HomeMy WebLinkAbout07/17/2012 2012 Sewer Line Spot RelaysMount Prospect Public Works Department
INTEROFFICE MEMORANDUM
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TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: WATER/SEWER SUPERINTENDENT
DATE: JULY 12, 2012
SUBJ: BID RESULTS FOR 2012 SEWER LINE SPOT RELAYS ($289,844)
BACKGROUND
On Monday, May 7, 2012, sealed bids for the 2012 Sewer Line Spot Relay Project were opened
and read aloud. This bid package was assembled to procure the services of a sewer
excavation contractor capable of replacing structurally failed pipe and installing or repairing
manholes. In many instances, once this work is completed, the remaining sections of affected
pipe are further rehabilitated utilizing the cured -in- place -pipe (CIPP) process.
Staff identified Martam Construction of Elgin, Illinois (Martam) as the apparent lowest cost
bidder ($284,500) and presented a recommendation to award a contract accordingly at the May
15, 2012 Village Board meeting. However, Martam had failed to attend a mandatory pre -bid
meeting thereby raising concerns about the responsiveness of their bid. The Village Board
declined a motion to accept staff's award recommendation.
At the June 5, 2012 regular meeting, the Village Board rejected all bids as non - responsive due
to the fact that all of the remaining bids exceeded the engineer's cost estimate. The Village
Board also authorized staff to rebid the work.
Staff had advised the Village Board that these bids appeared to be high due to uncertainty
about responsibility for disposal of contaminated materials. Staff recommended re- bidding the
work with clearer instructions directing bidders to assume all excavated soils could be disposed
of as clean construction debris.
The bid documents were modified accordingly and the work was re -bid.
BID RESULTS
Eight (8) bids were distributed to area contractors experienced in sewer construction. In
addition, public notice was posted in a local newspaper as required. Three (3) additional
contractors picked up plans and specifications for the project. A mandatory pre -bid conference
was held on June 25, 2012 to allow for questions on the plans and project. Seven (7)
contractors were in attendance at the pre -bid meeting. Sealed bids were received until 1:30
P.M. on Monday, July 9, 2012, at which time they were opened and read aloud. Six (6) bids
were received. The bid results are as follows:
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Bid Results for 2012 Sewer Line Spot Relays ($289,844)
July 12, 2012
Bidder !
Bid
Lifco Contractors, Carol Stream, IL
$263,494
Martam Construction, Elgin, IL
$275,500
John Ned Construction, Addison, IL
$353,600
R.A. Mancini, Prairie Grove, IL
$381,220
Bolder Construction, Deerfield, IL
$386,000
Patnick Construction, Franklin Park, IL
$447,000
DISCUSSION
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 Lifco Contractors of
Carol Stream, Illinois. The engineer's estimate of the cost for this project is $277,000 —
$295,000.
Lifco Contractors has worked on one (1) Village sewer project in the past — the We Go Park
Spot Repair in 2009. Their work on the project was timely, of high quality, and on budget. They
have submitted the required bid bond and attended the mandatory pre -bid meeting.
Lifco has also performed similar work in other communities including Glen Ellyn, Downers
Grove, Barrington Hills, Hoffman Estates, and Wheeling. Reference checks revealed no
adverse comments. All work was reported to be completed on budget and in a timely,
responsive manner.
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 additional sewer line 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 $26,350. The total recommended award would be $289,844
(the $263,494 base award plus a 10% contingency of $26,350).
RECOMMENDATION
I recommend that the Village Board accept the lowest cost, responsible and responsive bid for
the 2012 Sewer Line Spot Relays from Lifco Contractors of Carol Stream, Illinois and award a
construction contract in an amount not to exceed $289,844. Sufficient funds for this proposed
contract exist in the current budget.
I concur. Matt Overeem
S n-P. Dorsey
Director of Public Works