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.

 

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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.

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Water Main Break Clock

The Uni-Bell PVC Pipe Association has set up a Watermain Break Clock site showing real time numbers and costs of water main breaks. According to the information posted, there are 850 water main breaks that occur each day in North America. A quick search on Twitter gives us a snapshot of just a few of these: http://twitter.com/#!/search/water%20main%20break. (I've also added a widget on the side showing a stream of tweets talking about water main breaks.)

watermainbreakclock.com site

In the last city where I worked, ductile iron or cast iron pipes were used for main construction up until about 1990. It was about that year that we started putting in PVC for new mains or for replacements. In the 20 years I worked in that area, all of our breaks were on the metal pipe, and we probably averaged 10 to 20 breaks a year.

Of course, the PVC mains were new – by the time I left that job, the oldest PVC main we had was about 20 years old. So did the PVC perform better because of the material or age? Where I work now, they have been using ductile iron exclusively for main construction so obviously all of our breaks are on metal pipes – I think we have about 20 to 40 a year.

But over the last few months I have been working on a water main extension project to install about 1300 feet of new main. We priced out the pipe the other day and compared the PVC costs with the ductile iron costs – PVC was cheaper by half. With the economy the way it is, I believe we will be buying the PVC pipe, and based on the data on this site, it looks like we'll be preventing some future main breaks.

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A Day in the Life of a Civil Engineer – Day 70

Day 70

GIS Group Meeting

Today started out amazing then in the afternoon went to total frustration. I had to leave very early this morning to meet a co-worker for a GIS meeting of IMAUG – Illinois Municipal Arc Users Group. If you are into GIS, this is a great group to get involved with. Today's meeting was in Vernon Hills so pretty far away from Geneva where we work. But it was well worth going to. I was scheduled to speak first thing about QR Codes. Not sure it was a subject many were interested in, but hopefully I was able to offer some insight into their use in our industry. Below this post is the presentation I gave.

The other presentations were much more amazing! Will Rockwell from the village of Vernon Hills explained to us how to use Google Fusion tables and maps to make incredible GIS maps. Wow – they turned out great looking with very little work. Here is a link to more information from Google about using this tool: http://www.google.com/fusiontables/Home/

We also heard from a few other speakers who talked about applications for checking properties with liens, ESRI certifications, and a county web map service.

Parking Lot Project

After lunch and after we returned, I went with a couple other engineers to meet with a few people to discuss the design of the alley that will connect our proposed parking lot with one of the main streets through our downtown. This was a good meeting, and we look forward to getting a landscape design from the person we met with.

Water Main Project

My primary frustration hit when one of the engineers gave me a copy of the easement plats we had arranged to have prepared for our water main project. We had purposely hired a local firm to provide the surveying services because they have always produced such good work for us in the past. Imagine my surprise when the engineer gave me the plat and said, "we have a problem – they left off part of the property." Sure enough they had missed the fact that the property owner had acquired additional property over which our easement should have run. And as the engineer pointed out, the surveyor had actually shifted our easement over from where we had shown it to be because of missing this additional parcel. Well, when I looked at who prepared the plat, it was not the firm we had hired but another that we had specifically chosen not to use exactly because of problems like this. So I called the firm we had hired to ask why they hired another firm to do the work we hired them to do. All they said was sometimes they do that. No apology – no "I guess we should have asked if we could sub out the work." Nothing. I am not even quite sure how to respond at this time because I have never even heard of a firm doing such a thing. We are supposed to meet on Monday to discuss where to go from here.

 

 

 

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A Day in the Life of a Civil Engineer – Day 59

Day 59

Budget Analysis

As I mentioned in an earlier post, I had our intern create a spreadsheet so I could track the money that has been spent in the accounts related to my division. Today I started going through that document checking it against invoices and making sure each entry was coded correctly. I also need to check the remaining balance against what was budgeted and arrange to make any necessary changes if needed. Overall, it's a cumbersome and time consuming process because our software is so outdated that most of the comparison and checking has to be done manually. But it's important to do so any overages or amendments to specific line items in the budget are addressed. So far it looks like I am off in our uniform rental line item, and it looks like this happened because the safety shoes were coded here instead of under safety equipment. So that's at least one adjustment I'll need to make. 

City accounting is not something they taught us in engineering school. Yet it is an important part of my job. We had an economics class where we learned about calculating the value of money as it relates to interest and depreciation. But budgeting and accounting were not really covered, and from what I understand municipal accounting is very different from regular accounting. The first time I really got heavily involved in it was at my last job. Fortunately we had a really great comptroller who helped me understand how it all works.  I can't quite pinpoint exactly how she did it, but I always felt I had a good handle on where we stood with finances in each account. We also had an outstanding accountant who was very patient and explained the things we couldn't figure out on our own. I'd have to say it took me about five years or more of working with it to feel I really had a good understanding of how it all worked. And every now and then I'll find out there's still something I didn't know. 

Subdivision Meeting

Several city staff members met with representatives of a bank that has an interest in an unfinished subdivision. Not all the improvements have been completed in this development, and the city still holds a letter of credit for the remaining work. Because nothing has been done for several years and no further building has taken place, the city is requesting the work be completed. So this group came in to find out what was left to be done. We need to send them the plans for the subdivision, and then they are going to come back with a proposal for moving forward.

Water Main Change

We had a call today from a contractor who is bidding on a water extension that will be built by an agency other than the city. He requested that we allow changes to the material used for the water main and changes to the location. Because we did not design the project – only approved it, we suggested he contact the engineer who did the design work. Our concern was we were not the designers – only the reviewers – and an IEPA permit has already been issued for the work. Later in the day we talked to the engineer and gave him an idea of what types of changes we would possibly approve. And we discussed the need to get a new IEPA permit if necessary. He is going to research what could be done and if a new permit would be needed. If any changes are made, he will also send us amended plans for approval.

ADA Ramps for Road Project

Because there always seems to be so much confusion over how curb ramps should be built to comply with the ADA law, I am thinking about drawing up some details for specific intersections to help everyone better understand what needs to be done at certain locations. Today I took our intern out to show him what information we would need from the field so that we could prepare these details.

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A Day in the Life of a Civil Engineer – Day 29

Day 29

Automatic Meter Reading Research

For about a year we've been researching automatic meter read (AMR) systems. Because our neighboring communities to the north and south have also been going through this process, we decided to combine our efforts and collaborate on the research. So as a group we've met with several vendors over the course of the past year. Today we all got together to summarize our findings and to discuss where we go from here. We decided to call in one of the vendors to discuss a few of the options we thought about pursuing. Although I think the AMR technology is awesome and very much enjoy researching the options, what has really been rewarding has been the opportunity to work with the other cities on this project. Like my co-workers, the staff in these cities are very knowledgeable, professional, and great to work with.

Special Service Areas (SSA)

Later in the day a few of our staff met to continue the discussion about creating an SSA for a certain area in our community. Again, these SSAs help provide a funding vehicle for improving  a specific subdivision. Although we dont' always levy taxes in each SSA, it's still good to have it in place in case the neighborhood needs to have maintenance or work done within the common areas of their subdivision.

Permits and Development

One of the utilities in our area is still trying to get a line installed in our downtown area. They submitted a new plan showing where they want to install their line, but they showed no other utilities on the drawing. So I had to let them know I cannot really review it without knowing where the other utilities are. On Monday, I'll have to make a copy of our utility maps for that area and send them to the utility so they can add them to the drawings. I also worked a little bit with a development that has re-submitted plans for review. We are still waiting for them to resolve the location of the electric so I could not move forward with their approval this week. Hopefully it will be resolved next week so I can complete by review.

 

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