R-1162 - 03/27/2012 - WATER MAIN CONTRACT - Resolutions Supporting DocumentsITEM 15•
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 27, 2012
SUBJECT: 2012 Water Main Replacement Project (parts of York Woods Subdivision)
Award of Construction Contract
— Chatham Lane — Sheffield Lane (north Brighton Ln southwest to Windsor Dr)
— Croydon Lane — Windsor Drive (Dover Dr north to cul -de -sac)
FROM: Jim Bosma, P.E., Civil Engineer II ?1a
BUDGET SOURCE/BUDGET IMPACT: $1,600,000 for the 2012 Water Main Project within
the Water System Distribution Improvements Account 451 -91000 and $100,000
for the 2012 Water Main Project within the Roadway Improvements Account
461 -90700 (Infrastructure Fund)
RECOMMENDED MOTION: I move that the Village Board award a contract, subject
to staff review, for the 2012 Water Main Replacement Project based on the
unit prices bid listed on the attached bid tabulation either (1) to the lowest
responsive bidder, Gerardi Sewer and Water of Norridge, Illinois, for an
estimated contract price of $1,609,860.50 and approve Resolution 2012 -WA-
MAIN- CNTRCT -EXI -R -1162, a "Resolution Approving and Authorizing the
Execution of a Contract by and between the Village of Oak Brook and
Gerardi Sewer and Water" or (2) to Vian Construction, Elk Grove, Illinois,
for an estimated contract price of $1,593,301.10 and approve Resolution
2012 -WA- MAIN - CNTRECT -EX1 -R -1162, a "Resolution Approving and
Authorizing the Execution of a Contract by and between the Village of Oak
Brook and Vian Construction'.
Background/History:
Twelve sealed bids were opened on Tuesday, February 21, 2012. Bid packages were picked up
by eighteen companies. James J. Benes and Associates (our consulting engineer) recommends
that we awarded to the second lowest bidder. The one that was lower was judged not responsive
by staff as outlined in the attached letter from Benes.
Laslsaved by 112012 WM(12- 1202)\2012- Water- Main - Replacement- construction- award - memo - revised.docx
Last printed 3/23/2012 1:29 PM
The bid submitted by Gerardi Sewer and Water, in the amount of $1,609,860.50 is 11% less than
the Engineer's estimate of $1,801,775.71 and is 5.5% less than the 1,700,000 budgeted above.
Construction should commence in April and be completed by October.
Since there was some significant discussion at the last Village Board meeting about the award of
the contract, the recommended motion is open either to Gerardi Sewer and Water or to Vian
Construction with both resolutions attached.
The budget source is split because of previous concerns about the present and future funding for
water system distribution improvements and because some of the project restoration activities
will result in permanent roadway improvements, like curb and gutter, that could well have
happened within a paving project.
The timing of this project is very significant because the York Woods Subdivision streets are due
to be resurfaced within a couple years. A paving project in 2013 is being planned for at least the
streets affected by this year's water main replacements since open- cutting within the pavement
will occur with a temporary asphalt patch to survive winter snowplowing. This patch will be
milled away with the rest of the existing surface during the subsequent paving project.
Recommendation:
N/A
Last saved by J92012 WM (12- 1202)12012- Water- Main- Replacement-construction- award - memo- mvised.docx
Last printed 3232012 1:29 PM
RESOLUTION 2012-WA-MAIN-CNTRCT-EX1 -R-1 162
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD AND EXECUTION OF A
CONSTRUCTION CONTRACT RELATING TO THE 2012 WATER MAIN
REPLACEMENT PROJECT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
VIAN CONSTRUCTION OF ELK GROVE VILLAGE, ILLINOIS
WHEREAS, the water mains in parts of the York Woods subdivision are in need of replacement;
and
WHEREAS, on February 2, 2012, the Village solicited bids for the construction of replacement
water mains in the York Woods subdivision ( "Construction Contract'); and
WHEREAS, the Village received 12 bids for the Construction Contract; and
WHEREAS, Vian Construction, Inc. of Elk Grove Village, Illinois ( "Vian"), is the lowest price
bidder for the Construction Contract, and
WHEREAS, in the Village's instructions to bidders for the Construction Contract ( "Bid Package "),
the Village reserved the right to waive any informality or technical error and to accept any bid deemed
most favorable to the Village; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Construction Contract, as attached hereto as Exhibit A, with the lowest price
bidder;
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: Approval of the Contract. The President and Board of Trustees hereby approve
the Construction Contract by and between the Village and Vian Construction of Elk Grove Village, Illinois
in a form acceptable to the Village Manager and the Village Attorney.
Section 3: Authorization and Execution of the Contract. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the final Construction Contract on behalf of the
Village after review and approval of the final form of the Contract by the Village Manager and the Village
Attorney.
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]
APPROVED THIS 27th day of March, 2012
PASSED THIS 27 1h day of March, 2012
Ayes:
Resolution 2012 -WA- MAIN - CNTRCT -EXI -R -1162
Water Main Construction Contract — Vian
York Woods
Page 2 oft
Gopal G. Lalmalani
Village President
ATTEST:
Charlotte K. Pruss
Village Clerk
EXHIBIT A
Construction Contract
#11096599_vl
RESOLUTION 2012-WA-MAIN-CNTRCT-EX1 -R-1 162
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD AND EXECUTION OF A
CONSTRUCTION CONTRACT RELATING TO THE 2012 WATER MAIN
REPLACEMENT PROJECT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
GERARDI SEWER AND WATER
WHEREAS, the water mains in parts of the York Woods subdivision are in need of replacement;
and
WHEREAS, on February 2, 2012, the Village solicited bids for the construction of replacement
water mains in the York Woods subdivision ( "Construction Contract'); and
WHEREAS, the Village received 12 bids for the Construction Contract; and
WHEREAS, Vian Construction, Inc. of Elk Grove Village, Illinois ( "Vian'�, is the lowest price
bidder for the Construction Contract, and
WHEREAS, in the Village's instructions to bidders for the Construction Contract ( "Bid Package "),
the Village reserved the right to reject any or all bids; and
WHEREAS, the Bid Package listed the factors that the Village will include, in addition to price, in
its assessment of bids, which include, in part: (i) the ability, capacity, and skill of the bidder to fulfill the
contract specified, (ii) the character, integrity, reputation, judgment, experience, and efficiency of the
bidder, and (iii) quality of the bidder's performance in past contracts (collectively, "Factors "); and
WHEREAS, Vian's references indicated that they had issues with Vian's change orders; and
WHEREAS, Vian did not provide the Village a complete list of all of its customers from the past
three years when asked; and
WHEREAS, Gerardi Sewer and Water's bid and its references did not provide any information
that adversely impacted the Village's assessment of its bid; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Construction Contract, as attached hereto as Exhibit A;
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: Resection of Bid. The bid submitted by Vian is hereby rejected and the Village
Manager is directed to notify Vian of this determination and to return the bid security submitted by this
bidder pursuant to Section B.6 of the Bid Package.
Section 3: Approval of the Contract. The President and Board of Trustees hereby approve
the Construction Contract by and between the Village and Gerardi Sewer and Water in a form acceptable
to the Village Manager and the Village Attorney.
Section 4: Authorization and Execution of the Contract. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the final Contract on behalf of the Village after
Resolution 2012 -WA- MAIN - CNTRCT -EXI -R -1162
Water Main Construction Contract — Vian
York Woods
Page 2 oft
review and approval of the final form of the Construction Contract by the Village Manager and the Village
Attorney.
Section 5: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
APPROVED THIS 27th day of March, 2012
PASSED THIS 27`h day of March, 2012
Ayes:
Gopal G. Lalmalani
Village President
ATTEST:
Charlotte K. Pruss
Village Clerk
Section I I Contract
2012 Water Main Replacement Project
THIS AGREEMENT, made and concluded this day. of
2012, between the Village of Oak Brook, a municipal corporation, acting by
and through its President and Board of Trustees, known as VILLAGE, and
his executors, administrators, successors or assigns,
known as CONTRACTOR.
WITNESSETH: That for and in consideration of the payments and
agreements mentioned in the Bid hereto attached, to be made and
performed by the VILLAGE, and according to the terms expressed in the
Bond (if applicable) referring to these presents, the CONTRACTOR agrees,
at their own proper cost and expense, to do all work, furnish all materials
and all labor necessary to complete the work in accordance with the plans
and specifications hereinafter described, and in full compliance with all of the
terms of this Contract
And it is also understood and agreed that the entire Bid Package hereto
attached, approved by the VILLAGE this day of 2012, are
all essential documents of this contract and are a part hereof.
IN WITNESS WHEREOF, the said parties have executed these presents on
the above mentioned date.
TEST:
age Clerk
PEST:
VILLAGE OF OAK BROOK
Gopal Lalmalani
Village President
Corporate Name
aetary Contractor
Page 3
A� JAMES J. BENI_S AND ASSOCIATES, INC.
CONSULTING ENGINEERS
March 7, 2012
Mr. Jim Bosma, P.E.
Engineering Department
Village of Oak Brook
1200 Oak Brook Rood
.Oak Brook, IL 60523
Re: VlNage of Oak Brook
2012 Water Main Replacement
Project 1370
Dear'Mr, Boerne:
On February 21, 20 r2
a' 9 A M., the Village of Oak Brook received and opened iwetve (12) tilde
submitted'for the 2012 Water IVlain Replacement M opened bids contained a proposal bid bond
In the required amount of 6% of the total bid. Attached is a Summary of Bids listing each pay item,
M a unit prk a bill and the total cost from each bidder. We have examtrted each proposal and found
one (1) calculation eror kr John Ned Construction's proposal,
Twelve bidders submitted bids for the following amounts:
Read A $1,690,777.00)
We have reviewed the references submitted by Vian Constriction. We
projects they have worked on or completed in the last three years. Village
referenoe checks with other municipalities and consultants.
850 Warrenville Road, Suite 101
Uille, Illinois W632
also requested a list of all
staff conducted their own
Tat. (830) 718.7570
Fax(830)718.7669
Village of Oak Brook
2012 Water Main Repladement
March7,20112
Gerard( Sewer and Water Company have demonstrated In their submittal that they have the ability to
complete the work; Additionally, we have called various contact Individuals HOW both on the bid
package reference list and on the requested list of all projects they have worked on or completed In
the list three years. Based on the review of the bid package and reference checks, It 16 our opinion
that Gerardi Sewer and Water Company are capable of performing the work.
Based on the Information obtained by the Village during the reference checks, we have reservations
about awarding the contract to Men Construction. R Is our recommendation that the contract for the
construction of the 2012 Water Main Replacement be awarded to Gerardl Sewer and Water In the
amount Of $1091880,50.
If you should have. any questions concerning our review of the proposals, please contact us at (630)
719 =7670.
Sincerely,
JAMES J. 85NES AND ASSOCIATES, INC.
By: Joshua D. Strait, RE.
ftject Engineer
CC: Mr. Michael HuIlthan — Director of Publid Works
Enclosure
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