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HomeMy WebLinkAbout6. Village Manager's Report 08/05/2014Mount INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER, MICHAEL E. JANONIS FROM: WATER/SEWER SUPERINTENDENT DATE: JULY 28, 2014 SUBJ: BID RESULTS FOR 2014 COMBINED SEWER TELEVISING ($404,706.67) BACKGROUND In the current budget, funds have been allocated for combined sewer system repairs. These repairs were identified during the Combined Sewer System Evaluation Study (CSSES) completed in 2004. In total, the study identified almost $15 million worth of combined sewer repair work. The work was further categorized and prioritized as follows: • Approximately 8% of the pipes were in severe structural condition (Category 5). The report recommended that repairs be completed within one (1) to two (2) years. The estimated cost to repair sewers in this classification was $2,481,600. • 10% were in poor structural condition (Category 4). Completed repairs were recommended within the next three (3) to four (4) years. The estimated repair cost for sewers in this classification was $2,547,600. • 20% had moderate structural defects (Category 3) requiring rehabilitation within the next five (5) to ten (10) years. The estimated repair cost for sewers in this classification was $4,957,920. • 34% had minor structural defects (Category 2) that did not require repairs. However, the report recommended these pipes should be periodically re- examined to assure that noted defects do not worsen. The estimated cost to repair these defects was $4,158,000. • 24% were in very good condition (Category 1). No discernable defects were observed. No repairs were recommended. To date, the bulk of the major defects (all of categories 5 and 4, with a large portion of category 3) have been corrected. The remaining lineal footage was identified in 2004 as being of low to moderate risk (categories 1 to 3). Mount Prospect Public Works Department The funding mechanism for the above referenced combined sewer rehabilitation work has been a $5 per month charge to each water /sewer customer; generating approximately $800,000 per year. This fee was initiated in 2006 and is set to expire in 2016. Page 2 of 3 Bid Results for 2014 combined Sewer Televising ($404,706.67) JULY 28, 2014 Staff has prepared a sewer televising project to assess the condition of the balance of the combined sewer system that has not been lined. The project will include 190,600 lineal feet (I.f.) of unlined combined sewer which were initially ranked in the lower risk categories of 3, 2 and 1. It will also include a quality control review of approximately 10% of the combined sanitary sewer segments that have been lined since 2006. The sewers to be televised range in diameter from 6 inch to 90 inches with the bulk of the work in the 12 -24 inch range. The video resulting from this televising project will be collected and organized for review and condition assessment rating by an engineer as part of another contract that will be presented for the Village Board's consideration at a future meeting. Ultimately, a final report denoting condition assessment and projected cost estimates for any remaining combined sewer rehabilitation work will be created and presented to the Village Board in spring 2015. DISCUSSION The bid package was sent to ten (10) area firms that perform this type of work and notice was publicly advertised as required. Bids were publicly opened on July 28 with two (2) bidders submitting. Three firms advised the Village that they were very busy and would be unable to submit bids for our project. The bid results for the two (2) firms are as follows: Bidder Televising C ea vy Cle Root Bid Visu -Sewer of Illinois LLC $320,218.67 $12,060.50 $35,636.50 $367,915.67 Hydro- Vision Technology $359,534.70 $19,400.00 $19,400.00 $398,334.70 LLC Both bids submitted proper bonds and signatures on their submittals. There were no discrepancies or deviations from the bid documents with either bidder. The engineer's estimate for this work is $484,000. Visu -Sewer of Illinois LLC, based out of Bridgeview, Illinois has performed a significant portion of the cured -in -place pipelining work for the Village and has prosecuted those efforts without incident or issue. All of their work has been acceptable. Staff is recommending that a 10% contingency be added to the project ($36,791) to allow for any unforeseen circumstances and to allow for any adjustment due to final quantities. The final award will be $404,706.67 which includes the total bid submitted plus the 10% contingency ($367,915.67 + $36,791 = $404,706.67). Page 3 of 3 Bid Results for 2014 combined Sewer Televising ($404,706.67) JULY 28, 2014 RECOMMENDATION I recommend that the Village Board accept the lowest cost, responsible bid for the 2014 COMBINED SEWER TELEVISING PROJECT as submitted by Visu -Sewer Illinois LLC of Bridgeview, Illinois in an amount not to exceed $404.706.67. Sufficient funds for this proposed contract exist in the current budget. Matt Overeem [concur Seaff,R,-Dorsey ctor of Public Works CC: Director of Public Works Sean Dorsey Deputy Director of Public Works Jason Leib H: \Water \projects\2014 \sanitary televising\2014 televising board report _ FINAL (SPD].docx Mount Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PROJECT ENGINEER DATE: JULY 31, 2014 SUBJECT: 2014 BACKYARD DRAINAGE PROGRAM (CONTRACT AWARD NOT TO EXCEED $100,000.00) Background Many properties in Mount Prospect experience recurring backyard flooding after any significant rain event. Often water will pond in their yards and remain there for a considerable length of time. On May 13, 2008, the Village Board authorized Staff to proceed with the Backyard Drainage Program in an effort to assist residents in reducing the backyard flooding they experience. Staff has received requests for assistance through the Backyard Drainage Program for over 200 residential properties. Staff identified several of the properties experiencing the worst flooding, based upon such criteria as depth of ponding, area of inundation, number of properties affected, structures impacted, and duration of ponding. Staff then surveyed the existing conditions, and prepared plans to better drain each of these properties. Each design includes an inlet in the backyard draining through a pipe connecting to the existing sewer system in the public right of way. To protect the receiving system from being overwhelmed, each design includes a restrictor that will control and slow the discharge into the receiving sewers. These restrictors, while serving to protect the Village sewer systems, may cause water to pond in the backyards during heavy rain events for a short duration. To accommodate this ponding water, rain gardens will be installed around the inlets. These rain gardens will provide a place for any ponding water to accumulate, and provide a mechanism for the water to infiltrate into the ground quickly. Following construction, the property owners will be responsible for maintenance of the storm sewer and rain gardens on the private properties; however, it shall be the Village's responsibility to maintain the new storm sewer in the public right of way. Each design is contained on a single property, avoiding the need for easements or agreements between property owners. Bid Results Sealed bids for the 2014 BACKYARD DRAINAGE PROGRAM were publicly opened and read aloud on July 28, 2014 at 1:00 P.M. A Notice to Bidders was published in a local newspaper as required and invitations were sent to contractors familiar with this program. A mandatory pre -bid meeting was held on July 21, 2014 at 10:00 A.M. to discuss the intent and specifics of the program, as well as to answer any questions the contractors may have had in formulating their bids. Six (6) contractors attended the pre -bid meeting. Three (3) of those contractors submitted bids for this project. The bids ranged from a low of $90,620.00 by Martam Construction, Inc., to a high of $204,680.00 by Kovilic Construction Company, Inc. The Engineer's estimate for the project was $99,634.00. Each of the bidders submitted a bid bond in the amount of 5% of the total bid as required in the bid proposal packet. 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: Page 2 2014 Backyard Drainage Program July 31, 2014 Bidders Total Bid Martam Construction, Inc. $ 90,620.00 Concrete Etc., Inc. $ 96,877.00 Kovilic Construction Company, Inc. $204,680.00 Engineer's Estimate $ 99,634.00 Discussion The low bidder, Martam Construction, Inc., successfully completed work on many Village projects, including the 2009 Backyard Drainage Program. This is the fourth year of the Backyard Drainage Program. The history of the program is summarized below: 2009 — Completed installation at eleven (11) sites. 2011 — Completed installation at seven (7) sites. 2013 — Completed installation at four (4) sites. Funds were not available in either 2010 or 2012, so no construction was performed under the Backyard Drainage Program in those years. We estimate that installation can be completed on four (4) sites this year. However, because the cost is based on estimated quantities, the project will be evaluated throughout the course of construction to determine if any sites can be added, or have to be deferred until additional funds become available. Because of the estimated quantities, and to have the capability to extend the program to additional sites if the opportunity presents, I recommend that the contract be awarded to the available budget amount of $100,000.00. Recommendation I recommend the contract for the 2014 BACKYARD DRAINAGE PROGRAM be awarded in an amount not to exceed $100,000.00 to the low bidder, Martam Construction, Inc. There are sufficient funds in the 2014 Budget to cover this proposed contract. Please include this item on the August 5 Village Board Meeting Agenda. I concur with the above reco mendation. Director is Works Sean Dorsey cc:� Village Clerk Lisa Angell Charles M. Lindel f, P.E. H: \Engineering \Drainage \Backyard Drainage Program \2014 \Recommendation.docx Mount 1 li Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: WATER & SEWER SUPERINTENDENT DATE: JULY 31, 2014 SUBJ: BID RESULTS FOR HIGH - SERVICE PUMP REHABILITATION (NOT TO EXCEED $86,687.00) Background The Village of Mount Prospect operates a water distribution system that uses high - service booster pumps to circulate water through the distribution system to and from the various water reservoirs to the customer. Each year, staff performs testing and preventive maintenance on these high - service pumps and motors. As part of this annual check -up, certain pumps and motor assemblies are identified as needing further rehabilitation. This year, three (3) pumps were identified as needing further work. The three (3) pump and motor assemblies needing work include a 75HP pump #1 at Booster Station 5, a 75HP pump #2 at Booster Station 16 and a 100 HP pump #3 at Booster Station 17. Staff prepared a bid specification for the repair of the pumps and the replacement of the electric motors for these assemblies. Bid Results Bid documents were sent to seventeen (17) area firms and a bid notice was published in a local paper. Bids were received on June 30, 2014, opened and read aloud as required. The following two (2) firms submitted bids: BIDDER PUMP #3 AT STA. 17 PUMP #2 AT STA. 16 PUMP #1 AT STA. 5 TOTAL BID Peerless Midwest, Mishawaka, IN $27,795.00 $26,655.00 $27,337.00 $81,687.00 Industrial Water Services, New Carlisle, IN $29,702.00 $29,702.00 $29,702.00 $89,106.00 Page 2 of 2 Bid Results for 2014 High - Service Pump Rehabilitation (Not to exceed $86,687.00) July 31, 2014 Discussion All bids were checked to ensure that the supplier was providing the necessary equipment in accordance with the specifications. Both bidders submitted properly completed bid forms, bid security or bid bonds and appropriately signed bid documents. The lowest responsible bidder for the items is Peerless Midwest Inc. of Mishawaka, Indiana. The firm has performed pump and motor repairs for the Village on numerous occasions over the past ten (10) years. All of their work has been acceptable. The bids also included a $5,000 allowance for any piping, flange or fitting replacements that may be needed. These repairs will not become visible until the pump and motor are removed from service then staff can identify any deficiencies with the piping, flanges, or other fittings. If no work is needed, the money will not be spent. Staff's total award recommendation is $86,687.00 ($81,687 plus the $5,000 piping allowance). Sufficient funds are available to perform this work. Recommendation: I recommend that the Village Board accept the lowest, responsible bid for the rehabilitation of three (3) pump and motor assemblies as submitted by Peerless Midwest Inc. of Mishawaka, Indiana in an amount not to exceed $86,687.00. Sufficient funds for this work exist in the current budget. Matt Overeem, Superintendent cc: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib File H:IWater1projects120141high service pumpslBID RECOMMENDATION_ FINAL (SPDj.docx Sean P. Dorsey Director of Public Works