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HomeMy WebLinkAbout07/01/2014 Exterior Painting Services 2014Mount 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