R-1557 - 04/26/2016 - ENGINEERING - Resolutions Supporting Documents Item 6.D.2
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK R. , K µ BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
April 26, 2016
SUBJECT: 2017 York Road STP Project
(southernmost Tollway bridge to the south Village jurisdiction limits)
Engineering Services Agreement for Design Engineering
with Christopher B. Burke Engineering, Ltd.
FROM: Robert L. Kallien Jr., AICP, Community Development Director
Jim Bosma, PE, Village Engineer
BUDGET SOURCE/BUDGET IMPACT: $75,050.00 from Infrastructure Funds for
Roadway Improvement Account 461-76200
RECOMMENDED MOTION: I move that the Village Board approve the
attached Engineering Services Agreement with Christopher B. Burke Engineering,
Ltd. for the design of the 2017 York Road STP Project in the not-to-exceed amount
of$75,050.00 and approve Resolution R-1557.
Backeround/History:
Last November, the Village Board approved the attached Authorization to Negotiate with
Christopher B. Burke Engineering, Ltd. (CBBEL) for the York Road STP Project. The
schedule anticipates us making the January 2017 IDOT letting at the earliest or the March
2017 IDOT letting at the latest.
The estimated cost for this project was updated this winter to a possible $1,142,400,
including construction engineering, but the STP grant will now pay for up to $742,560
(the Village portion would be $399,840). Assuming the final as-built cost of the project
is approximately $1,000,000, CBBEL's design fee would be approximately 7.5% of the
contractor's construction cost which is very reasonable for a project that must be
processed through IDOT. Furthermore, part of the $75,050 not-to-exceed fee includes a
contingency fee of$10,000 for a Phase I report which hopefully will not be required and
would reduce the fee to approximately 6.5%.
BOT AGENDA Page 1
The attached Authorization to Negotiate discussed the upcoming Request For
Qualifications (RFQ) plans which the following is a quick updated summary of our
intentions:
2017 Street Improvement Design RFQ spring/summer 2016
2017 Water Main Project (Design& Inspection) RFQ summer/fall 2016
2017 Street Improvement& York Road STP Inspections RFQ fall/winter 2016/2017
Please note the 2017 York Road STP and the 2017 Street Improvement Project are
separate. The 2017 Street Improvement Project will include various streets throughout
the Village. We are requesting separate RFQ's for design and inspection of paving
projects because some companies may have much better strength at preparing design
plans/specs while other companies may have much better strength at providing high-
quality inspectors.
Recommendation:
Approve the attached Engineering Services Agreement.
BOT AGENDA Page 2
RESOLUTION 2016-ENG-ST-PRJT-R-1557
A RESOLUTION APPROVING AND AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT
BY AND BETWEEN THE VILLAGE OF OAK BROOK
AND CHRISTOPHER B. BURKE ENGINEERING, LTD
FOR DESIGN SERVICES RELATED TO THE
2017 YORK ROAD SURFACE TRANSPORTATION PROGRAM PROJECT
WHEREAS, the Village has budgeted funds for the design and bidding of the 2017 Surface
Transportation Program Project("Project') in its budget for Fiscal Year 2016; and
WHEREAS, the Village desires to retain an engineer to provide engineering design and bidding
services for the Project("Services"); and
WHEREAS, Christopher B. Burke Engineering, LTD ("Burke") previously provided satisfactory
engineering services to the Village during the design and bidding phases of the last five years of paving
projects; 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 for engineering services provided by
engineers who have a satisfactory relationship with the Village; and
WHEREAS, the Village and Burke desire to enter into and execute an agreement for Burke to
provide the Services to the Village for an amount not to exceed $75,050.00 ("Agreement'), which
Agreement is attached to this Resolution as Exhibit A; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interest of
the Village to enter into the Agreement;
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 Burke in substantially the same form as attached
as Exhibit A, and in a final form approved by the Village Attorney.
Section 3: Authorization and Execution of the Agreement. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the Agreement after receipt of the final Agreement
fully executed by Burke.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2016-ENG-ST-PRJT-R-1557
Engineering Design Services for
2017 Surface Transportation Program Project
2of3
APPROVED THIS 26th day of April, 2016
Gopal G. Lalmalani
Village President
PASSED THIS 26th day of April, 2016
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2016-ENG-ST-PRJT-R-1557
Engineering Design Services for
2017 Surface Transportation Program Project
3 of 3
EXHIBIT A
AGREEMENT
ENGINEERING SERVICES AGREEMENT
VILLAGE OF OAK BROOK
York Road STP Project
THIS AGREEMENT, made and entered into this _ day of April 2016, by and between
Christopher B. Burke Engineering, Ltd. (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 York Road STP 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 1 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.
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
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REVIEW OF CONTRACTS
Awarding Agency: T pe of Contract,
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Department: Program/Account Number:
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Aw rde` Contract PrI e: B dgeted Amount:
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❑ Under $20,000 [j $500,001 - $1,000,000
$20,000 - $500,000 [] Over $1,000,000
STP Z)��
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Name: _- — Date: .
Name: Date:
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Name:
Date:
Three (3) Originals signed by other party Date/Initials
Original provided to staff member for other party Date/Initials l 1
Original provided to Official Files Date/Initials 5 l ��
Village of Oak Brook I Approved by Board of Trustees- Date/Initials: