would exceed $80,000.
The additional vegetated geogdd quantity to implement the recommended 250 If,6-1ift
solution is 1,500 feet. At contract pdces, the additional cost of this improvement is
$60,000.
Recommendation
It is the recommendation of staff that the Village Board be petitioned to authorize an
$86,772 increase in the contract award to the Thomas Madden Company for the Weller
Creek Streambank Stabilization Project Phase 2. This increase will include $26,772 for
additional tree removals and $60,000 for increased vegetated geogrid quantities.
Sufficient funds for this proposed increase are available in the 2002 Flood Control
Project Fund.
It is also the recommendation of staff that the Village Manager, as the authorized agent
of the Village Board, be empowered to sign the change order documentation necessary
to lawfully effect this contract change.
age 4 of 4
Weller Creek Streambank Stabilization Project Phase 2/Change Order No. 1
June 11, 2002
Respectfully submitted,
Sean P. Dorsey
I concur.
~Gi~A/~ ,er'~~
Director of '~~orks
SPD/spd
Cc:
Director of Public Works Glen R. Andler
File
X:~FILES\FRONTOF~CREEKS\WELLER~PHASE 2\CHANGE ORDER NO 1 RECOMMENDATION.DOC
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
VILLAGE MANAGER, MICHAEL E. JANONIS
WATER/SEWER SUPERINTENDENT
JUNE 12, 2002
WATER METER INSTALLATION, TESTING, READI. NG, ·
INSPECTION, AND CROSS CONNECTION SURVEY. RFP RESULTS
BUILDIN~
BACKGROUND
In order to maintain the accountability of water consumption annual water meter testing, replacement,
reading, and repairs are performed. To accomplish this task a multi-year, 42-month contract agreement
has been written to install, test, and read, Village-owned water meters contractually. In addition, private
building inspections on residential sewer systems are completed, during the water meter replacement, to
inspect for improper sewer connections. And this year, for the first time, we have also included cross
connection control surveys of our commercial/industrial water customers as part of the contract. The
Illinois Environmental Protection Agency (IEPA) requires all commercial/industrial water users to be
inspected every two (2) years for proper backflow prevention devices.
Approximately 750 water meters are annually targeted for replacement under this contract. Additionally,
anywhere from 40-90 water meters installed on water lines servicing our larger customers will be tested
annually and we will be contractually reading over 2700 water meters under the provisions of this
agreement. We also expect the contractor to perform over 300 inspections on internal sewer systems of
private buildings. As you know these inspections are mandated by the Metropolitan Water Reclamation
District of Greater Chicago (MWRDGC) and are part of our overall sanitary sewer
operation/maintenance program.
Also, as previously mentioned, we will be performing cross connection control surveys of our
commercial/industrial water customers. We hope to complete over 600 cross connection control surveys
this year as part of the contract.
RFP RESULTS
Requests for Proposals, RFP's, were sent out on May 24th , 2002 to three (3) water meter service vendors
requesting proposals. One (1) proposal was received on June 12, 2002 at Mount Prospect Public Works.
The results of this RFP are as follows:
CONTRACT ITEM HBK WATER M.E. WATER
METER SERVICE SIMPSON CO. SERVICES
Standard Meter Installation 5/8"- 3/4" $40.00fMeter NO NO
AMR Meter Installation 5/8"- 1.5" $52.00/HR/Per Person PROPOSAL PROPOSAL
2"- 8" TEST $52.00/HR/Per Person
Residential Meter Reading $2.10/Per Water Meter
Private Building Inspections $30.00/Per Inspection
Cross Connection Control Survey $30.00/Per Survey
age 2...
Water meter replacement, test, and insp.: RFP results
June 12, 2002
HBK Water Meter Services has been our water meter installation contractor for the last twelve years and
has an outstanding record of service with the Mount Prospect community. Their conscientious work
habits reflect both their and our commitment to customer service.
DISCUSSION
Funding for this proposed contract may be found in the 2002 Budget, accounts #6105507~540770,
$28,980; #6105507-540775, $13,970; #6105507-540772, $7,810; #6105509-540778, $25,825; and
#6105505-540750, $2,000. The total available funding for year one (2002) of the multi-year contract is
$78,585. Years 2003, 2004, and 2005, will be limited to funding levels approved by the Village Board.
RECOMMENDATION
I recommend that HBK Water Meter Service be awarded the multi-year contract beginning in 2002 with
an amount not to exceed $75,585. If you concur, please forward this to the Village Board for their review
and consideration at their June 18, 2002 board meeting.
Roderick O'Donovan
~conc'~,, ~len R///Andler