Plan Holder/Bidder List – To Share or Not to Share

Water Main Installation

We currently have a project out to bid for the installation of about a quarter mile of 10-inch water main. As usual, after we release the notification to bidders, we begin receiving requests from companies asking for a list of bidders or plan holders. Our city's policy is to not release this list until after the bid opening because of the potential of affecting bid prices. For example, a potential bidder could submit a different bid based on who the competition is and how many other companies have picked up plans.

With the relatively new FOIA laws in Illinois, we've had companies trying to claim the information as a FOIA request. However, we have been denying the request under the following exemption stated in this law:

(h) Proposals and bids for any contract, grant, or  agreement, including information which if it were disclosed would frustrate procurement or give an advantage to any person proposing to enter into a contractor agreement with the body, until an award or final selection is made. Information prepared by or for the body in preparation of a bid solicitation shall be exempt until an award or final selection is made.

We received a request the other day from a company outside of Illinois and sent them our standard denial letter based on this exemption. They ended up sending a letter to the State of Illinois arguing that we should release the information because they want to submit bids as a subcontractor and the information would encourage a more competitive bid. There are several issues with this.

  • First and most importantly, we believe we are exempt from releasing it, although the final decision will now rest with the State.
  • Next, if the State determines we must release the information, this would become a FOIA request for a commercial purpose which the company failed to mention and by failing to do so violated the law. However if the State determines we must release the information and if the company ends up properly requesting the information, we would have 21 days to respond since it is a request for a commercial purpose which means they would receive the information after the bid opening rendering it useless for their purpose.
  • Finally, the project involves no work that would require the type of services they appear to offer. It would be like bidding out a road resurfacing project and a supplier of excavators wanting to get a list of bidders to give them prices on new equipment. There's just no specific pay item for that work. So I am not even sure how giving a heavy equipment sales company a list of bidders for a specific project that has no specialty items helps lower our cost.

The end result is a waste of time for everyone. Where I worked before, I ended up not being able to even send out lists because we offered proposal materials online so we would not have known who downloaded them. And if we continue to have issues with this, we would probably end up choosing to do the same or just not keep a list. But I was wondering how other agencies are handling these requests, if others believe releasing the lists can affect the bids, and if other states require agencies to release the information prior to opening of the bid.

 

Share

Is the ASCE Infrastructure Report Card Really a Good Idea?

Wastewater Basin

As a member of the American Society of Civil Engineers (ASCE), I regularly receive information and notices proclaiming their annual "grading" of our nation's infrastructure. There is even a website to promote this effort: http://www.infrastructurereportcard.org/. My opinion on this might not be popular with my colleagues, but frankly I have never thought this report was valid or a good idea. Finally after reading a LinkedIn thread about how engineers get no respect and a related link criticizing the annual report card, I decided to share my thoughts, as an engineer, on this public relations effort.

First of all, imagine going to the Infrastructure Report Card website as an average citizen – not an engineer. On the site there is a listing of all the different categories of infrastructure we are responsible for designing, building, and maintaining such as water, wastewater, dams, bridges, roads, parks, etc. Not one of them has a grade above a C and the average is a D. Now imagine going to the medical association's website and seeing a listing of items for which they are responsible such as cancer, common cold, fractures, etc. and a related listing of grades. How would you feel about the medical profession if they gave themselves all C and D grades for those? Because on the face of it, that is how it looks to someone who is not involved in the industry – engineers are grading themselves for the work they do and the infrastructure for which they are responsible, and can't manage to get above a D average! Then we wonder why we get no respect!

Now, I realize those responsible for setting up this effort would respond by explaining that no, it's not a grade on our efforts, but a wake up call that government is not giving us enough funds to adequately build and maintain the infrastructure. Because that's what this is really all about, trying to convince legislators they need to funnel more money into infrastructure. But I don't think it's working, and it should be no surprise why not. If I was funding work by a group and the reports kept coming back every year that the work was underperforming, I would start asking some questions such as why is your work failing, what progress is being made with the funds, and what else can be done besides throwing more money at it? 

As an engineer, I am well aware of the need for funding, but as one who has worked in a severely economically depressed city for many years, I also realize that part of my job as an engineer is to figure out how to get the most from the money we have and explain to the elected officials the trade-offs for the different funding levels. Because that is what engineers are supposed to do best – analyze a problem, figure out solutions, attach dollars to them, and let elected officials decide which level of service they want. Then we build the best system we can with the money we receive.

In the last city where I worked, I would have graded our infrastructure efforts as an A because by working together, we were often able to figure out ways to get things done at a very acceptable level with very few dollars. If you drive through that community today, just about every road is in great shape while the neighboring community, whose coffers were always filled with millions more tax dollars than ours, has a proliferation of crumbling roads. This shows that while money is an important component, a successful system also requires people in government working together and making the right choices for the public good with patience and understanding of the goals and the ability to implement creative solutions.

And my past employer is far from unique – the fact is that many cities have systems that are well managed and maintained. I can't imagine anyone traveling across the U.S. coming to any conclusion other than the infrastructure in our country is very good. The true measure of success is demonstrated by the fact that the majority of us make it to work each day without even thinking of the roads we drive on, the water we use to get ready for work, the wastewater system that disposes of all the water we use, the stormwater systems that prevent any rain from keeping us from traveling safely, etc. So the real question is, how are we really measuring this grade?

I get the impression ASCE determines this grade by assuming a life for our assets and assigning a replacement cost then comparing that to funding levels. And because these levels don't match the replacement costs, we must be failing. The flaw in this is that just because something like a water main is more than 50 years old does not mean it is at the verge of imminent failure. But according to ASCE, if politicians don't give us money to rip it out at year 51, that main drops to a D. I've worked in cities where mains were 120 years old and were still delivering water to homes and businesses with no breaks or signs of failure. That's not a D, and it is irresponsible as an engineer to lead people to believe that it should be replaced strictly based on its age. Yesterday an engineer with a national consulting firm told me that in their experience they've noticed the older a main gets, the less chance it actually has of failing. And based on my experience, I agree. We also heard from that engineer and another at a different national firm, that most water main failures are occuring in mains built in the first few years after World War II because there was a decrease in the quality of materials at that time. And I can't understand how anyone can assign a life to PVC water main pipe since we don't have enough experience with it yet to really know how long it will last. Based on all this, it appears age is definitely not the only factor in determining the need for replacement.

So while it is a good idea to have some report of the state of our infrastructure, let's not fabricate the data just to get more business for our profession. And let's not use a grading system that leads people to believe we are all failures at the job with which the public has entrusted us. Instead we should choose to use an accurate and reasonable method of identifying and assessing our assets and reporting the actual projected costs to keep up with the management and maintenance of our system. Because no engineer I know really believes the Infrastructure Report Card is an accurate reflection of our nation's public works systems, it's not achieving the purpose for which ASCE has developed it, and most of us are not too happy that an organization representing our profession is falsely leading people to believe we are failures at our jobs.

Share

The ADA Toolkit for Local Government in 3D

Most of us working in local government are probably familiar with the ADA Best Practices Toolkit for State and Local Government published online by the U.S. Department of Justice at http://www.ada.gov/pcatoolkit/toolkitmain.htm. The document is well-written and helpful in providing guidance in understanding and complying with regulations related to accessibility. But like most government documents, it is offered in a traditional, conservative format. One of my goals over the years has been to transform a document like the ADA Toolkit into a three dimensional experience.  Not only does a 3D space offer a much more engaging "read," but it can also increase retention of the material. So over the last year or so, I worked on building a 3D version of this toolkit. You can see a quick tour of the result of this work in the video below.

If you are interested in checking out the toolkit, there are several options for doing so. For those of you familiar with virtual environments, you can visit http://www.publicworksgroup.com/ada to learn where I have set up the hosting of the toolkit. One additional grid not yet listed on that site is the MOSES grid which is owned and operated by the U.S. Army. If you are already a member of MOSES, you can find the toolkit there by searching on the map for munigov. Then when the map locates that area, you can teleport over. (I will eventually add the MOSES setup as an option on the website, but because the website and toolkit were entered in the FVWC before I could set the toolkit up on MOSES, I was not sure I could alter the website until after the contest.)

If you want to check out the toolkit, but have never yet entered a virtual environment where you are represented by an avatar, rest assured this will be one of the easiest and least threatening places to visit. And because many people entering a virtual space for the first time are worried about interacting with others, I have set it all up so that you can run and visit the toolkit on your own computer. Just download and unzip the following file and follow the directions on the Readme file (this is a very large download – about 560 MB zipped and just over 1 GB unzipped):

3DADAToolkit.zip

By visiting the toolkit with this method, there will be no else who can enter the toolkit other than you. You can also download and unzip the files onto a USB drive so that you can use them on any computer. 

For those of you interested in my choices of design, I realize I could have chosen many different themes and visualizations. But for this particular document, I decided to remain somewhat conservative and traditional in my 3D representation. This is because people in my field of engineering and public works and even local government are still not yet heavily involved in the use of virtual worlds or 3D technology. So most people in these fields who visit the 3D ADA Toolkit could be entering a virtual environment for the first time. And based on feedback I received over the years from colleagues who attempted to check out virtual environments, I believe that they will have the most positive and successful experience if the virtual space is at least somewhat familiar. This is also the reason that I have set up the environment in several different locations. Those interested in checking out the toolkit can do so not only by visiting it in existing virtual worlds like OSGrid and MOSES, but also on the privacy of their own computer where they can focus on the toolkit and not have to worry about interacting with others.

I'd like to continue to explore transforming government documents into 3D learning environments and sharing them with other government professionals. And over time, as people become more familiar with the learning techniques offered by virtual settings, I would expect to eventually expand the visualizations to become more interesting and non-traditional with even more tools for engagement. Eventually I would also like to try out this transformation using other software such as Unity3D. In the meantime, if you have a particular document you would be interested in seeing transformed into 3D, or are interested in collaborating on creating one, or have feedback or suggestions for improvement, just send me an email or share your information in the comments below. 

 

Share

A Day in the Life of a Civil Engineer – Day 73

Day 73 or How to Save Our Transportation Funding

Plan Review

I spent part of the day reviewing the plans for a bike underpass that the county is planning to build. The county received a grant to construct the improvement. It's definitely needed! The underpass will allow pedestrians and bicyclists to safely cross one of the busiest arterials in the county. 

Water Main Easements

I was going to send the easement plats to our city attorney today so he could prepare the documents, but after checking them one more time, I noticed one of the angles was wrong on the plat. So I emailed the consultant to have them revise the plat.

GIS Features

Our GIS group has also been planning to set up our sidewalk feature class. We decided to go with a centerline to designate this feature and assign as main attributes the material, width, year of repair, and road. We are also creating a curb ramp feature class that will be a point feature with attributes such as detectable warnings, slope, etc.

PACE Bid Tab

I did receive a copy of the PACE Bid Tab in the mail today even though I had requested a pdf of it be sent through email. Well, at least I got it. I put up an image of it at the bottom of this post so you can see the bidders and the amounts. (You have to click the image to get a good look.) It is strange because it doesn't look like a normal bid tab for a construction project – it is more of a summary of bids. And I am not sure how the highest bidder became the lowest bidder because from what I learned at the precon, Landmark was awarded the project. As you can see from the bid tab, they seem to have had the highest total bid. Then over on the right, someone put the lowest bid amount from Dimensions in Concrete in the line where Landmark is and labeled it lowest bid. I tried to go on the FTA website to see if they somehow have a creative way to allow a public agency to transform the highest bidder to the lowest bidder, but could not find anything. So the other explanation could be that the FTA allows public agencies to award projects to the highest bidder. Also, it seems strange that none of the main concrete companies in the area that bid our concrete work, other than Landmark, submitted bids.

Aside from all that, the good news is that PACE is at least re-bidding the portion of this $4+ million job that lies within our county. So hopefully when they rebid, the highest bidder comes in lower because it appears that for this project, the highest bidder is actually the lowest bidder or at least gets the job! I realize this is a crazy idea, but maybe next time they could award to the lowest bidder, and we'd have a few more transportation dollars to spend. Or maybe I, along with the other engineers who looked at this, are just missing something. If anyone out there knows how this works, please send in a comment.

Bid Tab for PACE Route 529 Improvements Fall 2011

 

Share

A Day in the Life of a Civil Engineer – Day 71

Day 71

Culvert Lining Project 

Failure of HDPE Snap-tite Culvert Joint

Today the project engineer for our culvert lining project told me that the pipe joint had opened up in our culvert lining project. We had the pipe manufacturer, Snap-Tite, visit the site to look it over and offer a solution. But after seeing how it failed, I would not recommend in the future trying this type of pipe for this application. It's really unfortunate because up to this point the project had been turning out so well. Hopefully the manufacturer can come up with a method of making sure this does not degrade any further from what it has already done. I've included a photo we took to show how the joint moved open on the top and bottom. And I included a the name and manufacturer in this post so anyone considering using this method in the future is aware of the issues that can come up if they choose this method of installation. I can't say at this time what caused the joint to open so I am not sure if it is a construction problem or a manufacturer problem. But for me, it would not be worth taking a chance that this could happen again by specifying this method in the future unless we end up with an acceptable resolution.

Water Main Extension

We also met with the consultant who had prepared the incorrect easement for our water main project. Before meeting, I went out to the site to check their work. They definitely had missed the fact that the property owner had purchased part of a railroad right of way. So they took the 90-foot long easement we required and just moved it west. And instead of starting at what is actually the easterly property line and going west 90 feet, they started at the original property line and went west. This would have put the easement into the building. We also noticed during our meeting they had misspelled the word "Easement." Fortunately the consultant said he would check everything their subconsultant had done and fix it so it is right at no extra cost.

Email Issues

Last week our IT person notified a few of us we were using too much memory on the server for our emails. Of course I had the most because when I started working here, I asked if we had a limit and was told no. So I rarely deleted anything so I could easily find information. But this problem crashed our email server so now I have to bring the amount of storage I use to under 4Gb. So far I am down to 10 from 17 and have 6 to go! Seems like going to Google would be a good idea if we are operating this close to the limit! I can get almost 8 Gb of storage for free from them and 25 Gb for only about $50 a year! And lately it seems like everyone I talk to lately is moving their business or agency over to the Google Enterprise tools.

Development Meeting

We also had our development staff meeting. Today we discussed a few of the projects that we have been reviewing. For both, we have sent comments back to the developers and are waiting for responsed. We also discussed some sign regulation issues along with the expansion of our commuter parking deck and construction of the community gardens.

Share

A Day in the Life of a Civil Engineer – Days 68 & 69

Days 68 & 69

After spending most of the day yesterday in meetings, getting home late, then having to run out to attend a band concert, I decided just to wait until today and post both yesterday and today in one article. So here it is!

Tuesday:

IDOT audit of ARRA project

IDOT was scheduled to be in this morning to audit my paperwork for the last ARRA project the city completed in 2010. They, along with the FHWA, have already looked everything over several times and have always been very helpful. They were scheduled to be here at 9 so I had made plans to be out of the office the rest of the day after 11 thinking two hours would be enough time, but they ended up not being able to get here until after 10:30. So I couldn't be here while they were going through everything. And because I am still waiting for the last authorization to be approved, I couldn't really finish all the paperwork, so they will have to come back anyway one more time. I guess at least this way, I can be here next time so in case they can't find the information they need in my records, I can find it for them.

APWA – Detention Pond Design

The rest of the day was spent attending a talk by the APWA about detention areas. Someone from a suburb in the Chicago area shared their experiences with building natural ponds. They said in the early 1990s a lot of mistakes were made in building these facilities, and now there's a lot of maintenance and performance issues. Many have just turned into a huge pile of weeds needing a lot of work. Their community has been systematically renovating the ponds to improve their functions. And she said they are working now to avoid any problems with new ponds that are proposed by developers.

She brought up a lot of interesting and helpful tips about pond design. One included making sure an ecologist checks the seed list. She said they have seed lists submitted that contain weeds and seeds for plants that do not grow well by seed.

APWA – Communications

The other meeting I had was with our chapter communication committee. We were set up at the last executive committee meeting to look into the communications of our chapter. This was our kick-off meeting where we looked at the big picture of what we were trying to accomplish and who we were targeting as an audience. Then we decided what methods and tools we were going to research. I have been creating a workbook for us to use in this effort. So when we are done, I will post a copy of the workbook on the site so anyone else can use it for similar efforts.

Wednesday

Lighting of our Parking Lot

We are still having issues with finding lights that meet the photometric requirements for our parking lot. The last vendor I was working with could not find a light, and like our consultant, did not want to alter our parking lot configuration to make it work. So I contacted one last vendor and asked if he could find a lighting scheme that worked even if it meant changing our parking layout. Hopefully he will be able to come up with something. If not, I don't think we'll be able to meet the lighting requirements for spill over.

Staff meeting

We also had our staff meeting today. Like we do at most, we discussed all our projects. And at the end we tried something new where we held a pre-design project meeting. At this meeting we discussed next year's road project and how we wanted to approach the plan development. We also set some tentative milestones and dates.

Subdivision meeting

Later in the afternoon we met with representatives of a subdivision that is going through a possible change in ownership. The subdivision was never completed, and we are trying to work to get the public improvements done.

Miscellaneous

There were a few other miscellaneous projects I worked on such as helping a resident complete documents to vacate a portion of the city alley. And I am still waiting to get that bid tab from PACE. It has been such a busy week, and tomorrow is also looking like its another full day!

Share