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7. Village Manager's Report 10/15/2013
Mount Prospect Public Works Department t INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: OCTOBER 10, 2013 SUBJECT: DISPOSITION OF CONTRACT AWARD FOR SHINGLE ROOF & GUTTER REPLACEMENT AT THE POLICE & FIRE HEADQUARTERS BUILDING (NOT TO EXCEED $409,200) BACKGROUND On October 1, 2013, the Village Board awarded a contract to replace the shingle roof and gutter system at the Police & Fire Headquarters Building to Smart Roofing of Chicago, Illinois in an amount not to exceed $339,000. The scope of this award also included a small portion of flat roof replacement. The bid results presented at the October 1 Village Board meeting are summarized in the table below: Bidder Smart Roofing, Inc. All American Exterior Solutions Sullivan Roofing Bennett & Brosseau Roofing Bid Price $339,000 $409,200 $436,000 $460,000 On October 2, 2013, staff issued a notice of award to Smart Roofing. This notice included written instructions to return signed contract documents, certificates of insurance, and a performance bond within 10 calendar days. On October 4, 2013, our roofing consultant, Tom Hutchinson of Hutchinson Design Group, received notice from Smart Roofing that they refuse to sign the contract documents and intend to forfeit their bid security in the amount of $33,900 (10% of bid amount). The Village Attorney has reviewed this communiqu6 and determined it constitutes adequate notice of their intent. DISCUSSION Staff is satisfied that Smart Roofing has no intention of executing the contract documents or prosecuting the proposed work. Consequently, it is the opinion of staff that the October 1 award should be rescinded and the bid security permanently retained. Additionally, due to the fact that all bidders were pre - qualified prior to bidding, staff is satisfied that remaining bids are responsive. Pre - qualification requirements stipulated that all bidders demonstrate five (5) years of appropriate continuous roofing experience, provide five (5) reference projects of similar size Page 2 of 2 Disposition of Contract Award for Shingle Roof & Gutter Replacement at Police and Fire Headquarters Building (not -to- exceed .$409,200) October 10, 2013 and scope, and be master certified in the specified roofing systems. In addition, all bidders were required to attend a mandatory, on -site, pre -bid meeting to review the project scope, site conditions, and bid requirements. The second - lowest qualified bid was submitted by All American Exterior Solutions of Lake Zurich, Illinois, (All American) in an amount not to exceed $409,200. Staff has contacted All American and they have verbally confirmed they would accept an award at the bid price and would substantially complete the work at or near the end of the calendar year. RECOMMENDATION Staff recommends rescinding the October 1, 2013 award to Smart Roofing in an amount not to exceed $339,000 because of failure to execute contract documents. Staff also recommends awarding the contract for Police & Fire Headquarters Building Shingle Roof and Gutter Replacement to the second - lowest qualified bidder, All American Exterior Solutions of Lake Zurich, Illinois in an amount not to exceed $409,200. There are sufficient funds in the current budget for this proposed expenditure. Paul Bures Superintendent of Streets & Buildings Director of Public Works X / Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: ENGINEERING ASSISTANT DATE: OCTOBER 8, 2013 SUBJECT: 2013 RETENTION BASIN DREDGING PROJECT KENSINGTON BUSINESS PARK — BASIN #511 CONTRACT AWARD - $186,763.00 Background The Village of Mount Prospect is responsible for maintaining the 11 retention basins in the Kensington Business Center. Per the agreement made with the business park in the 1980s, Village maintenance includes sediment dredging, slope erosion protection, and outlet structure upkeep. Staff has identified Basin #513 on Business Center Drive (map attached) to be this year's dredging project. The project will involve pumping water out of the basin into the adjacent Feehanville Ditch, loading accumulated sediment, and hauling it to an offsite landfill. The bottom and sides of the basin will then be reshaped to. conform to the original design. At project's end the shoreline will be stabilized with stone, silt basins will be constructed near inflow structures, and the site will be restored with sod. Subsequent rainfall will naturally refill the retention basin. Bids Results A Notice to Bidders was published in the local newspaper and several local contractors were sent invitations to bid on the project. At 1:00 p.m. on October 7, 2013, sealed bids were publicly opened and read aloud. Four (4) contractors submitted bids for this project. Bids ranged from a low of $169,785 by Copenhaver Construction, Inc. to a high of $193,294 by Berger Excavating. The Engineer's Estimate is $178,662.50 All bidders submitted a bid deposit in the amount of 10% of their total bids as required by the contract documents. All bids were checked for their accuracy. No errors were found. All bidders correctly signed their bids and bid bonds. Below is a summary of the bids. Bidders Total Bid Copenhaver Construction, Inc. (Gilberts, IL) $169,785 V3 (Woodridge, IL) $174,000 Martam Construction, Inc. (Elgin, IL) $177,016 Berger Excavating Contractors, Inc. (Wauconda, IL) $193,294 Engineer's Estimate $178,662.50 Page 2 of 2 2013 Retention Basin Dredging Project October 8, 2013 Discussion The low bidder, Copenhaver Construction, Inc., completed similar projects for the Village including Retention Basins #7, #5a, and #4 in 2008, 2011 and 2012 respectively. Along with those successful projects, the Village of Highland Park, Wheeling Township, Glenview and South Barrington Park Districts all indicated Copenhaver has done quality work in their communities in recent years. Copenhaver meets the requirements of the contract documents and their references show their workmanship to be good. Since the contractor's bid is based on estimated quantities, I recommend a 10% contingency of $16,978 be added to the proposed contract to account for variable sediment thickness and possible increases in the amount of sediment removed. The revised total contract award would be $186,763.00 Recommendation I recommend that the low bidder, Copenhaver Construction, Inc. of Gilbert's, IL, be awarded the construction contract for the 2013 Retention Basin Dredging Project in the amount not to exceed $186,763.00. There are sufficient funds in the 2013 Budget to cover this proposed contract. Please include this item on the October 15 Village Board Meeting Agenda. Daniel J. Randolph, P.E. I concur with the above Works Sean P. Dorsey Attachments: Project Location Map c: Village Clerk Lisa Angell H:\ Engineering \Ponds\kbc_basin_5b \Construction \construction rec memo.doc �z w� 3 0 m IL' L9 z 0 w 0 z m Q m z 0 z w w m v Q a m m w z m m z 0 0 z m z w v JL Mount 1 ?A TO: FROM: DATE: SUBJECT: Mount Prospect Public Works Department INTEROFFICE MEMORANDUM VILLAGE MANAGER, MICHAEL E. JANONIS WATER/ SEINER SUPERINTENDENT OCTOBER 10, 2013 BID RESULTS FOR GENERATOR MAINTENANCE SERVICES ($57,102) BACKGROUND The Village owns and maintains sixteen (16) stationary generators that are installed to provide emergency, standby electrical power in case of utility interruption. These generators are placed at key public buildings, all wastewater lift stations, and at two (2) of the potable water booster pumping stations. These units range in size from 25kW to 750kW. Maintenance of these units requires unique training and skills as well as specialized equipment such as a resistive load bank tester. In addition, some of the units have exhaust emissions with sophisticated controls and monitoring hardware that require specialized training and diagnostic equipment to maintain. A request for bids was prepared by staff that would provide a uniform standard of care for all of the Village's stationary generators. The term of the proposed contract is for a two (2) -year period commencing on January 1, 2014 and ending December 31, 2015. This term is subsequent to the expiration of the current generator maintenance contract set to expire on December 31, 2013. BID RESULTS Bid documents were sent out in September 2013 to area contractors who either requested to be placed on a bidder's list or who have performed such work for the Village in the past. The bid notice was locally advertised as required. Bids were publicly opened on October 7, 2013. The following three (3) bidders responded and the results are as follows: Bidders FY 2014 FY 2015 Two-Year Total Illini Power Products $27,835 $29,267 $57,102 Patten Power Systems $28,240 $29,595 $57,835 Steiner Power Systems $31,270 $33,200 $64,470 Page 2 of 2 BID RESULTS FOR GENERATOR MAINTENANCE SERVICES ($57,102) October 10, 2013 All bids satisfied the bid requirements, had the proper signatures and bid deposits. All contractors who submitted bids met all of the qualifications for time in business and for work /experience on similar sized generators in the metropolitan Chicago area. DISCUSSION The lowest cost proposal was from Illini Power Products of Carol Stream, Illinois. The firm has previously worked for the Village; providing generator repair work at one of the fire station generators. Their work was timely and responsive. Public Works staff called to verify references and the firm was considered responsive and capable by all. Staff is recommending the firm, Illini Power Products of Carol Stream, as the lowest, responsible bidder. RECOMMENDATION I recommend that the Village Board accept the lowest cost, responsible bid for the two —year generator maintenance from Illini Power Products of Carol Stream, Illinois for an amount not to exceed $57,102. Expenditures will be limited to amounts authorized in 2014 and 2015 budgets. .� Matt Overeem Superintendent MEO /meo H: \Water\projects\2013 \generator maintenance \Board report 2013 generator maintenance.docx Sean P. Dorsey, Director of Public Works Mount Prospect Mount Prospect Public Works Department LL $/ INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: OCTOBER 10, 2013 SUBJECT: ACCEPT PROPOSAL TO RENOVATE THE POLICE DEPARTMENT WOMEN'S LOCKER ROOM (NOT TO EXCEED $50,000) BACKGROUND In the current budget, staff has requested funds to renovate the women's locker room at the Police and Fire Department Headquarters (112 East Northwest Highway). This facility is situated in the lower level near the men's locker room and is routinely utilized by all female personnel in the police department. Three shifts of officers utilize the facility daily. It has 24 hours a day continuous use, 7 days a week, since the building was completed in 1994. Due to the continuous use, most of the fixtures and amenities in the room are exhibiting significant wear and are in need of replacement. The remodeling will be similar to renovations completed in the wash room adjacent to the men's locker room in 2011. Matching lighting, fixtures, and the will be installed. In addition, benches and shelves will be added to the shower and sink area to create a more user friendly space. For your reference, a more comprehensive scope of proposed work is included as Attachment A. With the relatively straight - forward nature of the proposed work, and in an effort to minimize costs, staff recommends by- passing the traditional design- bid -build approach to this project. Instead, staff has taken the liberty of asking two qualified construction contractors with completed projects of this type of work to provide proposals for the work. To assure effective communication, and fees based on comparable materials, fixtures and performance expectations, staff met on -site with each contractor and provided them with all material specifications. This is the same methodology that was successfully utilized to remodel the washroom adjacent to the men's locker room in 2011. The contractors invited to participate in this process were Nicholas & Associates, Inc. of Mount Prospect, Illinois and Bear Construction of Rolling Meadows, Illinois. Both Accept Proposal to Renovate the Police Department Women's Locker Room ($50,000) October 10, 2013 Page 2 of 2 companies have successfully completed projects of similar scope and size. It is the opinion of staff that both are well qualified to perform the requisite work. RESULTS Contractor Bear Construction Nicholas & Associates, Inc DISCUSSION Fee Rolling Meadows $50,000 Mount Prospect $56,850 The lowest cost proposal was submitted by Bear Construction of Rolling Meadows, Illinois. As noted previously, it is the opinion of staff that Bear Construction is well - qualified to perform the work. Additionally, we believe it is reasonable to expect the work will be completed successfully at the fee proposed. In this instance, the total recommended award would be $50,000. RECOMMENDATION Staff recommends accepting the lowest cost proposal as submitted by Bear Construction of Rolling Meadows, Illinois for the renovation of the Police Department's Women's Locker Room in an amount not to exceed $50,000. Sufficient funds for this proposed project exist in the current budget. � Paul Bures Superintendent of Streets & Buildings PB c: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib File I'ol i ce W OnlensLockerRoorn 1 0.7.13. ree. doex Sean P. Dorsey Director of Public Works Attachment A Mount Prospect Police Department Women's Toilet /Shower /Locker Room Renovation (April 2013) Demolition • Remove and dispose of existing plumbing fixtures • Remove and dispose of existing light fixtures • Remove and dispose of toilet partitions and accessories • Remove and dispose of existing wall /floor tile • Remove and dispose of CMU as needed for shower reconfiguration • Remove and dispose of cinder block wall partition as indicated New Work • New toilets • New sink — one in lieu of two • Autoflush valves on all new fixtures • New solid surface countertop and backsplash w /one intergral bowl • New toilet partitions • New toilet accessories • New mirror — full length • New lighting • New hand dryer • New exhaust fans • New ceramic wall the • New ceramic floor tile • New marble cast shower base /wall /ceiling panels • Drywall patching & taping as needed • Cinder block patching as needed • New paint walls /ceiling • New glass shower door • New additional light fixture- shower area Additional work as specified on walk through Attachment & : I » �q ©§ ( } \\(\ \( !§! \} Al n ( ƒ m6trnt Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM "In Ar TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL FROM: IT DIRECTOR DATE SEPTEMBER 9, 2013 4 13p . J' SUBJECT: REQUEST TO PURCHASE REPLACEMENT FIREWALL APPI Staff is requesting approval to purchase two Check Point 4600 Next Generation Firewall Appliances, replacing two seven - year -old servers that are currently functioning as firewalls, and to upgrade to the current software version. Check Point currently recommends the use of appliances over servers because they provide both faster throughput and lower annual maintenance fees. The appliances are simply single purpose machines with a scaled down operating system. The Village has been using Check Point firewalls since 1997 with good results. The current configuration includes a primary firewall and a "hot spare" that automatically becomes active if the primary firewall should fail or be taken down for maintenance. Three vendors have provided quotes for the upgrade. RKON Technologies' quote is the lowest. RKON Technologies has performed the last couple of firewall upgrades for the Village. They have always done good work and are familiar with our configuration. They have quoted $2,400 to $4,800 for the installation and software upgrade, depending on the number of hours used. See the chart below. *CDW only provided a quote for Standard Support. * *CDW does not provide the installation services. If we purchased the hardware from CDW, we would use RKON for installation services. Project RKON ` CDW Leadership :. ..... -^ w / ~ As CPAP - S G4600 - NG FW: C P oint 4600 Next $88 ,147.20 $11,012.00 $9,322.67 Genera iance CPAP- SG4600 -NGFW: Check Point 4600 Next $6,517.76 $7,047.00 $7,458.13 Generation Firewall Appliance for HA Total for Appliances $14, 664.96 $18,059.00 $16,780.80 1 year Subscription and Premi 24x7 Support $4,030.40 - - $4,274.67 �.... ...�. _. �._.�. 1 year Subscriptio and Standard 9x5 Su pport _ - $3 mm ,064.64. . 0 ...._.._._ 23* '... Installation $2,400 to $4,800 $2,4 to $4,800 ** .....� $4,200.00 mm � mm Total (m aximum) $2 3,495.36 $ �m.__.__.._ 25,923.23 $25,255.47 *CDW only provided a quote for Standard Support. * *CDW does not provide the installation services. If we purchased the hardware from CDW, we would use RKON for installation services. Request to Purchase Replacement Firewall Appliances September 9, 2013 Page 2 As stated above, annual support costs will be lower with the new appliances. With the existing hardware, it would cost $15,240.60 to renew support. The list price for year two support renewal is $13,600. Actual cost will be less. I recommend that the Village purchase two Check Point 4600 Next Generation Firewall Appliances and services from RKON Technologies, Inc. for an amount not to exceed $23,495.36. Funds are available for this purchase. ' �� Middleton IT Director 1AVB Request Memos12013 Firewall Upgrade Request.docx 10,61,1