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Home My WebLink About6. Village Manager's Report 10/16/2012ur! Mount • • ect Public7 • INTEROFFICE •RA TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: TRAFFIC ENGINEER DATE: OCTOBER 10, 2012 SUBJECT: WOLF ROAD & FEEHANVILLE DRIVE TRAFFIC SIGNAL MODERNIZATION PROJECT • RECOMMENDATION TO ACCEPT CONSTRUCTION BID FOR AN AMOUNT NOT TO EXCEED $31,768.00 Background Wolf Road is a north - south, four -lane arterial road under the jurisdiction of the Village. A traffic signal system has been operating at its intersection with Feehanville Drive for over 20 years. It was built near the completion of the Kensington Business Center to provide safe access to this large development. At the time, Feehanville Drive ended at Wolf Road. It did not continue east of the intersection. However, in the mid 1990's the traffic signal system was upgraded to accommodate the development of Longford Subdivision on the east side. Dursey Lane was built and now serves as the east leg of the intersection. This residential development is within the City of Des Plaines. The Village is responsible for maintaining this traffic signal system. Inspection earlier this year showed that some of the equipment was in need of modernization. This includes installing LED traffic signal heads, LED countdown pedestrian signals, LED emergency vehicle preemption equipment, and a battery back -up system with generator hook -up capability. Other existing equipment including the controller, foundations, handholes, posts and arms are still in good condition and will not be replaced. Bid Process The bid opening for the project was on October 9, 2012. Sealed bids were publicly opened and read aloud at 1:00 p.m. A Notice to Bidders was published in the local newspaper and three companies were sent invitations to bid on the project. Five companies picked up bid packages and all five submitted bids. The prices were as follows: Company H & H Electric Company City Lights Ltd. Lyons Electric Company Home Towne Electric Company Meade Electric Company Bid Amount $28,880.00 $29,698.40 $32,500.00 $33,612.80 $34,510.76 The Engineering Division's estimate for the project was $34,275.00. The bids were checked for accuracy and there were no errors. Construction Discussion The low bidder, H & H Electric Company of Franklin Park, Illinois, has previously performed electrical work in the Village. They were the contractor on the Euclid Avenue & Wheeling Road Pedestrian Signal page 2 of 2 Wolf Road & Feehanville Drive Traffic Signal Modernization Project October 10, 2012 Project, Algonquin- Busse - Dempster Lighting Project, and 2002 Village Lighting Project. In addition, they are prequalified with IDOT to perform electrical work on State projects. The low bid of $28,880.00 is based on anticipated quantities. While many of the quantities are not expected to change, a few quantities such as the amount of electric cable, conduit and concrete can fluctuate and affect the final construction cost. To cover any unexpected overages, it is recommended that a contingency of 10% of the bid price be added to the contract. This equates to an additional $2,888.00. Therefore, the total contract awarded to H & H Electric Company would be for an amount not to exceed $31,768.00. Recommendation It is Staff's recommendation that H & H Electric Company of Franklin Park, Illinois be awarded the construction contract for the Wolf Road & Feehanville Drive Traffic Signal Modernization Project in the amount not to exceed $31,768.00. Funding for this project is available in the Village 2012 Budget as part of the Traffic Signal & Streetlight Improvement account. To offset the cost of this project, the City of Des Plaines has agreed to reimburse the Village 25% per the Traffic Signal Maintenance Agreement between the two communities for this intersection. This equates to $7,942.00 but the final figure will be dependent on the,actual final cost. In addition, the Village will be applying for an Illinois Department of Commerce and Economic Opportunity grant through their Illinois Energy Now Public Sector Energy Efficiency Program. The program focuses on encouraging government agencies to becoming more energy efficient. One incentive is to receive a small grant for replacing incandescent traffic signal heads with less energy- consuming LED heads. If approved, it is expected that the grant amount will approximately be $3,200.00. Please include this item on the October 16 Village Board Meeting Agenda. � Matthew P.'Lawrie I concur with the above recommendation. Sean P. Dorsey, Dirbctor of Ppblc Works Attachment: Map h:\ engineering\ traffic\ signals \misc\ wolf- feehanviIle \vb_contractor_rec.doc WOLF ROAD & FEEHANVILLE DRIVE TRAFFIC SIGNAL MODERNIZATION PROJECT I SEMINOLE LN CAMP MCQONALD RD!� 00 EUCLID AVE KENSINGTON RD Al, 0 �LL t il- CENTRAL RD ;1z i: if i f t j WOLF RD & GOLF RD FEEHANVILLE DR 00 DEMPSTER ST � � ';�� %�i��i /,;� %ice % "f N 4 4 � , � �� /��; 0 f � z) Q Q/ Al if 19 f OAKTON ST Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: SUPERINTENDENT OF STREETS & BUILDINGS PAUL BURES DATE: OCTOBER 9, 2012 SUBJECT: ACCEPT BID FOR THE PURCHASE OF PRE - WETTING FLUID FOR ROAD SALT ($14,292) BACKGROUND Pre - wetting agents are used as accelerants to make rock salt work faster and stick to the road surface longer. Plain rock salt becomes ineffective around 15 degrees Fahrenheit, but when blended with a wetting agent, they work at temperatures well below 0 degrees Fahrenheit. The current product we use is an organic agricultural product (beet juice) blended with salt brine and chlorides. The mixture is a much more environmentally friendly product than straight calcium chloride as it contains far fewer chlorides. It also allows us to clear streets of snow and ice using much less salt; which also reduces the dispersion of chlorides into the environment. It is also less corrosive than calcium chloride, thus extending the life of our vehicles and equipment. We currently are also using it on an experimental ant -icing program treating streets before it snows in an effort to prevent snow from freezing to the pavement surface and further reducing our salt usage. Staff has prepared a detailed set of bid documents necessary to effect the procurement and delivery of pre- wetting agents for a 2 -year term concluding at the end of 2014, with a possible one year extension based on performance and price agreement. BID RESULTS Sealed bids were opened at 1:00 P. M. on October 9, 2012 for the proposed pre- wetting agent contract. Seven invitational bids were mailed, and a bid notice was placed in the local paper. Four bids and one NO BID letter were received with results as follows: Bidder Industrial Systems, LTD, Lakemoor, IL Well Spring Management, Oak Park, IL The Klink Group of Companies, Ashley, IN Correlated Products, Indianapolis, IN Central Salt, Elgin, IL Bid Price/eal $0.794 $0.87 $$1.03 $1.03 NO BID Page 2 of 2 Accept Bid for Pre- Wetting Fluid for Road Salt ($14,292) October 9, 2012 DISCUSSION Director of Public Works Industrial Systems, LTD of Lakemoor, Illinois, meets the specification requirements and was the low responsive bidder. Industrial System has had our contract for the last 3 years and has performed satisfactorily with product performance and timely deliveries. Staff anticipates an anticipated order volume of 18,000 gallons. Therefore, the anticipated annual expenditure for pre- wetting agents is $14,292 ($0.794 /gallon x 18,000 gallons = $14,292). RECOMMENDATION I recommend acceptance of the lowest qualified bid of $.794/gal as submitted by Industrial Systems, LTD of Lakemoor, Illinois for the procurement of pre- wetting fluid in an amount of $14,292. Sufficient funds are available in the current budget to facilitate this contract. Expenditures in future years will be limited to amounts authorized by the Village Board. Paul Bures Superintendent of Streets & Buildings I concur: Sean . Dorsey PB c: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib File