R-1357 - 04/08/2014 - WATER MAIN CONTRACT - Resolutions Supporting Documents ITEM 6.F.2)
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UN-TI,
AGENDA ITEM
Regular Board of Trustees Meeting
of
April 8, 2014
SUBJECT: Contract Award -2014 Water Main Replacement Project (mostly parts of York
Woods Subdivision)
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: 1,250,000 for the 2014 Water Main Project from
the Water System. Distribution Improvements Account 451-91000 and $150,000 for drainage
improvements within the 2014 Water Main Project from the Roadway Improvements Account
461-90700,
RECOMMENDED MOTION: I move that the Village Board award a contract to the
lowest responsive and responsible bidder, J. Congdon Sewer Service, Inc., Carol Stream,
Illinois, subject to staff and attorney review, for the 2014 Water Main Replacement Project
based on the unit prices listed on the attached bid tabulation, for an estimated total
contract price of$1,219,252 and approve Resolution 2014-WA-MAIN-CNTRCT-R-1357, a
Resolution Approving and Authorizing the Award and Execution of a, Construction
Contract Relating to the 2014 Water Main Replacement Project By and Between the
Village of Oak Brook and J. Congdon Sewer Service,Inc., Carol Stream,Illinois.
Background/History:
Eleven (11) sealed bids were opened on Friday, March 28, 2014. Bid Packages were picked up
by eighteen(18) companies. Thomas Engineering Group (our consulting engineer) recommends
that we award the contract to the low bidder, J. Congdon Sewer Service, Inc. (see attached letter
and bid tabulation). The bid submitted by J. Congdon Sewer Service, Inc. in the amount of
$1,219,252 is approximately 21% lower than the Engineer's estimate of$1,543,270. Suburban
General has performed similar work, as to the Village's scope, for other municipalities. Thomas
Enginering Group checked reference and staff is satisfied. This project will complete the
replacement of all the water mains in the York Woods Subdivision and will also be done in
preparation for another large street improvement project next year in York Woods like the
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001 legislativegenman\agendas\agenda memos\2014 agenda memos\040814\2014 water main.doc
project that occurred last year. A relatively short length of water main along Harger Road that
had significant unanticipated breaks will also be replaced'. Construction should begin in late
April and be completed by mid-September.
Recommendation:
That the Village Board award a contract to the lowest responsive and responsible bidder, J.
Congdon Sewer Service, Inc., Carol Stream, Illinois, subject to staff and attorney review, for the
2014 Water Main Replacement Project based on the unit prices listed on the attached bid
tabulation, for an estimated total contract price of$1,219,252 and approve Resolution 2014-WA-
MAIN-CNTRCT-R-1357,a Resolution Approving and Authorizing the Award and Execution of
a Construction Contract Relating to the 2014 Water Main Replacement Project By and Between
the Village of Oak Brook and J. Congdon Sewer Service, Inc., Carol Stream, Illinois.
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th(o as,
engineerin,_g group
March 31,2014 we' / '
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238south kenhvmrtho°mnum
Mr.James 8osnma, P.E. suite l{m
��kpon�i|Voob60�2
ViU��eofOak8r�o* °
1200 Oak Brook Road
Oak Brook,' |lKnoio 60523
Re: ZO14 Water Main Project
Bid Proposals Evaluation
Dear Mr.8oyma:
Thomas En8ineerin8Gooup, LLC(TEG) submits this letter to recommend a general contracting firm for
performing,contra ctua I water main construction and restoration services for the 2014 Water Main Project.
On Friday, March 2l2O1 Village received and opened eleven (I1)bid`proposals from interested firms. ABid
Tabulation worksheet (attached) was developed for evaluation of the lowest bidder based on the bid values
submitted at the bid opening. Our evaluation of bids included consideration or the unit prices and past
performance with other municipalities. Based on the attached tabulation, J. Congdon Sewer Service, Inc.
(Congdon)submitted the lowest overall cost proposal,
Congdon submitted a bid'
proposal value of $1,219,252-00, approximately twenty-one <21 below the
engineer's total estimated cost,which The second lowest bid proposal,submitted byGomrdi
Sewer and was approximately'$163,000 higher thanCongdon's bid proposal.
Congdon, located in Carol Stream, IL, has performed work similar to the Village's defined scope for other
municipalities including the Village of Lisle and the Village of Downers Grove. Thomas Engineering staff has not
worked directly with Congdon, but TEG called all references provided by Congdon. All references reached by TEG
indicated they had positive experiences with Congdon. Based on this information, TEG believes that Congdon
performed work similar to the project's scope and has the necessary equipment and qualified personnel to
perform the required services.
,
Therefore hereby recommends you consider awarding the contract for the 2014 Water Main Project to the
.
lowest responsible bidder,1 Congdon Sewer Service, Inc,for a contract amount not to exceed$1,2l92SZ.0O �
if you have any questions or require additional information, please call me at (815) or by e-mail at |
nicko@thomas-engineering.com.
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Sincerely,
thmmas engineering group,11c
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N�huba1Or�p.�,CFKM/CPE9[ �
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RESOLUTION 2014-ENG-WA-MAIN.CNTRCT-R-1357
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD AND EXECUTION OF A
CONSTRUCTION CONTRACT RELATING TO THE 2014 WATER MAIN REPLACEMENT PROJECT
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND J.CONGDON SEWER SERVICE, INC
WHEREAS, the Village has budgeted funds for the replacement of certain water mains in parts of
the York Woods subdivision and nearby areas as part of the 2014 Water Main Replacement Project
("Work'); and
WHEREAS, on March 28, 2014, the Village solicited bids for the completion of the Work; and
WHEREAS, the Village received 11 bids for the completion of the Work; and
WHEREAS, J. Congdon Sewer Service, Inc. ("Congdon"), is the lowest responsible bidder for
the completion of the Work; and
WHEREAS, the Village and Congdon desire to enter into and execute a contract for the
completion of the Work in an amount not to exceed $1,219,252 ("Contract'), which Contract is attached
to this Resolution as Exhibit A; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interest of
the Village to enter into the Contract with Congdon;
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 Contract by and between the Village and Congdon in substantially the same form attached to this
Resolution as Exhibit A, and in a final form acceptable to the Village Manager,
Section 3: Authorization and Execution of the Contract. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the approved final Contract on behalf of the Village.
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 2014-ENG-WA-MAIN-CNTRCT-R-1357
Water Main Construction Contract—Congdon
York Woods
Page 2 of 2
APPROVED THIS 8th day of April, 2014
Gopai G. Lalmalani
Village President
PASSED THIS 8th day of April, 2014
Ayes:
Nays;:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
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EXHIBIT A
CONTRACT
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