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HomeMy WebLinkAbout6. Village Manager's Report 03/19/2013Mount 1 ?� TO: FROM: DATE: Mount Prospect Public Works Department \ mo AA I A LYM4110UMFOR u VILLAGE MANAGER MICHAEL E. JANONIS PROJECT ENGINEER MARCH 5, 2013 SUBJECT: 2013 STREET RESURFACING CONTRACT AWARD - $2,489,304.15 Background The goal of the Village's Street Resurfacing Program is to maintain an average 20 -year life for all Village streets. This requires that 6.8 miles of Village streets are resurfaced on a yearly basis. However, due to the continued decline in street improvement funds and MFT funds, this year's program was reduced from 6.8 miles to approximately 5.3 miles. Again this year we also combined both the MFT funded program and the Village Street Improvement funded program into one project in order to secure an early and more favorable bid. Bids Results A notice to bidders was published in a local newspaper. Since this project uses MFT funds it was also published in the IDOT construction bulletin. On February 25th, at 1:00 PM. sealed bids for the 2013 Street Resurfacing Program were publicly opened and read aloud. Five general contractors picked up the bid documents and three contractors submitted bids. The bids ranged from a low of $2,253,322.00 by Arrow Road Construction Company, to a high of $2,783,403.10 by Johnson Paving. The Engineer's estimate for the project is $2,409,726.00. Below is a summary of the bids. Bidders Total Bid Arrow Road Construction Co. $2,253,322.00 A Lamp Concrete Contractors, Inc $2,470,220.50 Johnson Paving Co. $2,783,403.10 Engineer's Estimate $2,409,72600 PAGE 2 2013 STREET RESURFACING CONTRACT AWARD MARCH 5, 2013 Discussion All bidders submitted IDOT Local Agency Bid Bonds in the amount of 5% of their total bids as required by the Bid Documents. All bids were checked for accuracy. All bidders correctly signed their bids and bid bonds. The low bidder, Arrow Road Construction Co. has previously completed street improvements for the Village which included the 2011 and 2012 Street Resurfacing Programs. Arrow Road's work was acceptable. The Village budget limit for this project is $2,489,304.15. This year's bid unit prices are less than what I anticipated in preparing my estimate and the low bid of Arrow Road is less than the amount budgeted. Therefore, I recommend that we take advantage of the lower than anticipated unit prices and add additional work up to the budgeted amount of $2,489,304.15. Recommendation I recommend that the low bidder, Arrow Road Construction Co. be awarded the contract for the 2013 Street Resurfacing Program in the amount not to exceed $2,489,304.15. There are sufficient funds in the 2013 Budget to cover this proposed contract. Joel Michalik I concur with the above Public Works Director Sean P. Dorsey Mount Prospect Public Works Department ' INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: STREET & BUILDING SUPERINTENDENT DATE: MARCH 12, 2013 SUBJ: BID RESULTS FOR HVAC AND UNDERLYING ROOF REPLACEMENT AT THE POLICE & FIRE HEADQUARTERS BUILDING ($510,000) BACKGROUND Presently eight (8) roof top units are installed at the Public Safety building. The eight (8) units are the original units installed when the building was constructed in 1994. The units have proven problematic with numerous condenser replacements required due to frequent overheating. Currently four (4) of the units are installed in close proximity to the parapet walls, which does not allow for the proper airflow causing the units to overheat. During the summer staff has frequently resorted to using sprinklers positioned on the roof to cool the HVAC units. The typical expected useful life for the units is 20 years. Previously, the Village secured the consulting services of Hutchinson Design Group, Ltd. (Hutchinson) of Barrington, Illinois to provide technical guidance for this project. Hutchinson's services included recommendations, bid preparation, evaluation of bid proposals, and construction inspection services. As part of Hutchinson's services, an inspection of the existing HVAC units and underlying roof was performed. The recommendation of the inspection was to change the orientation of four units; facilitating proper airflow. The increased air flow will allow for the new units to function more efficiently thereby reducing maintenance costs and extending the life of the units. In addition, the removal and new orientation of the HVAC units requires the underlying roof be replaced. The existing underlying roof is the original roof installed in 1994 and has an expected useful life of 20 years. The new HVAC units will have the same capacity as the existing units (12 -1/2 tons) which should effectively handle the cooling needs of the building. However, the new units will be much more energy efficient. The EPDM roofing system (flat roof) will carry a thirty (30) year No Monetary Limit Roof System warranty with 72 MPH wind and hail coverage. BED RESULTS Ten (10) invitational bids were mailed and a notice was published in the local newspaper. A mandatory pre -bid meeting to explain the scope of the contract was held on March 4, 2013; representatives from 11 firms attended. Sealed bids were publicly opened at 1:00 P.M. on March 11, 2012. Three (3) bids were received, and the results are as follows: Page 2 of 2 Bid Results for HVAC and Underlying Roof Replacement at Police & Fire HQ Building ($510,000) March 12, 2013 Air Con Refrigeration $491,000 Sullivan Roofing Inc. $520,000 F.E. Moran, Inc. $526,000 DISCUSSION The low cost proposal was submitted by Air Con Refrigeration and Heating (Air Con) of Waukegan, Illinois. Hutchinson has completed a review of Air Con's proposal and has determined that Air Con meets the requirements of the bid specifications. Air Con has successfully completed projects of similar size and scope. In addition, Hutchinson has worked with Air Con on a number of occasions and has found Air Con's work to be of exceptional quality. The submitted proposal is in line with the original engineer's estimate of $489,500. Staff recommends including a $19,000 contingency fee in the award of this project. This contingency would be reserved for solutions to unanticipated conflicts that arise during the removal and installation of the new roofing and 14VAC systems. In this instance, the total recommended award would be bid price of $491,000 and a contingency of $19,000 for a total award not to exceed $5.10,000. RECOMMENDATION I recommend accept the lowest cost bid for the HVAC and Underlying Roof Replacement Project as submitted by Air Con Refrigeration and Heating of Waukegan, Illinois in an amount not to exceed $510,000. Sufficient funds are available in the 2013 budget. Paul Bures Superintendent of Streets & Buildings cc: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib file Director of Public Works Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: MARCH 11, 2013 SUBJ: SEALED BID RESULTS FOR ASPHALT RESTORATION CONTRACT ($65,000) BACKGROUND This contract provides for asphalt restoration following emergency repairs on Village -owned and privately -owned water and sewer lines installed in Village rights of way. Asphalt restoration of driveways and streets is necessary throughout the year following water main breaks, service leaks and sewer repairs. This contract facilitates monthly asphalt repairs, thus reducing the time our residents are waiting for restoration. This contract is a two (2) -year agreement including the years 2013 and 2014. It also includes an optional third year (2015) for the same prices if both parties agree. BID RESULTS Sealed bids were publicly opened at 1:00 P.M. on March 4, 2013 for an asphalt restoration contract. Bid prices were based on estimated quantities. Nine (9) invitational bids were mailed, and a bid notice was placed in the local paper. Three (3) bids were received and the results are as follows: Contractor Bid Price Allstar Asphalt $39,800 Quality Blacktop, Inc. $65,000 Chicago Land Paving Contractors, Inc. $99,800 DISCUSSION The apparent low bidder Allstar Asphalt, Inc., did not meet the terms specified in the bid documents. Specifically, they failed to provide any work experience references. The contract Page 2 of 2 Sealed Bid Results for Asphalt Restoration Contract ($65,000) March 11, 2013 documents required three (3) references on projects of similar scope and scale to verify their experience and assess overall ability to complete the work contemplated in this proposed contract. Therefore, I recommend that their bid be considered non - responsive. Director of Public Works The second low bidder, Quality Blacktop Inc., met all required terms specified in the bid documents. Also, the three (3) references submitted were checked and all were favorable. Quality Blacktop has previously been awarded this contract and has performed satisfactorily. The unit costs submitted by Quality Blacktop are within 10% of the unit prices received for the 2010 asphalt restoration contract. The 2010 asphalt restoration contract had a two (2) — year term and was extended for an optional third year. There were no price increases throughout the entire term of the contract (2010, 2011, and 2012). It is the opinion of staff that Quality Blacktop's price increase is reasonable and can be largely explained by increases in oil, asphalt, labor, and other costs that have impacted the pavement maintenance industry since 2010. Additionally, it is relevant to note that the current proposed two (2) — year contract (with optional third -year extension) also contains no provisions for price increases. RECOMMENDATION I recommend the Village Board award a two (2) - year contract with an option for a third year to the lowest qualified bidder, Quality Blacktop, Inc. The first year would be in an amount not to exceed $65,000. Sufficient funds for this proposed expenditure exist in the current budget. Subsequent awards would be in amounts appropriated in the 2014 and 2015 budgets. Paul Bures Superintendent of Streets & Buildings I concur: Sea orsey c: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib File Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: JASON LEIB, DEPUTY PUBLIC WORKS DIRECTOR SUBJECT: REQUEST TO PURCHASE REPLACEMENT FURNITURE FOR ENGINEERING DIVISION DATE: MARCH 12, 2013 Background The Public Works Department is requesting Village Board approval to purchase replacement furniture for the Engineering Division to include ten work spaces. The furniture will be purchased from Business Office Systems (BOS), of Carol Stream, through the U.S. Communities Government Purchasing Alliance, in an amount not to exceed $60,016.89. The Engineering Division presently has work spaces for ten employees including two private offices and eight cubicles. The current furniture is a mixture of furniture purchased in 1988, when the building was constructed, and in 1994 when the Engineering staff was relocated from Village Hall to Public Works. The furniture has served its purpose very well for 20 -25 years; however, the furniture has become extremely worn and does not best meet the needs of the current work force. The current furniture was designed during a point in time when users required large amounts of space for a large computer and monitor. In addition, personnel required large volumes of storage for books and paper. In the last twenty years the needs of the work force have significantly changed with most using laptops, additional mobile devices, and a majority of processes being completed electronically reducing the requirement for book and file storage. Discussion To assist the department in creating an efficient office layout, maximize the space, and make furniture recommendations, the department retained the services of EWS Consultants (EWS). EWS is a firm specializing in office layout and furniture and has worked extensively in the municipal environment. EWS has previously worked with the Village on a number of projects including the EOC, Fire Station 14 and the Community Connections Center. After a lengthy process of creating a new layout that provides a more open work environment and provides better use of the space staff determined that Haworth furniture best met the needs of the Engineering personnel and office space. The department has purchased Haworth furniture in the past for projects including the EOC, Fire Station 14 and the Community Connections Center. The furniture has performed very well and has met the expectations of staff. The proposed furniture, if approved, would be purchased through the U.S. Communities Government Purchasing Alliance (U.S. Communities), with BOS as the authorized dealer and installer. U.S. Communities is a government purchasing cooperative that combines the purchasing power of approximately 90,000 public agencies across the country to reduce the overall costs. U.S. Communities provides procurement resources to state and local governments, schools and non - profit organizations, which include a wide range of competitively solicited contracts. U.S. Communities joint purchasing agreement satisfies the Village's public bidding requirements. The Village Code specifically provides that competitive bidding is not required when the village, pursuant to its home rule powers, enters into a joint purchasing contract for materials, supplies, or equipment with another entity which has conducted competitive bidding for those materials, supplies or equipment. The Village is a current member and has previously purchased furniture for Fire Administration (2012) and Police Investigations (2012) using U.S. Communities. Recommendation Based on the current and future needs of the Public Works Engineering Division, staff is recommending the purchase of Haworth furniture from Business Office Systems through the U.S. Communities Government Purchasing Alliance. The total cost for procurement and installation will not exceed $60,016.89. Sufficient funds for this proposed expenditure exist in the current budget. Jason H. Leib / Deputy Director Mount Prospect Public Works Department N / INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJ: Background VILLAGE MANAGER MICHAEL E. JANONIS WATER & SEWER SUPERINTENDENT MARCH 13, 2013 BID RESULTS FOR WATER METERS ($57,425) The Village of Mount Prospect operates a water distribution system that includes over 11,000 metered accounts. Staff follows the guidelines of the American Water Works Association (AWWA) which recommends the replacement of most single - family home water meters (5/8" and I on a 15 year cycle. Presently, the Public Works Department replaces 700 to 800 meters each year as part of our continuous water meter replacement program. Staff prepared a bid specification for the quantity of meters that are planned for replacement in 2013 plus a nominal meter reserve for new installations and emergency water meter changes. The specifications required all vendors to meet or exceed AWWA cold water meter standards. There were also required to provide an encoded (absolute digital encoder — ADE) register head reading in gallons that will accommodate the Village's forthcoming automated meter reading (AMR) system. The bid request asked vendors to provide pricing on 750- 5/8" and 100 - 1" cold water meters. The bid also asked that the vendor hold their pricing for a minimum of 180 days. Bid Results Bid documents were sent to six (6) firms and a bid notice was published in a local paper. Bids were received on March 4, 2013, opened, and read aloud as required. Three (3) vendors declined to bid and submitted the "No Bid" survey sheet. One vendor did not respond. The following two (2) firms submitted bids: SUPPLIER 5/8 EA TER METER EA. TOTAL BID Badger Meter, Brown Deer, Wisconsin $61.50 ea $113.00 $ 57,425 Zenner Meters, Addison Texas $60.78 ea $123.90 $57,975 Water Products Inc, Aurora, Illinois No Bid Water Resources, Elgin, Illinois No Bid Mid American Water, Wauconda, Illinois No Bid HBK Meter Products, Palatine, Illinois No Bid Page 2 of 2 Bid Results for Water Meters ($57,425) March 13, 2013 Discussion Both bidders submitted pricing for low lead/ no- lead brass meters in compliance with recent EPA reduced lead requirements. All bids were checked to ensure that the supplier was providing product in accordance with the specifications. Both bidders complied with all bid specifications. Also, both bidders stipulated that they would honor their unit prices for a period of one hundred - eighty (180) days. The apparent lowest cost bid was submitted by Badger Meter of Brown Deer, Wisconsin (Badger). After bid letting, staff learned of a major industry change that apparently affected the number of bidders. Specifically, Elster AMCO Meter Company, part of the German conglomerate Elster Group SE, has withdrawn their line of meters from the United States market. This action has effectively precluded three (3) local dealers — Water Products, Mid American Water and Water Resources, from offering a competitive product this year. As a consequence, interest in this bid is lower than previous years. Nevertheless, the bid results appear competitive. Badger's current price for a 5/8" meter is the same as last year's cost (no increase) and their cost for a 1" meter has been reduced to $113 from last year's cost of $135. Additionally, Badger has been the Village's water meter supplier in previous years and is considered a reliable, responsive, and satisfactory water meter supplier. Recommendation I recommend that the Village Board accept the lowest, responsible bid for the purchase for Cold- water meters as submitted by Badger Meter Company of Brown Deer, Wisconsin in an amount not to exceed $57,425. Sufficient funds for this procurement exist in the current budget. Matt Overeem, Superintendent I concur. n P. Dorsey Director of Public Works cc: Director of Public works Sean P. Dorsey bid file Mount Prospect Public Works Department t INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: MARCH 11, 2013 SUBJECT: SEALED BID RESULTS FOR CONCRETE RESTORATION CONTRACT ($45,235) BACKGROUND This contract provides for concrete restoration following emergency repairs on Village -owned and privately -owned water and sewer lines installed in Village rights of way. Concrete restoration of driveways, curbs, and sidewalks is necessary throughout the year following emergency repair excavations. This contract provides for monthly services, thus reducing the time our residents are waiting for restoration. The contract is for a 2 -year agreement including the years 2013 and 2014. It also includes an optional third year (2015) for the same prices if both parties agree. BID RESULTS Sealed bids were publicly opened at 1:00 P.M. on March 4, 2013 for a proposed concrete restoration contract. Bid prices were based on estimated quantities. Nine (9) invitational bids were mailed, and a bid notice was placed in the local paper. Nine (9) bids were received, and the results are as follows: Bidder Bid Price Whiteline Construction, Inc. $23.675.00 Globe Construction $24,300.00 Strada Construction Co. $31,450.00 Mondi Construction, Co. $46,000.00 Concrete Etc. $46,070.00 A Lamp Concrete Contractors Inc. $49,500.00 Copenhaver Construction $50,300.00 D' Land Construction L.L.C. $65,000.00 Schroeder & Schroeder Inc. $69,000.00 Page 2 of 2 Sealed Bid Results for Concrete Restoration Contract ($45,235) March 11, 2013 DISCUSSION The apparent low bidder Whiteline Construction, Inc., did not meet the terms specified in the bid documents. Specifically, they failed to provide any work experience references. The contract documents required three (3) references on projects of similar scope and scale to verify their experience and assess overall ability complete work contemplated in this proposed contract. Therefore, I recommend that their bid be considered non - responsive. In addition, D' Land Construction L.L.C. and Schroeder & Schroeder Inc. also failed to provide required references with their bids. Consequently, I also recommend that these bids be considered non - responsive. The second low bidder Globe Construction has never worked for the Village before but they supplied us with adequate references. All references were contacted and said that Globe Construction completed their contracts performing satisfactorily and that they would hire them again. Because the bid is based on estimated quantities, I am requesting approval to adjust the quantities up to the budgeted funding level $45,235. RECOMMENDATION I recommend the Village Board award a two (2) - year contract with an option for a third year to the lowest qualified bidder, Globe Construction. Year one would be in an amount not to exceed $45,235. Years two and three would be in amounts not to exceed appropriations in the 2014 and 2015 budgets. � Paul Bures Superintendent of Streets & Buildings I concur: Sean P. Dorsey Director of Public Works c: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib File [ount Prospect ?/ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TM Crn USA TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY /GROUNDS SUPERINTENDENT DATE: MARCH 13, 2013 SUBJECT: BID RESULTS — EAB INSECTICIDE TREATMENT - $36,000 BACKGROUND On February 25, 2013, sealed bids were opened for contractual treatment of selected parkway Ash trees in attempt to prevent their infestation by the Emerald Ash Borer. As authorized by the Village Board in 2009, we have been treating these trees annually with the hope that we will be able to preserve a small population of high quality Ash trees in our parkways. Previously, we have treated all these trees with a product called Imidacloprid which must be applied each year. In 2012 we started transitioning to a program in which all the trees will eventually be treated every two years with a product called Tree -age. The specifications asked for prices for Tree -age treatments as our Base Bid. However, just in case bid prices were unexpectedly high, we also asked for an Alternate Bid for Xytect (an Imidacloprid product). Finally, we included a provision which will allow us to extend the contract for a second year at the same bid prices, if both the contractor and Village agree. BID RESULTS Fourteen invitational bids were mailed and a notice was published in a local newspaper. Six bids were received. The bid results were as follows: Contractor TruGreen Kinnucan Landscape Concepts Management Nels Johnson Tree Experts Kramer Tree Specialist Winkler's Tree and Landscaping BASE BID Tree -age Unit price per DBH inch $4.87 $5.80 $5.90 $8.88 $11.50 no bid ALTERNATE BID 2 yZect (Imidacloprid) Unit price per DBH inch $1.55 $1.55 $1.10 $2.55 $2.10 $1.33 BID DISCUSSION In 2012, the trees being treated were broken into two groups. Group A consisted of trees 7" — 15" in diameter and these were treated with Imidacloprid. Group B consisted of trees 16" in diameter and larger and they were treated in 2012 for the first time with Tree -age. We propose in 2013 to H:\ Forestry \W0RD\2013\MEM0-EAB INSECTICIDE BID.doc Page 2 of 2 Bid Results — EAB Insecticide Treatment - $36,000 March 13, 2013 treat only the trees in Group A, with Tree -age. This product is believed by many to be the most effective treatment for killing EAB larvae, and the unit price for treatment is reasonable. The bid specifications identified 483 trees in Group A, totaling approximately 5,869 diameter inches. We will soon re- measure all trees needing treatment. Based on last year's measurements, we expect that all the trees in Group A will be able to be treated in 2013 with Tree -age by the low bidder, TruGreen. It should be noted that TruGreen has worked satisfactorily for us in the past. They have performed multiple fertilization and pesticide application contracts, including our 2009, 2010, 2011 and 2012 EAB Insecticide Treatment contracts. (2011 and 2012 treatments were done jointly with Winkler's Tree Service. TruGreen also treated the trees in Group B with Tree -age in 2012.) BID RECOMMENDATION There are funds available for this contract in the 2013 Budget. I recommend award of a possible two -year contract for Tree -age treatment to the low bidder, TruGreen, in an amount not to exceed $36,000. If year one is successful, and a contract extension is agreed to by the Village and the contractor, year two would be in an amount not to exceed whatever is appropriated for this purpose in the 2014 budget. Sandy Clark HAFORESTRY\WORD\2013\MEMO -EAB INSECTICIDE BID.DOC prt>spw 1 1 ?� Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DIRECTOR OF PUBLIC WORKS RE: RFP RESULTS FOR THE PURCHASE OF ELECTRICITY DATE: MARCH 13, 2013 Background Public Works routinely purchases electricity for water /sewer pumping as well as streetlighting and miscellaneous use. Since the commercial electricity market was deregulated several years ago, the Village has been requesting pricing from electricity suppliers utilizing a request for proposals (RFP) process. Our current agreement is with Exelon. It is set to expire in December 2013. In anticipation of the upcoming expiration of this agreement, and recognizing recent low prices available in the marketplace, staff prepared an RFP to secure an electricity supply for a term commencing in December 2013. We requested pricing for either a two (2) year term or a three (3) year term. RFP Results On March 5, 2013, staff distributed the RFP to ten (10) vendors. Proposals were due on March 8, 2013. Four (4) vendors responded: The lowest pricing is from Exelon /Constellation Energy for a two (2) year term. Their proposed rate is lower than the existing rate paid for utility pumping and streetlighting. Currently, the Village pays 4.497 cents per for pumping and streetlighting electricity. The proposed rate, 4.051 cents per kWhr, promises 0.446 cents per kWhr savings. The above figures are an all -in fixed rate at $ per kilowatt hour (kWhr) for electricity. In addition to the above rates, Commonwealth Edison will charge an additional fee per kWhr for delivery services to cover local transmission and distribution costs. Page 2 of 2 RFP Results for the Purchase of Electricity March 13, 2013 Exelon /Constellation Energy's proposed new rate (4.051 cents /kWhr) is also lower than the Village's municipal aggregation rate (4.65 cents per kWhr). Due to the volatile nature of the electricity market, most supplier price tenders are valid for a very short period of time. In this instance, Exelon /Constellation Energy's offer stipulated acceptance within one (1) business day. To provide a mechanism for managing this market idiosyncrasy, the Village Board adopted a resolution in May 2010 authorizing the Village Manager to enter into one or several contractual agreements to supply electrical energy for the Village's municipal operations (Resolution No. 25 -10). Therefore, the Village Manager was asked to execute an acceptance of the Exelon /Constellation Energy proposal on March 11, 2013. This action is consistent with the provisions of Resolution 25 -10. Recommendation This memorandum is submitted for informational purposes only. No further action is required of the Village Board.