HomeMy WebLinkAbout6. Village Manager's Report 06/18/2013Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: DIRECTOR OF PUBLIC WORKS
DATE: JUNE 13, 2013
SUBJ: BID RESULTS FOR 2013 STORMWATER IMPROVEMENTS PHASE 1
($1,804,518.37)
Background
On July 23, 2011, the Village endured a record - setting rainfall event that resulted in widespread
flooding. On August 16, 2011, the Village Board commissioned Burns & McDonnell Consulting
Engineers of Downers Grove, Illinois, to analyze the causes of flooding and present their findings in
a comprehensive flood study report. Burns & McDonnell was also asked to identify cost - effective
recommendations to mitigate defined and recurrent flooding problems.
Burns & McDonnell's report was presented to the Village Board at the March 13, 2012 Committee of
the Whole meeting. Its findings and recommendations were subsequently discussed at the April 10,
2012 Committee of the Whole meeting, May 22, 2012 Committee of the Whole meeting, and
September 11, 2012 Committee of the Whole meeting.
Additional discussion, emphasizing funding for the report's recommendations, was also facilitated at
Finance Commission meetings held on May 23, 2012, July 23, 2012, and July 26, 2012.
On December 4, 2012, the Village Board authorized issuance of $2.5 million in general obligation
debt to facilitate the design and construction of specified Village -owned sewer system improvements
recommended in the Burns & McDonnell flood study report. These improvements included the
Hatlen Heights Stormwater Improvements, Hatlen Heights Sanitary Improvements, Lonnquist
Stormwater Improvements, Lonnquist Combined Sewer Improvements, Lawrence Lane Stormwater
Improvements, and the Golfview Estates Stormwater Improvements.
On December 18, 2012, the Village Board awarded a design engineering contract to Burns &
McDonnell for the preparation of plans, specifications, and bid documents necessary to construct
the Hatlen Heights Stormwater Improvements, Hatlen Heights Sanitary Improvements, Lonnquist
Stormwater Improvements, Lonnquist Combined Sewer Improvements, and the Lawrence Lane
Stormwater Improvements. Collectively, this group of projects has been designated the 2013
Stormwater Improvements Phase 1(the Phase 1 projects).
Page 2 of 3
Bid Results for 2013 Stormwater Improvements Phase 1
June 13, 2013
The Phase 1 projects are presently slated to start construction in July 2013, reach substantial
completion in October 2013, and reach final completion in November 2013.
Please note that the Phase 1 projects exclude the Golfview Estates Stormwater Improvements.
Staff has elected to design, bid, and supervise the construction of this work utilizing in -house
resources. This project is presently out to bid. Staff anticipates presenting an award
recommendation at a July Village Board meeting.
Bid Results
Sealed bids were opened at 1:00 PM on Monday, June 3, 2013 for the construction of the Phase 1
improvements. Bids were let in April 2013. Seven contractors were sent invitational notices and
public notice was placed in a local newspaper as required by the Village purchasing policy. A
mandatory pre -bid meeting was held at the Mount Prospect Public Works Facility on May 21, 2013.
17 contractors attended the pre -bid meeting. Seven bids were received. The results are as follows:
Bidder Bid
MARTAM CONSTRUCTION $1,754,518.37
J.S. RIEMER $2,058,103.00
COPENHAVER CONSTRUCTION $2,204,145.00
CONCEPT PLUMBING $2,435,472.10
BERGER EXCAVATING CONTRACTORS, INC $2,481,022.55
MQ CONSTRUCTION CO. $2,684,158.50
MANEVAL CONSTRUCTION $2,896,851.57
Discussion
All bids received were properly submitted and included necessary bid sureties. All bid forms were
properly signed. All bidders attended the mandatory pre -bid conference.
The apparent lowest cost bid was submitted by Martam Construction Company of Elgin, Illinois.
Martam has completed a wide range of construction projects for the Village of Mount Prospect.
Their work history with the Village commenced in the 1970s and has included sewer construction,
water main construction, streambank stabilization, road reconstruction, bridge replacement, parking
deck repair work, and emergency flood- fighting assistance. All of their work has been acceptable.
Staff recommends including a $50,000 contingency in the contract award to facilitate resolution of
unforeseen circumstances and quantity variances. The total recommended award for this contract is
$1,804,518.37 ($1,754,518.37 + $50,000 = $1,804,518.37).
Page 3 of 3
Bid Results for 2013 Stormwater Improvements Phase 1
June 13, 2013
Recommendation
I recommend accepting the lowest cost bid for the 2013 Stormwater Improvements Project as
submitted by Martam Construction Company of Elgin, Illinois in an amount not to exceed
$1,804,518.37. Sufficient funds for this proposed expenditure exist in the current budget.
Sean P. Dorsey
Mount Prospect Public Works Department
t INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: DIRECTOR OF PUBLIC WORKS
DATE: JUNE 13, 2013
SUBJ: ACCEPT PROPOSAL FOR 2013 STORMWATER IMPROVEMENTS
CONSTRUCTION ENGINEERING SERVICES ($136,000)
Background
On August 16, 2011, the Village Board commissioned Burns & McDonnell Consulting Engineers of
Downers Grove, Illinois, to analyze the causes of flooding associated with a severe weather event
that occurred on July 23, 2011. Burns & McDonnell was also asked to identify cost - effective
recommendations to mitigate defined and recurrent flooding problems.
Burns & McDonnell's report was presented to the Village Board at the March 13, 2012 Committee of
the Whole meeting. Their findings and recommendations were subsequently discussed at several
public meetings throughout 2012.
On December 4, 2012, the Village Board authorized issuance of $2.5 million in general obligation
debt to facilitate the design and construction of specified Village -owned sewer system improvements
recommended in the Burns & McDonnell flood study report.
On December 18, 2012, the Village Board awarded a design engineering contract to Burns &
McDonnell for the preparation of plans, specifications, and bid documents necessary to construct
the Hatlen Heights Stormwater Improvements, Hatlen Heights Sanitary Improvements, Lonnquist
Stormwater Improvements, Lonnquist Combined Sewer Improvements, and the Lawrence Lane
Stormwater Improvements. These projects are presently scheduled for construction during summer
2013.
Staff has asked Burns & McDonnell to submit a proposal to provide construction engineering and
inspection services for the aforementioned projects.
Proposal
Burns & McDonnell has submitted a proposal to provide specified full -time construction engineering
and contract administration services for a not -to- exceed fee of $136,000. Attachment A details the
services included in the scope of work rendered for this fee.
Page 2 of 2
Accept Proposal for 2013 Stormwater Improvements Construction Engineering Services ($136,000)
June 13, 2013
Discussion
The fee requested by Burns & McDonnell represents approximately 7 -1/2% of the projected
construction costs ($1,804,518.37). It has been our experience that costs for full -time construction
engineering work typically range between 8 % -12% of construction costs. By comparison, Burns &
McDonnell's fee request seems reasonable and competitive.
Additionally, staff asked Burns & McDonnell to assign a senior level construction representative
(inspector) and a senior level construction engineer. Due to the high public profile of the
construction work, and the fact much of the work is sited in residential neighborhood near private
homes, staff feels that ample construction engineering experience and expertise is necessary to
successfully complete the project.
Finally, it is the opinion of staff that Burns & McDonnell is uniquely qualified to supervise the
construction of this project. As noted previously, Burns & McDonnell was extensively and intimately
involved in the public meetings, flooding study, and design work associated with this project. As a
consequence, we believe that they have a greater vested interest in the success of the project than
perhaps any other engineering firm.
Recommendation
I recommend accepting the proposal from Burns & McDonnell Consulting Engineers of Downers
Grove, Illinois for specified construction engineering services associated with the 2013 Stormwater
Improvements Project in an amount not to exceed $136,000. Sufficient funds for this proposed
expenditure exist in the current budget.
P. Dorsey
ATTACHMENT "A"
CONSTRUCTION ADMINISTRATION
AND
CONSTRUCTION ENGINEERING ACTIVITIES
A. CONSTRUCTION ADMINISTRATION
General The Construction Administrator will serve as the Village of Mount Prospect's
representative for the entire construction project as assigned by the Village. As such he
will function as an extension of the Village's staff and be responsible for overall
implementation and management of the project. The Construction Administrator will
provide all Level 1 management services. These services are defined as all management
functions and requirements over and above the daily routine project requirements. They
will include implementation of Village policies, program administration, coordination
and monitoring of consultants and contractors providing overall management control
and direction to insure completion of the construction project in accordance with the
Village's objectives of cost, time and quality. The Construction Administrator will
work closely with and report to the Director of Public Works or his designee.
2. Specific Duties and Responsibilities
a. Project Control
Establish and maintain lines of communication, authority, and procedures for
coordination among the Village, Director, Design Engineer, Contractors, and
Construction Engineer as needed to carry out the project construction
requirements.
b. Additional Services
When required, identifies the need for, and assists the Village in selecting and
retaining professional services of a surveyor, testing laboratories and other special
consultants, and coordinates these services during their performance.
c. Contract Requirements
Administrates and monitors for the Director, contractors and other project
consultants, the contractual requirements for items such as insurance, bonds, and
general conformance with governmental regulations, including minority
compliance.
d. Construction Monitoring
Monitors the work of contractors and construction engineer to insure adequate
quality control of the construction work and compliance with the design drawings,
specifications and other required regulations.
Page 1 of 6
e. Scheduling
Works with the contractor and Construction Engineer to insure that a workable
construction schedule is developed and agreed to by all parties. Provide for
continuous monitoring of the schedule as construction progresses. Identify potential
variances between scheduled and probable completion dates. Review schedule for
work not started or incomplete and recommend to the Director, Construction
Engineer and contractors, adjustments in the schedule to meet the probable
competition date. Provide summary reports of each monitoring and document all
changes in schedule.
Together with the Construction Engineer determine the adequacy of the contractor's
personnel and equipment and the availability of materials and supplies to meet the
schedule. Recommend courses of action to the Director when requirements of a
contract are not being met.
f. Administration
Handle all project administrative correspondence including preparation of all
written documents and correspondence requiring the Village's and Director's
signature and authorization. Maintain a file on all project correspondence and
records to include daily construction reports prepared by the Design Engineer's
field Construction Engineer.
g. Contractor's Payment
Review and process for payment, through the Director, all applications by
contractors and design consultants for progress and final payments.
i. Change Orders
Recommend necessary or desirable changes to the Director and the Design
Engineer, review requests for changes, and handle all administrative aspects to
include contractor negotiations, formal preparation and submission with
recommendation to the Director.
j. Cost Control
Monitors all project costs and revises and refines the initially approved changes as
they occur, and develop cash flow reports and forecasts as needed.
k. Job Meetings
Conduct periodic (biweekly in general) progress meetings with all associated
parties to review construction progress, procedures, scheduling, design
interpretation, problem areas and overall coordination.
Page 2 of 6
1. Reports
Provide a timely weekly status reporting system to keep the Village abreast of all
aspects of the project which will: a) emphasize problem areas to the Director on a
by- exception basis; and b) present solutions for the problems which will enable
management to make decisions on a go- or -no -go basis.
m. Public Information
Provides advance and current information to the public as necessary and
appropriate. Works with citizens directly impacted by contractor to protect
citizen's interests.
n. Final Completion
Together with the Design Engineer and Construction Engineer conduct and
develop a pre -final inspection and develop a pre -final punchlist for the contractor.
Upon competition of the pre -final punchlist notify the Director that a final
inspection is in order. Attend the final inspection with the Village and contractors.
Advise the Director when all punchlist work resulting from the final inspection
has been completed. Recommend, prepare, and process all final pay estimates
through the Director.
o. As -built Drawings
Review as -built drawings prepared by the Design Engineer to insure adequate
information has been given to facilitate on -going maintenance work by the
Village.
B. CONSTRUCTION ENGINEER
General The Design Engineer may serve as the Village's on -site construction
representative for the construction project as the Construction Engineer. He will be
responsible for the general control and field inspection of the construction project and
will provide all Level 2 management services. These services are defined as all
management functions required for day to day control of the project. They will include
field inspection, design interpretation, contract administration and general coordination
and control of the day to day construction activities of the contractor to insure timely
completion and quality construction in strict compliance with contract drawings and
specifications. The Construction Engineer will work closely with and report to the
Construction Administrator.
Page 3 of 6
2. Specific Duties and Responsibilities
a. Liaison and Contract Control:
Assist the contractors in understanding the intent of the contract documents. Serve
as the Village's representative with the contractors working principally through
the contractor's project engineer and on -site superintendent. Serve as the Village's
liaison with other local agencies, utility companies, state agencies, businesses, etc.
keeping them advised of day to day activities.
b. Review of Work, Rejection of Defective Work, Inspection and Testing
1) Conduct on -site observations of the work in progress to determine that the
project is proceeding in accordance with the contract documents and that
completed work will conform to the requirements of the contract documents.
2) Instruct contractor to correct any work believed to be unsatisfactory, faulty or
defective or does not conform to the requirements of the contract documents, or
does not meet the requirements of any inspections, tests or approval required to be
made; and advise Construction Administrator of action taken and if any special
testing or inspection will be required.
3) Verify that tests are conducted as required by the contract documents and in
presence of the required personnel, and that contractors maintain adequate record
thereof; observe, record and report to Construction Administrator appropriate
details relative to the test procedures.
4) Perform or cause to have performed as applicable, all required field tests such as
concrete tests, soil compaction tests and insure such tests are made by as may be
specified. Analyze the results of all field and laboratory tests to determine the
suitability of materials tested.
5) Accompany visiting inspectors representing public or other agencies having
jurisdiction over the project, record the outcome of these inspections and report to
Construction Administrator.
Contractors Suggestions and Requests
Consider and evaluate suggestions and requests for modifications in drawings
and specifications which may be submitted by the contractor and make
recommendations to the Construction Administrator with any time and cost
implications for final decision.
Page 4 of 6
d. Schedules
Review construction schedule and schedule of values prepared by the contractor.
Be alert to the construction schedule and to the conditions which may cause
delay in completion and report same to the contractor and the Construction
Administrator in sufficient time to make adjustments.
e. Conferences
1) Attend periodic progress meetings scheduled by the Construction Administrator
with all associated parties to review the overall project status and problems.
f. Contract Administration and Records
1) Handle all day to day contract administration and associated correspondence in
accordance with the established procedures.
2) Maintain at the job site orderly files for correspondence, reports of job
conferences, reproductions of original contract documents including all addenda,
change orders, field orders, additional drawings issued subsequent to the
execution of the contract documents, progress reports, and other project related
documents.
3) Keep a diary or log book, recording contractor's hours on the job site, weather
conditions, data relative to questions of extras or deductions, list of visiting
officials, daily activities, decisions, observations in general and specific
observations in more detail as in the case of observing test procedures.
4) Record names, addresses and telephone numbers of all contractors, sub-
contractors and major suppliers of equipment and materials.
g. Reports
Furnish Construction Administrator written reports as required of progress of the
work and contractor's compliance with the approved progress schedule.
Contractors Payment Requisition
Review applications for payment with contractor for compliance with the
established procedure for their submission and forward them with
recommendations to Construction Administrator, noting particularly their relation
to the schedule of values, work completed and materials and equipment delivered
to the site.
Page 5 of 6
j. Governmental Policies
Review contractor EEO policies and other governmental mandated programs to
insure contractor compliance with the governing regulations.
k. Change Orders
Perform initial evaluation of change orders and submit same to Construction
Administrator with recommendation and cost estimate breakdown for final
approval and processing.
As -built Drawings
Maintain an accurate record of all field conditions and upon completion of the
project insure that the design drawings are revised to show the true as -built
condition.
m. Final - Completion
1) Together with the Construction Administrator conduct and prepare a pre -final
inspection and give to the contractor a pre -final punchlist. Thereafter insure that
the contractor completes same in an expeditious fashion. Notify the Construction
Administrator in writing when all work is completed and ready for final payment.
2) Together with the Construction Administrator conduct a final inspection with
the Village and the general contractor. Prepare a final punchlist and thereafter
insure that the contractor completes same in an expeditious fashion. Notify the
Construction Administrator in writing when all work is completed and ready for
final payment.
Page 6 of 6
MOUNT PROSPECT POLICE DEPARTMENT
FORMAL MEMORANDUM
CONTR 8.. NLJM'BER
TO:
FROM:
DATE:
SUBJECT:
MICHAEL E. JANONIS, VILLAGE MANAGER
MICHAEL SEMKIU, CHIEF OF POLICE
JUNE 5, 2013
L[ I
i
REQUEST TO PURCHASE 25 MOBILE VIDEO R.ECO'R'DIN
Police Department Request
The Police Department is requesting to purchase 25 Panasonic in -car video camera systems at a
total cost not to exceed $172,000. The in -car equipment and support hardware will be purchased
from CDS Office Technologies, an authorized seller of Panasonic equipment. A detailed quote
of all in -car video equipment and support hardware is included for your review. Also attached is
a comparison of similar in -car video systems evaluated by staff listing equipment features and
costs.
Discussion
In 2006, the Police department transitioned to a digital mobile video recording system to meet
predefined objectives and needs of the department. The use of in -car video recording systems
serve four distinct purposes. First, the recordings serve as evidence in support of an officer's
actions in field encounters and arrests. Second, recordings serve as a training function. Third,
the recordings may be viewed in the context of officer safety. Finally, recordings may be used
for management purposes whereby supervisors can substantiate or unfound complaints regarding
an officer's demeanor, activities or actions.
The primary use for the in -car video recording systems is to record all traffic stops, especially
those traffic stops involving hazardous moving violations, arrests or other high -risk situations.
In addition to recording traffic stops, officers may use the system to record suspicious vehicle
activity. Supervisors utilize the system to review traffic stop procedures and practices to
determine officer compliance with department directives, state statutes and case law.
Additionally, of significant importance is the evidentiary value of recordings in court
proceedings, as video recordings have proven invaluable in the successful prosecution of
intoxicated driver trials.
Currently, all department patrol vehicles are equipped with the L -3 Communications Mobile
Video Recording System. This digital system records to a compact flash card which downloads
via a wireless system to a dedicated server. The L -3 system was purchased in 2006 and reached
its end -of -life status in 2011. Over the last two years, the system has become increasingly
fraught with maintenance issues requiring frequent repairs which necessitates taking patrol
squads out -of- service. The L -3 system has allowed the department to meet its objectives to
record all traffic stops conducted by patrol officers, to provide training to personnel and finally,
Page 1 of 3
MOUNT PROSPECT POLICE DEPARTMENT
FORMAL MEMORANDUM
2 21KINARMf
to insure officers are adhering to department policy; however the reliability of the system going
forward is questionable based on the increased frequency of repairs and replacement parts.
During the course of researching currently available in -car video systems, five (5) vendors'
products were thoroughly evaluated. These included systems offered by CDS Office
Technologies- Panasonic, Data 911, Kustom Signals Inc., L3 Communications and Modularis.
These systems were evaluated in terms of the following criteria:
• ease of use by officers,
• ability to record in a digital format,
• ability to transmit audio over a digital format,
• ability to house equipment within the vehicle to reduce climate issues,
• ability for officers to review stops from vehicle,
• ability to download traffic stop data, via wireless technology, in an efficient manner,
• ability to store and maintain the video /audio for a minimum of 90 days to a centralized
network server,
• ability to network video /audio within the department, to allow supervisor review,
• ability to index stops by multiple identifiers such as officer name, squad number, date and
time,
• ability to easily transfer recorded traffic stop audio /video to a standard media for court
presentation.
All of the systems evaluated record data in digital format and provide for wireless upload to a
server system via multiple wireless "hot spots" located at multiple Village buildings. These
wireless systems maintain ample security via data transmission which meets federal government
encryption standard protocol and firewall setup to ensure the integrity of the system and
computer network. All of the wireless systems evaluated utilized SD memory cards to record
and maintain digital information prior to wireless upload to the server system. All systems
except for Data 911 utilize a proprietary SD memory card format for added security. All systems
are housed within the passenger compartment of the patrol car making them less susceptible to
climate issues compared to being mounted in the trunk. Additionally, these new systems allow
for optimal digital compression, higher resolution of recorded data and enhanced night vision
clarity when compared to our current L -3 system. Security protocols are consistent with those
required by the Village's Information technology division.
The following illustrates key features of each system:
System Optical/Digital Lux Hardware Warranty
CDS Panasonic 22X / 220X .04-.07 3 years
Data 911 10X/ 12X
Kustom Signal l OX / 12X
L3 Communications 12X / 144X
25 3 years
1 13 months
03 1 year
Modularis 18X / 200X not specified 1 year
View Angle
68.4 degree
47 degree
47 degree
47 degree
47 degree
All systems utilize either a LCD display (optional) or a display via the mobile data computer.
Each system has a 5 -7 year life expectancy, on site equipment training, options for extended
warranties and utilize a Sony camera except for the CDS Panasonic, which utilizes a Panasonic
Page 2 of 3
MOUNT PROSPECT POLICE DEPARTMENT I C1-II+ 1-
FORMAL MEMORANDUM
camera. All systems utilize a password protected log on integrated into the system except for L3
Communications, which requires a separate USB device to plug in and sign into the system.
Attached for review is a complete breakdown of the costs involved for each system showing the
initial cost per unit, options, server cost, DVD reproduction equipment, training, setup, and
maintenance costs. Removal of the old system and installation cost for each new system type is
an additional $460 per unit through our current squad car installation company.
In addition to purchasing in -car video systems, the department will purchase the following
equipment to fully utilize the video systems: six (6) additional spare audio transmitters and three
(3) audio transmitters designated for PTO squads and both AC and DC charging docks. Each
squad will be equipped with a G -force detection sensor (for traffic crash camera activation), a
siren activation module, and a second rearview facing infrared camera to capture the prisoner
transport area which allows a view out of the rear of the squad.
Conclusion & Recommendation
In determining which system best met the needs of the department, the issues previously outlined
and the following factors were evaluated: digital format and security, system pricing, warranty,
serviceability and actual use in the field by police agencies. Based on these factors, it is staff's
recommendation that the CDS Office Technologies equipment utilizing the Panasonic in -car
video camera system meets department needs. The Panasonic system uses a SD memory card to
store data. The Panasonic system has been in use nationwide for many years and has proven
highly dependable and reliable for municipal, county and state law enforcement agencies.
Additionally, Panasonic has a one (1) day turnaround guarantee for equipment repair. The CDS
Office Technologies Panasonic system meets all the requirements as outlined earlier. The
Panasonic equipment can be easily operated by patrol personnel. The CDS Office Technologies
Panasonic system allows for all video to be indexed via officer name, date, time, and squad
number. This will ease responsibilities of the Mobile Video Recorder Officer in meeting the
requirements of department review procedures. Finally, the CDS Office Technologies Panasonic
System is available for purchase under the State of Illinois bid award, contract # CMS8291640.
In conclusion, based on system features, system service, reputation in the field and price, it is the
staff's recommendation to purchase the CDS Office Technologies Panasonic system. It is also
requested that the bid process be waived to allow for this purchase as CDS Office Technologies
Panasonic system is available under the State bid award contract # CMS8291640. The purchase
of 25 in -car video systems, wireless equipment, server system and related equipment will be
funded through capital improvement account (Mobile Video Recording System)
020.60.90.00.1.707.665.056 not to exceed $172,000. In the 2013 computer replacement budget,
there is $6,500 allocated for the replacement of the MVR video server which would be utilized to
offset the cost of the video server in the CDS Office Technologies Panasonic bid.
Attachments
_ "
Michael Semkiu.
Chief of Police
Page 3 of 3
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Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: VILLAGE ENGINEER
DATE: JUNE 12, 2013
SUBJECT: NORTHWEST HIGHWAY STREETSCAPE PROJECT DESIGN ENGINEERING
$100,920
BACKGROUND
A key component to the Village's Northwest Highway Corridor Plan is the visual enhancement through
streetscape in front of our businesses and residences. And over the years the Village has made a
significant investment in revitalizing the sidewalk and parkway to achieve this goal. There still, however,
remain segments that have not been completed. To further our effort in revitalizing the entire corridor,
the Village applied for and recently was awarded, a grant from the Illinois Transportation Enhancement
Program (ITEP) for a streetscape project along Northwest Highway.
Previous Village streetscape projects included a combination of decorative brick pavers, ADA compliant
sidewalk ramps, planter boxes and sprinkler systems for landscaping, pedestrian lighting, bike racks, bus
shelters and benches. Concrete curb and gutter as well as storm sewer improvements are also typically
included in the work. This particular project will include many but not all of the same amenities.
The original project scope was for streetscape work along Northwest Highway from Maple Street to
William Street. Federal funds were approved at an 80/20 split for all phases of the project including
Phase I and II Engineering, Construction, and Phase III Construction Engineering. The grant is for
$678,000 and the Village's contribution is $169,500.
Not knowing if the project was going to be selected as part of ITEP, the Village allocated local funds in
the 2013 Village Budget and 2014 Preliminary Village Budget for a Village- funded streetscape project.
The total amount of funds requested for this work is approximately $450,000.
At a kick -off meeting with the Illinois Department of Transportation (IDOT) the Village inquired as to the
possibility of expanding the project to include other blocks along Northwest Highway with the
understanding there would be no additional federal funds. A formal request has been made and we are
awaiting a response from IDOT. We are confident we will receive approval. The three additional blocks
include Forest Avenue to Fairview Avenue, William Street to Louis Street, and George Street to Albert
Street. We anticipate the ability to apply any unused federal grant money from the original scope of
work to the three additional blocks with the Village responsible for any costs above the grant ceiling of
$678,000. We are confident we can design and construct all seven blocks without exceeding the grant
amount and available Village funds. This will complete the streetscape along the entire corridor except
for the one block between Main Street and Wille Street.
Page 2
Northwest Highway Streetscape Project
June 12, 2013
The first step in the process is to retain the services of an engineering consultant to assist in meeting all
of the requirements of ITEP and MOT while providing comprehensive engineering plans. According to
50 ILCS 510 Local Government Professional Services Selection Act and Title 23, Chapter 1, Subchapter I,
Paragraph 112(b)(2) of the United States Code, local governments must negotiate and enter into
contracts for architectural, engineering and land surveying services on the basis of demonstrated
competence and qualifications for the type of services required and at fair and reasonable
compensation. Awarding a contract to the lowest bidder through competitive bidding is not allowed.
The act requires local governments to rank a minimum of three firms in order of preference and begin
negotiations with only the top ranked firm. It is customary that the ranking be done by a selection
committee.
SELECTION PROCESS
The Engineering Division requested a Statement of Qualifications from six engineering consulting firms
to perform Phase I and II Engineering Services. These phases refer to the design engineering tasks
specifically Phase I Engineering which involves the completion and submittal of the design engineering
report and Phase 11 Engineering which involves the preparation of the project design engineering plans
and specifications. After reviewing and evaluating the qualifications, we established a short list of
consultants to be interviewed.
We then interviewed the following firms:
• Baxter & Woodman, Inc. of Crystal Lake, IL
• Bollinger, Lach @ Associates, Inc. of Itasca, IL
• Hancock Engineering Company of Westchester, IL
Based on the interview process we ranked the three consultants and selected to negotiate an
agreement with the first ranked consultant, Hancock Engineering Company. The negotiation process
produced a final scope and compensation for the required services.
DISCUSSION
All of the three top ranked consultants submitted documentation that indicated their ability to perform
the necessary services. All of the consultants also included references to past work and qualifications of
the personnel who would be involved in the project. During the interview process, we questioned the
consultants and discussed:
• Similar project experience.
• The firm's capacity to perform the work and key personnel committed to the project.
• The firm's understanding of the project needs.
• The methods the firm proposes to use in providing the required services.
• The time schedule the firm proposes to complete the necessary work.
Based on our evaluation of the statements of qualifications, interviews, and negotiations with the first
ranked consultant, Hancock Engineering Company, we have determined that they are the most
preferred and can perform the necessary services within the budget limits for the project. Hancock
Engineering Company has either completed or is in the process of completing ten streetscape projects in
the Chicago area of which seven are funded by ITEP.
Page 3
Northwest Highway Streetscape Project
June 12, 2013
It is my recommendation that the negotiated proposal submitted by Hancock Engineering Company of
Westchester, Illinois for Phase I and II Engineering services be accepted with a not to exceed amount of
$100,920. This represents 11.6% of the estimated construction costs, which is in line with what we
would expect for Phase I and II Engineering Services for this type of project. There are sufficient funds in
the 2013 Budget for this contract.
Please include this item on the June 18 Village Board Meeting Agenda. Attached is a location map for
your reference.
J W - � r
A..Ibe�ke
I concur with the above recomrndation.
Director b-f- Pu'b'lic Works Sean P. Dorsey
Attachment
c: Director of Public Works Sean Dorsey
Deputy Director of Public Works Jason Leib
Village Clerk Lisa Angell
Traffic Engineer Matt Lawrie
h:�engineerin&gencies�itep�NW Hwy Streetscape�consultantrec memo.docx
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Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: SUPERINTENDENT OF STREETS & BUILDINGS PAUL BURES
DATE: JUNE 12, 2013
SUBJECT: SEALED BID RESULTS FOR THE PAVEMENT MARKING ($52,773)
BACKGROUND
A contract is let annually for repainting markings for crosswalks, centerlines, lane dividing lines,
parking stalls, and stop bars throughout the village. Pavement markings require repainting and
installation of glass beading every two years to maintain their reflectivity. For purposes of this
contract, the village is divided into north and south sections using Central Road as the dividing
line. These areas are serviced every other year, with the exception of the downtown area and
parking lots, which are done annually. On the state highways we are only responsible for painting
some of the crosswalks and stop bars.
The contract is for a 2 -year agreement in 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 opened at 1:00 P.M. on June 3, 2013 for the proposed contract to install
pavement markings. Seven invitational bids were mailed, and a bid notice was placed in the local
paper. Also because State of Illinois Motor Fuel tax money is funding a portion of this project,
IDOT also advertised this bid in the IDOT bulletin.
Two bids were received, with bid opening results as follows:
Bidder
Preform Traffic Control System, LTD.
Bid Price
$ 64,134.74
Marking Specialist $102,898.50
Page2 of 2
Sealed Bid Results for Pavement Marking ($52,773)
June 12 2013
DISCUSSION
Director of Public Works
The pavement marking work contemplated this year will be for areas south of Central Road, the
downtown business district, parking lots, Wolf Road, and select areas on state highways.
Bid quantities are estimates. The bid documents stipulate that contract quantities will be adjusted
to accommodate available funding.
Preform Traffic Control Systems, Ltd. has previously performed our pavement- marking contract
and they completed the work satisfactorily.
In addition, all references were contacted and said Preform Traffic Control Systems, Ltd.
completed their contract performing acceptably and that they would hire them again.
Funding for this proposed contract exists in the 2013 budget in an amount of $52,773.
RECOMMENDATION
I recommend the Village Board award a two -year contract with the option for a third year to the
lowest qualified bidder, Preform Traffic Control Systems, Ltd. Year one would be in an amount
not to exceed $52,773. Years two and three would be in amounts not to exceed appropriations in
the 2014 and 2015 budgets.
(
Paul Bures
Streets & Buildings Superintendent
I concur:
ear- . Dorsey
c: Director of Public Works Sean P. Dorsey
Deputy Director of Public Works Jason Leib
file
Mount
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FROM:
DATE:
SUBJ:
Background
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
VILLAGE MANAGER MICHAEL E. JANONIS
WATER & SEWER SUPERINTENDENT
JUNE 12, 2013
BID RESULTS FOR HIGH - SERVICE PUMP REHABILITATION
(NOT TO EXCEED $40,226.54)
The Village of Mount Prospect operates a water distribution system that uses high -
service booster pumps to circulate water through the distribution system to and from the
various water reservoirs to the customer. Each year the Village hires an outside
professional firm to test and perform preventive maintenance on these high - service
pumps and motors. As part of this annual check -up; certain pumps and motor
assemblies are identified as needing further repair or replacement. The annual capital
budget allows for the repair or replacement of these pumps and motor assemblies as
needed.
Request for Bids
Based on the annual analysis, two (2) pumps were prioritized as needing further work.
The two (2) pump and motor assemblies needing work include pump #1 at Booster
Station 11 and pump #1 at Booster Station 4.
Staff prepared a bid specification for the repair of the pump and the replacement of the
electric motor for these assemblies.
Bid Results
Bid documents were sent to four (4) area firms and a bid notice was published in a local
paper. One bidder picked up a bid package from the Village. Bids were received on
June 10, 2013, opened and read aloud as required. Three (3) vendors declined to bid
but only one submitted the "No Bid" survey to state they did not bid due to a failure of
one of their vendors to provided timely pricing.
The following two (2) firms submitted the following bids:
Page 2 of 2
Bid Results for High - Service Pump Rehabilitation (Not to exceed $40,226.54)
June 12, 2013
SUPPLIER
PUMP #1
PUMP #2
TOTAL BID
Peerless Midwest, Mishawaka, IN
$20,423.30
$19,803.24
$40,226.54
Genco Industries, Crestwood, IL
$37,900.00
$29,875.00
$67,775.00
Discussion
All bids were checked to ensure that the supplier was providing the needed and
necessary equipment in accordance with the specifications. Both bidders submitted
properly completed bid forms, bid bonds and appropriately signed bid documents.
The lowest responsible bidder for the items is Peerless Midwest Inc. of Mishawaka,
Indiana. The firm has performed pump and motor repairs over the past decade for the
Village and is considered a reliable, responsive vendor.
Recommendations:
recommend that the Village Board accept the lowest, responsible bid for the
rehabilitation of two (2) pump and motor assemblies as submitted by Peerless Midwest
Inc. of Mishawaka, Indiana and authorize an agreement in an amount not to exceed
$40,226.54. Sufficient funds for this procurement exist in the current budget.
Matt Overeem, Superintendent
bean- v. uorsey
Director of Public Works
cc: Director of Public Works Sean P. Dorsey
Deputy Director of Public Works Jason Leib
File
H:IWateriprojects120131high service pumpsIBID RECOMMENDATION. docx
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
AM?/
TO: VILLAGE MANAGER, MICHAEL E. JANONIS
FROM: WATER/ SEWER SUPERINTENDENT
DATE: JUNE 12, 2013
SUBJECT: REJECTION OF BIDS FOR ELEVATED TANK PAINTING PROJECT
BACKGROUND
The elevated tank is budgeted for re- painting during the capital program for 2013. The Village retained
the professional services of Tank Industry Consultants, Inc. of Indianapolis, Indiana to inspect the
elevated tank and prepare the detailed technical specifications and bid documents for the re- painting and
for any needed repairs.
The base bid was detailed to include the containment of the structure to prevent paint overspray; to make
needed repairs to the elevated tank walkway; and to replace the cathodic protection system.
BID RESULTS
Bid documents were sent out in April 2013 to painting contractors who specialize in water tanks. The
project was advertised in a local newspaper as required. Ten firms were solicited for this work. The bid
was publicly opened on Monday, May 6, 2013. Five (5) firms responded with bids.
The following bids were received:
Contractor
Total Bid
Am -Coat Painting
$879,000
Maxcor Painting
$995,600
Jetco Ltd
$1,035,000
TMI Coatings
$ 1,194,700
Classic Protective Coatings
$1,276,600
All bids meet the bid requirements, have the proper signatures and provided all necessary bid
certifications or deposits.
Page 2 of 2
Rejection of Bids for Elevated Tank Painting Project
June 12, 2013
DISCUSSION
The lowest cost proposal was from Am -Coat Painting Inc, of Homer Glen, IL in the amount of $879,000.
The engineer's estimate for this work was $653,700. The available budget is $734,000. The lowest cost
bid exceeds available funding by $145,000 and exceeds the engineer's estimate by $225,300. Sufficient
funds do not exist in the current budget to award this work.
Staff, along with our consultant, reviewed the estimate and believes that the estimate is reasonable and
current. All of the prices received are much higher than anticipated. When asked, contractors advised
that the prices bid are at a premium because of all of the work they are performing this year.
Another area which was identified as being more expensive than anticipated was the protection of
wireless antenna equipment on the elevated tank. Bid pricing received for this item ranged from $2,600
to $100,000. The engineer's estimate for antenna protection was $15,000. The wireless carriers that
have equipment on the elevated tank are required under their leases to offset any of the Village's extra
costs involved during painting and maintenance so most of this cost would be offset by the wireless
carriers. However, the bid documents did not clearly differentiate between costs associated with Village -
owned and wireless carrier communications equipment.
Staff has concluded it remains feasible to expect this project to be completed within allocated budget. To
this end, we recommend rejecting all bids, restructuring the bid documents to accurately identify
commercial wireless carrier equipment protection costs, and re- bidding the work later this summer for
construction in 2014.
RECOMMENDATION
I recommend that the Village Board reject all of the bids for the 2013 Elevated Tank Painting Project as
being over budget.
Matt Overeem
Seafi`P. Dorsey,
Director of Public Works
Cc: Director of Public Works Sean Dorsey
Deputy Director of Public Works Jason Leib
File
MBOlineo
N: IWaterlprojec1sl20131Elevated ianklBid Board repor12013.dacx