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Home My WebLink About6. Village Manager's Report 08/19/2014Mount Mount Prospect Public Works Department �L $/ INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: AUGUST 12, 2014 SUBJ: STORM SEWER TELEVISING CONTRACT (NOT TO EXCEED $71,448.52) BACKGROUND The National Pollutant Discharge Elimination System (NPDES) permit system requires the village to inspect and monitor all of its storm sewer system for possible sources of pollution. This requirement is best satisfied by performing closed - circuit television inspection of the pipe interior. Staff has prepared a detailed set of bid documents necessary to secure a competent contractor to perform this work. In conjunction with the televising, a condition assessment will be made of each pipe segment, which will allow staff to determine which sewers may need repairs or warrant monitoring. The term of this proposed contract is one (1) year. It also includes two (2) one -year extensions (2015 and 2016) for the same prices if both parties agree. BID RESULTS Sealed bids were opened at 1:00 P.M. on August 11, 2014 for the proposed 2014 Storm Sewer Televising Contract. Bid prices were based on estimated quantities of 53,543 lineal feet of pipe. Eight invitational bids were mailed, and a bid notice was placed in the local paper. Six bids were received with results as follows: Bidder Bid Price Pipe View America $64,953.52 Pipe View, LLC $96,864.78 United Septic $103,228.75 Hydrovision Technology $119,550.25 Visu -Sewer of Illinois $131,079.90 National Power Rodding Corp. 263,827.25 Page 2 Of 2 STORM SEWER TELEVISING CONTRACT (NOT TO EXCEED $71,448.52) August 12, 2014 DISCUSSION All bids were submitted with required bonds and proper signatures. There were no discrepancies or deviations from the bid documents noted on any bid. The engineer's estimate for this work is $100,000. The apparent low, qualified bidder is Pipe View America of Woodstock, Illinois. Pipe View America had the storm sewer televising contract last year and successfully completed the work in an acceptable manner. They also provided five (5) references which also checked out favorably. Staff is recommending that a 10% contingency be added to the project ($6,495) to allow for any unforeseen circumstances and accommodate adjustments for final, measured quantities. The total recommended award is $71,448.52 ($64,953.52 base bid + $6,495 contingency = $71,448.52). RECOMMENDATION I recommend acceptance of the lowest qualified bid as submitted by Pipe View America of Woodstock, Illinois for the 2014 Storm Sewer Televising Contract in an amount not to exceed $71,448.52. Awards for subsequent years of this contract will be limited to available funds for Storm Sewer televising in approved budgets. Paul Bures Superintendent of Streets & Buildings c: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib File \ \PW1 \PWIHPW$\ ADMINISTRATION\ BIDS\ RESULTS \STORMSEWERTELEVISING2014 REC8.11.14.DOCX Director of Public Works Mmint ProsWmt 6 Village of Mount Prospect Fire Department INTEROFFICE MEMORANDUM TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: FIRE CHIEF DATE: AUGUST 12, 2014 SUBJECT: REPLACEMENT OF FIRE DEPARTMENT BUS The Fire Department is requesting Village Board approval for the purchase of a 2014 Chevy Express 4500 14 passenger bus from Midwest Transit Equipment, Inc., out of Kankakee, Illinois, in an amount not to exceed $49,970.75. Midwest Transit Equipment, Inc. was awarded the bus contract through the State of Illinois competitive bid process. Background The proposed vehicle replaces a 1995 Ford Eldorado 14 passenger bus, which was purchased used in 2004. This vehicle has over 103,000 miles and is scheduled for replacement this year. The Fire Department budgeted $66,000.00 this year for the replacement. The current bus is in need of major body work to correct issues with rust and is starting to have reoccurring mechanical issues, which is why I am recommending purchasing a new bus. Exhibit A (see attached) provides detailed information from Public Works regarding the extensive repairs necessary to keep this vehicle operational. The bus is expected to require over $24,000.00 in repairs including a rebuild of the engine, a new transmission and other major system repairs. Staff consisting of Fire Department and Vehicle Maintenance personnel started the search for a replacement bus by looking at used buses. We looked at a few used buses through a local vendor, and did find one that was in good condition with low miles, but it was promptly sold the next day before we could take any action. As a result, we then focused our search on new buses by meeting with the same local vendor to discuss our needs. The vendor provided a quote of $61,800 for a new bus. We also looked at new buses being offered on the State bid and determined that one of these vehicles would meet our needs. After careful consideration, staff determined that the State bid option would best meet our needs and therefore recommends purchasing this vehicle. This bus is brand new and under budget. Replacement of Fire Department Bus August 12, 2014 Page 2 Npw gun The new passenger bus will be used in numerous ways, including for rehabilitation of firefighters at major incidents and to provide shelter for residents affected by fire. Our special team's personnel utilize the bus for training and transporting personnel to incidents. Use of the bus has expanded to every department in the Village. The Police, Public Works, and Human Services departments as well as the Village Manager's Office all utilize the bus. The new vehicle will be built by Collins Bus Corporation with a 6.0 liter gasoline engine and comes with a five year or 100,000 mile warranty as well as a limited lifetime paint warranty. We anticipate the life expectance of this vehicle to be 20 years. Vendor Midwest Transit Equipment Inc. is located in Kankakee, Illinois and has been in business for over 30 years. They offer seven complete service facilities, including a facility in Des Plaines with certified mechanics, a body shop and an extensive parts inventory. They also offer off -site bus repairs and have field service technicians providing pick -up and delivery as well as bus towing services if needed. Funding Funds are available in the Vehicle Replacement Fund in account number 061.80.86.00.1.000.660.005. In addition to the cost of the vehicle purchase, I anticipate approximately $7,500 in expenses for lettering, radios, lighting and other miscellaneous equipment to properly outfit the bus. Recommendation I recommend the purchase of a 14 passenger bus from Midwest Transit Equipment, Inc. of Kankakee, Illinois in an amount not to exceed $49,790.75. John J. Malcolm Attachments JM /hd EXHIBIT A Village of Mount Prospect Vehicle/Eguipment Condition Evaluation Form Unit # 549 Assigned Dept. /Div. Fire Department Year: 1995 Make: Ford Model: E -350, Bus Mileage: 103,356 Hours: NA Date of Evaluation: 8/14/14 Performed By: Jim Breitzman System Diagnosis Estimated Repair Cost Engine Poor -Needs Rebuild $8,000.00 Transmission Fair- Rebuild soon $4,000.00 Differential Fair -Worn gears $1,500.00 Exhaust System Fair - Rusty, unsafe odor $800.00 Cooling System Fair -Water pump, radiator $1,200.00 Brakes Good Tires Good $850.00 c Steering Fair -Ball joints Suspension Poor -Rear leaf springs Poor - Condenser, comp., lines $1,400.00 $2,500.00 HVAC Electrical Fair -Wires old & brittle Body /Frame Poor- Refurbish/Floor rotted and rusted out sheet metal $3,500.00 Interior Good Other -Brake lines, rubber hoses Total Estimated Repair Cost Fair - Replace all $1,000.00 $24,750.00 Diagnosis Code Code Description G ood_ 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. VVHIRIT R Village of Mount Prospect Vehicle /Eauh went Evaluation Summary Report Unit # 549 Year: 1995 Make: Ford Date of Evaluation: 8/14/14 Assigned Dept. /Div. Fire Department Model: F -350, Bus Mileage: 103,356 Ratings: Performed By: Jim Breitzman Unit age: 19 Base Policy Age: 14 (Medium Truck) Mileage/Hrs: 103,356 Base Policy Mileage /Hrs: 50,00015,000 Maintenance Cost: Repair and Maintenance Cost: $ 20,538 - Purchase Price: $ 2,500 Repair and Maintenance Percentage of Purchase Price: 822 % Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $ 24,750 _ Current Book Value: $ 1,000 Repair Cost Percentage of Current Book Value: 2,475 % Total Ownership Cost Per Mile: (Lifetime Fuel + R &M + Purchase Price) $ 26,101 Less Salvage Value $ 1,000 Net Lifetime Costs $ 25,101 Divided by Mileage Hours Used - 8,753 Operating Cost Per Mile /Hour $ 2.87 Comments and other considerations: Points: 4 Points: 4 Points: 4 Points: 4 otal Points: 161 This vehicle was purchased used in 2004 with 94,603 miles and has shown a high air cost. Superintendent's recommendation: The repairs and maintenance over the last 10 years plus suggested repairs will almost equal the c ost of a new bus. This vehicle has exceeded its life enectancy and is not efficient or reliable. 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. EXHIBIT C Village of Mount Prospect August 2014 Vehicle /Equipment Life Cycle Cost Analysis Vehicle/Equipment Number - Fire /549 (1995 Ford E -350, Bus) ---*--Total Ownership Costs Life Cycle Costs —Ar— Total R &M --0 Total Fuel ■ - Market Value $30, 000.00 $25,000.00 $20,000.00 r 8 $15,000.00 $10,000.00 $5,000.00 $0.00 1995 Year $26,101.00 $20,538.00 $3,063.00 $1, 000.00 2014 Total Ownership Cost - Salvage Value / Mileage = Cost Per Mile to Operate $26,101.00 $1,000.00 8,753 $2.87 fount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHEAL E. JANONIS FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: AUGUST 12, 2014 SUBJECT: BID RESULTS FOR HVAC MAINTENANCE CONTRACT (NOT TO EXCEED $47,326) BACKGROUND This proposed contract will provide for quarterly scheduled maintenance on all HVAC (heating, ventilation, and air - conditioning) units in Village -owned buildings. In addition, it will also provide an emergency rate per hour for emergency service call work. The term of this proposed contract is one (1) year. It also includes two (2) one -year extensions (2015 and 2016) if both parties agree to terms. BID RESULTS Sealed bids were opened at 1:00 P.M. on August 11, 2014. Sixteen (16) invitational bids were distributed to qualified local contractors and a bid notice was placed in a local paper as required by the Village purchasing policy. Seven (7) bids were received. The results are as follows: Bidder Annual Fee Emergency Average annual Estimated (for Scheduled Rate/Hour Call Back Bid Total Maintenance) 280 hours (&E.R. Annually Bedco Mechanical Inc. $16,525.00 110.00 $30,800 $47,325 Mechanical Inc. $30,810.00 110.00 $30,800 $61,610 Air Comfort $29,272.00 118.00 $33,040 $62,312 Delta Heating and Air $47,550.00 120.00 $33,600 $81,150 Hayes Mechanical $44,760.00 132.00 $36,960 $81,720 Season Comfort Corp. $47,130.00 125.00 $35,000 $82,130 Edwards Engineering $66,020.00 135.00 $37,800 $103,820 Page 2 of 2 BID RESULTS FOR 2014 HVAC MAINTENANCE CONTRACT (NOT TO EXCEED $47,326) August 12, 2014 DISCUSSION The low bidder, Bedco Mechanical Inc., has provided scheduled maintenance and emergency service work to the Village for the last thirteen (13) years. The annual maintenance fee covers quarterly inspections on all units which includes; checking the belts, oil, bearings, pressures, fluid levels, condensers, filter changes and correcting any problems found during the inspections. The bids were also based on an average annual call back for non - scheduled work or emergency services which averaged two hundred and eighty hours per year over the last several years. Bedco Mechanical Inc. has responded in a timely manner and all work was performed in an acceptable manner during this contract. RECOMMENDATION I recommend acceptance of the lowest qualified bid as submitted by Bedco Mechanical Inc. of Glenview, Illinois for the HVAC Maintenance Contract in an amount not to exceed $47,326. Awards for subsequent years of this contract (years 2 and 3) will be limited to funds appropriated for HVAC maintenance in approved budgets. (�ti '_cy1t_6e9 Paul Bures Superintendent of Streets & Buildings c: Director of Public Works Scan P Dorsey Deputy Director of Public Works Jason Leib File TTY I�—nT4TNTISTP ATVV.i \P v TS\HV CCC)I ,iTR 2/11d APC Director of Public Works