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HomeMy WebLinkAbout6. Village Manager's Report 11/19/2013C Prospect �M?) Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: WATER/ SEWER SUPERINTENDENT DATE: NOVEMBER 15, 2013 SUBJECT: BIDS FOR ELEVATED TANK PAINTING PROJECT ($590,040) BACKGROUND The elevated tank was scheduled for re- painting in 2013. The Village retained the professional services of Tank Industry Consultants, Inc. of Indianapolis, Indiana (TIC) to inspect the elevated tank and prepare the detailed technical specifications and bid documents for this work. The painting bid included the blasting and over coating of the exterior along with the spot repair and painting of the interior of the reservoir; containment of the structure to prevent paint overspray; repairs to the elevated tank walkway and drain holes; and replacement of the cathodic protection system. The most recent field inspection by TIC revealed that the interior paint was still in exceptional condition and only a few areas need to be blasted and repainted. This project was let earlier in 2013 but the bids received were higher than budget and subsequently were rejected by the Village Board. The bid documents were revised to provide for the painting work to be done in early 2014. BID RESULTS Bid documents were sent out in September 2013 to painting contractors who specialized in water tanks. The project was advertised in a local newspaper as required. Five (5) firms were solicited for this work. The bid was publicly opened on October 7, 2013. Seven (7) firms responded with bids. The following bids were received: Contractor Bid Price Bill's Commercial Painting $292,742 L.C. United Painting $536,400 Am -Coat Painting $636,000 Jetco Ltd $753,500 TMI Painting & Coatings $757,500 Era Valdiva Contractors $937,725 Classic Protective Coatings $1,161,875 Page 2 of 3 Bids for Elevated Tank Painting Project ($590,040) November 15, 2013 All bids met the bid requirements, have the proper signatures and provided all necessary bid certifications or deposits. Bids for the previous letting of this project earlier in 2013 ranged from $879,000 to $1estimate 6,000. The engineer's estimate for this work was $653,700. DISCUSSION The lowest cost proposal was from Bill's Commercial Painting of Mount Prospect, IL (Bill's) in the amount of $292,742. Unfortunately, Bill's Commercial Painting provided inadequate references for painting or rehabilitating elevated tanks. The bid specifications required three (3) references similar in scope and scale to the work proposed. Bill's submitted three (3) tank references with their bid. They described one (1) of the tanks as an elevated tank and the other two (2) as ground level tanks. All three (3) tanks were purported to be owned and maintained by the Metropolitan Water Reclamation District of Greater Chicago ( MWRDGC). Due diligence reference checks with the MWRDGC contact provided by Bill's, as well as additional inquiries with MWRDGC senior staff, failed to corroborate the firm's experience. Notably, MWRDGC reports that there is no elevated tank at the facility identified in Bill's reference. Furthermore, MWRDGC cannot confirm that Bill's painted any tanks at any of their facilities. However, MWRDGC does confirm that Bill's has satisfactorily painted pipe galleries and railings at various facilities. Subsequently, staff conducted a face -to -face meeting with Bill's representatives to discuss their tank painting experience and ascertain their capabilities to fulfill this contract. As a result of this conversation, staff has developed reservations about the firm's approach to accessing the exterior tank surfaces, loading equipment and materials to the top of the tank, working inside the tank bowl, installing and operating the containment system, and overall work site safety. Bill's has performed painting work for the Village in the past. Earlier this year, they successfully completed the downtown streetlight pole and pedestrian pole painting project. Their work on this project was satisfactory. However, due to a lack of verifiable elevated tank painting experience, and concerns about the firm's understanding of the project scope, staff recommends that the bid submitted by Bill's be considered non- responsive. The next lowest bidder, L.C. United Painting of Sterling Heights, Michigan provided ample elevated tank work references including several recent, fully- contained, potable water elevated tanks in Wisconsin, northeast Illinois, and Michigan. All of these references were contacted and reported that the firm performed satisfactory work. Staff is recommending the award to the lowest, responsive bidder, L.C. United Painting of Sterling Heights, Michigan. Staff is also requesting that a contingency be added to the award in the amount of 10% ($53,640) to cover any other unforeseen repairs or items that may arise during the project. Sufficient funds are in the budget for this award. The work will be scheduled for early spring of 2014 and last no longer then 12 weeks. Page 3 of 3 Bids for Elevated Tank Painting Project ($590,040) November 15, 2013 RECOMMENDATION TL... C two 4; being irrc tvilowing 1l two recommendations are being .:.a . 1. That the Village Board reject the bid submitted by Bill's Commercial Painting of Mount Prospect, Illinois as non - responsive to the bid documents. 2. That the Village Board award the Elevated Tank Painting Project to the lowest, responsive bidder, L.C. United Painting of Sterling Heights, Michigan in an amount not to exceed $590,040 ($536,400 Bid plus contingency of $53,640). Sufficient funds exist in the budget for this award. Matt Overeem Director of Public Works Cc: Director of Public Works Sean Dorsey Deputy Director of Public Works Jason Leib File MEO /meo HAWater \projects\2013\E1evated tank\2013 rebid\Elevated tank painting Board report 2013.docx rr Mount Prospect Public Works Department INTEROFFICE MEMORANDUM AM?/ TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: WATER & SEWER SUPERINTENDENT DATE: NOVEMBER 14, 2013 SUBJ: CONSTRUCTION ENGINEERING SERVICES FOR ELEVATED TANK PAINTING PROJECT ($58,130) BACKGROUND The elevated tank, situated near the intersection of Evergreen Avenue and Maple Street, was drained and inspected in 2010 by the Village's water reservoir consultant; Tank Industry Consultants (TIC). As a result of this inspection TIC recommended that the interior and exterior coatings be cleaned, spot blasted, and re- coated. In 2012, TIC prepared the detailed technical specifications and bid documents necessary to perform this work. The project was bid in early 2013 for the work to be performed in the early fall. Bids were received and the bids were considerably higher than the engineer's estimate and the available budget. Staff recommended that all of the bids be rejected as non - responsive and over budget. Staff asked that the project be re -let for the spring of 2014. TIC prepared the revised bid documents, assisted with the bid letting and bid review. An award recommendation for the painting work is on the Village Board's agenda as a separate item. The elevated tank painting project would entail cleaning, spot sandblasting, and recoating of all interior and exterior surfaces. The exterior cleaning, sandblasting and subsequent painting effort would include the full containment of all sprays and sandblasting materials to a confined area. There are also some minor safety repairs to the railing along the topside of the tank, the protection of the Village's wireless equipment located on the tank and a new cathodic protection system. The project duration is expected to be twelve (12) weeks with the project beginning in early spring of 2014. DISCUSSION Tank Industry Consultants is a highly recognized national engineering firm specializing in the engineering, design, maintenance and repair of tanks and reservoirs of all types. The Village has used TIC for many years, including the earlier 1993 painting project, to provide construction phase services to the Village to ensure that the contractor follows the bid documents. TIC also came to the Villages aide with the recent roof collapse at water reservoir 16. TIC has local staff in Bolingbrook, Illinois but is headquartered out of Indianapolis, Indiana. The Village has been served by TIC staff from both locations. Tank Industry Consultants prepared a proposal for construction monitoring services during the elevated tank painting project in the amount of $53,130. This amount is for full -time on -site Page 2 of 2 Construction Engineering Services for Elevated Tank Painting Project ($58,130) November 14, 2013 monitoring during the estimated twelve (12) project period. TIC also proposed limited monitoring services at a cost of $28,350 for limited on -site monitoring during the prime exterior and interior painting, estimated at four (4) weeks with spot visits during the rest of the project. The elevated tank is a prominent downtown location, alongside a major area thoroughfare, with residential properties located just to the east of the site. After discussions of the proposal, staff is requesting that the Board authorize full -time project monitoring. In addition to the construction phase services; staff is recommending an allowance to the engineering firm for paint sample testing, laboratory analysis and other associated costs in the amount of $5,000. Any balance from these lab and testing costs would remain with the Village and not be paid to the consultant. Sufficient funds exist in the budget for this effort. RECOMMENDATION I recommend that the Village Board authorize a professional engineering services agreement with Tank Industry Consultants of Indianapolis, Indiana to provide full -time construction engineering for the Elevated Tank Painting Project in an amount not to exceed of $58,130 ($53,130 plus the $5,000 allowance). Sufficient funds for this proposed agreement exist in the current budget. Matt Overeem Water & Sewer Superintendent I con Wn P. Dorsey Director of Public Works HAWater\projects\2013 0evated tank\2013 rebid \BOARD PSA TIC.docx Mount 1 ?� INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DIRECTOR OF PUBLIC WORKS DATE: NOVEMBER 15, 2013 SUBJECT: DESIGN ENGINEERING SERVICES FOR 2011 COMPREHENSIVE FLOOD STUDY PHASE 2 IMPROVEMENTS ($407,540) BACKGROUND The 2011 Comprehensive Flood Study Report identified several sewer improvement projects for areas subjected to severe, recurrent, and geographically concentrated flooding. The first phase of these improvements (Phase 1 Improvements) involved storm sewer improvements on SeeGwun Avenue, NaWaTa Avenue, Lawrence Lane, Hatlen Avenue, Hatlen Court, Busse Road, Michael Street, Verde Drive, Bonita Avenue, and Audrey Lane. The Phase 1 Improvements also included ditch regrading and culvert replacement work in the Golfview Estates residential subdivision. This work was facilitated by $2.5 million in short -term debt issued in 2012. All of this work was designed and constructed in 2013. Burns & McDonnell provided design and construction engineering services for most of these projects. The second, and final, phase of public sector work identified by the 2011 Comprehensive Flood Study is the construction of a relief sewer system in the Isabella Street residential area. The proposed scope of work for this project includes the installation of approximately 6,600 linear feet of relief sewer ranging in size from 15" to 96" (and appurtenances) to provide a 25 -year recurrence interval level of protection for approximately 800 single - family homes. Funding for this work has been facilitated by $10 million in general obligation bond debt. Staff proposes to construct the Isabella area improvements during the 2014 construction season. It is the opinion of staff that constructing the improvements as a single, large, comprehensive project, instead of smaller, phased improvements instituted over 2 or more construction seasons, is the most cost effective, most beneficial, and least disruptive course of action. However, in order to provide sufficient construction time, it is imperative that plans and contract documents be available for bidding in February 2014. In order to meet this milestone, design engineering work should commence as soon as possible. Mount Prospect Public Works Department Unfortunately, staff lacks the resources and expertise to prepare satisfactory plans, specifications, and bidding documents necessary to construct the Phase 2 projects. Consequently, staff asked Burns & McDonnell consulting engineers of Downers Grove, Illinois for a proposal provide specified design engineering and bidding assistance for this work. Design Engineering Services for 2011 Comprehensive Flood Study Phase 2 Improvements ($407,540) November 15, 2013 Page 2 of 2 PROPOSAL Burns & McDonnell has submitted a cost proposal to provide the requested professional services at a cost not to exceed $407,540. DISCUSSION Staff has reviewed Burns & McDonnell's proposal and determined that they have allotted adequate and qualified resources necessary to design all of the proposed improvements in a manner consistent with the proposed project schedule. In addition, their cost proposal includes appropriate allocations for requisite sub - contracted technical assistance including geotechnical drilling services and environmental laboratory analysis services. Burns & McDonnell has successfully performed a variety of civil engineering projects for the Village over the course of 20 years. Of particular relevance to the Phase 2 projects design work is their experience with the 2011 Comprehensive Flood Study. Burns & McDonnell authored that study and developed its recommendations; including all of the Phase 1 and Phase 2 projects. Because of this experience, Burns & McDonnell is intimately familiar with the Village's sewer systems, drainage patterns, and, most importantly, the flooding problems endured by Mount Prospect residents. Consequently, it is our opinion that Burns & McDonnell is uniquely, arguably exclusively, well qualified to design these improvements. The Burns & McDonnell fee is approximately 4% of the anticipated construction cost for the Phase 2 work ($10,000,000). Typically, we expect design fees to be approximately 8% of construction costs. As such, Burns & McDonnell's fee provides almost 4% ($392,460) savings from the norm. Burns & McDonnell advises that this savings is a consequence of their familiarity with the Village and the problems addressed by the Phase 1 projects. They advised that this familiarity manifests real savings because they have already completed substantial portions of the data collection and conceptual layout work. In addition, they are already familiar with the Village's standard specifications, sewer construction codes, and bidding documents. Perhaps most importantly, Burns & McDonnell staff, including the project manager Randy Patchett, and senior civil engineer Steve Crede have established relationships with residents that will be impacted by these proposed improvements. RECOMMENDATION I recommend that the Village Board accept the proposal from Burns & McDonnell consulting engineers of Downers Grove, Illinois, to provide specified design engineering services and bidding assistance for the 2011 Comprehensive Flood Study Phase 2 (Isabella Area Relief Sewer) Improvements for a fee not to exceed $407,540. Sufficient funds for this proposed expenditure are available. j as °n P. Dorsey Cc: Village Manager Michael E. Janonis Director of Finance David Erb Deputy Director of Public Works Jason Leib Village Engineer Jeff Wulbecker Water /Sewer Superintendent Matt Overeem Streets/Buildings Paul Bores Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: STREETS & BUILDINGS SUPERINTENDENT DATE: NOVEMBER 15, 2013 SUBJECT: SNOW REMOVAL & ICE CONTROL PROPOSAL RESULTS ($82,000) BACKGROUND For the last 13 years, Public Works has utilized a private contractor to remove snow from 111 village-owned cul-de-sacs. During the last three (3) years, Public Works has also utilized a private contractor to remove snow on one (1) of our nine (9) residential street sections (17.84 centerline miles of pavement). Contracted cul-de-sac plowing was implemented in order to provide more timely delivery of service. Prior to contracting this work, cul-de-sacs were plowed utilizing in-house resources; however, they cases, cul-de-sacs were not plowed for days following a significant storm. Utilizing contracted labor and equipment, snow removal on cul-de-sacs is usually completed within the time frame necessary to remove snow on all other village streets. Contracted section plowing was implemented due to staff reductions. Public Works presently lacks the personnel resources to consistently field crews for all plow routes. Our last contract with a private contractor for snow removal and ice control services expired in the spring of 2013. Subsequently, staff prepared a detailed request for proposals intended to secure these services for winter periods commencing in 2013 and 2014. PROPOSAL RESULTS Proposals were received on November 11, 2013 for the snow removal & ice control services proposal. Proposals were solicited from six local contractors. A mandatory pre-proposal meeting was held on October 29, 2013 to review proposal requirements and performance expectations. Five (5) contractors attended the pre-proposal meeting. Three (3) proposals were received. The proposals included rate structures that varied depending on the amount of snow to be plowed. Contractors Name - Orange Section Cul-de-sacs Cul-de-sacs Rate/annual Maxx Contractors Corp. $4,250 $4,250 $45,000 King Koncrete, Inc. $5,450 $9,250 $59,250 Snow Systems Inc. $6,720 $9,072 $67,200 Removal & Ice Control Proposal Results ($82,000) November 15, 2013 22 Page of DISCUSSION Maxx Contractors Corp. performed snow removal services for several commercial properties and residential properties in Des Plaines, Itasca, Skokie and Chicago cleaning numerous parking lots, driveways and entrance roads for the last 8 -10 years. Their performance was satisfactory and they demonstrated sufficient ability and resources to effectively respond to substantial snowfall accumulations. The proposal prices received from Maxx Contractors Corp. are substantially lower (24%) than the next lowest proposal, and 11% higher than 2010- Maxx Contractors Corp. has not performed any snow removal or ice control services for the Village. However, they have performed several concrete construction and restoration projects including storm sewer structure repairs, detention pond repairs, and building repairs. Their work on these projects has been acceptable. Staff also conducted a post-proposal meeting with the principal of Maxx Contractors Corp. to discuss his understanding the proposal requirements and our performance expectations. Staff is confident that Maxx Contractors Corp. has adequate resources, experience, and appropriate supervisory personnel to successfully execute this proposed contract. RECOMMENDATION I recommend accepting the lowest proposal as submitted by Maxx Contractors Corp. of Des Plaines, Illinois for specified snow removal and ice control services including 111 cul-de-sacs and the winter seasons. Pursuant to this award, Maxx Contractors Corp. will be paid at the rate of $4,250 per pass (6-8 passes per season) to plow all cul-de- plowing section. Expenditures will be limited to funding authorized by the Village Board in the 2014 and 2015 budgets ($82,000 in 2014). Paul Bures Street & Buildings Superintendent I concur: Sean P. Dorsey Director of Public Works PB c: Director of Public Works Sean P Dorsey Deputy Director Jason H. Leib File O RANGE MAP AS OF NOVEMBER 2013 x Legend SNOWPLOW COLLECTOR STREETS CENTRAL Y W K N a m A O W�E N < VFV GRINDEL SEMAR m m 7° m J C S w FREDIANI p m Q 3 x CYPRESS O CLEVEN 3 BONE w w z O MILBURN y MILBURN w VERDE = x rc F J w WHITE OAK w �P p l H 0 G s yy 3 > u w a z ; S O W 3 PENDLETON w Y < R W j 2 0 z 7c fu W 6 f W y J � W - LINCOLN: m V LINCOLN _m o z a m 9 Q 0 J m Z U C 3 ROBBIE Q WIGWAM Q O w m H 0 O 2 SCOTT G w m O 0 GO WANDO HAVEN RUSTY w 3 MARK 'T x JODY y <. KIM p SULLIVAN m W m ❑ SHA BONEE LAWRENCE p ESTATES K U a x MYRTLE a COUNC a w 3 i O BLrm:KHAWK � y O PRENDERGAST MARTHA w N ❑ = m 0 GREENBRIAR < m MARTIN 3 w O = < 2 F J LONNOUIST S V' J = D Q C F O u o C O ROBIN p U O W W z r 3 w w w o w a Y m w K 1, SUNSET O w GREENACRES o GOLF w m a ❑ ' GLENN z GROVE O g 3 �FRONTAGE O Y a s GOLF u o PALM PALM PALM a w PALM THORNWOOD ❑ y w w ❑ o O w w y a 3 O a O O ❑ a LL U x a m 3 z o rc z u 3 u LOCUST > < z W u O ID u g a g O = m O v WILLOWz a V a f N W F m ASH ASH WILLOW w 2 11 WIL < W K 2 Q � O WITHO P -11 = ROSA A , OT C C m � /PR OS 'PO RT PFOT h � F ST m o � F Y HENRY x H a , C F 3 O 3 a S 2 W U III f m = A a Q N U Y J BUSSE WHITEGATE BUSSE N a m A O W�E N < VFV GRINDEL SEMAR m m 7° m J C S w FREDIANI p m Q 3 x CYPRESS O CLEVEN 3 BONE w w z O MILBURN y MILBURN w VERDE = x rc F J w WHITE OAK w �P p l H 0 G s yy 3 > u w a z ; S O W 3 PENDLETON w Y < R W j 2 0 z 7c fu W 6 f W y J � W - LINCOLN: m V LINCOLN _m o z a m 9 Q 0 J m Z U C 3 ROBBIE Q WIGWAM Q O w m H 0 O 2 SCOTT G w m O 0 GO WANDO HAVEN RUSTY w 3 MARK 'T x JODY y <. KIM p SULLIVAN m W m ❑ SHA BONEE LAWRENCE p ESTATES K U a x MYRTLE a COUNC a w 3 i O BLrm:KHAWK � y O PRENDERGAST MARTHA w N ❑ = m 0 GREENBRIAR < m MARTIN 3 w O = < 2 F J LONNOUIST S V' J = D Q C F O u o C O ROBIN p U O W W z r 3 w w w o w a Y m w K 1, SUNSET O w GREENACRES o GOLF w m a ❑ ' GLENN z GROVE O g 3 �FRONTAGE O Y a s GOLF u o PALM PALM PALM a w PALM THORNWOOD ❑ y w w ❑ o O w w y a 3 O a O O ❑ a LL U x a m 3 z o rc z u 3 u LOCUST > < z W u O ID u g a g O = m O v WILLOWz a V a f N W F m ASH ASH WILLOW w 2 11 WIL < W K MmInt 1 11 INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL JANONIS FROM: PROJECT ENGINEER DATE: NOVEMBER 12, 2013 SUBJECT: 2014 TRAFFIC SIGNAL MAINTENANCE CONTRACT — $34,000.00 Background The Village of Mount Prospect is responsible for the maintenance of traffic signal systems at eight intersections (see attached map for locations). The Illinois Department of Transportation (IDOT) and Cook County Highway Department are responsible to maintain all of the others in the Village except for one near Randhurst Mall. It is maintained by the mall. Typical work includes replacing burned out bulbs, making sure the equipment within the cabinets are functioning properly, installing loop detectors in the pavement, and fixing any damaged posts and traffic signal heads as a result of an accident. The Village's contract is for one year beginning January 1". It stipulates, however, that the Village and the contractor can agree to a one -year extension at the same price. Otherwise, the Village will bid the contract again after the first year. The current contract is in its second year and will end December 31, 2013. The Village, therefore, must bid the contract again with a new one to start January 1, 2014. Should the contractor's work be acceptable in 2014 and there is agreement to maintain the same price, Staff expects to exercise the option for a second year of the contract. Bids Results At 1:00 p.m. on November 5 ", sealed bids were publicly opened and read aloud for the 2014 Traffic Signal Maintenance Contract. A notice was published in the IDOT Notice to Contractors Bulletin as well as the Daily Herald. Three contractors picked up contract bid documents and three submitted a bid. A low bid of $29,795.00 was received by Lyons Electric Company, Inc. of LaGrange, Illinois. It represents a 7.5% increase from the current contract. The prices were as follows: Company Bid Amount Lyons Electric Company, Inc. $29,795.00 Meade Electric Company, Inc. $37,413.00 H & H Electric Company, Inc. $38,068.50 Engineer's Estimate $31,950.00 page 1 of 2 2014 Traffic Signal Maintenance Contract November 12, 2013 The bidders submitted a bid bond in the amount of 5% of their total bid as required by the contract documents. The bids were checked for accuracy. There were no errors. The bidders submitted all of the required documents and correctly signed their bid and bid bond. Discussion Lyons Electric has been the Village's traffic signal maintenance contractor for the past two years. They have satisfactorily maintained the signals on a regular basis and quickly responded to urgent issues. Staff has a good working relationship with Lyons Electric and has found their work to be acceptable. The total bid for this proposed contract reflects the predictable cost of the routine maintenance work and establishes hourly prices and cost for some expected emergency work. The final award to the contractor also includes a contingency of approximately 15% ($4,205.00) for potential excessive emergency work as well as unexpected replacement of older equipment. Funding for the routine maintenance, emergency and replacement work has been requested in the Proposed 2014 Village Budget. Sufficient funds are available under Account #041.80.83.86.0.357.577.002 on page 262 of the Proposed 2014 Village Budget. Recommendation It is Staff's recommendation that Lyons Electric Company, Inc. be awarded the 2014 Traffic Signal Maintenance Contract in the amount not to exceed $34,000.00 to cover the cost of routine maintenance and any emergency repairs. There are sufficient funds in the Proposed 2014 Village Budget to cover this traffic signal maintenance contract. Please include this item on the November 19 Village Board Meeting Agenda. Matthew P. Lawrie I concur with the above recommendation. Sean P. Dorse , Director of P�� lji Works Attachment: Map h:\ engineering\ traffic\ signals\ 2014maintenance \vb_rec_memo.doc page 2 of 2 C) w Q > w � Q p w U F- Oa�> Z w w C Lu � F— Q w L a- Uw Zw V>OUw� Q�V) 0 �UJ D Z V> Z - V> V> > o J j 0 0- N = ZQ �C�dSdSU�m� z 0 O 06 Q Q 06 06 06 06 000 (IN 3lOM O N Q U Q Q o 0 o 0 (Y) J J 0 o OTC O L,_ � 0 () < < � z > _ � , < L U 0 C) D 7 1 1 vL/) Z Z Z Z Z �� m D U O > A CV N M LO 0 � 00 L (IN 133dS08d 1W i SS3NISn8����� OO � 0000��oo 0�� OR 1S 3M0 � 08 =ZA Q H A l O �C cuinoa��O® � lC o se3lnob o� ,000 ©a aoo 0000� o 0o a❑ o ��000� ao , aF 7 as 3ssna =;L D LL Eln oo