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HomeMy WebLinkAbout6. Village Manager's Report 07/01/2014Mount 1 1 "� Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VILLAGE ENGINEER DATE: JUNE 25, 2014 SUBJECT: 2014 SHARED COST SIDEWALK PROGRAM (CONTRACT AWARD NOT TO EXCEED $70,000.00) Background The Shared Cost Sidewalk Program is a cooperative effort between the residents and the Village to share in the cost of replacing eligible public sidewalk throughout the Village. Information about the Shared Cost Program was published in the village newsletter, giving residents an opportunity to have sidewalk replaced at a discounted cost. This year's cost to the resident is $62.50 per sidewalk square, approximately half of the total cost of one square. This program is dependent upon resident participation. Bid Results A Notice to Bidders was published in a local newspaper as required and invitations were sent to contractors familiar with this program. On June 23, 2014 at 1:30 P.M. sealed bids were publicly opened and read. Five (5) contractors submitted bids for this project. The bids ranged from a low of $66,336.00 by Mondi Construction, Inc. to a high of $137,850.00 by ALamp Concrete Contractors, Inc. The engineer's estimate for the project was $69,590.00 All but one of the bidders submitted a bid bond in the amount of 10% of the total bid as required in the bid proposal packet. Copenhaver Construction, Inc. submitted a bid bond in the amount of 5% of the total bid. 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 Mondi Construction, Inc. $ 66,336.00 Schroeder and Schroeder, Inc. $ 87,180.00 Globe Construction, Inc. $112,575.00 Copenhaver Construction, Inc. $135,780.00 ALamp Concrete Contractors, Inc. $137,850.00 Engineer's Estimate $ 69,590.00 Discussion The low bidder, Mondi Construction, Inc., is prequalified by the Illinois Department of Transportation for concrete construction projects and meets the requirements of the contract documents. Mondi Page 2 of 2 2014 Shared Cost Sidewalk Program June 25, 2014 Construction, Inc. was awarded the 2013 Shared Cost Sidewalk Program and their work was completed to the satisfaction of the Village. The 2014 Shared Cost Sidewalk budget amount is $85,000.00. This year, $15,000.00 will be set aside for reimbursements to residents for the Village's share for work completed by their own contractors replacing public sidewalk in front of their homes in conjunction with driveway replacements. This leaves $70,000.00 as the available budget amount for the project. I recommend the contract be awarded to the available budget amount to allow for contingency in the contract quantities. Recommendation I recommend the low bidder, Mondi Construction, Inc., of West Chicago, IL, be awarded the contract for the 2014 Shared Cost Sidewalk Program in the amount not to exceed $70,000.00. There are sufficient fiends in the 2014 Budget to cover this proposed contract. Please include this item on the July 1st Village Board Meeting Agenda. 'g !' P.E. I concur with the above Director of Pub6�ks Sean P. Dorsey cc: Village Clerk Lisa Angell H:\ Engineering \Sidewalk\2014 \Shared CosArecommend memo.docx Mount Prospect 11 Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VILLAGE ENGINEER DATE: JUNE 25, 2014 SUBJECT: 2014 CDBG SIDEWALK PROGRAM (CONTRACT AWARD NOT TO EXCEED $70,000.00) Background The Community Development Block Grant (CDBG) Sidewalk Program involves the installation of new sidewalk at eligible locations in the Village where sidewalk is missing. Staff has identified the north side of Kensington Road, from Westgate Road going east; and between Burning Bush Lane and the Fire Station, to be this year's project locations. Bid Results A Notice to Bidders was published in a local newspaper as required and invitations were sent to contractors familiar with this program. On June 23, 2014 at 1:30 P.M. sealed bids were publicly opened and read aloud. Six (6) contractors submitted bids for this project. The bids ranged from a low of $64,122.00 by Copenhaver Construction, Inc. to a high of $97,040.75 by Globe Construction, Inc. The engineer's estimate for the project was $61,395.00. Each of the bidders submitted a bid bond in the amount of 10% of the total bid as required in the bid proposal packet. All bids were checked for 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. $ 64,122.00 ALamp Concrete Contractors, Inc. $ 67,905.00 Mondi Construction, Inc $ 68,532.50 Schroeder and Schroeder, Inc. $ 72,665.00 Triggi Construction, Inc. $ 79,397.50 Globe Construction, Inc. $ 97,040.75 Engineer's Estimate $ 61,395.00 Discussion The low bidder, Copenhaver Construction, Inc., is prequalified by the Illinois Department of Transportation for concrete construction projects and meets the requirements of the contract documents. Page 2 of 2 2014 CDBG Sidewalk Program June 25, 2014 Copenhaver Construction, Inc. has completed projects, including the installation of sidewalk, for the Village in previous years and has completed them to the satisfaction of the Village. Since the contractor's bid is based on estimated quantities, I recommend the contract be awarded to the available budget amount of $70,000.00 to allow for contingency in the contract quantities. Recommendation I recommend the low bidder, Copenhaver Construction, Inc. of Gilberts, IL, be awarded the contract for the 2014 CDBG Sidewalk Program in the amount not to exceed $70,000.00. There are sufficient funds in the 2014 Budget to cover this proposed contract. Please include this item on the July I" Village Board Meeting Agenda. � ` . I concur with the above recolmn ndation. Director o c Works Sean P. Dorsey cc: Village Clerk Lisa Angell H:\ Engineering \Sidewalk\2014 \CDBG \recommend memo.docx Mount 1 ?i INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: WATER & SEWER SUPERINTENDENT BATE: JUNE 24, 2014 SUBJ': BID RESULTS - 2014 EXTERIOR PAINTING SERVICES ($39,713) Background In 2011, staff inventoried and assessed the condition of village -owned decorative streetlight poles, pedestrian light poles and controller cabinets. The main observation was that while the poles and lights were in operating condition; their overall appearance was becoming haggardly and dull due to peeling paint. As the poles, fixtures and cabinets age due to effects of weathering; the paint peels and fades creating a poor aesthetic appearance. Staff assessed the condition of the following items in the downtown area and along selected roadways: • 388 roadway streetlight fixtures and poles 206 pedestrian fixtures and poles • 30 streetlghting controller cabinets For a total of 624 assets that would be addressed in the ongoing maintenance effort. Last year (2013), a contract was let to paint 94 items or approximately 15% of these assets. Staff proposes to continue this work in 2014. The proposed work for 2014 will encompass an additional 88 items bringing the total number of assets re- painted to 182 items or approximately 30% of the total inventory. Request for Bids Staff prepared a specification and bid document for the cleaning and painting of the four (4) streetlight poles and eighteen (18) pedestrian lights and poles as the base bid, along with seven (7) additional groups of assets as alternate bids. The attached map shows the area where this year's effort would begin. This year's project work was divided into areas, 1 -4, which each have an associated map. The bid document called for the project to be a prevailing wage job with unit pricing. The bid' document also asked for pricing on an additional seven (7) alternate bid items if the budget allowed. The alternate items were groups of additional roadway streetlights, pedestrian streetlights and two (2) streetlighting control cabinets based on area maps prepared by the Village (see attached). $40,000 is allocated in the 2014 budget for this work. Mount Prospect Public 'Works Department Page 2 of 3 Sid Results for 2014 Exterior Fainting Services ($39,713) June 23, 2014 Bid Results A bid notice was published in a local paper. Fifteen (15) contractors were sent a bid package; including all contractors who submitted a bid last year. Two additional packets were sent out by request to an additional firm and one 'bid consulting firm. Bids were received on June 23, 2014, opened and read aloud as required. Two (2) firms submitted the following bids: Alternate Bid Items ALTERNATE PER EACH PER EACH TOTAL BIDDER STREETLIGHT PED LIGHT BASE BID Bill's Commercial Inc., Mount Prospect $708.00 $288.00 $ 8 , 016 . 00 Muscat Painting & Decorating, East Dundee $1050.00 $685.00 $16,500.00 Alternate Bid Items ALTERNATE BILL'S COMMERCIAL INC MUSCAT PAINTING #1 14 streetlight poles — area 2 $9,912.00 $13,230.00 #2 9 pedestrian poles — area 2 $2,835.00 $6,165.00 #3 2 streetlight poles — area 3 $1,416.40 $2,100.00 #4 23 pedestrian poles — area 3 $6,524.00 $15,755.00 #5 2 controller cabinets — area 3 $698.00 $807.00 #6 4 streetlight poles — area 4 $2,832.00 $4,200.00 #7 12 pedestrian poles — area 4 $3,780.40 $8,220.00 Discussion All bids were checked to ensure compliance with specifications. Both bidders submitted properly completed bid forms, a $500 bid surety and necessary signed bid documents. The lowest bidder for the base bid work is Bill's Commercial Inc. of Mount Prospect, Illinois in the amount of $8,016. The firm has performed work for the Village and was the successful bidder for the 2013 project. Their work was satisfactory and timely with no issues. The bid was set up to include the request for pricing for additional alternate items to be painted should the budget allow. Since the pricing that was received is extremely competitive; staff is recommending that all of the seven (7) alternate bid items be awarded. This alternate work amounts to $28,097.00. The total number of items to be painted by accepting all of the alternate bids, along with the base bid, would be sixty -two (62) pedestrian streetlights, twenty - four (24) roadway streetlights and two (2) lighting control cabinets. Page 3 of 3 Bid Results for 2014 Exterior Painting Services ($39,713) June 23, 2414 The additional work would bring the bid award to $36,113 ($8,016 base bid + $28,097 additional work. = $36,113). The engineer's estimate for this work (base bid and all additional work) was $78,000 Staff is also recommending a 10% contingency be added to the contract to cover any unforeseen issues. This would bring the total award to $39,713 (base bid of $8,016.09 with alternates 1 -7 for $28,097 plus the $3,600 contingency). The contingency amount of $3,600 would not be spent if not needed. While the bid documents required the bid pricing be Commercial Inc. noted that they would honor their provides for more flexibility in scheduling the work. good for a minimum of 90 days; Bill's pricing for a period of 120 days which Recommendations: I recommend that the Village Board accept the lowest, responsible bid for the 2014 Exterior Painting Project as submitted by Bill's Commercial Inc. of Mount Prospect, Illinois and authorize an agreement in an amount not to exceed $39,713. Sufficient funds exist in the current budget. Matt Overeem, Superintendent SeTh P. Dorsey Director of Public Works CC Director of Public Works Sean P. Dorsey Deputy Director of Public works Jason Leib File H:Materlprcjects1201401ack Painting Project 2014Wid documentsIBID REC©MMENDATIONrev.docx PROJECT MAPS STREETLIGHT POLE PAINTING SCHEDULE �.,.�..- PEo POLE MAP 1 - - Fl - oi E BUSSE AV or W 21. 10 105-113 I C3 Cl co C2 40 1 Oa 90 100 104 106 . to '113 115 to C:p 1 119 co mar '121 n }4� 3 % b Do NOT paint Ped' Poles 26* 46, 66 and 76. s: STREETMHT POLE PAINTING SCHEDULE MAP 2 is 61 ELL cl) W CENTRAL RD 15 ...... .... 10 CM '°C 39 STREETUGHT POLE PAINTING SCHEDULE PQ POLE MAP 3 DISCONNECT 40 2 R C4 l FLA& RD F r� i �7 ' A � cm J 4 1 uj to z rL tv 40 • STREETLIGHT POLL PAINTING SCHEDULE ti? PEo POLE MAP 4 I Lu p �c W CENTRAL RD E - - rl 41 Mount Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJ: Background DIRECTOR OF PUBLIC WORKS SEAN P. DORSEY STREET & BUILDING SUPERINTENDENT JUNE 23, 2014 RFP RESULTS FOR DESIGN AND CONSTRUCTION MANAGEMENT SERVICES FOR PUBLIC WORKS HVAC REPLACEMENT ($25,500.00) There are nine HVAC roof top units at Public Works (eight heating units and one air conditioning) that are 26 years old and have lasted beyond their 20 year useful life expectancy. Due to exposure to the elements, age and extensive use the units have suffered failures at an increasing frequency. Parts are becoming hard to find and major repair costs are approaching full replacement costs. During the past two years the units have been inspected by two different HVAC companies with both contractors recommending the units be replaced. Unfortunately staff lacks the resources and expertise to prepare satisfactory plans, specifications and bidding documents necessary to complete this project. Staff prepared a request for proposal and solicited proposals from three (3) firms qualified to perform the work. The firms were asked to submit the following: writing the specifications, conducting a pre -bid walkthrough, reviewing the bids and overseeing the construction per their design. Proposal All three firms that received a proposal submitted a proposal to provide the requested professional services. CS2 Design Group $23,500.00 Syska Hennessey $30,000.00 Larson Engineering $39,600.00 CS2 Design Group of Elk Grove Village, Illinois submitted the lowest cost proposal at a cost of $23,500. Page 2 of 2 RFP RESULTS FOR DESIGN AND CONSTRUCTION MANAGEMENT SERVICES FOR PUBLIC WORKS HVAC REPLACEMENT ($25,500.00) June 23, 2014 Discussion Staff has reviewed all three proposals and feels that the CS2 Design Group has shown a good understanding of the project and have allotted adequate and qualified resources to design and oversee the construction of the requested improvements. Staff contacted all references provided with all references indicating that CS2 performed satisfactory work and would use CS2 Design in the future. In addition, CS2 Design has worked with several contractors that have recently completed projects for the Village, with all providing positive references for CS2 Design. CS2 Design Group's proposal fee is approximately 6.0% of the anticipated project cost of $420,000.00 based on current contractual estimates. Typically, we expect design and construction engineering fees to be approximately 15% of the construction costs. Staff is recommending to award a professional services agreement to CS2 Design Group of Elk Grove, Illinois. Staff is also requesting that a contingency be added to the award in the amount of $2,000 ($23,500.00 + $2,000 = $25,500) to cover any unforeseen issues. Recommendation I recommend that the Village Board accept the proposal from CS2 Design Group to include field investigation, design, construction documentation preparation, bidding and construction administration services for the HVAC replacement work at Public Works for a fee not to exceed $25,500.00. Sufficient funds for the proposed expenditure are available in the 2014 budget. Paul Bures Superintendent of Streets & Buildings I concur: Cc: Director of Finance David Erb Deputy Director of Public works Jason Leib File Director of Public Works Mount 1 li Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DEPUTY DIRECTOR OF PUBLIC WORKS DATE: JUNE 26, 2014 SUBJECT: PUBLIC WORKS UNIFORM RENTAL AND CLEANING CONTRACT ($9,778.08) Background For many years, the labor agreement for the Public Works Department bargaining unit employees has stipulated that the Village must supply 100% cotton work uniforms. In an effort to comply with this requirement, staff has routinely let bids for a contract to supply and launder industrial work uniforms. The current contract was initiated in 2010 and is due to expire in July 2014. Bid Results At 1:00 PM on Monday, June 23, 2014 sealed bids were opened for the weekly rental and cleaning of uniforms worn by Public Works Department maintenance personnel. The term of the proposed contract is 36 months. A legal notice was placed in the Daily Herald and five (5) invitational bids were distributed to local vendors. Two (2) bids were received. The results are listed below: • W-11 z. F-11 hi # of Employees Cost/ Week Cost / Year Full rental 100% cotton -11 sets 25 $ 4.40 $ 5,720.00 Full rental F.R -11 sets 6 $ 7.92 $ 2,471.04 Full rental 100% cotton -7 sets 1 $ 2.80 $ 145.60 Self launder -10 sets 7 $ 3.60 $ 1,310.40 Self launder -7 sets 1 $ 2.52 $ 131.04 Total Annual Cost 40 G&K SERVICES # of Employees Cost / Week $ 9,778.08 Cost / Year Full rental 100% cotton -11 sets 25 $ 5.17 $ 6,721.00 Full rental F.R -11 sets 6 $ 9.24 $ 2,882.88 Full rental 100% cotton -7 sets 1 $ 3.29 $ 171.08 Self launder -10 sets 7 $ 3.60 $ 1,310.40 Self launder -7 sets 1 $ 2.52 $ 131.04 Total Annual Cost 40 $ 11,216.40 Page 2 of 2 PUBLIC WORKS UNIFORM RENTAL AND CLEANING CONTRACT ($9,778.08) June 26, 2014 Discussion Based on the tabulation, the lowest annual cost for this proposed contract is $9,778.08 as submitted by Aramark. The price submitted by Aramark represents an approximate 18% reduction in cost over the current contract. Furthermore the price submitted by Aramark represents a 30% reduction in cost over the contract awarded in 2008. Staff reviewed the submitted bids and both vendors submitted addendum to the bid specifications /contract. Specifically Aramark submitted an addendum changing the insurance requirements, hold harmless language and the contract termination language. The second low bidder G &K Services, of Bensenville, IL, also submitted an addendum to the bid requesting changes to the indemnification and hold harmless language. It should be noted that the indemnification, hold harmless and contract termination language is identical to the language in the current contract. The addendums submitted by Aramark and G &K Services were reviewed by the Village attorney with the attorney determining that the changes to the contract language do not place the Village at a higher level of risk. The Village attorney finds the changes acceptable; however, the changes represent a substantive deviation from the bid. Because of the significant changes to the bid the Village attorney's opinion is that all bids submitted must be rejected. Staff recommends rejecting the bids submitted by Aramark and G &K Services. The prices as submitted by Aramark were obtained through a valid public bidding process and represent a significant savings over the current contract. In addition, Aramark is the current uniform vendor and has proven themselves to be a reliable and competent supplier of laundered public works uniforms. Staff discussed, with the Village attorney, the potential of awarding the contract directly to Aramark. The Village attorney agreed that waiving the bid process after rejecting the current bids and awarding a contract directly to Aramark for the prices in their bid submittal was a legal and viable solution. Staff is recommending waiving the required public bid process and entering into a three (3) year agreement with Aramark of Burbank, CA for $9,788.08 per year. Sufficient funds are in the budget for this award. Recommendations The following two recommendations are being made: 1. Reject all bids submitted (Aramark and G &K Services) for the Public Works Uniform cleaning and rental contract as non - responsive to the bid documents. 2. Waive the bid process and enter into a three (3) year agreement with Aramark of Burbank, CA for Cleaning and rental of Public Works uniforms for $9,788.08 in contract year 2014. Sufficient funds exist in the current budget for these expenditures. Expenditures in 2015 and 2016 will be limited to amounts authorized by th dget. �� � Leib I concur with th dations. Sean P. D Public Works Director