Title
Public Works Fuel Tank Replacement Project - RFP 24-010
History
On February 1, 2024, the Village issued Request for Proposal (RFP) 24-010 “Public Works Fuel Tank Replacement Project,” requesting proposals from qualified contractors for the removal and replacement of two (2) underground fuel tanks located at the Public Works Facility.
During the four (4) weeks that the bid was open for review, twenty-three (23) firms downloaded either partial or complete bid packages. Bidders were required to provide a Grand Total Proposal Price, as well as unit pricing for tasks (i.e. asphalt removal, fuel disposal) above those outlined in the project plans and specifications. RFP 24-010 was opened on March 1, 2024, at which point one (1) firms submitted a proposal. The sole qualifying proposal package and an audit of the submittal are attached for reference. A summary of the proposal price is provided below:
Crowne Industries, Ltd.
Grand Total Proposal Price: $979,690.00
After speaking with the references provided by Crowne Industries, who all spoke very highly of the company’s quality and on time delivery of work, Public Works staff are confident the company will be able to effectively complete the project scope of work. Crowne Industries, Ltd. also provided evidence of being licensed by the State of Illinois for the installation and decommissioning of underground storage tanks (USTs).
Public Works staff reached out to two (2) other fuel and storage tank contractors, both of whom stated that they did not have the bonding capacity to bid on the project. In talking with engineers who work on fuel tank projects, Public Works has also learned that there are not many local contractors who perform this type of work, and many who do are occupied with larger gas station projects.
While only one bid, Crowne bid their proposal as a competitive bid because they didn’t know who else might be bidding on the project.
Finally, the engineer of record for this project (Valdes Engineering) reviewed the unit costs in Crowne’s proposal and found them to be fair and reasonable.
As such, staff recommends awarding RFP 24-010 to Crowne Industries, Ltd. for $979,690.00. A contingency of $50,000.00 is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed, or work completed under the unit pricing for tasks noted above, for a total contract price not to exceed $1,029,690.00.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial Impact
Funding for the Public Works Fuel Tank Replacement Project was budgeted in Capital account 3008010-570100 in the amount of $800,000.00. Savings from the Orland Hills West Road Project in Capital account 3008020-571250 in the amount of $229,690.00 will be used to cover the difference between the budgeted and contract amount.
Recommended Action/Motion
I move to approve awarding RFP 24-010 Public Works Fuel Tank Replacement Project to Crowne Industries, Ltd. for a total contract price not to exceed $1,029,690.00 ($979,690.00 plus a contingency of $50,000.00);
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount;
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.