R-1633 - 04/11/2017 - ENGINEERING - Resolutions Supporting Documents 4.
ITEM 9.B. 1)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
O.AK B R K , BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
April 11,2017
SUBJECT: Award of Contract—Municipal Engineering Services
FROM: Riccardo Ginex, Village Manager
Robert Kallien, Development Services Director
Doug Patchin,Public Works Director
BUDGET SOURCEIBUDGET IMPACT: Multiple Accounts
RECOMMENDED MOTION: We move that the Village Board awards agreements to
the proposers with the best overall value, Christopher B. Burke Engineering Ltd.,
Rosemont, Illinois, and Burns & McDonnell, Downers Grove, Illinois, for Municipal
Engineering Services. Additionally, we move that the Village Board approves
Resolutions R-1633 and R-1634.
Background/History:
Over the years, the Village of Oak Brook has maintained its own in-house Engineering
Department as well to utilize a number of contract engineering firms to perform wide
range of specialty projects (i.e., streetscape, traffic engineering, roadway design, project
inspection, etc.) for the Village.
With the consolidation of our Engineering function into Community Development
beginning in 2016, Staff continued to explore opportunities to further reduce costs and
streamline our operations for both in-house and contract engineering services.
As part of our analysis, it was found that our in-house Engineering staff included three
(3) full-time employees; a Project Engineer, Regulatory Engineer, and a Senior
Administrative Assistant. The three staff positions had a combined annual salary and
benefits of over$360,000. Additionally in 2015, the Village contracted with thirteen(13)
consulting engineering firms for various projects totaling$973,740.
�G
BOT AGENDA Page 1
By the end of the third quarter of 2016, the decision to out-source our Engineering
services was made. Accordingly, in November 2016, through consultations with our
Village Board, the Village advertised for a Municipal Engineering Services RFQ
(Request for Qualifications). As result, the Village received qualifications from fourteen
(14) firms. Their qualifications were reviewed and interviews were conducted with the
top four(4) engineering firms in February.
The scope of service provided under these agreements includes:
• Review and update the Public Works Construction Standards
• Review and update the Village Code and Ordinances
• Develop a 20-year Capital Improvement Plan
Development Engineer
• Subdivision plats
• New development review
• Permit review for all construction
• Storm water review for new construction
• Meeting with residents on drainage issues and complaints
• Photometric and sound issues
• Flood plain map questions/inquiries
Public Engineer
• CIP/Master planning
• NPDES/MS4 compliance
• Storm Water permitting and inspection
• Design&Construction of streets,water mains, and storm sewers (inspections
included)
• Coordination with:
• IDOT
• Illinois Tollway
• DuPage County
• Department of Natural Resources
o IEPA
o EPA
• GIS
• Traffic studies
Specialized Projects
• Water modeling
• SCADA
• Building&Facilities
BOT AGENDA Page 2
• Water rate studies
• Water system cost analysis
• Environmental
• Beautification
• Bridge inspections
Initially, there was the thought of having a single outside consultant to fulfill the role as
the Village Engineer. Based on the interview process, staff has determined that two firms
should be retained; Christopher B. Burke Engineering, as the Public Engineer (focus on
public works projects and activities) and Burns & McDonnell, as the Developmental
Engineer(focus on development and regulatory/permitting activities).
It should be noted that some projects may require that both firms work together. In
addition, some projects may potentially require specialized contracts in areas that require
the use of an engineering firm that specializes in a particular field.
Finally, engineering reviews/permitting for new construction and storm water
management that affect private property will be a pass-through charge with fees recouped
during the permit issuance process.
Recommendation:
That the Village Board awards agreements to the proposers with the best overall value,
Christopher B. Burke Engineering Ltd., Rosemont, Illinois, and Burns & McDonnell,
Downers Grove, Illinois, for Municipal Engineering Services and approves Resolutions
R-1633 and R-1634.
BOT AGENDA Page 3
RESOLUTION 2017-ENG-PW-AG-R-1633
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION
OF A PROFESSIONAL SERVICES AGREEMENT
BY AND BETWEEN THE VILLAGE OF OAK BROOK
AND CHRISTOPHER B. BURKE ENGINEERING, LTD
IN RELATION TO MUNICIPAL ENGINEERING SERVICES
WHEREAS, the Village desires to retain an engineer to provide engineering services
("Engineering Services"); and
WHEREAS, in November 2016 the Village advertised for a Request for Qualifications for
Municipal Engineering Services ("RFQ") and fourteen Engineering firms ("Firms'l submitted
qualifications; and
WHEREAS, after review of the fourteen submissions, the top four Firms were interviewed in
February 2017; and
WHEREAS, based on the interview process, Staff determined that two of the four Firms should
be retained; and
WHEREAS, Christopher B. Burke Engineering ("Burke") was selected to focus on public works
projects and activities; and
WHEREAS, the Village and Burke desire to enter into and execute an agreement for Burke to
provide the Village with Municipal Engineering Services("Agreement'); and
WHEREAS, the President and Board of Trustees 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 Burke.
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.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-ENG-PW-AG-R-1633
Engineering Services for Public Works'Projects
Page 2 of 2
APPROVED THIS 11`h day of April, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 111h day of April,2017
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
RESOLUTION 2017-ENG-PW-AG-R-1634
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION
OF A PROFESSIONAL SERVICES AGREEMENT
BY AND BETWEEN THE VILLAGE OF OAK BROOK
AND BURNS& MCDONNELL
IN RELATION TO MUNICIPAL ENGINEERING SERVICES
WHEREAS, the Village desires to retain an engineer to provide engineering services
("Engineering Services"); and
WHEREAS, in November 2016 the Village advertised for a Request for Qualifications for
Municipal Engineering Services ("RFQ'I and fourteen Engineering firms ("Firms'l submitted
qualifications; and
WHEREAS, after review of the fourteen submissions, the top four Firms were interviewed in
February 2017; and
WHEREAS, based on the interview process, Staff determined that two of the four Firms should
be retained; and
WHEREAS, Burns & McDonnell ("Burns'l was selected to focus on development and
regulatory/permitting activities; and
WHEREAS, the Village and Burns desire to enter into and execute an agreement for Burns to
provide the Village with Municipal Engineering Services("Agreement'); and
WHEREAS, the President and Board of Trustees 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 Burns.
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.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-ENG-PW-AG-R-1634
Engineering Services for Development Activities
Page 2 of 2
APPROVED THIS 11th day of April, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 11th day of April,2017
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
REVIEW OF CONTRACTS
Awa�rtdinr�Agency: Ty of Contract:
V� D
Department: Pro r m/Account Number:
t-pto Wt 10"-%
Awarded Contract Price: Budgeted Amount:
Q Under $20,000 Q $500,001 - $1,000,000
$20,000 - $500,000 Q Over $1,000,000
Name Date:
Name: Date:
Name: Date:l,�
0
Name. Date:
Q Three (3) Originals signed by other party Date/Initials
Q Original provided to staff member for other party Date/Initials 1
Q Original provided to Official Files Date/Initials
Village of Oak Brook I Approved by Board of Trustees- Date/initials:
=4 REVIEW OF CONTRACTS
Awarding Agency: Type of Contract:IC
S.
De artmen • Prog (Account Number:
10w
Awarded Contract Price: Budgeted Amount:
7 F-1 Under $20,000 Q $500,001 - $i,000,000
$ 0,000 -$500,02 00
0 Over $1,000,000
Q
.7 cam'� y �`1C,�o>-►,�n,i �
Name: Date: y�
Name: tt Date:
Name: Date: `5.,�
Name: , Date: ` �--7
-z
[7 Three (3) Originals signed by other party Date/Initials
(_] Original provided to staff member for other party Date/Initials
[] Original provided to Official Files Date/Initials ,
Village of Oak Brook I Approved by Board of Trustees- Date/initials: