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R-1634 - 04/11/2017 - ENGINEERING - Resolutions Supporting Documents 4 ITEM 9.B. 1) BOARD OF TRUSTEES MEETING VILLAGE of SAMUEL E. DEAN BOARD ROOM OAK 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 SOURCE/BUDGET 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. RC7 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 • IEPA • 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'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, Christopher B. Burke Engineering ('Burke'l 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 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 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 z' REVIEW OF CONTRACTS Awa+r�din Agency: Ty of Contract: V Depparrtment: Pro r m/Account Number: Awarded Contract Price: Budgeted Amount: [] Under $20,000 $500,001 - $1,000,000 $20,000 - $500,000 C] Over $1,000,000 U �' ter' k-,p Name: Date: Name: Date: Name: Date:C� Name. Date: 0 Three (3) Originals signed by other party Date/Initials Q Original provided to staff member for other party Date/Initials 1 Original provided to Official Files Date/Initials z Village of Oak Brook I Approved by Board of Trustees- Date/Initials: A 1 1 - 4' REVIEW OF CONTRACTS Awarding Agency: Type of Contract: De artmen l Pro /Account Number: rl D w Awarded Contract Price: Budgeted Amount: + Under $20,000 Q $500,001 - $1,000,000 $20,000 - $500,000 Q Over $1,000,000 �LAA1 ' pa) fn tittsr' tr'� ���, Q� V I ceS Name: Date: G� Name: Date: Name: Date: Name: ; Date: L -- Q Three (3) Originals signed by other party Date/Initials Q Original provided to staff member for other party Date/Initials i Q Original provided to Official Files Date/Initials , Village of Oak Brook I Approved by Board of Trustees• Date/Initials: