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HomeMy WebLinkAbout6. Village Manager's Report 10/07/2014Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER, MICHAEL E. JANONIS FROM: SUPERINTENDENT OF STREETS & BUILDINGS DATE: SEPTEMBER 30, 2014 SUBJECT: 2014/2015 ROAD SALT CONTRACT — STATE BID ACCEPTANCE ($409,266) BACKGROUND The public works department utilizes road salt for street de-icing operations during the snow season. The department typically utilizes approximately 4,500 tons of a salt during a winter season. We routinely purchase road salt for our winter snow and ice control efforts through the State of Illinois Joint Purchasing Program. It has been our experience that vendors supplying salt for this program have consistently maintained adequate stockpiles and offered acceptable delivery terms at competitive prices. As previously stated, salt usage during a snow season has averaged 4,500 tons. The 2013/2014 snow season proved to be an exception. The village purchased the maximum amount of salt allowed by contract, which was 5,400 tons and purchased an additional 600 tons outside of the state contract. The village's total salt usage in 2013/2014 was 6,000 tons which represented the most salt ever utilized by the village in snow fighting efforts. Over the last five winter seasons the village has received favorable pricing through the State contract with an average price per ton of $56.53. The highest price in the last five years was $60.41 during the 2011/2012 winter season. The lowest price paid for salt in the last five years $52.74 during the winter seasons of 2012/2013 and 2013/2014. Listed below is the cost per ton of salt and tons purchased over the last five winter seasons. Snow Season Supplier Cost/Ton Tons Purchased Total Expended 2009/2010 Morton Salt $58.37 4,364 $254,726.68 2010/2011 Morton Salt $58.37 5,532 $322,929.10 2011/2012 Morton Salt $60.41 4,299 $259,702.59 2012/2013 Morton Salt 1$52.74 2,765 $145,826.10 2013/2014 Morton Salt 1$52.74 5,426 $286,325.46 BID RESULTS The State of Illinois opened bids for road salt on July 1, 2014. The village was notified on August 15, 2014 that the State did receive a responsive bid to provide road salt to the village for the 2014/2015 snow season. The successful bidder was Morton Salt, Inc. of Chicago, IL with a bid of $75.79 per ton. Page 2 of 2 2014/2015 Road Salt Contract — State Bid Acceptance ($409,266) September 30, 2014 DISCUSSION The 2013/2014 snow season was one of the worst winters on record for the Chicago metropolitan area. Specifically the Village experienced the third snowiest winter season since the advent of modern meteorological records has been recorded. The severity of last winter depleted regional salt stores potentially causing a short supply for the 2014/2015 snow season. The State of Illinois let a bid for road salt on behalf of 562 Illinois government bodies with 367 receiving bids and 195 communities not receiving a bid. Prices received ranged from a low of $70 a ton to over $140 a ton. The village received a bid from Morton Salt for $75.79 representing one of the lowest costs on the state bid. Neighboring communities also experienced a significant increase in pricing with prices ranging from $77.06 in Arlington Heights to $109.94 in Park Ridge. The bid received represents a 44% increase over last winter's price of $52.74 per ton. The region faced a similar salt shortage in 2008/2009 in which the village experienced a 41% increase in prices from $45.81 in 2007/2008 to $64.42 the following season. It should be noted that communities that do not participate in the state bid have seen significant increases in salt pricing. The Village of Schaumburg recently opened a bid for bulk road salt and received a price of $93.00 per ton. The bid received was for a total of 4,500 tons of salt with the contract requiring the Village to purchase a minimum of 80% of the bid quantity (3,600 tons); however, the contract allows for the village to purchase a maximum of 120% of the contract quantity (5,400 tons). Currently the Village has approximately 1,200 tons of salt in storage, which in conjunction with the state contract would give the village access to 6,600 tons of salt for the 2014/2015 snow season. Initial winter weather predictions foresee above average snow amounts and below average temperatures. Morton Salt has provided road salt to the village the last five (5) winter seasons and has met the contractual requirements. RECOMMENDATION Staff recommends that the village accept the State of Illinois Joint Purchasing Contract unit price of $75.79 per ton for bulk road and enter into a contract with Morton Salt, Inc. of Chicago, IL. Salt purchases will not exceed $409,266 without further Village Board approval. With your concurrence, please forward this to the Village Board for their approval Director of Public Works pb/PB cc: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib �� Paul Bures Superintendent of Streets & Buildings Mount Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DIRECTOR OF PUBLIC WORKS DATE: OCTOBER 2, 2014 SUBJ: RFP RESULTS FOR COMBINED SEWER SYSTEM EVALUATION STUDY ($112,400) BACKGROUND In 2004, the village conducted a combined sewer system evaluation study (CSSES). This study was performed by consulting engineer, Baxter & Woodman of Crystal Lake, Illinois. It identified almost $15 million worth of combined sewer repair work including manhole rehabilitation, pipe replacements and pipe lining. Repair work was further prioritized and categorized 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 pipe was identified in 2004 as being of low to moderate risk (categories 1 to 3). Page 2 of 3 RFP Results for Combined Sewer System Evaluation Study ($112,400) October 2, 2014 The funding mechanism for 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. On August 5, 2014, the Village Board awarded a sewer televising contract to Visu-Sewer Illinois, LLC of Bridgeview, Illinois in the amount of $404,706.67. The purpose of this project is to gather observations necessary to assess the current condition of combined sewers. Televising work will include 190,600 lineal feet of unlined combined sewers 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. Staff requires assistance from a qualified and experienced engineering consultant to review the video generated by the televising work. Ultimately, the selected consultant will create a final report denoting condition assessment and projected cost estimates for any remaining combined sewer rehabilitation work. This report will be presented to the Village Board in spring 2015. REQUEST FOR PROPOSALS Chapter 4 of the village's purchasing policy and procedures manual states: F. Requests for Professional Services Some contracts, by their nature, are not adapted to award by competitive bidding. These contracts generally result from a request for proposal (RFP). A request for proposal is utilized when professional services are being sought such as engineering, legal, audit, or consulting services. Pursuant to this policy, staff requested proposals for specified combined sewer system evaluation engineering services from Baxter & Woodman Consulting Engineers of Crystal Lake, Illinois, Christopher B. Burke Engineering, Ltd. of Rosemont, Illinois, and Gewalt Hamilton Associates, Inc. of Vernon Hills, Illinois. These consultants submitted documentation that indicated their ability to perform the necessary services. All of the consultants also included references for past work and qualifications of personnel who will be reviewing video and assessing pipe condition. All three (3) firms were interviewed and evaluated utilizing the following weighted criteria: Response to proposal request PointsCriteria 10 Education and experience of key personnel 25 Project understanding, implementation plan, and methods 25 Local Experience on similar projects 25 Cost control on similar projects 15 Total 100 Page 3of3 RFP Results for Combined Sewer System Evaluation Study ($112,400) October 2, 2014 With a maximum best score of 100 points possible, the proposals and presentations were rated yielding the following results: DISCUSSION Staff established that Baxter & Woodman Consulting Engineers (Baxter & Woodman) was the most qualified firm and can perform the necessary services within budget limits. It is noteworthy that Baxter & Woodman gained considerable advantage by the depth of their experience with sewer system evaluation studies, their advanced training in sewer pipe condition assessment, and the curricula vitae of personnel proposed for this project. We subsequently contacted Baxter & Woodman and engaged its representatives in a negotiation process which produced a proposal for final scope and compensation. Their cost proposal for the specified work is in a not -to -exceed amount of $112,400. Analysis indicates that this fee is based on approximately 560 hours of work for a senior engineer at a cost of $200/hour. It is the opinion of staff that the work hours allotted are reasonable and the rate for a senior engineer is competitive. Additionally, Baxter & Woodman's cost proposal is attractive when directly compared to costs incurred when the initial CSSES was performed in 2004. At that time, engineering fees associated with condition assessment cost $1.17 per foot. Baxter & Woodman's cost for this project is $0.54 per foot. Finally, Baxter & Woodman has performed a wide range of engineering services for the village. All of their work has been acceptable. RECOMMENDATION I recommend that the Village Board accept the proposal for the Combined Sewer System Evaluation Study from Baxter & Woodman Consulting Engineers of Crystal Lake, Illinois in an amount not to exceed $112,400. Sufficient funds for thi propose expenditure exist in the current budget. Sean P. Do sey CC: Deputy Director of Public Works Jason Leib Water/Sewer Superintendent Matt Overeem Administrative Superintendent Kristina Jakupovic C:\Users\sdorsey\Documents\Sewers\Combined Sewers\CSSES 2014\CSSES CONSULTANT RECOMMENDATION MEMO 2014.docx Mount Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: SUPERINTENDENT OF STREETS & BUILDINGS PAUL BURES DATE: SEPTEMBER 24, 2014 SUBJECT: ACCEPT BID FOR THE PURCHASE OF SUPER MIX ANTI -ICING FLUID AWARD ($44,200) BACKGROUND Pre -wetting agents are used as accelerants to make rock salt work faster, extend the effectiveness of salt at lower temperatures, and stick to the road surface longer. The current product we use is known in the industry as super mix, which is a proprietary blend of organic polymers, salt brine, and calcium chloride. In addition to pre -wetting salt, super mix is used as an anti -icing agent applied directly to pavement. The anti -icing program involves applying super mix directly to the pavement before it snows to prevent the snow from bonding with the pavement. Pre -treating the pavement is especially important during rush hour when it is difficult to salt the roads thereby buying us time. During minimal snows it actually saves us from going back and salting the roads thus reducing our salt usage. Staff prepared a detailed set of bid documents necessary to effect the procurement and delivery of pre - wetting agents for a 1 -year term concluding at the end of 2015, with a possibility of extending the contract for two (2) one year extensions based on performance and price agreement. BID RESULTS Sealed bids were opened at 1:00 PM on September 22, 2014 for the proposed pre -wetting agents contract. Seven invitational bids were mailed, and a bid notice was placed in the local paper. Three bids and one NO BID call were received with results as follows: Super Mix Bidder Price/Gal Tanker Price SNI Solutions Inc. $.68 Industrial Systems, LTD $.73 The Klink Group of $1.09 Companies Page two Accept bid for the purchase of super mix anti -icing fluid ($44,200) September 24, 2018 DISCUSSION SNI Solutions Inc. meets the specification requirements and was the low responsive bidder. SNI Solutions Inc. provided super mix to the Village between 2007 and 2009 performing satisfactorily with product performance and timely deliveries of the product. The current bid price is $.11 lower per gallon representing a 14% decrease from last year's price of $.794 per gal. Staff expects an anticipated order volume of 65,000 gallons. The estimated annual expenditure for pre - wetting agents is $44,200 ($0.68/gallon X 65,000 gallons = $44,200). RECOMMENDATION I recommend acceptance of the lowest qualified bid of $.68/gal as submitted by SNI Solutions Inc. for the procurement of super mix anti -icing fluid in an amount of $44,200. Sufficient funds are available in the current budget to facilitate this contract. ( Paul Bures Superintendent of Streets & Buildings I concur: Sean P. Dorsey Director of Public Works PB c: Director of Public Works Sean P. Dorsey Deputy Director of Public Works Jason Leib file \\Pwl\pwlhpw$\Administration\BIDS\RESULTS\SuperMixAnt.ingFluid9.24.2014.res.doc page 2 of 2 Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DIRECTOR OF PUBLIC WORKS DATE: OCTOBER 2, 2014 SUBJ: PROPOSAL TO INCREASE STUMP REMOVAL CONTRACT ($30,000) BACKGROUND On February 5, 2013, the Village Board awarded a parkway tree trimming contract to Kramer Tree Specialists, Inc. of West Chicago, Illinois (Kramer) in an amount not to exceed $177,000. This contract facilitates routine pruning of parkway trees on a 5 -year cycle. The award was made pursuant to a public bidding process. In compliance with contract provisions and Village Board authorization, this contract was extended in 2014 in the amount of $191,841. On February 18, 2014, the Village Board also awarded a parkway tree stump removal contract to Kramer in an amount not to exceed $152,634. This contract requires grinding tree stumps to 10"-12" depth, removing the grindings, and restoring the area with topsoil and grass seed. This award was also made pursuant to a public bidding process. PROBLEM STATEMENT Presently, staff estimates that Kramer's 2014 tree trimming contract will be completed at a total expenditure of $161,000 (approximately $30,000 under the contract amount). Staff also estimates that a total of $182,000 will be needed to grind all of the stumps left after tree removals this year (approximately $30,000 over the 2014 contract amount). PROPOSAL Staff proposes to address this problem by reducing the contract award for tree trimming by $30,000 and increasing the contract award for stump removals by $30,000. DISCUSSION The Village Board award for the 2014 stump removal contract was made in a not -to -exceed amount ($152,634). Increasing this award requires Village Board approval. Page 2 of 2 Proposal to Increase Stump Removal Contract ($30,000) October 2, 2014 The proposed transfer of funds can be facilitated among existing General Fund accounts. This type of intra -fund transfer is permitted by village's fund accounting policy. There will be no net increase in General Fund expenditures as a result of this proposed transfer. Kramer has verbally agreed to accept both the reduced quantity of trimming work and the increased quantity of stump removal work. The shortage of funds for stump removals this year can primarily be attributed to the following: • In an unanticipated late year development, the 2013 stump removal contractor did not agree to continue into a second year at their bid price. The contract was bid again. 2014 pricing is considerably higher than 2013. As a result, budgeted funds have not been adequate for the volume of stumps. • Due to Emerald Ash Borer (EAB) infestation, tree losses have been accelerated. In an effort to remove dead trees as quickly as possible, tree removals continued well into December 2013. As a consequence, 2014 started with a backlog of stumps that needed to be removed with the current budget. The surplus of funds in the tree trimming account can primarily be attributed to a high incidence of EAB tree loss and storm damage in the 2014 trim area. The high rate of removals appreciably decreased the volume of pruning. RECOMMENDATION I recommend that the Village Board authorize a $30,000 increase in the 2014 contract with Kramer Tree Specialists, Inc. of West Chicago, Illinois for parkway stump removals. Sufficient funds for this proposed expenditure exist in the current budget. Sean P. Dorsey CC: Finance Director David Erb Deputy Director of Public Works Jason Leib Forestry/Grounds Superintendent Dave Hull Administrative Superintendent Kristina Jakupovic C:\Users\sdorsey\Documents\Forestry\STUMP REMOVAL INCREASE RECOMMENDATION MEMO.docx Mount Prospect Mount Prospect Public Works Department 6/ m INTEROFFICE MEMORANDUM TREE CM USA TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY/GROUNDS SUPERINTENDENT DATE: SEPTEMBER 29, 2014 SUBJECT: BID RESULTS - HOLIDAY TREE LIGHTING - $24,000 BACKGROUND Funding has been included in the 2014 budget for contractual installation, and later removal, of white lights on selected trees in the downtown. The specifications describe a possible three-year contract, although we reserved the right not to renew the second or third year if we are not satisfied with the work, or if funds are not available. For the 2014 contract, our specifications state that we plan to have white holiday lights installed and later removed on 216 downtown trees. Approximately 2,300 strands of lights are expected to be required to decorate the trees. However, the specifications clearly state that we may elect to reduce the number of trees decorated and/or the number of strands installed per tree, or opt not to award the contract at all, providing the bid prices are higher than expected. BID RESULTS We mailed out 21 sets of bid specifications for this work, and placed a bid notice in the local paper. A mandatory pre-bid meeting was also held for interested contractors on August 16, 2014. Sealed bids were opened on September 22, 2014. Four bids and one "No Bid" letter were received. Bid results were as follows: Bidder Cost to install and later remove one strand of holiday lights 25 2014 Kinnucan Tree Experts and Landscaping Company, Inc. $9.19 Illuminight Lighting, LLC $9.45 Landscape Concept Management $9.50 RW Hendrickson Co. $18.00 Meeting House No Bid letter Also, note that McFarlane Douglas did not attend the mandatory pre-bid conference; they later sent a bid but it was not read or considered. Page 2 of 2 Bid Results — Holiday Tree Lighting — $24,000 9/29/14 DISCUSSION The low bidder, Kinnucan Tree Experts and Landscaping Company, Inc. installed lights for us over the past two years and performed satisfactorily. Additionally, Kinnucan submitted several municipal references documenting that they completed multiple holiday lighting contracts. Approximately 2,300 light strands are expected to decorate our trees. (Note that this would achieve the lower intensity of lighting which the Village Board ordered in 2009 as a cost-saving measure). Because of tree growth, we may need to add some additional strands to achieve the proper coverage, so we are adding a $2,800.00 contingency. Therefore, the total contract amount for 2014 would be $24,000.00. BID RECOMMENDATION I recommend award of contract to the lowest qualified bidder, Kinnucan Tree Experts and Landscaping Company, Inc. I also recommend that the Village Board authorize staff to execute up to two (2) one year contract extensions provided the work is performed satisfactorily and the contractor agrees to hold prices. Expenditures in years two and three will be in whatever amount is appropriated in the future budgets. I concur: CC: Public Works Director Sean Dorsey Public Works Deputy Director Jason Leib Administrative Superintendent Kristina Jakupovic fount I'tospect Mount Prospect Public Works Department ' INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DIRECTOR OF PUBLIC WORKS DATE: OCTOBER 1, 2014 SUBJ: PROPOSAL TO EXTEND PARKWAY TREE REMOVAL CONTRACT FOR ONE (1) YEAR. BACKGROUND On January 17, 2012, the Village Board awarded a contract for the removal of parkway trees to Homer Tree Care, Inc. of Lockport, Illinois (Homer). This contract facilitates the timely and cost- effective removal of dead and diseased trees from village -owned property and rights-of-way. The award was pursuant to a public bidding process. The term of the initial contract was one (1) year. However, the contract terms and the Village Board award included authorization to extend the contract in one (1) year intervals for a second and third year provided Homer agreed not to increase rates and the village was otherwise satisfied with the work. In compliance with these terms, the contract was extended in 2013 and again in 2014. The current and final extension of this contract terminates at the end of December 2014. The funds expended under this contract during the last three (3) years are delineated in Table 1 below: Table 1 2014 $290,556 2013 $266,127 2012 7$216,523 PROPOSAL Homer recently submitted a proposal to extend the existing parkway tree removal contract for an additional one (1) year term commencing January 1, 2015 and concluding December 31, 2015. Prices and all other terms from the initial 2012 contract remain unchanged. Page 2 of 2 Proposal to Extend Parkway Tree Removal Contract for One (1) Year October 1, 2014 DISCUSSION The impetus for Homer's extension proposal is rooted in their participation in the Kensington Business Center Private Property Tree Removal project. As part of this project, Homer has agreed to extend village contract rates for private property tree removals to Kensington Business Center property owners. This project, and Homer's role, was discussed in some detail at the September 9, 2014 Committee of the Whole meeting. Staff presently harbors concerns that logistical issues associated with gaining access to private property might delay Homer's work on this project past the current contract termination date (December 2014). To alleviate these concerns, Homer has proposed extending the contract term for one (1) year. It is the opinion of staff that Homer's participation is an important component of the project's financial appeal for Kensington Business Center property owners. Furthermore, if the parkway tree removal contract is re -bid, there is no guarantee that a new contractor would honor tree removal rates already offered to property owners. More importantly, a new contractor might not agree to extend contract rates to Kensington Business Center owners and requiring same as a contract condition might increase the village's costs for routine parkway tree removals. In addition, staff perceives an upward pressure on tree contractor rates next year. In large part, this is due to the high demand for tree services due to storms, disease, and insect infestation in recent years. Consequently, as a stand-alone proposal, Homer's offer to extend the existing contract rates for another year is attractive. The proposed expenditure level for parkway tree removals in 2015 is approximately $240,000. RECOMMENDATION I recommend that the Village Board accept the proposal from Homer Tree Care, Inc. of Lockport, Illinois to extend the parkway tree removal contract for a one (1) year term commencing on January 1, 2015 and concluding on December 31, 2015. Expenditures under this proposed extension will be limited to amounts authorized in th 2015 budget. Sean P. Dorsey Cc: Deputy Director of Public Works Jason Leib Forestry/Grounds Superintendent Dave Hull Administrative Superintendent Kristina Jakupovic File C:\Users\sdorsey\Documents\KBC TREES\HOMER CONTRACT EXTENSION MEMO.docx