R-1213 - 11/13/2012 - ENGINEERING - Resolutions Supporting DocumentsY!'EM 6.F.2)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
November 13, 2012
SUBJECT: 2013 Water Main Project — 22nd Street (Salt Creek to Clearwater Drive)
Engineering Services Agreement for Design Engineering
with Thomas Engineering Group
FROM: Jim Bosma, P.E., Civil Engineer II a v
BUDGET SOURCE/BUDGET IMPACT: $22,663 within Water System Distribution
Improvements Account 451 -7620
RECOMMENDED MOTION: I move that the Village Board approve the attached
Engineering Services Agreement with Thomas Engineering
Group for the design of the 2013 Water Main Project in the
not -to- exceed amount of $22,663 and approve Resolution
R -1213.
Background/History:
Included within the 2012 Budget are funds for the design of the 2013 Water Main Project. The
2013 project is anticipated to be approximately $194,000 to replace approximately 800 feet (0.15
miles) of water main. This project is necessary since the existing water main location is under a
steep sideslope along the north side of 22nd Street. This location is very difficult to repair during
the one to two breaks that have been typically occurring per year. Restoring the grass after the
break repairs is also very difficult due to the steep slope.
We anticipate completing the design over the winter and the construction in the spring. The
project will likely be within the pavement of the 22nd Street frontage road (formerly known as
Hunter Drive). This frontage road will be further restored by complete resurfacing in the
summer with our 2013 Street Improvement Project.
The design fee of $22,663 equals 11.7% of the anticipated construction cost. This percentage is
reasonable (1) due to the supporting information provided by Thomas Engineering in the
attached agreement on how they determined that fee, (2) due to it being a not -to- exceed amount
which requires being conservative and which also allows Thomas Engineering to be paid
ultimately less based on actual labor hours used, (3) due to the relatively small size of the project
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which requires an amount of work on some items similar to a much larger project and (4) due to
the proposal including a significant evaluation of alternative designs.
Thomas Engineering was first studied during a Request For Qualifications (RFQ) process a
couple years ago regarding our paving projects. That specific RFQ led to the hiring of
Christopher B. Burke Engineering with very good success on two completed paving projects.
Now there has been a desire to perform a RFQ process for water main projects. Unfortunately,
the size of this year's project is not ideal for a RFQ process which is typically reserved for
consulting fees over $25,000. Nevertheless, our intention is to do a RFQ process for the next
very large water main project.
Thomas Engineering has impressed us during preliminary discussions to obtain this proposal and
they have put a lot of uncompensated time and effort already on this project. Thomas
Engineering was formed in 2008 with a specialty in construction management and then later
specialized in design services. Their suggested design team includes a licensed water operator
who can provide valuable discussion with our Village's Water Department and includes a
certified professional in erosion and sediment control who can provide valuable knowledge on
how to permanently restore the steep slopes still eroding from previous water main breaks.
Recommendation:
I recommend approving the attached Engineering Services Agreement with Thomas Engineering
Group for design engineering for the 2013 Water Main Project.
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RESOLUTION 2012- ENG -WA- MAIN- AG -EX -R -1213
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF
A PROFESSIONAL SERVICES AGREEMENT
FOR THE DESIGN OF THE 2013 WATER MAIN PROJECT
WHEREAS, the Village must repair the existing water main that runs under 22nd Street in the
Village ( "Water Main ") at least once or twice per year; and
WHEREAS, the Water Main is difficult to repair because of a steep side slope along the north
side of 22nd street ( "Slope "); and
WHEREAS, the 2013 Water Main Project will replace approximately 800 feet of the Water Main
( "project'), reducing the need for repairs; and
WHEREAS, the Village desires to retain an engineer to provide engineering design services to
ensure that design of the Project is done properly and in a way that satisfies the Village's specifications
( "Engineering Services "); and
WHEREAS, Thomas Engineering Group ( "Thomas ") specializes in design services and has
expertise in water operation and erosion and sediment control; and
WHEREAS, the Village and Thomas desire to enter into and execute an agreement for Thomas
to provide the Engineering Services for an amount not to exceed $22,663.00 ( "Agreement'), attached
hereto as Exhibit A; and
WHEREAS, pursuant to the Local Government Professional Services Selection Act ( "Act'), 50
ILCS 510/0.01 et seq., and Section 1 -7 -6 of the Village Code, the Village is not required to follow the
notice, evaluation, and selection procedures set forth in the Act if the Village determines by resolution that
the cost of Engineering Services is expected to be less than $25,000.00; and
WHEREAS, pursuant to the Act and Section 1 -7 -6 of the Village Code, the President and the
Board of Trustees have determined that the cost of Engineering Services is expected to be less than
$25,000.00; and
WHEREAS, the President and Board of Trustees also have determined that it is in the best
interests of the Village to enter into the Agreement in a final form approved by the Village Manager and
the 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
approve the Agreement by and between the Village and Thomas.
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 after
review and approval of the final form of the Agreement by 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.
Ayes:
Resolution 2012- ENG -WA- MAIN- AG -EX -R -1213
Approving Professional Services Agreement with Thomas Engineering
Page 2 of 3
APPROVED THIS 13th day of November, 2012
Gopal G. Lalmalani
Village President
PASSED THIS 13`h day of November, 2012
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2012- ENG -WA- MAIN- AG -EX -R -1213
Approving Professional Services Agreement with Thomas Engineering
Page 3 of 3
EXHIBIT A
AGREEMENT
ENGINEERING SERVICES AGREEMENT
VILLAGE OF OAK BROOK
2013 WATER MAIN PROJECT
22 "d Street (Salt Creek to Clearwater Drive)
THIS AGREEMENT, made and entered into this _ day of November, 2012, by and
between Thomas Engineering Group, LLC (hereinafter referred to as "ENGINEER ") and the
Village of Oak Brook, a municipal corporation (hereinafter referred to as "VILLAGE ") covers
certain professional engineering services in connection with the 2013 WATER MAIN
PROJECT, (hereinafter referred to as "PROJECT ").
The VILLAGE wishes to retain ENGINEER for these certain professional engineering
services and ENGINEER is willing to perform such services for the compensation and in
accordance with the terms and conditions described in this Agreement.
NOW, THEREFORE, in consideration of the mutual benefits, covenants and agreements
contained within this Agreement, the parties agree as follows:
1. SCOPE OF SERVICES
ENGINEER agrees to perform engineering consulting services as defined in the Scope of
Services attached as Appendix I and made a part of this Agreement.
2. COMPENSATION AND PAYMENT
ENGINEER shall be paid by VILLAGE for all services stipulated within this Agreement
according to the Compensation Schedule attached as Appendix II and made a part of this
Agreement.
Payment to ENGINEER shall be made by VILLAGE upon receipt of ENGINEER'S
monthly invoice. The invoice shall consist of a summary of direct labor hours by
ENGINEER'S standard job classification times the respective factors as depicted in
Appendix II plus listing of reimbursable costs incurred with copies of appropriate
invoices. The invoice will state the phase of work for which it applies, if a multi -phase
scope is used (e.g., design, construction, etc.). If VILLAGE identifies an item in the
invoice which appears to be in error, VILLAGE may withhold the amount in question,
pay the balance of the invoiced amount, and provide ENGINEER with a statement
concerning the questioned item. Alternatively, VILLAGE may pay the invoiced amount
in full, provide ENGINEER with a statement of the questioned item, and an adjustment,
if appropriate, will be made in the next subsequent invoice submitted by ENGINEER.
Engineer will mark "Invoice number and final" on the invoice which closes
out this contract or a phase of the contract.
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If VILLAGE fails to make any payment due ENGINEER for services and expenses,
including amounts wrongly withheld, within thirty (30) days after submittal of
ENGINEER'S billing thereof, the amounts due ENGINEER shall include a charge at the
rate of one percent (1.0) per month from such thirtieth (30th) day; and, in addition, the
ENGINEER may, after giving seven (7) days written notice to VILLAGE, suspend
services under this Agreement until it has been paid in full the amounts due it for services
and expenses. During the period of any such suspension, the parties shall have the same
rights and obligations as are provided by Subsection 5(e) of this Agreement.
3. TIME SCHEDULE
The services required by this Agreement shall be completed in accordance with the Time
Schedule attached as Appendix III and made a part of this Agreement. It is recognized by
the parties that the Time Schedule may be contingent upon factors beyond the control of
either party. Both parties will take all reasonable steps to adhere to the Time Schedule.
4. TERM OF AGREEMENT
Unless extended by amendment, this Agreement shall terminate at the time of receipt of
final payment by the ENGINEER, provided that all warranties and representations shall
survive said final payment.
5. GENERAL TERMS AND CONDITIONS
a. Modification
The nature and the scope of services specified in this Agreement may only be
modified by written amendment to this Agreement approved by both parties.
b. Relationship between ENGINEER and VILLAGE
ENGINEER shall serve as VILLAGE'S professional engineering consultant in
those phases of the PROJECT to which this Agreement applies. The relationship
is that of a buyer and seller of professional services, and it is understood that the
parties have not entered into any joint venture or partnership with the other.
C. Responsibility of the ENGINEER
That all plans and other documents furnished by the ENGINEER pursuant to this
Agreement will be endorsed by him and will show his professional seal where
such is required by law.
Notwithstanding anything to the contrary which may be contained in this
Agreement or any other material incorporated herein by reference, or in any
agreement between VILLAGE and any other party concerning the PROJECT,
ENGINEER shall not have control or be in charge of and shall not be responsible
for the means, methods, techniques, sequences or procedures of construction, or
the safety, safety precautions or programs of VILLAGE, the construction
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contractor, other contractors or subcontractors performing any of the work or
providing any of the services on the PROJECT, nor shall ENGINEER be
responsible for the acts or omissions of VILLAGE provided that the ENGINEER
has properly executed his duties. ENGINEER shall not be responsible for the
failure of VILLAGE, any architect, engineer, consultant, contractor or
subcontractor to carry out their respective responsibilities in accordance with the
PROJECT documents, or any other agreement concerning the PROJECT. Any
provision which purports to amend this provision shall be without effect unless it
contains a reference that the content of this Subsection 5(c) is expressly amended
for the purposes described in such amendment and is signed by ENGINEER.
d. Corrections
In the event plans, surveys or construction staking is found to be in error and
revisions of the plans or survey or construction staking are necessary, the
ENGINEER agrees that he will perform such work without expense to the
VILLAGE, even though final payment has been received by him. He shall give
immediate attention to these changes so there will be a minimum delay to the
contractor.
e. Suspension of Services
VILLAGE may, at any time, by written order to ENGINEER (Suspension of
Services Order), require ENGINEER to stop all, or any part of, the services
required by this Agreement. Upon receipt of such an order, ENGINEER shall
immediately comply with its terms and take all reasonable steps to minimize the
occurrence of costs allocable to the services covered by the order.
ENGINEER will not be obligated to provide the same personnel employed prior
to suspension when the services are resumed, in the event the period of any
suspension exceeds thirty (30) days.
f Termination
1) The VILLAGE shall have the right to terminate this Agreement with or
without cause upon serving thirty (30) days written notice upon the other
ply.
2) Upon such termination, the liabilities of the parties to this Agreement shall
cease, but they shall not be relieved of the duty to perform their
obligations up to the date of termination. All warranties and the provisions
of Section 5, Paragraph I shall be in full force and effect after termination.
3) Upon such termination, ENGINEER shall cause to be delivered to the
VILLAGE all drawings, specifications, partial and completed estimates,
and any and all other data concerning the PROJECT which ENGINEER is
then accomplishing for the VILLAGE. ENGINEER shall be paid for any
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services completed and any services partially completed in accordance
with Sections 2 and 3.
g. Warranties
In addition to the covenants herein made, the ENGINEER represents and certifies
that its engineering services shall be performed in accordance with the standards
of professional practice, care, and diligence practiced by recognized engineering
firms in the industry in performing services of a similar nature in existence at the
time of performance. The representations and certifications expressed shall be in
addition to any other representations and certifications expressed in this
Agreement, or expressed or implied by law, which are hereby reserved unto the
VILLAGE.
h. Representations
In addition to the covenants herein made, the ENGINEER represents and agrees:
1) That all plans and special provisions to be furnished by the ENGINEER
pursuant to this Agreement will be in accordance with the current standard
specifications and policies of the VILLAGE, it being understood that all
such plans and drafts shall, before being finally accepted, be subject to
approval by the VILLAGE.
2) That he has not employed or retained any company or person, other than a
bona fide employee working solely for the ENGINEER, to solicit or
secure this Agreement, and that he has not paid or agreed to pay any
company or person, other than a bona fide employee working solely for
the ENGINEER, any fee, commission, percentage, brokerage fee, gifts, or
any other consideration, contingent upon or resulting from the award or
making of the Agreement. For breach or violation of this warranty, the
VILLAGE shall have the right to annul this Agreement without liability,
or in its discretion to deduct from the Agreement price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage,
brokerage fee, gift, or contingent fee.
3) The ENGINEER represents and certifies that the ENGINEER is not barred
from contracting with a unit of state or local government as a result of: (1)
a delinquency in the payment of any tax administered by the Illinois
Department of Revenue, unless the ENGINEER is contesting, in
accordance with the procedures established by the appropriate revenue act,
its liability for the tax or the amount of the tax, as set forth in Section 11-
42.1-1 et seq. of the Illinois Municipal Code, 65 ILCS 5/11- 42.1 -1 et seq.;
or (2) a violation of either Section 33E -3 or Section 33E -4 of Article 33E
of the Criminal Code of 1961, 720 ILCS 5/33E -1 et seq. ENGINEER
represents that the only persons, firms, or corporations interested in this
Agreement as principals are those disclosed to the VILLAGE prior to the
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execution of this Agreement, and that this Agreement is made without
collusion with any other person, firm, or corporation. If at any time it
shall be found that the ENGINEER has, in procuring this Agreement,
colluded with any other person, fine, or corporation, then the ENGINEER
shall be liable to the Village for all loss or damage that the VILLAGE may
suffer, and this Agreement shall, at the VILLAGE's option, be null and
void.
4) That he is qualified technically and is conversant with the policies
applicable to the PROJECT; and that he has and will furnish sufficient,
properly trained and experienced personnel to perform the services
enumerated herein.
5) That he will not employ, for the duration of this Agreement, any person
presently employed by the VILLAGE without the written consent of the
VILLAGE.
6) ENGINEER represents and certifies that, to the best of its knowledge: (1)
no elected or appointed VILLAGE official, employee or agent has a
personal financial interest in the business of ENGINEER or in this
Agreement, or has personally received payment or other consideration for
this Agreement; (2) as of the date of this Agreement, neither ENGINEER
nor any person employed or associated with ENGINEER has any interest
that would conflict in any manner or degree with the performance of the
obligations under this Agreement; and (3) neither ENGINEER nor any
person employed by or associated with ENGINEER shall at any time
during the term of this Agreement obtain or acquire any interest that
would conflict in any manner or degree with the performance of the
obligations under this Agreement.
i. Documents Property of VILLAGE
Drawings, specifications, reports, and any other documents prepared by
ENGINEER in connection with any or all of the services furnished hereunder
shall be the property of VILLAGE and the VILLAGE shall obtain any and all
intellectual property rights in the drawings, specifications, reports, and documents
prepared by ENGINEER in connection with any and all of the services furnished
hereunder. ENGINEER shall have the right to retain copies of all documents and
drawings for its files. All construction drawings shall be prepared electronically
using MICROSTATION software. Paper copies will be provided to the
VILLAGE in full -size (24" x 36 ") or quarter -size (11" x 17 ") as requested.
Electronic design files will also be transferred to the VILLAGE.
If construction services are a part of the ENGINEER'S work, he will create
electronic "As- Built" conditions and will deliver them to the VILLAGE within
thirty (30) days after completion of construction and before final payment to the
ENGINEER. ENGINEER will title these files "Record Drawings ".
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If construction services are not part of the ENGINEER'S work, he will deliver
electronic MICROSTATION files to the VILLAGE upon request and before final
payment to the ENGINEER.
j. Access to Records
The ENGINEER shall maintain all books, documents, papers, accounting records
and other evidence pertaining to his costs incurred by reason of this Agreement
and agrees to make such material available, at his office at the address indicated
in Section 5, Paragraph u of this Agreement, at all reasonable times during the life
of this Agreement and for a period of three (3) years from the date of final
payment of the obligations of this Agreement by the VILLAGE or such longer
time as requested by the VILLAGE, for inspection by personnel of the
VILLAGE, or any authorized representative of the VILLAGE, and copies thereof
shall be furnished if requested. The cost of any copies shall be paid by the
VILLAGE.
k. Reuse of Documents
All documents, including drawings and specifications furnished by ENGINEER
pursuant to this Agreement, are intended for use on the PROJECT only. They
should not be used or modified by VILLAGE or others on extensions of the
PROJECT or any other project without specific written verification or adaptation
by ENGINEER. Any reuse or modification without written verification or
adaptation by ENGINEER shall be at VILLAGE'S sole risk.
1. Indemnification
ENGINEER agrees to indemnify, hold harmless, and defend (or pay the
VILLAGE for the costs of defense if the Village so desires in its sole discretion)
the VILLAGE and any of its officers, employees, or agents from and against all
liability, claims, demands, and causes of action arising out of or related to any
loss, damage, injury, death, or loss or damage to property resulting from any
negligence, errors or omissions by the ENGINEER in the performance of this
Agreement.
In the event of joint or concurrent negligence of ENGINEER and VILLAGE,
each shall bear that portion of the loss or expense that its share of the joint or
concurrent negligence bears to the total negligence (including that of third parties)
which caused the personal injury or property damage.
m. Entire Agreement
This Agreement sets forth all the covenants, conditions and promises between the
parties. There are no covenants, promises, agreements, conditions or
understandings between the parties, either oral or written, other than those
contained in this Agreement.
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n. Governing Law
This Agreement shall be governed by the laws of the State of Illinois both as to
interpretation and performance.
o. Successors and Assigns
The terms of this Agreement shall be binding upon and inure to the benefit of the
parties and their respective successors and assigns; provided, however, that
neither party shall assign this Agreement in whole or in part without the proper
written approval of the other.
P. Waiver of Contract Breach
The waiver of one party of any breach of this Agreement or the failure of one
party to enforce at any time, or for any period of time, any of the provisions
hereof, shall be limited to the particular instance, shall not operate or be deemed
to waive any future breaches of this Agreement, and shall not be construed to be a
waiver of any provision, except for the particular instance.
q. Severability of Invalid Provisions
If any provisions of this Agreement shall be held to contravene or be invalid
under the laws of any particular State, County or jurisdiction where used, such
contravention shall not invalidate the entire Agreement, but it shall be construed
as if not containing the particular provision or provisions held to be invalid in the
particular State, County or jurisdiction and the rights or obligations of the parties
hereto shall be construed and enforced accordingly.
r. Force Majeure
Neither VILLAGE nor ENGINEER shall be liable for any fault or delay caused
by any contingency beyond their control, including, but not limited to, acts of
God, wars, strikes, walkouts, fires, or natural calamities.
S. Access and Permits
VILLAGE shall arrange for ENGINEER to enter upon public and private
property and shall obtain all necessary approvals and permits required from all
governmental authorities having jurisdiction over the PROJECT.
t. Designation of Authorized Representatives
Each party shall designate one or more persons to act with authority in its behalf
in respect to appropriate aspects of the PROJECT. The persons designated shall
review and respond promptly to all communications received from the other
ply.
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U. Address for Notices
Whenever it is provided in this Agreement that notice shall be given or other
communication sent to ENGINEER, such notices or communications shall be
delivered or sent to:
Thomas Engineering Group, LLC.
238 S. Kenilworth
Suite 100
Oak Brook, Illinois 60302
Attn: Thomas Gill, PE
Whenever it is provided in this Agreement that notice shall be given or other
communication sent to the VILLAGE, such notices or communications shall be
delivered or sent to:
VILLAGE OF OAK BROOK
1200 Oak Brook Road
Oak Brook, Illinois 60523
Attn: Michael Hullihan
Public Works Director
Notices personally delivered or sent via U.S. Mail, postage prepaid, shall be
deemed, for all purposes, proper notice.
V. Insurance
ENGINEER agrees to obtain and maintain, for the term of this Agreement, and
for a period of twelve (12) months after the services contracted for hereunder
have been completed, insurance hereinafter provided, furnishing a certificate or
certificates of insurance to the VILLAGE prior to commencing work under this
Agreement. The certificate or certificates of insurance shall be in a form
satisfactory to the VILLAGE from companies authorized to do business in Illinois
and shall provide that the policies referred to shall not be canceled or changed
without first giving thirty (30) days written notice thereof to the VILLAGE. Said
insurance requirements are attached as Appendix IV and made a part of this
Agreement.
The VILLAGE shall be named as an additional insured.
W. Additional Services
ENGINEER shall supply such additional services as requested in writing by
VILLAGE and agreed to by ENGINEER in connection with the PROJECT.
Separate proposals shall be submitted by ENGINEER for furnishing these
additional services. Compensation for such additional services shall be negotiated
by the parties and included in this Agreement by a written amendment.
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ENGINEER shall supply such additional services as requested in writing by
VILLAGE and agreed to by ENGINEER in connection with the PROJECT.
Separate proposals shall be submitted by ENGINEER for furnishing these
additional services. Compensation for such additional services shall be negotiated
by the parties and included in this Agreement by a written amendment.
X. Time
Time is of the essence in the performance of all terms and provisions of this
Agreement.
Y. Third Parry Beneficiary
No claim as a third party beneficiary under this Agreement by any person, firm, or
corporation shall be made or be valid against the Village.
Z. Conflicts
If any provisions of this Agreement conflict with any provisions of the attached
appendices, the provisions of this Agreement shall control.
IN WITNESS WHEREOF, the parties set their hands and seals on the date first written
above.
VILLAGE OF OAK BROOK ATTEST:
A Municipal Corporation
Village President Village Clerk
Thomas Engineering Group ATTEST:
BY:
President
Village President
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APPENDIX 1
SCOPE OF SERVICES
Per proposal submitted by Thomas Engineering Group, LLC, Ltd. dated November 2,
2012.
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APPENDIX 1I
COMPENSATION SCHEDULE
Per proposal submitted by Thomas Engineering Group, LLC, Ltd. dated November 2,
2012.
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#11791300_x2
APPENDIX III
TIME SCHEDULE
Per proposal submitted by Thomas Engineering Group, LLC, Ltd, dated November 2,
2012,
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APPENDIX IV
Insurance
Engineer shall maintain for the term of this Agreement, and for a period of twelve months
after the services is contracted for hereunder have been completed, insurance policies covering:
Workers Compensation and Employers Liability Insurance:
Statutory limits = $500,000 per accident.
2. Comprehensive General Liability Insurance:
$1,000,000 per occurrence combined single limit.
3. Comprehensive Automobile Liability Insurance:
$1,000,000 combined single limit, any auto.
4. Professional Liability Insurance (errors and omissions):
$1,000,000 per claim and in aggregate.
5. Umbrella or excess liability:
$1,000,000 per occurrence. If ENGINEER carries Comprehensive General
Liability Insurance in an amount of $2,000,000 or greater, this requirement may
be waived.
6. Engineer will provide the Village with a certificate of insurance and additional
insured endorsement showing the Village added to the General Liability Insurance
as an additional insured.
Coverage shall not be suspended, voided, canceled, or reduced except after thirty
(30) days prior written notice by certified mail has been given to the Village. If a
standard Certificate of Insurance form is used with a cancellation clause, the
words "endeavor to" and "but failure to mail such notice shall impose no
obligation or liability of any kind upon the company, its agents or representatives"
will be stricken or crossed out.
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Submitted to:
Village of Oak Brook
Mr. James Bosma, P.E.
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, Illinois 60523
November 2, 2012
Submitted by:
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Thomas Engineering Group, LLC
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Mr. James Bosma, P.E.
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, Illinois 60523
Re: 2013 Water Main Project, 22nd Street (Salt Creek to Clearwater Drive)
Dear Mr. Bosma:
Thomas Engineering Group, LLC (TEG) respectfully submits the enclosed proposal to the Village of Oak
Brook for the subject project. We hope that our interest and enthusiasm for this project show through
in our proposal as we feel that our due diligence, expertise and experience will provide Oak Brook with a
valuable investment. The details in our proposal will also demonstrate that our experienced personnel
can deliver benchmark materials, state -of- the -art construction methods as well as problem solving skills
from design, construction, operations, and maintenance perspectives.
TEG has visited the project site with Village staff to gather project context and background for our
proposal. Our approach for this project is to conduct a targeted conceptual analysis, identify the most
cost effective and least invasive solution, and then assemble a feasible and buildable set of construction
documents. This submittal includes a focused summary of our understanding and approach for the
2013 Water Main Project. We are confident that our collective experience and combined skill sets
provide our team with comprehensive planning, design, and construction decision making abilities. To
complement our technical acumen, all TEG -led projects also receive the same, high level of commitment
which can be summarized as:
• APPROACH IS PROFESSIONAL
• KEY PERSONNEL. ARE EXCEPTIONAL
• SUCCESSFUL EXPERIENCE IS RELEVANT
What separates us from the other firms is our service —our trademark is service at the highest
grade®. TEG has been able to grow in these tough economic times by servicing each client individually
and bringing value to their community. We deliver large firm experience with small firm service. We are
truly excited about the opportunity of working on the 2013 water main project and look forward to
answering any questions you may have about our firm, staff, or experience. if you have any questions or
require additional information, please call me at' (708) 533 -1700 or by e-mail at tomR @thomas-
engineerine.com.
Sincerely,
thomas engineering group, Ilc
Thomas E. Gill, III, P.E.
President
Attachments
Steve S. Pasinski, P.E.
Planning and Design Head
Village of Oak Brook
Proposal for 2013 Water Main Project
22 "d Street (Salt Creek to Clearwater Drive)
Cover Letter
Section 1 Project Understanding and Approach
Section 2 Project Schedule and Fee Summary
Section 3 Project Team and Organizational Chart
Section 4 Resumes
1
FA
3
10
Appendix Cost Proposal Details ( 23
Village of Oak Brook
Proposal for 2013 Water Main Project
22nd Street (Salt Creek to Clearwater Drive)
PROJECT UNDERSTANDING
The Village of Oak Brook is seeking a highly competent and professional
engineering firm to perform design services for the 2013 Water Main Project. In
this proposal, Thomas Engineering Group, LLC (TEG) provides details of our
qualifications and project understanding and approach to complete all tasks
necessary for the successful completion of the Village's 2013 Water Main
project.
The Village of Oak Brook's existing 12" water main that is directly north of the
IDOT roadway 22nd Street but north of the Village's roadway 22nd Street (also
known as Hunter Drive) has experienced repeated breaks and currently requires
replacement to provide reliable water service. TEG understands that the design
solution should include no pressure connections and that wrap around saddles
should be avoided. TEG also understands that a current water main model is
not available for this area and the Village will be deciding if the new water main
should be 12" or 16 TEG's alternative analysis and recommendation will
provide the Village with alignments, costs, construction methods, local impacts,
and benefits for two alternatives.
In addition, the Village desires erosion control improvements to the areas on
the 22nd Street sideslopes adjacent to where the previous water main breaks
have occurred. This is on IDOT right -of -way and will require coordination and
utility permitting.
The proposed modifications to the existing water
main will include replacement and relocation in its
entirety. Given the existing alignment in close
proximity to IDOT right -of -way and its location on an
extremely steep slope, TEG anticipates strategically
locating the water main within or adjacent to the
parkway of the Village maintained 22nd Street and to
accommodate water and sewer separation
requirements adhering to the "Standard
Specifications for Water and Sewer Construction in RM
Illinois ". This scope assumes that the existing 12" line just north of the IDOT'
roadway (22nd Street) will be permanently abandoned. We also understand that
the Village prefers 300' hydrant spacing and that the design for this section will
incorporate the addition of one hydrant along this run.
In addition to determining an appropriate alignment for the replacement water
main that minimizes impacts to the existing roadways and access to area
businesses, TEG will also identify innovative and feasible project solutions that
will provide value to the Village in terms of cost, schedule, constructability,
operations, and future maintenance. TEG has gathered the necessary
information and project context to develop excellent strategies in
each of these areas of need.
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Village of Oak Brook
Proposal for 2013 Water Main Project
22nd Street (Salt Creek to Clearwater Drive)
A cursory review of the current land use and the Illinois State Fire Marshall
website in regards to underground storage tank listing leads our team to believe
there would be no reason to suspect that any excavation material would
necessitate special treatment under the Clean Construction Demolition Debris
Act in Illinois. The scope of work in this proposal assumes that the responsibility
for identification and removal of any such materials would be the responsibility
of the contractor. This responsibility will be included with the project
specifications and due to the existing conditions, is not expected to escalate bid
prices. No soil samples are being provided as part of this proposal.
Based on a preliminary review of the FIRM map, nearly the entire project limits
are located within floodplain, but outside of the regulatory floodway. TEG will
ensure that all excavation and fill placement remain within the project complies
with the conditions set forth in the Villages' storm water and floodplain
ordinance and their full- waiver status with DuPage County.
After meeting with Jim Bosma, P.E. from the Village and reviewing the available
project information, our team met to discuss the assignment and determine the
appropriate processes to complete the Project. Each of our key discipline leads
made site visits and collected data and photos in order to better understand the
context and the nature of the work to complete this water main project.
The Village has budgeted $194,000 for this project based on programming level
estimates. Thomas Engineering Group and the Village will work together to
advance plans and schedule a letting that is most advantageous to soliciting the
most competitive unit costs and overall bid price for the project.
PROJECT APPROACH
For this Project, TEG proposes a targeted approach to the proposed project
design that will achieve both expediency and the ability to complete the project
with minimal impacts to Village residents and businesses. Prior to beginning any
infrastructure project, TEG finds it extremely effective to have a thorough "kick-
off' meeting in order to engage all Village Utilities Division stakeholders and
other key Village staff to fully understand Village , practices, policies, and
preferences when designing and building capital improvement projects.
Step 1: Kick -Off Meeting — Our experience has shown that a detailed and well
planned initial project meeting can provide long term benefits for a project and
dramatically decrease the risks that can impact budget, schedule, and
stakeholder support. Prior to beginning any design, TEG will organize and lead a
stakeholder meeting with representatives from Engineering, Public Works, and
any other interested Village staff. We will also coordinate with Village staff to
get a I.U.L.I.E. locate performed prior to this meeting so that an onsite
walkthrough of the proposed concept alignments can be discussed relative to
other utility impacts and locations. _
TEG focuses on gaining a
shared understanding of the
project context by partnering
with our clients. This enables
TEG to make context
appropriate project
decisions that will reflect Oak
Brook's desired outcomes.
Village of Oak Brook
Proposal for 2013 Water Main Project
22 "d Street (Salt Creek to Clearwater Drive)
The purpose of the kick -off meeting will be to walk through each element
related to project scope to identify critical project constraints and develop a
shared understanding of the project. Specifically, the TEG Project Manager will
lead a discussion in which all parties will have ample opportunity to weigh in
and convey their project expectations, preferred methods and materials,
installation techniques, technical challenges, site history, utility challenges,
access, staging, and constructability. Each of these topics will be discussed in
terms of risks to cost, schedule, operations, maintenance, and resident /business
impacts.
Based on our concept level analysis of the proposed project, we have developed
a general concept level alignment and construction sequence that is intended to
be used as a starting point for discussion during the kick -off meeting where
some of our assumptions will need to be verified. For your reference, our
concept level alignment drawing can be found at the end of this section of the
proposal. In addition, we have preliminarily considered the cost difference
associated with installing the proposed water main via directional drilling to
minimize impacts to existing utilities, roadways, and guardrail versus the more
traditional open trenching techniques. We estimate that directional drilling will
cost approximately $23,000 more than trenching (roughly 10% of the total
anticipated construction cost), but will greatly reduce impacts to area
businesses, residents, commuters, and surface disturbance requiring
significantly more restoration and temporary pavement.
The primary benefits for the above meeting and the resulting products will be a
thorough and shared consensus of the assumptions, design details (including
water main material, construction techniques, and water main size), and
activities to be conducted during the project by Oak Brook and TEG. Meeting
minutes will be written describing all agreed upon procedures, preferences,
materials, and any other non-standard or unusual elements in which the project
will adhere.
Step 2: Data Collection and Analysis — The next step will be to gather
topographical and detailed utility and underground information. TEG has
already received 1 -foot contour data, existing Village water main data, and
parcel boundaries. TEG will utilize its own survey team (Christopher DeYoung,
PLS and James Haitsma) using our own state of the art GPS survey equipment to
collect the 1.U.L.I.E. located utility information, other critical surface and
subsurface features, verify given atlas information, and identify existing utility
conflicts.
Using the data collected, the TEG's core project team, including Project
Manager, Nick Orf, P.E., CFM, CPESC and Dustin Bonnell, will develop the design
;+i- i- f. •6e ..,ate.... min 4u ;l ,..ell •6e . A-A Ae -f
3
TEG wi71 partner with Oak
Brook to determine the
most cost - effective
Investment that serves
the specific needs of the
22nd Sheet Water Main
Project without
compromising future
water main
Improvements and area
businesses and
residents.
TEG staff has a
registered Land
Surveyor as well as our
own Total Station and
GPS -based survey
equipment enabling us
to perform a wide range
of survey services and
perform pick -up surveys
aulckty.
Village of Oak Brook 4
Proposal for 2013 Water Main Project
22 "d Street (Salt Creek to Clearwater Drive)
In addition, after the topographical and utility survey has been plotted, it has
been TEG's practice to gain as much underground information as possible.
Project engineers will immediately provide utility notices to all affected utility
companies and request private utility atlases within the project limits.
While conditions for IDOT utility permit approvals require that our team)
coordinate the appropriate agency approvals for this
work, we expect that any proposed boring pits, slope
improvement treatments and potential ditch
modifications will result in soil disturbances within the
allowable limits and therefore have "no impact ". TEG
will establish an effective erosion and sediment control
plan to comply with these requirements. TEG also
understands that under the Village's full- waiver
commitment, no further coordination for wetland
delineation is required. •
Step 3: Preliminary (60%) Water Main Design — Using
the information from the kick -off Meeting, 1.U.L.I.E. locates and utility
coordination, Village supplied LIDAR contours and TEG pick -up survey, TEG will
develop preliminary (60 %) design plans, specifications, and construction cost
estimates for the most appropriate relocation alignment and phasing.
Considerations will include items such as cost, local impacts, schedule,
constructability, maintenance, IEPA permitting, right -of -way, and utility
permitting with the Illinois Department of Transportation to allow erosion
control and restoration and water main abandonment within the State ROW.
The 60% plans, specifications, and quantity take -offs and manufacturer's quotes
TEG develops will be in accordance with Local Standards and IDOT's Permit
Special Provisions, Subchapter f: Highways, Part 530 Accommodation of Utilities
on Right -of -Way, Section 430 Underground Facilities — Waterlines: TEG will
perform QC /QA on these plans documenting those checks and will send copies
to the Village for review. For purposes of expediting IEPA and IDOT reviews,
TEG plans to advance this initial set to very near a pre -final condition in order to
confidently initiate the review processes (see permitting steps described below).
The project will also be designed to meet all DuPage County stormwater and
floodplain ordinance requirements to fulfill the Village commitment as part of
their full waiver status.
After the Village has had the opportunity to review the 60% submittal, TEG will
meet with Village staff to discuss all comments and questions. TEG will address
all comments and provide a disposition, as necessary, to those comments to the
Village.
Village of Oak Brook 5
Proposal for 2013 Water Main Project
22 "d Street (Salt Creek to Clearwater Drive)
Step 5: IEPA and IDOT Permitting — After submitting final plans to Village and
receiving any final comments, our project team will coordinate with IEPA to
obtain the final permitting for the proposed water main relocation and
replacements. In addition, TEG will reach consensus with IDOT Bureau of
Design - Utilities and obtain the necessary permits for the project work, including
restoration and erosion control of the 22nd Street side slope. TEG will prepare
the IEPA Application for Construction Permit on behalf of the Village for
submittal to the Division of Water Pollution Control, Permit Section. The
application review and approval process is anticipated to take between 60 and
90 days. TEG will also develop the IDOT Permit application and coordinate
review by ]DOT Bureau of Design - Utilities (Utility Permits).
Step 6: Final Bid Documents —TEG will assist the Village with distribution to
prospective bidders. In addition, TEG will prepare to answer bidder's
questions /RFIs during the bidding phase, evaluate bids, and provide a contractor
selection recommendation for the Village's consideration.
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91
Village of Oak Brook
Proposal for 2013 Water Main Project
22nd Street (Salt Creek to Clearwater Drive)
PROJECT SCHEDULE
Our proposed project team is available to start on the 2013 Water Main Project
immediately and anticipate completing the project prior to the 2013
construction season. Our schedule showing task durations can be referenced
below with key dates and tasks:
Task Completion Date
Notice to Proceed
November 14, 2012
Kick -Off Meeting
November 21, 2012
Topo /Utility Survey
November 30, 2012
Data Collection and Analysis
November 30, 2012
Preliminary (60 %) Design
December 14, 2012
Village Review
December 21, 2012
Pre -Final (90 %) Design
January 4, 2013
Village Review
January 11, 2013
Final Design Completion
January 18, 2013
Bid Advertisement
February 7, 2013
IEPA and IDOT Permitting Complete
March 9 —April 8, 2013
PROJECT FEE
This is a Cost Plus Fixed Fee (CPFF)'type if contract. Our proposed fee contains a
not to exceed amount comprised of labor and direct costs. TEG proposes using
the same "Cost Estimate for Consulting Services" (CECS) as IDOT uses on their
engineering contracts based on our audited overhead rate of 126.14 %.
Our proposed scope of work is estimated to require a total of 195 man -hours
and a total not to exceed fee of $22,662.96, The details and support
documentation for our fee are included in the appendix.
Village of Oak Brook
Proposal for 2013 Water Main Project
22nd Street (Salt Creek to Clearwater Drive)
The Thomas Engineering Group (TEG) team has committed our best personnel',
to this project. Our team members have excellent experience in water main'
design, alternatives analysis, and constructability review. Several of our key'
staff have previously worked on similar design and construction projects and
have a high degree of familiarity with municipal projects and expectations.'
These team members have also worked together on many recent successful TEG
projects and are proposed to serve the Village on Oak Brook. At the end of this
section is our proposed organizational chart for the project.
Our Project Manager is Nick Orf, P.E.. CFM. CPESC Mr. Orf is a registered
professional engineer,. certified floodplain manager and certified professional
in erosion and sediment control with over 9 years of experience. Nick has an
extensive background in municipal engineering, water main design and
construction, stormwater management, conveyance, and storage design,
hydrologic and hydraulic modeling, floodplain and floodway studies, watershed
planning, roadway drainage design, general engineering, environmental
engineering, conservation site design, and wastewater conveyance. He has
significant experience permitting with various agencies such as IEPA, Army
Corps, IDNR, DuPage County, MWRDGC, IDOT, and various other municipalities
and Counties. Nick has been project manager for several municipal projects that
included alternatives analysis to address the most appropriate alignments for
proposed infrastructure.
Dustin Bonnell will assist Project Manager Nick Orf with water main design.
Dustin is a licensed water operator with extensive experience in water main
design, testing, construction and maintenance. His underground experience will
be a great asset on this project. By having observed the construction of the
nearby Village of Lombard St. Charles Street water main replacement project in
2011, Dustin is extremely familiar with water main design requirements and
construction practices throughout the six county region.
TEG's Chief Surveyor is Chris DeYoung. P.L.S. who has performed construction
layout for multiple municipality improvements. These included bridges,
intersections, airports," storm sewer, water main, water towers, new
construction alignment, and new fire stations. Mr. DeYoung is experienced with
Boundary Surveys, ALTA Surveys, Easement Plats, Dedication Plats, Annexation
Plats, Topographic Surveys, Legal Description Research, Writing Legal
Descriptions, Construction Layout (IDOT, County, and Municipal), Section Corner
Resets, and Monument Records.
Jim Haitsma will be the Lead Drafter and CADD technician for the project. Jim
has developed all drawings in the current TEG database of design details and
drawings of infiltration techniques and designs. Jim has over 10 years of
drafting experience and will adjust all existing details as necessary for use on
this project, and complete any new drawings needed. _e
Ul
By working on multiple
projects from the
concepts phase
through construction,
Nick will use his own
"lessons learned" to
design a water main
project that will be
planned, designed, and
built seamlessly In all
three Phases.
Mr. Bonnen has the
owner perspective of
being the Utility
Manager for Joliet. He
understands what is
needed to design,
construct, and maintain
a water and sanitary
system property.
Village of Oak Brook s
Proposal for 2013 Water Main Project
22nd Street (Salt Creek to Clearwater Drive)
Steve Pasinski. P.E. is TEG's Project Principal for the subject project. Mr.
Pasinski has more than 20 years of planning and design engineering experience
in the public sector. Mr. Pasinski understands the importance of servicing the
client and the community. He has proven this by leading the development and
substantial growth of TEG's planning and design group during a period of time
which has seen many of our competitors shrink. He received an "an outstanding
letter of recommendation" from the Kane County Division of Transportation
highlighting his commitment to client service, quality content and innovation
during his management of the national award winning Stearns Road Fox River
Bridge project.
TEG's QC /QA Manager is Kevin VanDeWoestvne. P.E. Mr. VanDeWoestyne has
the plan review experience needed to ensure our construction plans will be built
seamlessly in the field for all three Phases of this project. He has worked on
many municipal projects (Phases I, II and Phase III) in which complex
underground issues play a major role in the project. He not only knows how to
develop excellent construction documents but also understands the key
constructability and construction staging aspects because of his extensive
construction engineering experience. Kevin's primary role will be ensuring the
highest quality of the construction document and the accuracy of the
construction cost estimate.
Our team understands the context of this project and is ecstatic about working
with Oak Brook to deliver the most cost - effective, least impactive water main
solution for the 22nd Street water main replacement. We are committed to
performing this project at the highest level and make this our most important
assignment. The people identified for this project are our A -team personnel
and we are committed to a project completed on -time, within budget and
providing long -term value for the Village of Oak Brook.
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EXHIBIT "A"
Estimate of Hours t�`
Project: Village of Oak Brook
Prepared B Thomas Engineering Group, LLC @ Q g i n@ 8 f] h -Q,_Q r O u p
Date: 10/24/12 (orrice of tthe hIpneu preae
Plan Sheet
Task
Plan Sheet Description
(- Clarification)
Principal
PM
Number of
Sheets
Hours Per
Sheet
Total
Hours
1
Cover Sheet, Index of Sheets
1
4
1
2
2
2
General Notes
6
2
2
4
3
Village Material List
0
2
0
4
Summary of Quantities
4
1
4
4
5
Schedule of quantities
12
0
3
0
6
Typical Sections
8
0
6
0
7
- Includes existing and proposed typical sections
20
20
8
- Sections extend from existing ROW to ROW
9
- Includes HMA or PCC patching requirements
iT
10
- includes SS, San and WM and other long utilities
6
6
7
Alignment, Ties, and Benchmarks
1
2
2
8
Plan - Profile Sheets
7
60
2
16
32
- Includes removal items
- Includes existing roadway features
- Includes proposed roadway features
- Includes Erosion Control Plan /Landscaping
- Includes proposed pavement markings
- Includes existing Drainage and Utilities
9
MOT /Suggested Stages of Construction
1
4
4
30
Construction Details, Village Standard Details
2
4
8
11
Watermain Connection Details
0
28
0
12
Pavement Marking Sheet
0
0
0
13
Landscaping/Restoration Sheet
0
2
0
Plan Sheet Subtotal
1
10
56
Non -Sheet
Task
Non -Sheet Description
Principal
PM
Project
Engineer
Technician
Total
Hours
1
Alternatives Analysis
1
4
4
9
2
Meetings (2 migs / 2 ppl @ 4 hrs ea.)
6
6
12
3
Supplemental Topographic Sumey /Basemapping
8
16
24
4
Utility Coordination
4
4
8
5
Permitting
12
12
24
6
Quantities /Cost Estimate
8
2
10
7
Bid Documents
20
20
8
Public Involvement
9
RFI
iT
10
Administration and QC /QA
6
6
Non -Sheet Subtotal
7
60
50
DIRECT COSTS and SERVICE BY OTHERS (SBO)
Project: Design for 22nd Street Watermain Design
Limits: Salt Creek to Clearwater Drive
Printing of Preliminary Plans for Village
Printing of Prefinal Plans for Utilities and Permits
Printing of Final Plans and Bid Sets for Village
Mailing, Mileage, Other Printing
DIRECT COSTS
$
200.00 $
$
200.00 $
$
1,200.00 $
$
200.00 $
TOTAL $
1,800.00 $
SBO
27