R-1442 - 03/24/2015 - PUBLIC WORKS - Resolutions Supporting Documents ITEM 7.13.4)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
March 24, 2015
SUBJECT: Award of Contract—Reservoir A Fuel Tank Replacement Project
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCEIBUDGET IMPACT: $70,000 from the Water Fund (351-71800)
RECOMMENDED MOTION: I move that the Village Board award a contract to the
lowest responsive and responsible bidder, Crowne Industries, Ltd., Schaumburg, Illinois,
for the Reservoir A Fuel Tank Replacement Project, in the amount of $55,600.00, and
approve Resolution R-1442,
Background/History:
A notice for Request for Bids was placed on the Village website on February 19, 2015 and bid
packages were sent to ten (10) companies. Four (4) companies attended the mandatory pre-bid
meeting on February 26, 2015. Three (3) sealed bids were received and opened on Thursday,
March 5, 2015 (see attached bid tabulation). Crowne Industries previously completed work for
Village and performed satisfactorily.
This project is a rebid because the bids received in June and August of 2014 were higher than our
bugeted amount. Huff and Huff Incorporated (our consulting engineer) modified the scope of
work to include all the soil sampling relating to the possible contaminated soil groundwater. In
the previous bids, only a portion of the sampling was to be performed by the Contractor. The
revised bid form included a base bid for the removal and replacement of the existing tank,
removal and replacement of the existing tank deadman, removal and replacement of
contaminated soil, and removal of contaminated ground water. Huff & Huff Incorporated
recommends that we award a contract to Crowne Industries in the amount of $55,600, which
includes the base bid and the removal of the tank deadman (see attached letter).
Recommendation:
That the Village Board award a contract to the lowest responsive and responsible bidder, Crowne
Industries, Schaumburg, Illinois, for the Reservoir A Fuel Tank Replacement Project in the
amount of$55,600.00, and approve Resolution R-1442.
j:\%vorddoc\bid recommendations\2015 bid recommendationst015 res a fuel tank replacement project rebid.docx
915 Harger Road, Suite 330
Oak Brook, IL 60523
Phone: (630) 684-9100
environmental engineers Fax: (630) 684-9120
and consultants Website: http://huffnhuff.com
March 11, 2015
Mr. Mike Hullihan P.E.
Public Works &Engineering Director
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, 11, 60523
Re: Reservoir A Fuel Tank Replacement
Bid Recommendation
Dear Mr. Hullihan:
Bids were received and publicly opened on March 5, 2015 for the rebid of Reservoir A
Fuel Tank Replacement project. The project was advertised on the Village's website and
ten contractors were directly sent a Notice to Bidders. Four firms attended the mandatory
pre-bid meeting and three bidders submitted a bid for the project. The bid form required a
base bid for the removal and replacement of existing tank in addition to prices for three
items which are the removal and replacement of the existing tank deadmen, removal and
replacement of contaminated soil per cubic yard and the removal and disposal of
contaminated ground water per gallon. It is recommended the project award be evaluated
upon the total of the base bid and the bid price for removing and replacing the tank
deadmen. The unit prices for the removal of the contaminated soil and groundwater are
not likely to be needed since the existing tank has not indicated any leaking based on the
monitoring system reports. Pricing was obtained with the bid in order to eliminate the
time to obtain pricing from the contractor in the event contamination was found in the
soil or groundwater. The bids are as follows:
Crowne Industries Base $54,200.00
Schaumburg, IL Deadmen $ 1,400.00
Total $55,600.00
Accurate Tank Base $58,850.00
North Aurora, 11, Deadmen 5 1,200.00
Total $60,050.00
Petroleum Technologies Equipment Base $62,888.00
Lyons, IL Deadmen $ 1,925.00
Total 564,813.00
H\Client\Oak Brook\Res,n Peel Tank\Blcl Recommendation 031 l I5
This is the third time that the project has been bid. The project was rebid based on the
high bid prices compared to the engineer's estimate. The scope of work was modified for
this advertisement to include all of the soil sampling relating to the possible contaminated
soil and groundwater. In the previous bids only a portion of the sampling was to be
performed by the Contractor. In addition, the price for the new double wall fuel tank has
increased over the past six months. The engineer's estimate for the work including the
replacement of the tank deadmen is $35,800 which is$19,800 below the low bid.
Last year, Crowne Industries completed the Fuel Tank Concrete Replacement work at the
Public Works Building. The work was performed in a satisfactory manner and on time.
The references submitted by Crowne Industries were contacted. The contractor has
performed similar work for removing and replacing underground fuel tanks in this area.
Each reference said that excellent work had been performed in a timely manner and that
they would hire the Contractor again for similar work.
Since the project has been bid three times and the bid prices have been consistent for all
three bids, it appears that no price reduction will be obtained from the area contractors
that would typically bid on a project of this scope. For this reason, it is recommended that
the project be awarded to Crowne Industries in the amount of$55,600.00 for the base bid
for removing and replacing the existing fuel tank at Reservoir A and the additional cost
of removing and replacing the existing tank deadmen.
Please contact me at 630-684-4431, if you have any questions.
Ve truly y urs,
ohn H. Eisele,P.E.
Senior Project Engineer
H\Client\Oak Brook\Res.A Fuel Tank\Bid Recommendation 031115
2015 RESERVOIR A FUEL TANK REPLACEMENT
BID TABULATION
ACCURATE TANK PETROLEUM TECHNOLOGIES
ITEM CROWNE INDUSTRIES, LTD CONSTRUCTION, INC. EQUIPMENT
PROVIDING, PERFORMING, AND
COMPLETING WORK $54,200.00 $58,850.00 $62,888.00
REPLACE AND REMOVE EXISTING
FUEL TANK DEADMAN $1,400.00 $1,200 $1,925.00
REMOVE, DISPOSE, AND REPLACE
CONTAMINATED SOIL $85.00/CUBIC YARD $112.00/CUBIC YARD $99/CUBIC YARD
REMOVE AND DISPOSE OF EXCESS
GROUND WATER $.75/GALLON $1.50/GALLON $1.25/GALLON
RESOLUTION 2015-PW-FUEL-AG-R-1442
A RESOLUTION APPROVING THE AWARD OF AN AGREEMENT
TO REMOVE AND REPLACE THE RESERVOIR A FUEL TANK
WHEREAS, the Village desires to remove and replace the fuel tank located at the 1915 York
Road, Oak Brook, Illinois, 60523 and known as reservoir fuel tank A("Work'); and
WHEREAS, on February 19, 2015, the Village requested bids to provide the Work; and
WHEREAS, the Village received three bids to provide the Work; and
WHEREAS, Crown Industries of Schaumburg, Illinois ("Crown'j, was the lowest responsive and
responsible bidder; and
WHEREAS, the Village President and Board of Trustees, being fully advised in the premises,
have determined that it is in the best interests of the Village and its residents to award an Agreement to
Crown for the purchase of the Work for an amount not to exceed $55,600.00, which agreement is
attached hereto as Exhibit A("Agreement's;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Award of Contract. The purchase of the Work from Crown for a total amount not
to exceed $55,600.00 shall be, and is hereby, approved.
Section 3: Authorization and Execution of Agreement. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the Agreement in substantially the same form as
attached hereto as Exhibit A after receipt of the final Agreement fully executed by Crown.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2015-PW-FUEL-AG-R-1442
Approving the Contract For Fuel Tank Replacement Project
Page 2 of 3
APPROVED THIS 24th day of March, 2015
Gopal G. Lalmalani
Village President
PASSED THIS 24"day of March, 2015
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2015-PW-FUEL-AG-R-1442
Approving the Contract For Fuel Tank Replacement Project
Page 3 of 3
EXHIBIT A
#34981467_vl
VILLAGE OF OAK BROOK
RESERVOIR A FUEL TANK REPLACEMENT
BID PACKAGE
NOTICE OF AWARD
TO: Mr. Robert Sumoski, President FROM: Rania Serences, Purchasing
Crowne, Industries, Ltd. Village of Oak Brook
2511 West Schaumburg Road, #358 1200 Oak Brook Road
Schaumburg, Illinois 60194 Oak Brook, Illinois 60523
("Contractor") ("Owner")
On March 24, 2015, Owner found to be most favorable to the interests of Owner the
Bidder's Proposal submitted by Contractor and dated March 5, 2015, in which Contractor
proposes to contract with Owner, in the form of the Contract included in the Bid Package to
perform the following Work: (1)to provide, perform and complete at the Work Site and in the
manner described and specified in the Bid Package all necessary work, labor, services,
transportation, equipment, materials, apparatus, machinery, tools, fuels, gas, electric, water,
waste disposal, information, data and other means and items necessary for the Reservoir A Fuel
Tank Replacement; (2) to procure and furnish all permits, licenses and other governmental
approvals and authorizations necessary in connection therewith except as otherwise expressly
provided in Attachment A to the Contract included in the Bid Package; (3) to procure and furnish
all Bonds and all certificates and policies of insurance specified in the Bid Package; (4)to pay all
applicable federal, state and local taxes; (5)to do all other things required of the Contractor by
the Contract; and (6)to provide, perform and complete all of the foregoing in a proper and
workmanlike manner and in full compliance with, and as required by or pursuant to, the
Contract.
OWNER ACCORDINGLY AWARDS CONTRACTOR, EFFECTIVE AS OF THE DATE
OF DELIVERY OF THIS NOTICE OF AWARD, THE CONTRACT FOR SAID WORK
FOR THE LUMP SUM AND/OR UNIT PRICES, AS THE CASE MAY BE, SET FORTH
IN THE BIDDER'S PROPOSAL.
The Contract will be finalized and executed by Owner on or before April 24, 2015, at the above
listed office of Owner. The Contract will be executed by Owner provided that all conditions
precedent to finalization have been satisfied. Contractor must have complied with all conditions
precedent to finalization set forth in Section 15 of the General Instructions to Bidders included in
the Bid Package, on or before this date.
The failure or refusal to comply with the conditions precedent to finalization on or before the
Finalization Date or to execute the Contract on the Finalization Date shall result, at Owner's
-1-
NOTICE OF AWARD
option, in the imposition of liquidated damages and the annulment of this award, or in Owner's
exercise of any or all equitable remedies Owner may have, all as more specifically set forth in
Sections 8, 15, and 16 of the General Instructions to Bidders.
Enclosed are three (3) copies of the contract for your approval. Please sign and have your
signature attested and return all three copies of the contract, along with a certificate of insurance,
performance bond, and payment bond, to my attention by April 10, 2015.
DATED: March 25, 20115
Village of Oak Brook
By:
Name
Senior Purchasing Assistant
Title
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