R-1657 - 08/08/2017 - WATER - Resolutions Supporting Documents
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
August 8, 2017
SUBJECT: Award of Contract - 2017 Water Master Plan Professional Engineering
Services Agreement
FROM: Doug Patchin, Public Works Director
BUDGET SOURCE/BUDGET IMPACT: $83,300 (#351 Water Fund)
RECOMMENDED MOTION: I move that the Village Board award a Professional
Engineering Services Agreement, subject to attorney review, to Trotter and Associates,
Inc., St. Charles, Illinois, for the development of the 2017 Water Master Plan, and
approve Resolution R-1657
Background/History: At the end of the 2016 third quarter, the decision to outsource
Engineering Services was made by the Village. In November 2016, the Village advertised
for a Municipal Engineering Services RFQ (Request for Qualifications). While
conducting interview portions of the RFQ for Engineering Services, it was determined
some projects may potentially require a specialty engineering firm. Trotter and
Associates, Inc. is one of the engineering firms that staff interviewed and determined
should complete the Water Master Plan. This Master Plan will become the water portion
of the 20-year Capital Improvement Plan.
The Professional Engineering Services will include four main tasks:
1. Create a new hydraulic model of the existing water system.
2. Utilize the hydraulic model to provide recommendations for distribution
system replacements and improvements.
3. Provide conceptual level design of recommended improvements to the
water system (including SCADA upgrades).
4. Compile the three (3) tasks into a Master Plan Report.
This project will be paid through the Water Fund.
BOT AGENDA Page 1 RG
Recommendation:
That the Village Board award a Professional Engineering Services Agreement, subject to
attorney review, to Trotter and Associates, Inc., St. Charles, Illinois, for the development
of the 2017 Water Master Plan, and approve Resolution R-1657.
BOT AGENDA Page 2
RESOLUTION 2017-ENG-WA-PLAN-AG-R-1657
A RESOLUTION APPROVING AND AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND TROTTER AND ASSOCIATES, INC.
FOR ENGINEERING SERVICES RELATED TO THE DEVELOPMENT OF THE
2017 WATER MASTER PLAN
WHEREAS, after a decision was made by the President and Board of Trustees in 2016 to
outsource engineering services and a Request for Qualifications for Engineering Services (“RFQ”) was
advertised, it was determined that specialty engineering firms may be required from time to time; and
WHEREAS, the Village desires to retain a specialty engineering firm to design/complete four
main tasks of the 2017 Water Master Plan; and
WHEREAS, during the RFQ interview process, Trotter and Associates, Inc. (“Trotter”) was
identified as being qualified to complete the engineering services for the 2017 Water Master Plan
(“Services”); and
WHEREAS, the Village and Trotter desire to enter into and execute a professional services
agreement for Trotter to provide the Services to the Village for an amount not to exceed $83,300.00
("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 Agreement. The President and Board of Trustees hereby approve
the Agreement with Trotter for the Services 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 Agreement. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the Agreement between the Village after receipt of
the final Agreement fully executed by Trotter.
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-WA-PLAN -AG-R-1657
Authorizing Agreement With Trotter and Associates, Inc.
For Engineering Services Re: 2017 Water Master Plan
Page 2 of 3
APPROVED THIS 8th day of August, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 8th day of August, 2017
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
2
Resolution 2017-ENG-WA-PLAN -AG-R-1657
Authorizing Agreement With Trotter and Associates, Inc.
For Engineering Services Re: 2017 Water Master Plan
Page 3 of 3
EXHIBIT A
AGREEMENT
3
REVIEW OF CONTRACTS
Prog ralr{/Accou nt N u mber I
Awarded Contract Pric$6b,gDO,Budoeted Amount:
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Under $20,000
$20,000 - $500,000
$500,001 - $1,000,000
Over $1,000,000
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=p,"Dt
@s Ag ar-V^iV''
Date: 7 /Z,t /L
Date: 1 r 1/-4 J-
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E
Three (3) Originals signed by other party
Original provided to staff member for other party
Original provided to Official Files
Date/Initials
Date/Initials
Date/Initials
1
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Village of Oak Erook I npproved by Board of Trustees . Date/lnitials:-