HomeMy WebLinkAbout6. Village Manager's Report 05/20/2014nt Prospcct
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Village of Mount Prospect
Fire Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E
FROM: FIRE CHIEF
DATE: APRIL 22, 2014
JANONIS
- 0(14
SUBJECT: FIRE ENGINE PURCHASE — WAIVER OF BID
Background
The Fire Department is scheduled to replace a 1999 Pierce Quantum fire engine in
2014. This apparatus has over 78,000 miles and its condition and service history
indicate replacement is warranted. This vehicle has been kept in reserve status
anticipating its replacement this year. Fire engines are generally kept for 15 years; ten
for frontline and five for reserve status. This apparatus has met its useful life expectancy
and several repairs will be needed if the service life is extended any longer, based on
condition and mileage. The transmission has shown signs of needing a major overhaul,
which could exceed $15,000 to repair properly.
As there were numerous fire departments considering the purchase of apparatus, a
committee was formed through the Northwest Municipal Conference for a joint
purchase.
General Bid Information
The Northwest Municipal Conference Joint Purchasing Advisory Committee organized
the request for proposal. The committee was comprised of representatives from fire
service agencies in the Northeastern Illinois region. Request for proposals were sent to
over twenty manufacturers of fire apparatus.
On July 9, 2013, the Northwest Municipal Conference opened bids for fire apparatus
from all vendors. The lowest responsive bidder was Global Emergency Products, Inc.
(Pierce).
The Fire Department Apparatus Committee reviewed the awarded bid and found a new
stipulation which prevents a municipality from choosing a different chassis. In the past,
the local municipality was allowed to change chassis from the manufacturer that was
awarded the bid. As this is not the case this year, Global Emergency Products offered
an option of purchasing a stock unit.
Fire Engine Purchase — Waiver of Bid
April 22, 2014
Page 2
Stock units become demonstration models if not purchased while on the production line.
The stock engine in this case meets or exceeds all of our needs and is the same
chassis as the other three engines currently in the fleet. We currently own three Pierce
engines and have been extremely satisfied with their performance and reliability over
the years.
This purchase will allow us to maintain three essentially identical vehicles that will make
it easier when training our staff and maintenance personnel. Also, this purchase will
streamline our parts inventory since the vehicles are the same type and manufacturer.
Budqet Authorization
Funding for this replacement is provided in the 2014 Budget in the Capital Improvement
Section on pages 327 and 329. The account number is 061.80.86.00.1.000.660.005.
The budgeted amount is $575,000. The resale amount of the current engine is
estimated at $25,000 to $50,000.
Recommendation
Based on the above information, I recommend the Village Board waive the bidding
process and award a contract to Global Emergency Vehicles, Wonder Lake, in an
amount not to exceed $555,022. Pierce offers a 100 percent prepayment discount of
$16,747 which will bring the cost down to $538,275. After discussing this option with the
Finance Director, he recommended that we take advantage of this discount.
John J. Malcolm
JM /hd
H:Wdministration \Vehicles \Vehicle ReplacementUM -2014 Fire Engine Purchase - Village Manager.docx
The Pierce Quantum is the truck of choice for departments that
demand the absolute best and nothing less. You'll get the exact truck
to meet your unique needs, loaded with the options that are vital to
your success.
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The Quantum was designed to set the fire industry's standard for
performance and technology. It exceeded expectations. In fact, it's
the truck that all others have been measured against for the past
decade. A recent redesign has enhanced safety, improved
performance and elevated this truck to legendary status.
Not only does the Quantum boast the most robust chassis in the
industry, it's also expertly engineered with features you'll appreciate
every time you get in the truck. From an ergonomic wraparound dash,
to a 180 view from the 4,100- square -inch windshield, to an overall
spacious interior, the Quantum is designed to meet your demands.
In addition to structural superiority, the Quantum has safety features
unmatched by anyone in the industry: air - actuated steps; Electronic
Stability Control (ESC); exclusive Command Zone'" advanced technology
that links key vehicle systems to one another so they work together safely,
effectively, and efficiently; TAK -V Independent Front Suspension for
improved ride quality and shorter stopping distances; a Side Roll
Protection system that senses the exact moment of a side roll and
provides instant protection; and, as another industry first, frontal air bags.
At Pierce, leadership means building safety into every apparatus we build.
R;3 -,p Your PoOnrjinnr", Cxnf'.!' ±??tine
Air - actuated steps. A 515 - horsepower engine. As impressive as the
individual details are, they're meaningless to you without outstanding
performance as a unit. The Quantum performs like the world's most
technically advanced fire apparatus. Because it is.
r.
Engine Horsepower 455 -515 hp
Transmission Allison EVS4000
Alternator Up to 400 amp
GVW Ratings Front: Up to 24,000
Rear: Up to 58,000
Frame Rails
Size /RBM 13'/," /33.66cm
Cab Length 67.25" - 73.757
170.8cm - 187.3cm
Cab Raised 12" or 22"/
30.5cm - 55.9cm
Seating Capacity Up to 10
TAK -4® � Standard
Cramp Angle 45- degree max.
Brake Size
17" rotor w/TAK -4
Rear Axle
Leaf or air
Suspension
Single or tandem
Water Tank Capacity
Up to 3,000 gal/
11356.235 liters
Command Zone'"
Yes
• Pantograph wipers deliver excellent coverage
• Air - actuated steps fold out automatically
providing a large, low first step at 16" from
the ground that makes cab entry or exit easier
• Hook -up ports throughout cab for cell phones
and other electronics
• Easy in -cab maintenance access for fluids
• Upper windows above doors for better visibility
and brighter interior light
• High angle of approach to handle obstacles
with confidence
• TAK -4® Independent Front Suspension for
shorter braking distances, better ride quality
and increased FAWR to 24,000 lbs.
Command Zone" Provides critical information
— right now! When you need to know what's
happening with your rig right now, you
need the exclusive Command Zone advanced
electronics and control system from Pierce -
Command Zone delivers real -time data profiles
of apparatus performance, including details of
vehicle operation and diagnostics.
4,100 Sq. In. Windshield Gives You Unmatched Visibility. At more than 4,100 square inches,
it's nearly the area of a 484 sheet of plywood. Coupled with the outstanding seating positions for the
driver and officer, that means unmatched visibility Plus, tinted safety glass cuts both solar load and heat,
while vertical (pantograph) wiper blades clear a maximum amount of glass area.
The ergonomically designed wraparound dash puts you in complete command of any situation -
Similar to a jet fighter cockpit, the dash panel is designed to keep controls at the fingertips
of the operator. The instrument panel has room for up to 80 switches in the overhead and dash
positions. The Quantum has one of the roomiest cabs in the industry - over 150" - and we've
increased the space between the driver's knees and the engine tunnel, increasing comfort-
Frontal air bag
protection
• Side Roll Protection system for enhanced
firefighter safety
• Frontal air bag protection
• Tandem rear axle (up to 58,000) available
for heavier GVWR
• 42- degree cab tilt for easy engine /
power train access
• Massive 13 IN' 120 ksi steel frame rails for
superior handling and reduced frame deflection
• 45- degree cramp angle for
maximum maneuverability
• Electronic Stability Control (ESC)
• 36" flat work surface officer side
Side Roll Protection system
Air bags /curtains in front & rear
Air - Actuated Steps Make Access Easy. Easy in. Easy out. Speed and
safety go hand in hand with the Quantum's exclusive air - actuated steps.
Each pneumatically operated step folds out automatically when
the door is opened, providing a large, low, first step at 16 inches
from the ground that makes cab entry or exit easier,
especially when suited up and carrying gear.
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Some features listed are options.
PROTECTION
FROM EVERY
aso• ANGLE_
At Pierce, leadership means building safety into every apparatus we make
360 Protection From Every Angle is a bumper -to- bumper focus
on firelighter safety. To, from and at the scene..
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
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TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: WATER & SEWER SUPERINTENDENT
DATE: MAY 14, 2014
SUBJ: BID RESULTS FOR WATER METERS AND WATER METER
ACCESSORIES ($214,653.05)
Background
On October 1, 2013 the Village Board awarded a contract for the installation of a new
automated meter reading (AMR) /Automated Metering Infrastructure (AMI) System. The
new AMR system will allow the Village to remotely read all Village owned water meters
(commercial and residential) on a daily basis. As part of our AMR project; staff identified
165 larger meters (1.5" and greater) that need to be exchanged in order to properly
work with the new AMR system. These meters are not normally replaced but are tested
and repaired as needed based on AWWA standards. This practice will continue after
the installation of the new meters. These proposed purchases will be long- lived. Some
of our existing large diameter meters, such as the 8" Metron - Farnier single -jet, have
been in service for more than 20 years.
The 1.5" and 2" meters will be replaced utilizing in -house staff. The larger meters (3 "-
8") will be replaced utilizing a water meter services contractor.
Staff prepared a bid specification for the quantity of meters that are planned for
replacement as well as associated meter accessories. The bid request asked vendors
to provide separate pricing on each item to allow the Village to use the lowest
responsible price per item. The bid also asked that the vendor hold their pricing for a
minimum of one hundred and eighty (180) days.
The specifications required all vendors to meet or exceed AWWA cold water meter
standards. In addition, staff included a requirement that the proposed meters be of a
design and construction that emphasizes low -flow accuracy. Due to the increasing cost
of Lake Michigan water, as well as the increased Illinois Department of Natural
Resources (IDNR) restrictions on unaccounted water flow, staff deemed that an
emphasis on low -flow accuracy was prudent. Additionally, these larger meters account
for approximately 45% of total water sales.
Page 2 of 4
Bid Results for Water Meters and Water Meter Accessories ($214,653.05)
May 14, 2014
Bid pesults
Bid documents were sent to six (6) firms and a bid notice was published in a local
newspaper. Bids were received on March 10, 2014, opened and read aloud as
required. Five (5) bidders submitted pricing.
Five (5) firms submitted the following pricing:
Discussion
All bids were checked to ensure that the supplier was providing the needed and
necessary equipment in accordance with the specifications. All bidders complied with
the bid specifications. All bidders submitted pricing for low lead/ no -lead brass meters
in compliance with recent EPA reduced lead requirements.
The bids included three styles of meters in varying sizes, a single -jet meter, ultrasonic
meter and a mag- meter. All three meter types meet or exceed AWWA standard and
achieve the level of accuracy required by the Village.
Both Badger Meter and MidAmerican supplied local references for their ultrasonic
meters. Staff contacted the supplied references and found that each vendor has only
about 100 meters installed in the Chicago area. These meters have been installed less
than four (4) years. There have been some initial product issues including corrosion.
Muniply
Badger
HBK Meter
MidAmerican
Item
Qty
(Metron)
Kamstrup
Meter
Services
(Master Meter)
single -jet
(ultrasonic)
ultrasonic
(Hersey)
ultrasonic
mag meter
1 -1/2"
$595.00@
$375.00@
$451.36@
$1262.98@
meters
85
$50,575 total
$31,875.
$38,365.60
No bid
$107,353.30
total
total
total
2" meters
50
$1288.36@
$1150.00@
$605.42@
No bid
$1150.00@
$64,418 total
$57,500 total
30,271 total
$57,500 total
3" meters
20
$1985.00@
No bid
No bid
$2990.20@
$1591.05@
$39,700 total
$59,804 total
$31,821 total
$3800.00@
$3140.54@
$1860.37@
4" meters
10
$38,000 total
No bid
No bid
$31,405.40
$18,603.70
total
total
8" meter
1
$6850.00
No bid
No bid
No bid
$2990.90
Encoded
44
$95.00@
No bid
No bid
No bid
No bid
Registers
$4180 total
Bolt
Packages
Sump
$23,295.00
No bid
$20,383.45
$20,750.00
$10,930.05
& Flan es
Discussion
All bids were checked to ensure that the supplier was providing the needed and
necessary equipment in accordance with the specifications. All bidders complied with
the bid specifications. All bidders submitted pricing for low lead/ no -lead brass meters
in compliance with recent EPA reduced lead requirements.
The bids included three styles of meters in varying sizes, a single -jet meter, ultrasonic
meter and a mag- meter. All three meter types meet or exceed AWWA standard and
achieve the level of accuracy required by the Village.
Both Badger Meter and MidAmerican supplied local references for their ultrasonic
meters. Staff contacted the supplied references and found that each vendor has only
about 100 meters installed in the Chicago area. These meters have been installed less
than four (4) years. There have been some initial product issues including corrosion.
Page 3 of 4
Bid Results for Water Meters and Water Meter Accessories ($214,653.05)
May 14, 2014
Ultrasonic meters is a new metering technology that has only recently been employed in
potable water systems. Mag meters have been deployed for several more years but are
only deployed in low numbers. There are less than a dozen mag meters in the metro
area. Staff is not recommending the use of these new technologies for two reasons -
their low installed base and their battery life (replacement).
Based on the low numbers on installed meters for the ultrasonic and mag meter style
meter and the low number of installed meters on a local level for either type (about 100
meters of both styles); staff cannot at this time recommend that the Board consider
either of these two styles of water meters.
Also, the mag and ultrasonic meters use a battery to power the unit's water measuring
process and because of this, the entire meter needs to be replaced every 10 -14 years
for the smaller meters (1 -1/2" to 4 "). The larger mag and ultrasonic meters only need to
be removed and sent for battery replacement when their internal batteries expire.
But this is not the case with the single -jet meter. The Metron - Farnier meters do not use
a battery as part of their measuring process. Their expected life is 20 to 30 years and
installed meters within the Village are approaching 20 years of good service without
incident.
The cost savings from not purchasing additional whole meters to replace the installed
units when their internal batteries fail makes the Metron - Farnier the more economical
meter to acquire when compared to the others.
Staff is recommending that the Village Board accept staff's recommendation that the
single jet Metron meters supplied from Muniply of Chicago, Illinois is the most
responsible bid and to award the purchase of water meters to Muniply of Chicago,
Illinois for their Metron - Farnier single -jet meters in the sizes from 1 -1/2" to 8 ".
The bid document also included other components; encoded registers, flanges and nuts
& bolts for the meter installations. Muniply was the only bidder for the encoded
registers needed to make existing Metron meters installed within the Village compatible
with the new AMR system. Staff is recommending that the sole bid from Muniply
( Metron) bid for the 44 encoded registers necessary to retrofit existing installed Metron
meters to make them compatible with the new AMR system be accepted and awarded
in the amount of $4,180.00.
For the remaining flanges, nuts & bolts; staff is also recommending that the bolt
packages and flanges be awarded to Mid American Water in an amount of $10,930.05
The total award for water meters and water meter accessories to the two (2) firms would
be $214,653.05.
Page 4 of 4
Bid Results for Water Meters and Water Meter Accessories ($214,653.05)
May 14, 2014
Recommendations
I recommend that the Village Board:
1. Accept Muniply of Chicago, Illinois as the responsible bid for water meters and
authorize the purchase of single -jet water meters and encoded meter registers in
an amount of $203,723.00.
2. Accept Mid American Water of Wauconda, Illinois as the lowest, responsible bid
for water meter accessories and authorize the purchase in an amount not to
exceed $10,930.05 for water meter accessories.
Sufficient funds for these procurements exist in the current budget.
Matt Overeem, Superintendent
I concur.
Sean P. Dorsey
Director of Public Works
cc: Bid file
H: \Water \projects\2014\meters \BID RECOMMENDATION water meters rev3.docx
Prospect
Lm?
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER, MICHAEL E. JANONIS
FROM: DIRECTOR OF PUBLIC WORKS
DATE: MAY 14, 2014
SUBJECT: RESULTS OF WATER METER SERVICES BID ($123,860)
BACKGROUND
In order to limit water loss or unaccounted -for water consumption in the Village -owned potable water
distribution system, Public Works routinely performs water meter testing, replacements, and repairs on a
scheduled basis.
This work generally requires access to meters installed behind locked doors on private property. As a
consequence, it is necessary to schedule appointments with property owners prior to performing the work.
Commensurate with this work, inspections of sump pumps and storm water conveyance systems installed
on private property are also performed. These inspections are required by Village Code and are pursuant
to the Village's Long Term Maintenance Agreement with the Metropolitan Water Reclamation District of
Greater Chicago (MWRDGC). Sump pump inspections and meter work are performed at the same time,
during a single appointment, in order to reduce inconvenience for property owners.
The Village has awarded a water meter testing, replacement, and repair contract utilizing a competitive
bidding process since 1985. Sump pump inspections have been included in the scope of this contract
since 1999.
Annually, 500 -800 properties are targeted for water meter replacements and sump pump inspections
under this contract. Additionally, approximately 120 commercial water meters, ranging in size from 2"
diameter to 8" diameter, are tested each year.
Staff prepared a detailed set of specifications and bid documents for this proposed contract. These
documents stipulate that the successful bidder will maintain their pricing for the entire contract period.
No price increases are allowed. The current bid documents differ from prior versions as follows:
Each water meter replacement will include installation of a water meter and an end point
(module) that will be compatible with the Village's automated meter reading system (AMR).
Year 1 of the proposed contract (2014) will include an additional 32 water meter replacements
These meters are larger 3" — 8" meters that must be replaced in order to be compatible with the
Village's AMR system. This expense was previously presented for the Village Board's
consideration in a memorandum dated September 25, 2013 and discussed at the October 1, 2013
Regular Meeting. Years 2 and 3 of the proposed contract return the volume of work to traditional
levels (500 -800 meters /inspections per year).
Page 2 of 4
RESULTS OF WATER METER SERVICES BID ($123,860)
MAY 14, 2014
• The successful bidder is required to be a Licensed Plumbing Contractor in the State of Illinois.
This qualification was added pursuant to direction received from the Illinois Department of
Public Health State Plumbing Inspector in December 2013.
BID RESULTS
A bid for this work was let in April 2014. Six (6) water meter service vendors were invited to bid. The
bid notice was advertised in a local newspaper as required by the Village Purchasing Policy. One (1)
additional vendor requested a bid packet. A total of seven (7) bids were distributed.
Bids were received on May 5, 2014, opened, and read aloud. Only one (1) bid was received from HBK
Water Meter Service, Inc. of Palatine, Illinois. The results of the bid and the extended costs for 2014
planned work are as follows:
Bid Item
Meter Replacements
Quantity
Bid
Extension
5/8" x 3 /4 " diameter
575
$84.00
$48,300.00
1" diameter
65
$95.20
$6,188.00
3" diameter
20
$212.00
$4,240.00
4" diameter
10
$331.50
$3,315.00
6" diameter
1
$424.00
$424.00
8" diameter
1
$750.00
$750.00
Meter Testing
85
Varies*
$15,000.00
Sump Pump Inspections
631
$50.40
$25,000.00
Sub - Total:
$103,217.00
Re- Inspections & Missed
Appointments Allowance
20%
$20,643.00
Total:
$123,860.00
DISCUSSION
Staff attempted to contact the six remaining bid holders to find out why they did not submit a bid. The
results of these inquiries are as follows:
• Vanguard Utility Service Owensboro, Ky: Could not satisfy Illinois Licensed Plumbing
Contractor requirement.
• M.E. Simpson Valparaiso, IN: Could not accommodate work load.
• Wachs Water Services Buffalo Grove, IL: Could not satisfy Illinois Licensed Plumbing
Contractor requirement.
• Calumet City Plumbing Calumet City, IL: Concluded that they could not be cost competitive
staging crews out of the south suburbs.
• Professional Meters, Inc ., Morris, IL: Did not respond.
• Utility Partners of America Greenville, SC: Did not respond.
Page 3 of 4
RESULTS OF WATER METER SERVICES BID ($123,860)
MAY 14, 2014
The bid results present an increase of approximately 12% when compared to the most recent contract
(2012 -2013) for water meter services. For example, the lowest cost price currently proposed for the
replacement of a 5/8" x 3 /4" water meter is $84.00. The cost for the same work in the most recent water
meter services contract was $75.
This contract has been publicly let on more than a dozen occasions since 1985. Analysis of these
cumulative bid results indicate that geographic proximity to the work, the requirement to perform sump
pump inspections, the requirement to report work utilizing an interface with the Village's computer
system, and, most recently, the State of Illinois Licensed Plumbing Contractor requirement are all factors
that influence the number of bidders.
Contractors have explained that the most cost effective method to perform the work is to schedule
appointments consecutively. Unfortunately, since appointments are largely determined by the
availability of private property owners, it is often not feasible to organize substantive batches of
work. As a result, contractors that have to travel greater distances to the work face higher costs
for transportation and idle time.
Contractual performance of sump pump inspections are an oddity. Very few communities utilize
water meter plumbing contractors to perform this work. As a consequence, few contractors are
prepared to perform them. Most indicate a preference to avoid the training, job time, and back -
office tasks necessary to perform sump pump inspections as well as the follow -up work necessary
to achieve compliance. However, it is the opinion of staff that there is significant value, most
notably reduced customer inconvenience, in bundling sump pump inspections with water meter
work.
Our bid documents also stipulate that the successful contractor will utilize a virtual private
network (VPN) connection with the Public Works Department's computerized infrastructure
management system (Hansen) to document work progress, update meter records, report test
results, and file sump pump inspections. There are no hardware or software costs associated with
this requirement, but the work does require training and back -office support over the life the
contract. Contractors have expressed a preference to report work utilizing their own database and
reporting systems. However, it is the opinion of staff that reduced data entry and improved data
accuracy are valuable benefits of an interface with the Village computer system.
Finally, the most recent bid results indicate that some contractors do not hold the Illinois
Plumbing Contractor License required by the Illinois Department of Public Health for firms
engaged in this type of work. Apparently, this requirement is not well publicized. For the short
term, it appears that this requirement will limit qualified bidders.
HBK Water Meter Service, Inc. has been the Village's water meter replacement contractor and meter
testing service provider for previous contracts and has an outstanding record of service with the Village.
HBK Water Meter Service, Inc. has previously performed all of the tasks outlined in a satisfactory
manner.
Sufficient funds exist in the current budget for the proposed 2014 expenditure. The contract awards for
2015 and 2016 will be limited to annual funding levels approved by the Village Board.
Page 4 of 4
RESULTS OF WATER METER SERVICES BID ($123,860)
MAY 14, 2014
RECOMMENDATION
I recommend that the Village Board accept the lowest responsible bid for specified water meter services
as submitted by HBK Water Meter Services of Palatine, Illinois for an amount not to exceed $123,860 in
contract year 2014. Expenditures in 2015 and 2016 will be limited to amount authorized in the Village
budget.
P. Dorsey
C:\ Users \sdorsey \Documeuts\Meters\Meter services Board report 2014 revl (2).docx