R-1297 - 09/10/2013 - PEDESTRIAN ACCESS - Resolutions RESOLUTION 2013-PED-ACCESS-CNTRCT-R-1297
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD AND EXECUTION OF A
ENGINEERING SERVICES CONTRACT WITH ENGINEERING RESOURCE ASSOCIATES FOR
PROJECT E OF THE PEDESTRIAN ACCESS PROJECT
WHEREAS, the Village desires to improve pedestrian and bicycle access to the Oakbrook Center
and the hotels, offices, businesses, universities, and residential developments located adjacent to or near
the Oakbrook Center (collectively, "Oakbrook Center Area Businesses") through implementation of 10
related infrastructure projects collectively known as the Pedestrian Access Project (collectively,
"Project'); and
WHEREAS, as part of the Project, the Village entered into an agreement to make improvements
to the sidewalks, pedestrian crossings, and lighting in the vicinity of Spring Road and Commerce Drive
("Project E"); and
WHEREAS, the Village awarded a contract to Kovilic Construction to provide construction
services for Project E; and
WHEREAS, the Village now desires to retain an engineer to provide administration and oversight
services for Project E ("Services"); and
WHEREAS, Engineering Resources Associates ("ERA") performed the design work for Project E
and has provided satisfactory engineering services to the Village in connection with engineering and
infrastructure 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 ERA desire to enter into and execute an agreement for ERA to
provide the Services to the Village for an amount not to exceed $32,034.80, which agreement is attached
hereto as Exhibit A("Agreement'); 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 ERA in substantially the 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 approved final Agreement on behalf of the
Village.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
Resolution 2013-PED-ACCESS-CNTRCT-R-1297
Award of Contract to Engineering Resources Associates
Page 2 oft
APPROVED THIS 10th day of September, 2013
Gopal G. Lalmalani
Village President
PASSED THIS 10th day of September, 2013
Ayes: Trustees Adler, Manzo, Moy, Wolin, Yusuf
Nays: None
Absent: Trustee Baar
ATTEST:
Charlotte K. Pruss
Village Clerk
EXHIBIT A
AGREEMENT
#25650528_vl
ENGINEERING RESOURCE ASSOCIATES, INC.
Consulting Engineers, Scientists & Surveyors
September 3, 2013
Mr. Michael Hullihan
Director of Public Works
1200 Oak Brook Road
Oak Brook, Illinois 60523
SUBJECT: Proposal for Construction Engineering Services
Oak Brook Pedestrian Circulation Project
Oak Brook, Illinois
Dear Mike:
Engineering Resource Associates, Inc. (ERA) is pleased to submit this proposal for construction
engineering services for the Pedestrian Circulation Project. The proposal has been prepared in
accordance with your request for proposal, our familiarity with the project and our experience on
similar assignments.
Project Understanding
The Construction Engineering Services contract was prepared on the basis of anticipating an amount
of 25 working days with work beginning in September and concluding by the completion date specified
in the contract as November 1, 2013. ERA will provide the construction observation, documentation,
material testing and Landscape Architecture review services. Construction Site Observation services
are based upon an 8-hour day. Should the length of the construction period extend beyond the
completion date, the corresponding number of days required for construction observation and
documentation will also need to be extended for the construction engineering contract. The
improvements will be constructed in accordance with plans and specifications prepared by Hitchcock
Design Group and ERA in July 2013. The construction cost for the project based upon the recently
opened bids is an amount of $266,075.
The Village of Oak Brook now desires to retain ERA to provide construction engineering and material
testing services for the project. It is our understanding that construction engineering services will also
be paid for through local funds. It is also our understanding that the contractor, not ERA, will be
responsible for ensuring conformance with State of Illinois Clean Construction or Demolition Debris
(CCDD) material disposal requirements.
Scope of Services
ERA will provide construction engineering and material testing services in accordance with the
following work plan.
Warrenville Geneva Chicago Champaign
3s701 West Avenue,Suite 150 501 West State Street,Suite 203 10 South Riverside Plaza,Suite 1800 3002 Crossing Court
Warrenville,IL 60555 Geneva,IL 60134 Chicago,IL 60606 Champaign,IL 61822
T 630.393.3060 T 630.262.8689 T 312.683.0110 T 217.351.6268
F 630.393.2152 F 630.262.8698 F 312.474.6099 F 217.355.1902
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Mr. Michael Hullihan Page 2 of 4 September 3, 20113
1. Meetings and Coordination- The following meetings are anticipated during the construction
phase of this project:
a. Attend pre-construction meeting with contractor, Village of Oak Brook staff, Oakbrook Mall
representative, Oak Brook Club representative, landscape architect sub-consultant, utility
companies and others.
b. Weekly project meetings to review contractor progress, discuss project issues, coordinate
with projects and view upcoming operations.
c. Distribute meeting summaries to attendees and other interested parties.
d. Coordinate with testing consultant and contractor to ensure material testing conforms to
contract requirements.
2. Shop Drawings & Submittals
a. Record data received, maintain a file of drawings and submissions, and check construction
for compliance with them.
b. Review shop drawings and other submittals from the project contractor for conformance
with the requirements of the contract documents. Notify the Village of any deviations or
substitutions. With the notification, provide the Village with a recommendation for
acceptance or denial, and request direction from the Village regarding the deviation or
substitution.
3. Scheduling
a. Monitor contractor's progress and adherence to project schedule.
b. Review schedule with contractor on a daily basis and require contractor to update schedule
on a weekly basis as necessary.
c. Track and record calendar and working days as they are expended.
4. Construction Observation
a. Provide one, full-time resident engineer for the anticipated number of 25 working day
assuming the construction period begins in September and is completed by November 1,
2013 as outlined in the construction contract.
b. Serve as the Village's liaison with the contractor primarily through the contractor's
superintendent, public/private utilities and various jurisdictional agencies.
c. Arrange required material testing with the testing sub-consultant.
d. Review weekly progress, prepare a weekly summary to be approved by the Village and
distributed by mail to the interested parties.
e. Daily review and inspection of traffic and erosion control items.
f. Maintain a database of names, addresses and telephone numbers of subcontractors,
contractors, suppliers, and utility companies and other entities involved with the project.
g. Alert the Contractor's field superintendent when un-approved materials or equipment are
being used and advise the Village of such occurrences.
@D
Mr, Michael Hullihan Page 3 of 4 September 3, 2313
5. Documentation— ERA will utilize standard IDOT inspection reports and other construction
documentation that complies with IDOT documentation procedures including:
a. Track and measure contract pay item quantities using Inspector's Daily Reports.
b. Keep and maintain a daily diary summarizing contractor operations, coordination activities,
weather, project issues, etc.
c. Collect and file material tickets.
d. Prepare weekly reports.
e. Submit project documentation to ERA office for use in reviewing contractor pay request.
f. Track contractor time and materials expended on extra work items.
6. Material Testing
a. Our material testing sub-consultant, Rubino Engineering, will be on site during pouring
operations to ensure HMA and PCC materials meet the requirements of the specifications.
A total of four complete testing pours will be performed.
7. Pay Request& Change Order Review
a. Review applications for payment and compare to documentation records on a monthly
basis.
b. Forward recommendations for payment to Village staff.
c. Review change order documentation and justifications.
d. Forward change order recommendations to Village staff.
8. Project Close-Out
a. Prepare a list of items for correction by the contractor.
b. Review testing results and incorporate into punch list.
c. Work with Village staff to incorporate items into the punch list.
d. Work with contractor to complete all punch list items in a timely, responsive manner.
9. Construction Layout and Record Drawings
a. The project contractor will be required to provide construction layout services and to
provide accurate, complete record drawings at the completion of construction.
b. ERA will provide control information and spot check contractor layout. We will also work
with the contractor to ensure a complete set of record drawings is completed.
Schedule
The work is expected to be completed by November 1, 2013 within an anticipated number of 25
working days.
Fees
Fees for construction engineering services described in this proposal are proposed on a direct labor
multiplier, not to exceed basis. Our direct labor multiplier for this assignment will be 2.80 times direct
employee hourly rates. Direct costs will be charged at their actual rate incurred with no markup.
Proposed fees are summarized as follows:
@D
Mr. Michael HUllihan Page 4 of 4 September 3; 20713
Task Hours Fee
Construction Engineering 221 $23,459.80
Services
Direct Costs & Material $8,575.00
Testing Sub-Consultant
Total, Not-To-Exceed 221 $32,034.80
Fees are based upon an anticipated completion date of November 1, 2013. If the project exceeds
beyond this period, additional fees may be required. A detailed Cost Estimate of Consultant Services
form is included on the following pages.
We appreciate the opportunity to submit this proposal and trust that it meets with your approval. If
acceptable, please sign the proposal where indicated below and return one (1) copy for our files. The
attached General Terms and Conditions are expressly incorporated into and are an integral part of this
proposal for engineering services.
Respectfully submitted,
ENGINEERING RESOURCE ASSOCIATES, INC.
John F. Mayer, PE, CFM
Project Manager
ACCEPTANCE & AUTHORIZATION OF PROPOSAL
AND ATTACHED IIERAL TERMS & CONDITIONS
Authorized Signature
Village of Oak Brook
GQp 1 1. lmalani, Village President
Printed Name & Title
September 10, 2013
Date