HomeMy WebLinkAbout05/15/2012 Sewer Line Spot Relays 2012AM?/ INTEROFFICE MEMORANDUM
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In the current budget, staff requested funds to continue the combined sewer system repairs.
These repairs were identified during the Combined Sewer System Evaluation Study (CSSES)
completed in 2004. In total, almost $15 million worth of repair work has been slated.
Some sewer pipe segments have significant structural defects that can only be effectively
repaired by excavating and replacing segments of sewer main (spot relays). The majority of the
sewer rehabilitation is being performed using the cured-in-place-pipe (CIPP) process.
As in the past, staff prepared two (2) separate bid packages. One for the sewer repairs using
cured-in-place piping (CI PP) and another for the Sewer Line Spot Relays Project.
The Sewer Line Spot Relay bid package was drafted to procure the services of a sewer
excavation contractor capable of replacing structurally failed pipe and installing or repairing
manholes. Each year the Village also performs spot relay work in the separate sanitary sewer
system using the same contract and specifications. Separate sanitary sewer spot relays are
paid for utilizing distinct funds.
This memorandum will present the results of the bids for spot relay work. Bid results for the
CIPP work will be presented via a separate document. The locations of the work planned for
the proposed Sewer Line Spot Relays award are depicted in Attachment A. This year's
proposed project features 32 point repairs and one (1) manhole adjustment. The table below
highlights the 2012 project totals:
#
Pipe
Total
of repairs
diameter
Length (lineal feet)
6
10
75'
16
12
150
8
15
45'
2
18"
120'
Page 2 of 3
BID RESULTS FOR SEWER LINE SPOT RELAYS ($312.950.00)
MAY 10, 2012
Prior to letting, three (3) bids were distributed to area contractors experienced in sewer
construction. In addition, public notice was posted in a local newspaper as required. Seven (7)
additional contractors picked up plans and specifications for the project. A mandatory pre -bid
conference was held on April 30, 2012 to allow for questions on the plans and project. Sealed
bids were received until 1:00 P.M. on Monday, May 7, 2012 at which time they were opened
and read aloud. Four (4) bids were received. The bid results are as follows:
Bidder
Base Bid
Martam Construction, Elgin, IL
$284,500.00
Swallow Construction, Downer's Grove, IL
$312,115.00
Bolder Construction, Deerfield, IL
$386,000.00
Suburban General Construction, La Grange Park, IL
$434,500.00
Staff has evaluated all bids and all bidders submitted the required bid bonds and appropriate
references. The apparent low bidder for the proposed spot relay work is Martam Construction
of Elgin, Illinois.
Martam Construction ( Martam) has successfully completed numerous Village projects in the
past, including last year's spot relay project, water main replacement projects, rear -yard
drainage improvements, Police /Fire HQ Building parking ramp repairs, creek bank stabilization,
and a number of streetscape projects. All of their work has been timely, without issue, and of
high quality. Staff is confident that Martam has the skills, experience, and resources necessary
to successfully prosecute this proposed project.
However, Martam did not attend the mandatory pre -bid conference and two (2) of the bidders
questioned whether Martam's bid would be accepted or deemed non - responsive.
The matter was subsequently reviewed by the Village Attorney who determined that the failure
to attend a mandatory pre -bid conference is a technicality that can be waived by the Village.
Given the volume of experience Martam has performing Village infrastructure improvements, as
well as the substantial cost differential between the lowest bid and the second lowest bid
($27,615); staff considers Martam's absence at the pre -bid meeting inconsequential.
The purpose of the pre -bid conference was to make certain that all bidders had an adequate
understanding of the scope of work, as well as the Village's expectations, prior to preparing their
bids. Staff decided to hold a pre -bid conference for this project because the work involved
numerous work sites; some posing unique challenges for excavators.
Page 3 of 3
BID RESULTS FOR SEWER LINE SPOT RELAYS ($312.950.00)
MAY 10, 2012
It is the opinion of staff, in this particular circumstance, that Martam prepared their bid with an
adequate understanding of the work involved and a sufficient appreciation of the Village's
expectations. We are confident that their failure to attend the pre -bid meeting will not affect the
quality, timing, or cost of the proposed work.
Consequently, staff identifies Martam Construction as the lowest cost, responsive, and
responsible bidder.
Staff recommends the inclusion of a 10% contingency in the award for this proposed contract
due to the fact that the bid quantities are estimates and actual field measurements will vary.
Also, during each year of the project, there have been 1 to 3 additional spot relays discovered
during the CIPP process. The average cost per additional dig can be up to $10,000 and having
a contingency would allow some of these repairs to be made so that the lining program can
continue. In this instance, staff is recommending a 10% contingency to the contract award in
the amount of $28,450.00. The total recommended award would be $312,950.00 ($284,500.00
base award plus a 10% contingency of $28,450.00).
I recommend that the Village Board award contract for the 2012 Sewer Line Spot Relays to
Martam Construction of Elgin, Illinois in an amount not to exceed $312,950.00. Sufficient funds
for this proposed contract exist in the current budget.
Superintendent Water & Sewer
H: \Water \CIPP\2012 CIPP \Spot Relays board report 2012.doc
CC: Village Clerk Lisa Angell
F :1Projectsll.UKE120121CIPP12012 SPOT REPAIRS.mxd
April 2012
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