HomeMy WebLinkAbout6. Village Manager's Report 05/06/2014
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: WATER & SEWER SUPERINTENDENT
DATE: APRIL 29, 2014
SUBJECT: BID RESULTS FOR GEORGE STREET SOUTH SANITARY RELIEF
STATION PROJECT (CIP) - ($160,427)
Background
In the current budget, funds have been requested to rehabilitate the George Street
South sanitary relief station.
This pumping facility is used to provide relief to the Village-owned sanitary sewer
system in the event that the Metropolitan Water Reclamation District of Greater Chicago
(MWRDGC) interceptor sewer becomes surcharged. The MWRDGC interceptor sewer
system accepts wastewater from Mount Prospect sewers and transports it to treatment
plants in Skokie or Des Plaines. During wet weather, interceptor sewers can become
full thereby limiting the rate at which they can accept gravity flow from local Mount
Prospect sewers. To mitigate the resultant surcharge conditions in our local sewers,
relief pumping stations were installed in some neighborhoods. These stations help
prevent the MWRDGC interceptors from backing up into local sewers.
The George Street South Sanitary Relief Station is located in the George Street right-of-
way south of Weller Creek. It was built in 1971 and has been repaired over the years
as needed. This station provides sanitary sewer relief for the area from Golf Road to
Weller Creek, bounded by South Albert Street on the east and South William Street on
the west.
Staff created detailed bid specifications and bidding materials necessary to procure the
needed retrofits, services and equipment. The improvements include the installation of a
complete replacement pump station with new pumps, guide rails and controllers, along
with all associated wiring and other electrical control equipment. The standby
emergency generator was installed in 2010 is in excellent condition; it will not be
replaced as part of this project.
Page 2 of 3
Bid Results for George Street South Sanitary Relief Station Project (CIP) ($160,427)
April 29, 2014
Since these stations are permitted by the MWRDGC, staff worked closely with a
consulting engineer to ensure that the project meets all permitting requirements. This
work required that staff maintain the same horsepower rating for all new pumps. Staff
also recommended standardizing pumps and other equipment between the various
stations. Staff feels that this is an important aspect of the overall rehabilitation. This
standardization of components allows staff to stock fewer spare parts as the pumps and
their fittings now will be interchangeable between stations. In the past, pumps could not
be interchanged in emergencies or required an extensive effort to accommodate the
various different flanges or other fittings needed to make them work for more than one
station.
The Village owns and maintains eight (8) sanitary relief stations and two (2) sewage lift
stations. All of the sanitary relief stations operate in a manner similar to the George
Street station. In future years, staff intends to rehabilitate all of the sanitary relief and lift
stations in the Village-owned wastewater collection system. One (1) sanitary relief
station has already been rehabilitated (George Street North); 7 relief stations and both
lift stations remain pending.
Bid Results
On Monday, April 28, 2014 at 1:00 P.M., sealed bids for the project were opened and
read aloud. Thirteen (13) firms were solicited and public notice was placed in a local
newspaper as required.Eight(8) bids were acquired by vendors. Two (2) bids were
received. The bid opening result was as follows:
¼£ ±
Bidder
±ÐêËñ±±Ãª£Ã
x30/Ë,01È44
1 Marc Kresmery Construction
±ÐêËñ±±Ãª£Ã
x2.-Ë1/4È44
2 Martam Construction
Discussion
Staff reviewed the bid submittals and finds that the bidders satisfy the bid documents,
are both qualified to perform the work, and are proposing similar equipment.
Marc Kresmery Construction of Elgin, Illinois has not worked with the Village in the past.
The firm has recently constructed similar projects in several suburbs including Crystal
Lake, Lake in the Hills, Naperville, St. Charles and Elgin. All references were verified
and satisfactory.
Page 3 of 3
Bid Results for George Street South Sanitary Relief Station Project (CIP) ($160,427)
April 29, 2014
Staff finds that Marc Kresmery Construction of Elgin, Illinois is the lowest responsible
bidder. The project is scheduled to be completed and fully operational by late
September. The work is scheduled to occur in mid to late August.
Since the existing station will be replaced under this contract, there is always the
possibility of unforeseen issues arising during construction so staff is recommending the
inclusion of a 10% contingency ($14,584). This would make the total award for this
project as $160,427 (base bid of $145,843 plus the 10% contingency of $14,584). The
engineer’s estimate for the replacement project was $177,000.
Bid Recommendation
I recommend accepting the lowest qualified bid for the George Street South Sanitary
Relief Station Project as submitted by Marc Kresmery Construction of Elgin, Illinois at a
cost not to exceed $160,427.00. Sufficient funds for this project are available in the
current budget.
Matt Overeem
Water & Sewer Superintendent
I Concur.
Sean P. Dorsey
Director of Public Works
MEO/ meo
H:\Water\projects\2014\george st so\george street south rev.docx
N / Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: SUPERINTENDENT OF STREETS & BUILDINGS
DATE: APRIL 29, 2014
SUBJECT: SEALED BID RESULTS FOR THE 2014 & 2015 SEWER CATCH BASIN
& INLET REPAIR CONTRACT ($83,254)
BACKGROUND
Annually a contract is let to repair storm sewer catch basins and inlets. Many of our older
structures are made of brick and, with time, the mortar or brick deteriorate requiring patching,
reconstructing, or total replacement. The repairs are usually made with concrete adjustment
rings or precast cones to minimize future deterioration of the mortar joints. This work is usually
completed by late August to make sure all structures are in good repair for the fall rainy season
and to minimize any possible winter failures. The proposed agreement is for a 2 -year term
concluding at the end of 2015, with a possible one year extension based on performance. Prices
are to remain firm (no increases) throughout the 2 -year term. If an extension is granted, prices
will remain unchanged through the extended term as well.
BID RESULTS
Sealed bids were opened at 1:00 P.M. on April 28, 2014 for proposed sewer catch basin and inlet
repairs. Bid prices were based on estimated quantities of structures per year to be adjusted,
reconstructed or replaced. Invitational bids were mailed to ten (10) companies and a bid notice
was placed in the local paper.
Five bids were received, and bid results are as follows:
Bidder
MAXX Contractors, Corp.
Suburban General
Concrete Etc., Inc.
Lifco Construction
A Lamp Concrete Cont.
Bid Price
$ 83,254.00
$ 96,150.00
$ 98,850.00
$ 99,400.00
$107,075.00
SEALED BID RESULTS FOR THE 2014 & 2015 SEWER CATCH BASIN & INLET REPAIR CONTRACT ($83,254)
April 29, 2014
Page 2OF2
DISCUSSION
Staff reviewed the bid submittals and finds that the bidders satisfy the bid requirements and all
are qualified to perform the work.
Director of Public Works
The apparent low bidder, MARX Contractors, Corp., has worked for the village on several
projects of similar scope. All work has been completed satisfactorily. MAXX Contractors also
supplied four additional references. All references were verified and satisfactory.
Staff finds MAXX Contractors; Corp. of Des Plaines, Illinois is the lowest responsible bidder.
RECOMMENDATION
Sufficient funds exist in the 2014 budget for catch basin and inlet repairs. I recommend award of
a two (2) year contract to the lowest qualified bidder, MAXX Contractors Corp. Year one (1)
will be in an amount not to exceed $83,254. Year two (2) will be in an amount not to exceed the
appropriated budget in 2015.
Staff also requests authority to extend the contract by one (1) year if performance is satisfactory
and the contractor agrees to maintain pricing. Any expenditure during an extended term will also
be limited to approved budgeted amounts in 2016.
Paul Bures
Superintendent of Streets & Buildings
I concur:
Sean 4sey
PB /pb
c: Director of Public Works Sean P. Dorsey
File
\H:\Administration\BIDS\ RESULTS \catchbasin.repair.201 LREC.doc
Prospect
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: SUPERINTENDENT OF STREETS & BUILDINGS
DATE: APRIL 29, 2014
SUBJECT: SEALED BID RESULTS FOR THE 2014 & 2015 SEWER CATCH BASIN
AND INLET CLEANING CONTRACT ($38,750)
BACKGROUND
Annually, a contract is let to clean and inspect one sixth (1/6 1h) of the Village's sewer catch
basins and inlets. This annual program helps minimize the potential for sewer flow restrictions
caused by clogged sewer structures. This program also provides an opportunity to assess the
structural integrity of inlets and catch basins on a scheduled basis. The proposed agreement is
for a 2 -year term concluding at the end of 2015, with a possible one year extension based on
performance. Prices are to remain firm (no increases) throughout the 2 -year term. If an
extension is granted, prices will remain unchanged through the extended term as well.
BID RESULTS
Sealed bids were opened at 1:00 P.M. on April 28, 2014 for the proposed sewer catch basin and
inlet cleaning contract. Nine invitational bids were mailed, and a bid notice was placed in the
local paper.
Five bids were received, and the results are as follows:
Bidder Bid Price
United Septic, Inc. $ 38,750.00
H. R. Stewart $ 40,000.00
National Power Rodding Corp. $ 46,250.00
Visu -Sewer of Illinois $ 69,000.00
A -K Underground $ 81,000.00
DISCUSSION
This year's target area is from Central Road on the north, Douglas Avenue on the west, Lincoln
Avenue on the south and Elmhurst Avenue on the east. The bid prices were based on estimated
quantities of 250 sewer catch basins and 250 inlets to be cleaned.
The apparent low bidder, United Septic, Inc., has performed the catch basin and inlet cleaning
contract since 2008. All work has been completed satisfactorily.
SEALED BID RESULTS FOR THE 2014 & 2015 SEWER CATCH BASIN AND INLET CLEANING CONTRACT ($38,750)
April 29, 2014
Page 2 of 2
RECOMMENDATION
I recommend award of a two (2) year contract to the lowest qualified bidder, United Septic, Inc.
Year one (1) will be in an amount not to exceed $38,750. Year two (2) will be in an amount not
to exceed the appropriated budget in 2015.
Staff also requests authority to extend the contract by one (1) year if performance is satisfactory
and the contractor agrees to maintain pricing. Any expenditure during an extended term will be
limited to the approved budgeted 4mount.
Paul Bures
Superintendent of Streets & Buildings
I concur:
Se�f"orsey
Director of Public Works
Pb /pb
Director of Public Works Sean P. Dorsey
file
\H:\ Administration\ BIDS\ RESULTS\ catchbasin .cleaning.2014.REC.doc
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT
DATE: APRIL 28, 2014
SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE (1)
NEW FORD F -250 PICKUP TRUCK ($24,645.00)
Background
In the current budget, there are funds available to replace vehicle 2709. This vehicle is a 2002
GMC C2500 3 �4 ton pickup truck with 2 -wheel drive. Recently, we extended the normal
replacement life cycle by two years for the majority of the Village fleet. This vehicle is used by
the Sewer Division Foreman of Public Works for transportation, hauling supplies, snow removal,
and towing trailers /equipment to jobsites throughout the Village.
Replacement Policy
This vehicle has been evaluated utilizing our detailed comprehensive replacement policy. This
policy uses a point -based criterion, which rates the following four (4) major factors to a baseline
when considering a unit for replacement: Age, mileage, repair & maintenance (R &M) cost, and
condition of the body /mechanical components. A point total equaling or exceeding eleven (11)
out of sixteen (16) indicates that the vehicle should be recommended for replacement.
This vehicle scored a total of fourteen (14) points indicating a high rating and should be placed
on the highest priority to be replaced. The vehicle condition evaluation form and summary
report have been attached as Exhibits A and B respectively. Additionally, I have included the
life cycle cost analysis on Exhibit C, which breaks out our total ownership cost.
Other Factors
If the service life is extended the following repairs should be performed on the vehicle:
➢ Replace damaged rear bumper & repair qtr. panel $1,500.00
➢ Replace all brakes and tires $1,500.00
➢ Replace all oil cooler lines $ 900.00
➢ Replace driver's seat $ 800.00
➢ Repair rusted out doors /fenders $1,200.00
Total estimated repair cost: $5,900.00
Accept State of Illinois Bid for the Purchase of one (1) New Ford F -250 Pickup Truck ($24,645.00)
April 28, 2014
Page 2 of 2
Replacement Recommendation
Staff has evaluated the need of another 2 -wheel drive pickup truck and instead is recommending
a 4 -wheel drive pickup with a snowplow. This is desired during snow /ice control and off road
for the Foreman to safely supervise and assist his staff.
Bid Recommendation
I am recommending the Village Board accept the State of Illinois bid results and authorize the
purchase of one (1) new 2015 Ford F -250, Super Duty Pickup Truck from Bob Ridings, of
Taylorville, Illinois at a cost not to exceed $24,645.00. The State of Illinois Contract is publicly
bid and satisfies the public bidding requirements of the Village of Mount Prospect Purchasing
Policy.
Funds for this proposed purchase are currently 100% funded through the Vehicle Replacement
Fund of and are available in the 2014 budget.
The remaining funds will be used to purchase necessary additional equipment to provide a
completely functional vehicle. The vehicle being replaced will be sold through the
GovDeals.com Internet auction later this year.
James R. Breitzman
Vehicle /Equipment Superintendent
U
Attachments
C: Deputy Director of Public Works Jason Leib
H:\ Administration \BIDS\RESULTS\2709 State Purchase VB Memo- 4- 2014.docx
Director of Public Works
EXHIBIT A
Village of Mount Prospect
Vehicle/Equipment Condition Evaluation Form
Unit # 2709 Assigned Dept. /Div. Public Works /Sewer
Year: 2002 Make: GMC Model: C2500, 4x2 Pickup Mileage: 101,862
Hours: NA Date of Evaluation: 4/22/14 Performed By: John Schnittker
System
Diagnosis
Estimated Repair Cost
Engine
Fair -Oil leak
$500.00
Transmission
Fair - Cooler lines
$400.00
Differential
Good
Exhaust System
Good
Cooling System
Good
Brakes
Fair -Needs all within a year
$800.00
Tires
Fair -Needs all within a year
$700.00
Steering
Good
Suspension
Good
HVAC
Good
Electrical
Good
Body/Frame
Fair - Replace rear bumper and
repair right rear quarter panel
$1,500.00
Interior
Fair- Drivers seat worn out
$800.00
Other - Fenders and Doors
Total Estimated Repair Cost
Fair -Rust through
$1,200.00
$5,900.00
Diagnosis Code
Code Description
Good
Systems are functioning well and no major repairs are expected.
Fair
Some major repairs are needed, but unit can remain in service a little longer
in current condition.
Poor
Major repairs are required as soon as possible to ensure unit safety and
reliability.
EXHIBIT B
Village of Mount Prospect
Vehicle /Equipment Evaluation Summary Report
Unit # 2709 Assigned Dept. /Div. Public Works /Sewer
Year: 2002 Make: GMC Model: C2500, 4x2 Pickup Mileage: 101,862
Date of Evaluation: 4/25/14 Performed By: Jim Breitzman
Ratings:
Unit age: 12 Base Policy Age: 12
Mileage/Hrs: 101,862 Base Policy Mileage /Hrs: 50,000
Maintenance Cost:
Repair and Maintenance Cost: $ 15,793 _ Purchase Price: $ 32,100
Repair and Maintenance Percentage of Purchase Price: 49 %
Condition Evaluation: (attach vehicle Condition Evaluation Form)
Estimated Repair Cost: $ 5,900 _ Current Book Value: $ 5,000
Repair Cost Percentage of Current Book Value: 118 %
Total Ownership Cost Per Mile:
(Lifetime Fuel + R &M + Purchase Price) $ 77,550
Less Salvage Value $ 5,000
Net Lifetime Costs $ 72,550
Divided by Mileage /Hours 10 1, 862
Operating Cost Per Mile /Hour $ .71
Comments and other considerations:
Points: 2
Points: 4
Points: 4
Points: 4
Total Points: 14
This vehicle is operated by the Sewer Division's Foreman.
Superintendent's recommendation:
This vehicle has met its useful life expectancy and several repairs will be needed if service life is
extended any longer based on condition and mileage.
Total Point Evaluation A point total equaling or exceeding eleven (11) indicates that the vehicle should be
recommended for replacement. The point total is used to rank its replacement priority. The larger the number the
higher the replacement priority will be.
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