Loading...
HomeMy WebLinkAbout6. MANAGERS REPORT 10/01/02Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS PROJECT ENGINEER ~ SEPTEMBER 26, 2002 KENSINGTON BUSINESS PARK POND #4A DREDGING PROJECT Background At the May 7, 2002 Village Board Meeting, Ciorba Group, Inc. of Chicago was awarded a contract to prepare plans and specifications as well as obtain the necessary permits as part of a pond dredging project in the Kensington Business Park. The design phase was recently completed by the consultant and the project was advertised by the Village. The Village also hosted a pre-bid meeting on September 4th for any potential bidders in order to explain the scope of the project in greater detail. One contractor attended the meeting. Bids Results At 11:00 a.m. on September I0'~'. sealed bids were publicly opened and read aloud for the Kensington Business Park Pond #4a Dredging Project. A Notice to Bidders was published in a local newspaper as required and invitations were sent to 7 contractors that are familiar with this type of construction. One contractor submitted a bid for this project. A bid of $94,250.00 xvas received by Martam ('onstruction. Inc. of Elgin, Illinois. The consultant's estimate for the project was $94,100.00. The bidder submitted a bid bond in the amount of 5% of the total bid as required by the contract documents. The bid was checked for accuracy. No errors were found. The bidder correctly signed the bid and bid bond. Discussion The bidder, Martam Construction, has performed work in the Village of Mount Prospect including the Route 83 Reconstruction Project and the recent Train Station & Streetscape Project. They have also performed dredging projects in other municipalities. Their work is acceptable. The contractor's bid is $I50.00 (0.1%) over the Engineer's estimate. ecommendation The low bidder, Martam Construction, has submitted a bid in the amount of $94,250.00. I recommend awarding the contract to Martam Construction for the Kensington Business Park Pond #4a Dredging Project in the amount not to exceed $94,250.00. Funding for this project is shown on Page 293 of the 2002 A~nual Budget where $140,000.00 is allocated under Account Code # 5107704-690100. Please include this item on the October 1~t Village Board Meeting Agenda. Matthew P. Lawrie I concur with the above recommendation. x:\files engmeerXprojects\ponds\k-bc_pond#4a'project_rec_memo.do¢ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: Back.qround VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE MAINTENANCE SUPERINTENDENT SEPTEMBER 25, 2002 SEALED BID RESULTS FOR ONE PICKUP TRUCK WITH UTILITY BODY In the current budget, there are funds available to replace unit 2722. 2722 is a 1997 Chevrolet pickup trucks used by the Public Work Department as an emergency response and service call vehicle. Water and sewer systems operators use the vehicle 365 days each year to monitor remote pumping and storage facilities, investigate alarms, water main breaks, and respond to resident complaints and/or requests for service. In the evenings, weekends, and holidays, this vehicle is typically the first Public Works vehicle available to respond to emergencies and Police Department and/or Fire Department requests for assistance. Replacement Schedule 2722 were purchased in 1997. The vehicle/equipment replacement schedule for this pickup truck is 6 years or 50,000 miles. 2722 is presently in its sixth year of service and has logged 81,440 miles and 8100 hours. The hours of this vehicle equate to 243,000 miles on the power train. This vehicle meets the required years of service and mileage for replacement. Life Cycle Cost Analysis Life cycle cost analysis has been completed for this vehicle and is attached for your review. The optimum economic replacement point for has been calculated at year 4. The modified economic replacement point has been calculated at year 5. Other Factors The role assigned to this vehicle mandates reliability and above normal idling time. Replacement Recommendation It is my recommendation that a replacement for 2722 be purchased during the 2002 budget year. Bid Results On Tuesday, September 24, 2002, at 10:00 A.M., sealed bids for the proposed purchase of one pickup truck with utility body was opened and read aloud. Thirty-nine invitational bids were distributed, and public notice was placed in a local newspaper as required. Eight bids were received. The results are as follows: Total Bid Meets CFFP* Bidder YearlMakelModel Price Delivery Requirement Napleton Fleet Group 2003 Chevrolet $28,397.85 120 days No . Oakbrook Terrace, IL CC25903 Green Chevrolet 2003 Chevrolet $28,596.44 120-130 days Yes Peode, IL CC25903 LeMay Buick Pontiac GMC 2003 GMC $28,700.00 90 days Yes Kenosha, WI TC25903 ealed Bid Results For One Pickup Truck With Utility Body September 25, 2002 Page 2 of 2 Hoskins Chevrolet 2003 Chevrolet $28,790.00 150 days Yes Elk Grove Village, IL CC25903 Lattof Chevrolet 2003 Chevrolet $28,878.00 120 days Yes Arlington Heights, IL CC25903 Bill Stasek Chevrolet 2003 Chevrolet $28,998.44 120 days Yes Wheeling, IL CC25903 Bob Ridings, Inc. 2003 Ford $29,845.00 90-120 days Yes Taylorville, IL F250 Currie Motors 2003 Ford $29,308.00 90-120 days Yes Frankfurt, IL F250 *CFFP: Clean Fuel Fleet Program Napleton Fleet Group did not meet our specifications for a Certified LEV vehicle. They also omitted the roar opening window and the telescoping mirrors. Alt other bidders met all our specifications including the vehicles being certified LEV (Low Emissions Vehicle). The LEV Certification is required to insure the Village is in full compliance with the Clean Fuel Fleet Program (CFFP) as required by the Illinois EPA. Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one new 2003 Chevrolet CC25903 8600 lb, GVWR pickup truck with utility body per our specifications, as submitted by Green Chevrolet, Peoria, Illinois, at a cost not to exceed $28,596.44. Funds for this proposed purchase are available in account 6707709-660115, page 294, of the current budget. The unit being replaced will be sold at the fall 2003 Northwest Municipal Conferonce auction. · Guenther Attachment X:'~FILES\FRONTO FF\B[DS'~RESULTS\PickupUtilltyBody2002.doc Cumulative Cost per Mile Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS FORESTRY/GROUNDS SUPERINTENDENT SEPTEMBER 23, 2002 BID RESULTS ~ HOLIDAY TREE LIGHTING BACKGROUND Funding has been included in the 2002 budget for contractual installation, and later removal, of white lights on selected trees in the downtown. We mailed out 19 sets of bid specifications for this work, and placed a bid notice in the local paper. The specifications describe a two-year con- tract, although we reserved the right not to renew the second year if we are not satisfied with the work done in year one. BID RESULTS Six bids were received. Bid results were: Bidder Cost to remove and replace one strand 2002 20(}3 Planned Lighting Arbor Green R.W. Hendricksen Co. Winkler's Tree Service Four Seasons Display Kramer Tree Specialists $10.21 $10.61 $11.45 $i1.45 $13.59 $13.59 $13.94 $13.94 $14.20 $14.60 $14.50 $14.75 DISCUSSION The low bidder, Planned Lighting, has satisfactorily completed contracts for several companies in Chicago and the northwest suburbs. On p. 283 of the 2002 Budget, $40,000.00 has been ap- propriated in Account #0016104-540962 for White Light Installation. Based on past experience, we estimate that approximately 3428 strands wilt need installation this year. Cost to install and later remove 3428 strands will amount to approximately $35,000.00. o Village Manager Michael E. Janonis re Bid Results for Holiday Tree Lighting September 23, 2002 Page two BID RECOMMENDATION I recommend award of a two-year holiday lighting contract to the low bidder, Planned Lighting. Year one (1) would be in an amount not to exceed $35,000.00. Year two (2) would be in the amount approved by the Village Board for the 2003 Budget. I concur: Director of Public Works X:WILE SkFORESTRYkWORDk2002kMEMO-LIGHT2002.DOC TO: FROM: DATE: SUBJECT: Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM ASSISTANT VILLAGE MANAGER SEPTEMBER 26, 2002 GUARANTEED MAXIMUM PRICE CONSTRUCTION AMENDMENTS At the August 20, 2002 Village Board meeting the Village Board approved a change order to the standard agreement between the Village and W.B. Olson (construction manager) to authorize Olson to solicit demolition bids on behalf of the Village. The bid results have now been received. However, Olson representatives have suggested that the Village enter into additional amendments to the standard construction agreement for each portion of the Village Hall/parking deck project. The suggestion encompasses three separate amendments; 1) Amendment for the demolition and related work associated with the senior center, 2) Amendment for the parking deck construction; and 3) Amendment for the construction of the Village Hall. Each amendment will be brought before the Village Board for consideration when the project timing is at the necessary stage for the amendment. The purpose of each amendment is to assign .costs for each project separately with the contractor and deal with the guaranteed maximum pdce for each project phase for ease of management. As you recall the Village Board authorized [he Village's construction manager, W.B. Olson, to solicit demolition bids for the senior center and the medical building. Four bids were received and range in pdce from $68,800 to $79,600. The bids were as follows: Bidder Amount Break Thru $68,800 Albrecht $72,488 Site Recovery $73,000 Robinette $79,600 Olson has worked with the lowest bidder, Break Thru, in the past and has been satisfied with their work and recommends the contract be awarded to Break Thru. UARANTEED MAXIMUM PRICE CONSTRUCTION CONTRACT AMENDMENTS September 26, 2002 Page 2 The amendment presented for consideration at this time is related to the demolition of the senior center and medical office building. The guaranteed maximum price (GMP) for demolition is $123,138. The demolition contract is set at $68,800 and the general conditions component related to the demolition and setting up the construction site is set at $54,338. This amount ts inclusive of all bonds and insurance requirements with site supervision. The GMP allows the Village to know the maximum price for the service and product to be delivered, but still allows flexibility to obtain cost savings through the construction manager by sharing any realized savings. GMP also allows the Village to pay one price and the contractor, W.B. OIson, handles the demolition contractor supervision. I would recommend approval of Amendment #1 to the standard construction management contract between the Village and W.B. Olson establishing a guaranteed maximum price (GMP) in the amount of $123,138 for the demolition and general conditions relating to the Senior Center and medical building. Da~,id Strahl H:~GENWillage HalI~C4,4P Amendment Senior Ctr Denm.doc Amendment No. z to Agreement Between Owner and Construction Manager Pursuant to Paragraph ~.2 of the Agreement, dated between (ownez) and (Co/a~.ruct~a M~ger), for (Be l~/ect.~ the Owner and Construction Manager establlsh a Guaranteed Ma36mum Price and Contract Time for the Work os set forth below. ARTICLE I GUARANTEED MAXIMUM PRICE The Construction Manager's Guaranteed Maximum Price for the Work defined as Phase 1 demolition of existing_buildings. future 0hases include the Parking Garage and Village Hall and will be edded by Amendment at a future date, inclucllng the estimated Cost of the Work os defined in Article 6 and the Construction Manager's Fee os defined in Article 5, is One Hundred Twenty Three Thousand. One Hundred 'l:hirtv Eight Dollars This Price is for the performance of the Work in accordance with the Contract Documents listed and attached to this Amendment and marked Exhibits A through F, os follows: Exhlbit A .......... : ....~__a_ __~ ...... , ,-..--~ .......... ~ _.~. .....~ .......t. Drawings, ,,t, ................................ t,t, ..........: ................... -of ...........on which the Guaranteed M~ucimum Price is based, ~Daceco. Inc. survey dated 5/11/01 and scooe of work as noted. Exhibit BC= ~,~.tilZZ.~9.~ts~umptlons and da4llcations. Demolition Scooe of Work dated 9/24/02. r...;dc~' y-~r~-,,o- .... _.__ ARTICLE II CONTRACT TIME The date of Substantial Completion established by this Amendment is: OWNER CONSTRUCTION MANAGER /~,~. ~ DATE DATE ATTEST ATTEST ® 1991 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1735 NEW YORK AVENUE, N.W., WASHINGTON, D.C. 20006-5292. AIA DOCUMENT- AIA121/CMC AND ACC DOCUMENT 565 - OWNER-CONSTRUCTION MANAGER AGREEMENT - 1991 EDITION - AIA® - AGC - O 1991 - THE ASSOCIATED GENERAL CONTRACTORS OF AMERICA, 19S7 E S11{EET, N.W., WASHINGTON, D.C., 20006-5209. WARNING: Unlicensed photocopying violates U.S. copyrisht laws and is subject to lesal prosecution. This document was electronically produced with permission of the AIA and can be reproduced in accordance with your.licenSe without violation until the date of expiration as noted below. User Document: a121cmc.aia - 9/26/2002. AIA License Number 1tlS002, which expires on 1/31/2003. Electronic Format A121/CMc-1991 JOB: DATE: EXItlB1T B VILLAGE OF MT. PROSPECT SENIOR CENTER DEMOLITION 9/24/2002 # DESCRIPTION ESTIMATE I GEN~e~AL CONDITIONS $45,502 2 DEMOLmON $68,800 3 4 5 SUB TOTAL $114,302 CGL O.5% $572 ~ 4% $4,572 OCP 3M/5M 0.07% $84 BOND 1% $1,195 PERMITS BY OWNER SUBTOTAL $120,724 CONSTRUCTION CONTINGENCY 20/0 $2,414 GRAND TOTAL $123,138 EXCIJ0~IOI~ TESTING EXCESS FACILITY AND/OR UTILITY CHARGES EXCEPT FOR TEMPORARY HAZARDOUS WASTE TESTING AND/OR REMOVAL LIQUIDA'I'~L~ DAMA~ BUILDERS RISK INSURANCE REMOVAL OF UNFORESEEN UNDERGROUND OBSTRUCTIONS SFI~ RESTORATION PERMITS EXCEPT FOR COOK COUNTY EPA QU,~I.H~ICATIONS 1) REMOVAL AND DISPOSAL OF UNDERGROLrND U'rlLITL~ ARE NOT INCLUDED. EXISTING LrrILITW. S WILL BE CUT-OFF AND. CAPPED AT THE CURB LINE. REMOVAL OF UNDERGROUND UTILiTIP_.S ON THE S[l't~ OR BEYOND THE CURB LINE WILL NEED TO BE INCLUDED IN THE VILLAGE HAl J. AND PARKING PORTION OF THE PROJECT IF REQUIRED. 2) NO BACK FILLING OF EXCAVATIONS IS INCLUDED. EXCAVATIONS WILL BE LP~-l- OPEN AND PROPERLY SLOPED FOR SAFETY. t W.B. Olson Inc. 12-Sep-02 General Conditions Project: Mt. Prospect Village Hall & Parkir{g Demoition of Senior Center m[DESCRiPTiON , , TEMPORARY FACILITIES OFFICE TRAILERS STORAGE TRAILERS PORTABLE TOILETS TELEPHONE ELECTRIC: ENERGY COST WIRING COST WATER HEAT: ENERGY COST OPERATING COST BARRICADES/FENCING ROADS WINTER PROTECTION TEMPORARY PARTITIONS SIGNAGE MISCELLANEOUS CONDITIONS: BLUEPRINTING -LAYOUT SURVEY "SPOT" SURVEY TESTING PHOTOGRAPHS CLEANUP: PROGRESS CLEANING FINAL CLEANING WINDOW WASHING SAFETY REQUIREMENTS HOISTING: GENERAL HOISTING ELEVATOR OPERATION 'TRUCKING ADDITIONAL INSURANCE WARRANTY ALLOWANCE MINORITY PROGRAMS SUPERViSION: JOB SUPERINTENDENT GENERAL SUPERINTENDENT PROJECT MANAGER TOTAL: Project Duration 30 DAYS 2 weeks of work 2 weeks dean-up TOTAL :1 $450 $15o $400 $400 $200 $7,500 BY OWNER BY OWNER BY OWNER $8,000 NIC $o N/R $500 $1,000 Bidding $o $o $2,000 BID ITEM BID ITEM $1 NIC $2,500 Note 1 NIC NIC 100.00% OF TIME 10.00% OF TIME 25.00% OF TIME $12,857 $1,714 $6,830 $45,502 Note: 1 - Includes time for removal of cornerstone and pumping basement after the power is cut-off on 10/7/02 and before demo proceeds. INTEROFFICE MEMORANDUM TO: FROM: SUBJECT: DATE: VILLAGE MANAGER MICHAEL E. JANONIS DIRECTOR OF PUBLIC WORKS GATEWAY STRUCTURES SEPEMBER 26, 2002 BACKGROUND Late last year, the Village Board accepted bids m construct three gateway structures for three locations, Golf and Route 83 (Site Four); Central and Weller Ln. (Site Five) and Rand and Central (Site Nine). Because of limited funds and the desire of the Village Board to see one completed gateway structure before authorizing additional structures, a contract was awarded to G.F. Structures for Site Nine (Rand & Central) for $81,317.38. Funding for this structure is coming from a state legislative add-on grant of $400,000 for Central road Corridor Improvements. The budgeted amount of the $400,000 for the Site Nine gateway structure was $44,000. Because the bid received was more than 10% over the budgeted funding amount, it was necessary to request a budget amendment from the Grant Administrator, the Illinois Department of Commerce and Community Affairs. We received approval of the amendment in late March of 2002, at which time a notice of award/proceed was sent to G.F. Structures. G.F. Structures declined to proceed at their original bid amount, because of the delay of the project; and requested a revised contract amount of $104,268.15. This requested increase was rejected, and the design engineer, Wolf Clements, was instructed to make some design changes, revise the construction documents, and rebid the structures. Some of the design changes included a change in the overall size of structure four, as well as changes to the irrigation systems, sidewalks, and landscaping to all three structure sites. BID RESULTS A total of ten invitational bid notices were mailed to qualified contractors, and we received five bids. Bid results received are shown below. Bidders Site Four Site Five Site Nine Schaefgus Brothers, Inc. G.F. Structures ~ Great Lakes Landscape Co. Martam Construction Featherstone, Inc. $204,500.00 $95,500.00 $92,400.00 $203,000.00 $102,000.00 $114,000.00 $204,727.00 $95,742.00 $95,437.00 $213,300.00 $97,960.00 $92,628.00 No bid $120,000.00 $120,000.00 ateway Structure Bid Results September 26, 2002 Page two 2001 Low Bidder G.F. Structures $207,683.59 $102,720.25 $81,317.38 DISCUSSION There are two low bidders: Schaefgus Brothers, Inc. of Wheeling, IL for Sites Five and Nine; and G.F. Structures of Chicago, IL for Site four. Both contractors have satisfactorily completed similar projects. However, as directed by the Village board at the previous contract award, Site Nine, Rand and Central Road, is the only structure being considered for award at this time. RECOMMENDATION I recommend accepting the lowest bid of $92,400 from Schaefgus Brothers, Inc. for site Nine (Rand & Central). Funding for this proposed contract will come from Account No. 5107702- 620008, page 291 of the 2002 fiscal budget. The funding coming from the legislative add-on grant is within the revised approved budgeted amount and will not require another budget amendment request. With your concurrence, please forward this to the Village Board for their approval at their October 1, 2002 meeting. GRA/td c: Director of Community Development William Cooney X:~ILE SkFRONTOFFXBIDShRESULTS\GATEWAY STRUCTUKES 4, 5, 9.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: BACKGROUND VILLAGE MANAGER MICHAEL E. JANONIS DIRECTOR OF PUBLIC WORKS SEPTEMBER 26, 2002 2002/2003 ROAD SALT CONTRACT As you are aware, we routinely purchase road salt for our winter snow and ice control efforts through the State of Illinois Joint Purchasing Program. It has been our experience that vendors supplying salt for this program have consistently maintained adequate stockpiles and offered acceptable delivery terms at competitive prices. The only exception was Detroit Salt Company who defaulted in 2000/2001; they may no longer bid this contract. This year, the state contract for road salt was awarded to North American Salt Company of Overland Park, Kansas (formerly IMC Salt - last year's supplier). As in the past, deliveries are guaranteed not to exceed seven calendar days from time of order to actual delivery. The rate is $31.96 per ton, delivered - same rate as last year. We anticipate that we will use approximately 4,000 tons of salt this winter. Below is a chart of salt costs, usage and total dollars expended for the past three years, plus the number of times crews actually applied salt or plowed the village streets. Snow Season IDOT Supplier Cost/Ton Tons Purchased Total Expended Salting Plowing 1999~2000 Cargill $26.72 3818 $102,016.96 23 6 2000/2001 Detroit Salt $25.61 5,100 $130,611.00 33 22 2001/2002 IMC Salt $31.96 2,793 $ 89,264.28 18 7 2002~2003 North American $31.96 Est. 4,000 tons $127,840.00 Salt X:\files\fronto ff~streets~stsalt2002 002/2003 ROAD SALT CONTRACT September 26, 2002 Page 2 RECOMMENDATION It is my recommendation that the Village participate in the State of Illinois Joint Purchasing Program for road salt during the 2002/2003-winter season. Funding for this proposed contract will come from account number 0505105-570540 ($7,358 - funds remaining in the 2002 budget), in addition, funds have also been requested in the 2003 proposed budget: $112,520 account number 0505105-570540, and $11,725 in account number 0015108- 570540. The total funds available for the 2002/2003 winter season are $131,603. With your concurrence, please forward this to the Village Board for their approval. Glen R. Andl~r pb X:\files\frontoff~streets\stsalt2002