Loading...
HomeMy WebLinkAbout7. Village Manager's Report 10/21/2014Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER, MICHAEL E. JANONIS FROM: WATER/SEWER SUPERINTENDENT DATE: OCTOBER 14, 2014 SUBJ: BID RESULTS FOR 2014 SEWER LINE SPOT RELAYS ($270,050) BACKGROUND Some sewer pipe segments have significant structural defects that can only be effectively repaired by excavating and replacing segments of sewer main (spot relays). To facilitate this work in 2014, staff prepared the Sewer Line Spot Relays Project bid document. The Sewer Line Spot Relay bid package was drafted to procure the services of a sewer excavation contractor capable of replacing structurally failed pipe. This memorandum will present the results of bids for spot relay work. The locations of the work planned for the proposed Sewer Line Spot Relays award are outlined in Attachment A. This year's proposed project features seventeen (17) point repairs. BID RESULTS Prior to letting, twenty-four (24) bid packets were distributed to area contractors experienced in sewer construction. In addition, public notice was posted in a local newspaper as required. A mandatory pre-bid conference was held on October 6, 2014 to allow for questions on the plans and project. Sealed bids were received until 1:00 P.M. on Tuesday, October 14, 2014 at which time they were opened and read aloud. Six (6) bids were received. The bid results are as follows: Bidder Total Bid Suburban General Construction, La Grange Park, IL $245,500.00 Martam Construction, Elgin , IL $271.630.00 Lenny Hoffman Inc., Wilmette, IL $275,536.00 Kovilic Constructing Co. Inc., Franklin Park, IL $295,500.00 A Lamp, Schaumburg, IL $335,800.00 Maneval Construction, Ingleside, IL $346,335.00 Page 2 of 2 Bid Results for 2014 Sewer Line Spot Relays ($270,050) October 14, 2014 DISCUSSION Staff has evaluated all bids and determined that all bids received are responsive to the request. All bidders submitted the required bid bonds and appropriate references. All six (6) bidders attended the mandatory pre-bid conference. The apparent low bidder for the proposed spot relay work is Suburban General Construction of La Grange Park, IL. Suburban General has worked on numerous Village projects in the past. They have met all the bid requirements and submitted the required bid bonds. Previous work for the Village has been timely, without issue and of high quality. Staff's estimate on the cost of the repairs for the 2014 project is between $255,000 and $275,000. Staff recommends the inclusion of a 10% contingency in the award for this proposed contract due to the fact that the bid quantities are estimates and actual field measurements will vary. In this instance, staff is recommending a 10% contingency to the contract award in the amount of $24,550.00. The total recommended award will be $270,050.00 ($245,500 base award plus a 10% contingency of $24,550). RECOMMENDATION I recommend that the Village Board award a contract for the 2014 Sewer Line Spot Relays to Suburban General Construction, Inc of La Grange Park, IL in an amount not to exceed $270,050.00. Sufficient funds for this proposed contract exist in the current budget. Matt Overeem Superintendent Water & Sewer I concur. -,an-P. Dorsey irector of Public Works H:\Water\projects\2014\Spot Repair Project 2014\Spot Relays Board Report 2014.doc CC: Village Clerk Lisa Angell Deputy Director of Public Works Jason Leib Administrative Superintendent Kristina Jakupovic File ATTACHMENT A October 2014 Printed by JJP/PW F:1Projects\CASEY12014\SPOT REPAIRS12014SPOTREPAIRS.mxd Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VILLAGE ENGINEER DATE: OCTOBER 15, 2014 SUBJECT: KENSINGTON BUSINESS CENTER JOGGING PATH AND LIGHTING IMPROVEMENTS DESIGN AND CONSTRUCTION ENGINEERING RECOMMENDATION NOT TO EXCEED $91,139.86 Background As part of the Kensington Business Center development in the 1980's, the annexation agreement requires the Village to maintain certain amenities within the Business Park, including the jogging path and the jogging path lighting system. The jogging path pavement is deteriorating and in need of repair. The lighting system is experiencing numerous wiring failures and because of the age of the system, needed lamp and fixture replacement is becoming more difficult. The jogging path spans across the business park from east to west and has fingers to the north and south to provide connectivity to the entire business park. The existing lighting system is not continuous but provides lighting at critical locations along the path. To facilitate the design and construction of the improvements, the path improvements have been split into 3 phases: Phase 1 — west of Feehanville Drive, Phase 2 — between Feehanville Drive and Business Center Drive, and Phase 3 — east of Business Center Drive. Attached is an exhibit depicting the 3 phases. It is the Village's intent to have the entire project, all three phases, designed at this time, as three separate sets of plans and bidding documents, and construct Phases 1 and 2 in 2015. To accomplish this, staff is seeking at this time to enter into a contract for Design Engineering for Phases 1, 2 and 3 and for Construction Engineering for Phases 1 and 2. Discussion As permitted by the Qualification Based Selection process, the Village solicited Statements of Qualifications from 4 qualified engineering consulting firms for design engineering services for the jogging path pavement and the jogging path lighting system and for construction engineering services for the jogging path pavement and the jogging path lighting system. Each firm was asked to submit as part of their proposal the following information: 1. Resumes of key personal and related experience on similar type projects. 2. A summary of the firms approach to the project. 3. A staff hour estimate for major phases of work. 4. A project schedule. Tasks that were identified to be performed included: 1. Topographic survey 2. Preliminary design 3. Final plan preparation 4. Bidding assistance 2014 Kensington Business Center Jogging Path and Lighting Improvements October 15, 2014 5. Attending meetings 6. Obtaining all necessary permits from other agencies. 7. Construction engineering layout and inspection. 8. Any additional tasks that the consultant recommends. The consulting firms' statement of qualifications were reviewed on the basis of their understanding of our goals and their methodology of the design and construction process. They were rated (with a maximum score of 18 points) according to these specific categories: relevant experience, project objectives, project design, understanding of necessary permits, project construction, and projected work hours to complete tasks. The rankings are: Gewalt Hamilton Associates, Inc. 15 points Christopher B. Burke Engineering, Ltd. 14 points Ciorba group, Inc. 13 points Baxter and Woodman, Inc. 11 points Discussions were entered into with the top two ranking consultants and Gewalt Hamilton Associates, Inc. demonstrated a clear understanding of our project goals and brought to our attention two additional considerations to our attention. They suggested that an alternate design consider widening the jogging path pavement to 8' to meet current minimum standard width and that the condition of the bridges be assessed and include any repairs or replacement of the bridges if necessary. Because of their insight into the project, staff requested a cost proposal from Gewalt Hamilton, Inc. to perform the tasks as identified including potential for widening the path and bridge inspections. They submitted a not to exceed cost of $91,139.86 based on 822 hours to complete the project. This averages out to a rate of $110/hour. It is the opinion of staff that the work hours allotted are reasonable and the rate is competitive and comparable to rates of recent projects. Gewalt Hamilton has satisfactorily provided engineering services for a number of projects for the Village of Mount Prospect, most recently the Kensington Road Reconstruction Project. Recommendation It is my recommendation that the Village Board accept the proposal from Gewalt Hamilton Associates, Inc. for Design Engineering of Phases 1, 2 and 3 and Construction Engineering of Phases 1 and 2 of the Kensington Business Center Jogging Path and Jogging Path Lighting Improvements for a not to exceed amount of $91,139.86. There are funds appropriated in the 2014 Budget for this proposed expenditure. Please include these items on the October 21St Village Board Meeting Agenda. u Becker 1 concur with the aJyve reco mendation. Sean P. Dc1r*,1,,Dire&or of Public Works H:\Engineering\Lighting\KBC\Lighting and Jogging Path Improvements\Design Recommendation Mm.docx 2 z Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VILLAGE ENGINEER DATE: OCTOBER 13, 2014 SUBJECT: KENSINGTON ROAD RECONSTRUCTION PROJECT CONSTRUCTION ENGINEERING SERVICES AGREEMENT FOR FEDERAL PARTICIPATION SUPPLEMENT #1 (45,907.39) BACKGROUND The Village of Mount Prospect and the Illinois Department of Transportation (IDOT) entered into an Intergovernmental Agreement (IGA) in 2011 to accomplish the reconstruction of Kensington Road between Elmhurst Road and Prospect High School based on federal funding the Village received for participation in the cost of design and construction engineering and for the construction cost of the project. Per the terms of the IGA, the Village Board approved a Construction Engineering Services Agreement for Federal Participation and awarded a contract to Gewalt Hamilton Associates, Inc. to perform construction engineering duties. The IGA stipulated that the full cost for construction engineering services were to be covered by federal and state participation. While the Village pays the construction engineering costs, they are reimbursed 100% by federal and state funds. There is no local, or Village, share required. Unfortunately project delays have caused increased construction engineering costs. Thus the Village is being requested to approve Construction Engineering Services Agreement for Federal Participation Supplement #1. DISCUSSION Project delays caused by IDOT and project subcontractors have increased the time and documentation required to fulfill the requirements of the construction engineering duties. Delays during IDOT's approval of the disposal of site material caused increased time and documentation. Delays caused by failure of some project subcontractors to timely complete their construction activities also resulted in an increase in the construction engineering time and documentation. This Supplement #1 will provide the additional funding to pay for the construction costs that will be needed to complete the project. While the Village is required to approve this supplement for additional funding, the costs are 100% reimbursable by federal and State funds. There will be no Village cost associated with this Supplement. The project is nearing completion with only punch list items remaining, mostly landscaping issues to replace new trees that did not survive. Page 2 Kensington Road Reconstruction Project October 13, 2014 RECOMMENDATION It is my recommendation that the Village Board approve the Kensington Road Reconstruction Construction Engineering Services Agreement for Federal Participation Supplement #1 in an amount not to succeed $45,907.39 at the October 21, 2014 Village Board Meeting. 1,effey A. Wulbecker y 1 concur with the above recommendation. Sean P. Dorse hector of Public Works H:\Engineering\Agencies\N WMC\STP Projects\Ke n si ngton Rd\Ph asel I I\Con su ltantRecMm 2