R-1197 - 09/11/2012 - ENVIRONMENTAL - Resolutions Supporting DocumentsOf 04'V
AGENDA ITEM
Regular Board of Trustees Meeting
of
September 11, 2012
ITEM G.F. )
SUBJECT: Award of Contract — Public Works Building Asbestos Floor Tile & Mastic Abatement
FROM: Rania Serences, Purchasing Clerk
BUDGET SOURCE/BUDGET IMPACT: $25,000 is budgeted in Program 421 Municipal Building
Improvements, Structural Improvements, (421- 90400)
RECOMMENDED MOTION: I move that the Village Board award a contract, to the sole bidder,
Safe Environmental Corporation, Highland, IN, in the amount of $24,940, for the 2012 Public
Works Building Asbestos Floor Tile & Mastic Abatement, and approve Resolution R -1197, a
Resolution Approving and Authorizing the Execution of an Agreement for Asbestos Floor Tile and
Mastic Abatement by and between the Village of Oak Brook and Safe Environmental Corporation,
subject to staff and attorney review.
Background/History:
A notice for Request for Bids was placed on the Village website on August 8, 2012 and bid packages
were sent to eight companies. Three companies attended the mandatory pre -bid meeting on August 15,
2012 and one bidder submitted a bid for this project. The two companies that attended the pre -bid
meeting that did not submit a bid were contacted. One explained that they did not have sufficient staff for
the project to meet the time schedule, and the other did not respond. Huff & Huff Incorporated (our
consulting engineer) recommends that we award the contract to Safe Environmental Corporation (see
attached letter). Staff received and reviewed references and is satisfied.
The Public Works Building was constructed in 1973, when the use of asbestos floor tile was accepted
practice. Since then the floor tile has been encapsulated by applying a layer vinyl tile over the asbestos.
The vinyl tile is now wearing out and the removal will expose the asbestos tile. The project consists of
removal, clean-up, and disposal of asbestos and vinyl the flooring. Asbestos containing material will be
disposed of in an appropriate regulated manner. The project will be completed by October 31, 2012.
Recommendation:
That the Village Board award a contract, to the sole bidder, Safe Environmental Corporation, Highland,
IN, in the amount of $24,940, for the 2012 Public Works Building Asbestos Floor Tile & Mastic
Abatement, and approve Resolution R -1197, a Resolution Approving and Authorizing the Execution of
an Agreement for Asbestos Floor Tile and Mastic Abatement by and between the Village of Oak Brook
and Safe Environmental Corporation, subject to staff and attorney review.
j: \worddw \bid recommendations\2012 recommendatons\2012 pw building asbestos the abatement.docx
® q 915 Harger Road, Saute 330
Oak i
Phone (630) 6849100
Fax (630) 654 -9120
environmental engineers
Website:
and consultants littp://Illlffnhilff.com
com
August 29, 2012
Mr. Doug Patchin
Public Works General Foreman
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
Re: Public Works Building Tile & Mastic Abatement
Bid Recommendation
Dear Mr. Patchin:
Bids were received and publicly opened on August 23, 2012, for the Public Works
Building Tile & Mastic Abatement project. The project was advertised on the Village's
website and eight contractors were directly sent a Notice to Bidders. Three firms attended
the mandatory pre -bid meeting and one bidder submitted a bid for the project. Safe
Environmental Corporation of Highland, Indiana submitted a bid in the amount of
$24,940.00. The engineer's estimate for the project is $26,950.
The two firms that attended the pre -bid meeting that did not submit a bid were contacted.
Only one responded and explained that even though this project was the ideal size for
their firm, they did not have sufficient staff for the project to meet the time schedule. For
this reason, they did not submit a bid.
Five of the references submitted by Safe Environmental were contacted. Each reference
said that they did excellent work and would hire them again for asbestos abatement
projects. Three of the references said that they have used Safe Environmental for multiple
projects over the last few years.
Even though Safe Environmental has their office in Highland, Indiana, over 90% of their
employees are Illinois residents. Therefore, the Employment of Illinois Workers
requirement will be met.
RAOABrooklAsbestos Floor Tile RemovallBid recommendation.doc
Based upon the limited number of firms in the area that have the technical training and
certifications to perform this type of asbestos abatement work, the small size of the
project and the reported excellent performance of similar tile abatement projects, it is
recommended that Safe Environmental Corporation be awarded the project in the amount
of $24,940.00.
Please contact me at 630 - 684 -4431 if you have any questions.
Very truly yours,
hn H. Eisele, P.E.
Senior Project Engineer
RAOakBrook \Asbestos Floor Tile Removal\Bid recommendation.doc
RESOLUTION 2012 - ENVIRON -AG -R -1197
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN AGREEMENT FOR
ASBESTOS FLOOR TILE AND MASTIC ABATEMENT BY AND BETWEEN THE VILLAGE OF OAK
BROOK AND SAFE ENVIRONMENTAL CORPORATION
WHEREAS, the Village of Oak Brook's ( "Village ") Public Works Building was constructed in
1973; and
WHEREAS, in 1973, the use of asbestos tile was a common practice because the risks
associated with asbestos were unknown or not widely know; and
WHEREAS, the Public Works Building was built with asbestos floor tiles, which the Village
subsequently encapsulated to reduce any risks caused by the tiles; and
WHEREAS, the Village has determined that it is in the best interest of the Village to properly
remove and dispose of the asbestos floor tiles in the Public Works Building ( "Removal Services'); and
WHEREAS, the Village solicited bids for Removal Services; and
WHEREAS, Safe Environmental Corporation of Highland, Indiana ( "SEC's was the only company
to submit a bid to provide Removal Services; and
WHEREAS, the Village and SEC desire to enter into and execute an agreement for SEC to
perform the Removal Services ( "Agreement "); and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Agreement in a final form as approved by the Village Manager and Village
Attorney;
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 Agreement. The President and Board of Trustees hereby award
and approve an agreement by and between the Village and SEC that includes final terms and conditions
substantially in conformance with the terms and conditions attached hereto in Exhibit A, and in a form
acceptable to the Village Manager and the Village Attorney.
Section 3: Authorization and Execution of the Agreement. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the final Agreement on behalf of the Village if a form
acceptable to 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]
Ayes:
Absent:
APPROVED THIS 11'" day of September, 2012
Gopal G. Lalmalani
Village President
PASSED THIS 111h day of September, 2012
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2012 - ENVIRON -AG -R -1197
Asbestos Abatement Agmt.
Page 2 of 3
Resolution 2012 - ENVIRON -AG -R -1197
Asbestos Abatement Agmt.
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EXHIBIT A