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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).
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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
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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