R-2008 - 04/12/2022 - WATER MAIN CONTRACT - Resolutions THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
NUMBER 2022-ENG-DESIGN-AG-EX-R-2008
A RESOLUTION
APPROVING AND AUTHORIZING
THE EXECUTION OF AN AGREEMENT
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
TROTTER AND ASSOCIATES, INC. FOR THE ROUTE 83 AT
1-88 ON RAMP WATER MAIN REPLACEMENT PROJECT
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
LAURENCE HERMAN
MICHAEL MANZO
JAMES NAGLE
A. SURESH REDDY
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak Brook
on this the 12th day of April, 2022
RESOLUTION NO. 2022-ENG-DESIGN-AG-EX-R-2008
A RESOLUTION
APPROVING AND AUTHORIZING
THE EXECUTION OF AN AGREEMENT
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
TROTTER AND ASSOCIATES, INC. FOR THE ROUTE 83 AT 1-88 ON RAMP WATER MAIN
REPLACEMENT PROJECT
WHEREAS, the Village of Oak Brook is a municipal corporation with authority provided for
and granted pursuant to the Illinois Municipal Code to exercise certain powers and perform certain
functions pertaining to its local government and affairs;
WHEREAS, the Village of Oak Brook (hereinafter referred to as "Village") upon approval
of the corporate authorities may enter into an Agreement with another party pursuant to Illinois
Statute;
WHEREAS, on December 3, 2021, staff was made aware of a water main break on Route
83 near the 1-88 East on ramp;
WHEREAS, after further evaluation and financial analysis of the necessary repairs, staff
has determined that damage warrants the water main being replaced and slightly relocated (the
"Project');
WHEREAS, as a result of the Project, it is expected that the new water mains will not only
eliminate the continued need for repairs, but also allow for better accessibility in the future and
restore fire protection hydraulics to the currently compromised distribution system in and around
the Oakbrook Center;
WHEREAS, the estimated construction cost for this Project is approximately$400,000.00;
WHEREAS, in order to seek bids, Staff recommends the engagement of an engineering
firm to design for construction, approximately 1,150 feet of new 12-inch water main that runs
parallel to Route 83 and the 1-88 East on ramp;
WHEREAS, Trotter and Associates, Inc. (hereinafter referred to as "Company") has
submitted a proposal to the Village to provide said services pursuant to the Professional
Engineering Services Agreement (hereinafter the "Agreement') for the Project in an amount not-
to-exceed $75,550.00;
WHEREAS, the Village believes that the approval of the Agreement (attached hereto and
incorporated herein as Exhibit A) and contracting with Company for the purposes of providing
professional engineering services will provide the necessary research required to progress with
the Project in an efficient and effective manner; and
WHEREAS, in the opinion of the Corporate Authorities, it is in the best interests of the
Village to enter into the Agreement for the purposes referenced herein.
NOW, THEREFORE, BE IT RESOLVED by the Village President and Board of Trustees
of the Village of Oak Brook, Cook and DuPage Counties, Illinois as follows:
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Section One — Recitals
The Corporate Authorities hereby find that all of the recitals hereinbefore stated as
contained in the preamble to this resolution are full, true and correct and do hereby, by reference,
incorporate and make them part of this resolution as legislative findings.
Section Two —Approval of Agreement
The Village hereby approves the Agreement substantially in the form attached hereto and
made a part hereof collectively as Exhibit A.
Section Three—Authorization and Direction
The Village Manager is hereby authorized to execute, and the Village Clerk is hereby
authorized to attest the Agreement, substantially in the form of such agreement attached hereto
as Exhibit A, with such changes therein as shall be approved by the Village Attorney and the
officials of the Village executing the same,their execution thereof to constitute exclusive evidence
of their approval to any and all changes or revisions therein from and after the execution and
delivery of such Agreement.
Section Four- Other Actions Authorized
The officers, employees and/or agents of the Village shall take all actions necessary or
reasonably required to carry out and give effect to the intent of this Resolution and otherwise to
consummate the transactions contemplated herein, and shall take all actions necessary in
conformity therewith including, without limitation, the execution and delivery of all documents
required to be delivered in connection with the transaction contemplated herein.
Section Five - Authorization of Expenditures
The Corporate Authorities hereby authorize and direct the expenditure of all costs related
to the execution of the Agreement, additionally, the Village is authorized and directed to allocate
and spend all necessary funds to fulfill the requirements of the Agreement and of this Resolution.
Section Six—Waiver of Bidding Process
To the extent that any requirement of bidding would be applicable to the transactions
contemplated hereunder, the same is hereby waived.
Section Seven - Acts of Village Officials
That all past, present and future acts and doings of the officials of the Village that are in
conformity with the purpose and intent of this resolution are hereby, in all respects, ratified,
approved, authorized and confirmed.
Section Eight— Effective Date
This resolution shall be in full force and effect from and after its passage, approval and
publication as provided by law.
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Section Nine - Publication
This resolution shall be published in book or pamphlet form as provided by the Illinois
Municipal Code.
Section Ten—Conflict Clause
All resolutions, parts of resolutions or board actions in conflict herewith are hereby repealed
to the extent of such conflict.
Section Eleven —Saving Clause
If any section, paragraph, clause or provision of this resolution is declared by a court of
law to be invalid or unconstitutional, the invalidity or unconstitutionality thereof shall not affect the
validity of any other provisions of this resolution, which are hereby declared to be separable.
Section Twelve—Recording
This resolution shall be entered into the minutes and upon the journals of the Board of
Trustees of the Village of Oak Brook.
The Remainder of this Page has been Intentionally Left Blank/Roll Call Vote follows:
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APPROVED THIS 12th day of April 2022.
Gopal G. Lalmalani
Village President
PASSED THIS 12th day of April 2022.
Trustees Herman, Manzo, Nagle, Reddy, Tiesenga, Yusuf
Ayes:
Nays: None
Absent: None
ATTEST: �P�O F 041.�� t
t Charlotte K. Pruss
c` Village Clerk
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Exhibit A
Agreement
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�A5SOC:IATES, INC:.
ENGINEERS AND SURVEYORS
April 4th, 2022
Rick Valent
Village of Oak Brook
Public Works Director
3003 Jorie Boulevard
Oak Brook, Illinois 60523
Re: Route 83&1-88 Water Main Replacement
Professional Services Agreement
Dear Mr. Valent,
Trotter and Associates, Inc. (ENGINEER) is pleased to provide professional services to The Village of Oak
Brook (CLIENT)for the Route 83 & 1-88 Water Main Project (hereinafter referred to as the "PROJECT").
Project Background
In February of 2022 the Village experienced a water main break on the 12-inch main along Route 83 south
of the 1-88 eastbound entrance ramp. To isolate the break, valves to the north at the 1-88 crossing and
south near the 12-inch western crossing of Route 83 were closed.These leaves a stretch of out-of-service
main between the two sets of valves,as well as one hydrant that provides fire protection on the west side
of the adjacent commercial buildings.
The Village requested that the effect of this isolation be evaluated in the distribution system's
WaterGEMS/CAD hydraulic model. TAI performed the modeling with this section isolated the results of
which are shown below.While the immediately surrounding area fire flows are decreased,there was also
found to be a significant drop in available flows throughout the Oakbrook Center.This is due to several of
the flow paths from DuPage Water Commission supplies to Oakbrook Center being cut off from direct,
large-diameter,service. The 35th Street DWC supply loses its most direct path, and the supply from DWC
Site B loses one of the arterial paths which supplies the Oakbrook Center,which is through Brook Forest.
Available Fire Flows Prior to Break Available Fire Flows Following Break
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Therefore,the Village determined that replacement of this isolated main would be necessary to maintain
available fire flows throughout the central region of the distribution system.Due to the location and depth
of the main,the Village has elected to directionally drill the majority of the segment.
Project Understanding
The Village has outlined eight tasks associated with the design-stage engineering services, which very
closely mirror TAI'S typical approach to water main replacement program projects.Task#1-4 will focus on
field surveys and utility coordination, as well as subsurface investigations. Task #5 represents the
development of 50% engineering plans, specifications and cost estimates. Task #6 includes the
preparation and submittal of IEPA permitting documents.Task#7 brings the plans,specifications,and cost
estimate to the 100%level, incorporating regulatory and Village review comments.Task#8 covers project
coordination and work sessions as necessary throughout the duration of the design phase. Task #9
includes the preparation of easement exhibits and associated legal descriptions to procure utility
easements from the adjacent commercial property.
The construction phase engineering services are detailed with the Request for Proposals as four main
tasks. Task #1 covers pre-construction services, facilitating the pre-con meeting and associated
agenda/minutes, as well as a review of the Contractor's schedule. Included in Task #2 is a review of all
submittals to ensure compliance with the plans and specifications. Task #3 details the construction
observation services,which outlines approximately nine hours per day for a full-time resident engineering
with an anticipated 20-day construction schedule.Task#4 Post-Construction includes preparing a full set
of record drawings and compiling the final payment request for Village review and approval.
Scope of Services
The below Scope directly reflects the work detailed within the Village's Request for Proposals. No
exceptions are taken to the scope,aside from optional Task#9.This optional task reflects the stormwater
permitting requirements necessary through DuPage County/IDNR/USACE due to the presence of
floodway and floodplain along select portions of the route.
DESIGN PHASE ENGINEERING
Task 1—Field Reconnaissance and Base Sheets
1. Existing Right-of-Way:Establish the approximate existing right-of-way of theroadways within the
project limits based on GIS, plats of highways, subdivision plats and any other available
information.
2. Utility Survey and Coordination: Utilize GIS maps to identify the approximate location of utilities.
All existing storm and sanitary sewers will be surveyed to determine rim and invert elevations
and pipe sizes. Above ground facilities of any additional underground utilities including water
main,gas, electric,cable, etc. will also be located.
3. Base Mapping: Compile all of the above information onto aerial base maps at 1"=20' scale that
is representative of existing conditions for use as the base sheet for the construction of any
public or private improvements.
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Task 2—JULIE Utility Survey
1. Coordinate with utility owners and with JULIE to retrieve atlas information for all applicable
underground utilities including water main, gas, electric, cable, etc. Compile all utility atlas
information into the base map. Locations of existing utilities/improvements/systems shown on
the base map will be the compilation of available utility plans provided by utility owners and
JULIE utility coordination.
Task 3—Geotechnical Investigation and LPC-662/663 Analysis
1. Obtain two (2) pavement cores/soil borings to determine the existing cross-section of the
pavements and subsurface soil conditions within the project area. Prepare a report describing
existing soil conditions and make recommendations.
2. The soil will also be tested for potential contaminants. Perform investigation and testing work
necessary to substantiate completion of IEPA Form LPC-663 for the Village to use during
construction.This work will include collection/preservation and testing of soil samples.
Task 4—Utility Coordination
1. Based on existing utility information obtained and drafted during Tasks 1 and 2, provide
preliminary plans to the utility companies to verify their locations and confirm any potential
conflicts. Identify potential conflicts and coordinate any relocations, if necessary.
Task 5—Preliminary Plans,Specifications and Estimate(50%)
1. Prepare preliminary contract documents consisting of plans, specifications, estimate of time,
status of utilities to be adjusted and an estimate of construction cost.The plans will be prepared
in accordance with Village, IEPA and IDOT design criteria.
2. Use IDOT standard pay items or Village standard details and special provisions where applicable.
Plans,special provisions,and the estimate of cost will be submitted to the Village and any review
agencies for review.
3. Complete the following sheets and associated man-hours that are anticipated:
#of Hours per
Sheet Hours
Sheets Sheet
Title Sheet 1 1.0 1
General Notes/Summary of Quantities 2 1.5 3
Alignment,Ties and Benchmark Sheets(1"=50')
Typical Sections
Utility Plan and Profiled(1"=20') 11 1.6 18
Construction Details 3 1.3 4
Specifications 12
Cost Estimate/Quantities 2
TOTAL 17 2.4 40
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Task 6—IEPA Water Main Construction Permitting
1. Prepare and submit an IEPA construction permit application for all water main improvements
associated with the project.
2. Make revisions to plans and specifications based on comments received by IEPA. Permit
application fees are not included in this task and shall be paid by the Village outside of this
agreement, if required.
Task 7—Final Plans,Specifications and Estimate(100%)
1. Make revisions to the preliminary submittal based on Village and any review agency final review
comments. The requested number of copies of plans and specifications will be submitted the
Village and any review agencies for their files. In addition to printed copies, provide the plans,
specifications and estimate to the Village in electronic format (CAD and PDF).
2. A final estimate of cost and estimate of required working days will also be submitted.
3. Provide final reproducible drawings and specifications to be issued to prospective bidders.
Complete the following sheets and associated man-hours that are anticipated:
#of Hours per
Sheet Hours
Sheets Sheet
Title Sheet 1 1.0 1
General Notes/Summary of Quantities 2 2.0 4
Alignment,Ties and Benchmark Sheets(1"=50')
Typical Sections
Utility Plan and Profiled(1"=20`) 11 1.9 21
Construction Details 3 1.3 4
Specifications 12
Cost Estimate/Quantities -- 2
TOTAL 17 2.6 44
Task 8—Project Coordination and Meetings
1. Coordinate with the Village and project stakeholders throughout the design and permitting of
the project.
2. Prepare agendas, presentations and meeting exhibits as requested by the Village. Following
attendance at each meeting, prepare meeting summaries.
3. This proposal assumes that no public involvement will be required during the final design of this
project, so this scope of work shall not include preparation for or participation in public
involvement efforts undertaken by the Village.
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Task 9—Easement Exhibit Plat and Legal Descriptions
1. Research at the DuPage County Recorder's Office.
2. Field recon and survey to locate existing monumentation and boundary evidence.
3. Office calculations and plotting of field and record data.
4. Review research and field data and compute boundaries.
5. Drafting of the Easement Exhibit.
6. Writing Legal Description(s)
7. Final review and submittal by an Illinois Professional Land Surveyor.
CONSTRUCTION PHASE ENGINEERING
Task 1—Pre-Construction Services
1. Perform the following tasks prior to the start of construction:
a. Facilitate any pre-construction meetings and prepare and circulate minutes.
b. Review Contractor's construction schedule for compliance with contract documents.
Task 2—Submittal Review
1. Review submittals from the Contractor for conformance with the plans and specifications.
Task 3—Construction Observation
1. Provide one full-time Resident Engineer for the duration of construction. This task is estimated
at 9 hours per day for 20 Working Days. Observation will include the following tasks:
a. Verify the profile and alignment of the watermain provided by the Contractor.
b. Check the Contractor's layout at regular intervals.
c. Observe the progress and quality of the executed work to determine if the work is
proceeding in accordance with the Contract Documents. The Engineer will keep the Village
informed of the progress of the work, guard the Village against defects and deficiencies in
the work, advise the Village of all observed deficiencies of the work, and will disapprove or
reject all work failing to conform to the Contract Documents.
d. Serve as the Village's liaison with the Contractor working principally through the
Contractor's field superintendent.
e. Be present whenever the Contractor is performing work on the project.
f. Assist Contractors in dealing with any outside agencies.
g. Coordinate with the Water Department and the Contractor for testing of the water main.
h. Inspect erosion and sediment control and notify the Contractor of any deficiencies.
i. Review construction notices created by Contractor and ensure they are being distributed.
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j. Attend all construction conferences.Arrange a schedule of progress meetings and otherjob
conferences as required. Maintain and circulate copies of records of the meetings.
k. Review the Contractor's schedule on a weekly basis. Compare actual progress to
Contractor's approved schedule. If the project falls behind schedule, work with the
Contractor to determine the appropriate course of action to get back on schedule.
I. Maintain orderly files for correspondence, reports of job conferences, submittals,
reproductions or original contract documents including all addenda, change orders and
additional drawings issued subsequent to the award of the contract.
m. Record the names, addresses and phone numbers of all Contractors, subcontractors and
major material suppliers in the diary.
n. Keep an inspector's daily report book, which shall contain a daily report and quantity of
hours on the job site,weather conditions,list of visiting officials,daily activities,job decisions
and observations as well as general and specific observations and job progress.
o. Prepare payment requisitions and change orders for the Village's approval, review
applications for payment with the Contractor for compliance with established procedures
for their submission and forward them with recommendations to the Village.
p. Prior to final inspection, submit to the Contractor a list of observed items requiring
correction and verify that each correction has been made.
q. Coordinate and conduct the final inspection with the Village, prepare a final punchlist.
r. Verify that all the items on the final punchlist have been corrected and make
recommendations to the Village concerning acceptance.
Task 4—Post Construction
1. Perform the following tasks once construction is complete:
a. Finalize a set of record drawings.
2. Once the Contractor has fulfilled all obligations, prepare a final pay request for the Village's
approval.
ADDITIONAL OPTIONAL TASKS NOT INCLUDED IN THE BASE SCOPE OF SERVICES
Bidding Phase Services
1. Assist the Village with advertising the project for bid.
2. Attend a pre-bid meeting with the Village and prospective bidders
3. Respond to questions about bid documents. Issue addenda as appropriate to clarify, correct, or
change the Bidding Documents
4. Attend the bid opening, prepare bid tabulation, and assist the Village in reviewing the bids,
participate in any negotiations or clarification discussion and awarding contracts.
5. Furnish and supply drawings and project specification copies as required.
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Schedule
The Village has not identified a formal schedule for the project, but it is understood that due tothe current
isolation resulting from the water main break on this line, the replacement is an urgent item to be
completed as soon as possible. TAI has the staff and manpower necessary to begin the project
immediately upon contract execution. Below is a sample schedule that would be reviewed with the Village
at the kick-off meeting:
Task Description Target Completion
Contract Execution/Kick-Off April 12th, 2022
Field Investigations & Utility Coordination (Task#1-4) May 1st, 2022
50% Plans, Specifications& Permit Submittal (Task#5-6) May 15th, 2022
100% Plans, Specifications &Coordination June 15th, 2022
*Construction services schedule dependent on Village bidding and procurement schedule.
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Estimated Engineering Hours &Compensation
An amount equal to the cumulative hours charged to the Project by each class of ENGINEER's employees
times Standard Hourly Rates for each applicable billing class for all services performed on the Project, plus
Reimbursable Expenses and ENGINEER's Consultant's charges, if any.
The total compensation for services will not exceed $71,750.00 based on the following distribution of
compensation:
Prinicipal PLS Survey Engineer Engineer EnginIIeer Sr.Tech Line Item Line Item
Crew Chief vi v Total Hours Total Cost
Design Phase Eaghweritsig Semites
Task No 1-Field Reconnaissance&Base Sheets 8 16 8 32 $ 5.590.00
Task No 2-JULIE Survey 8 8 16 $ 294000
Task No 3-Geotech&LPC Analysis - $ 4.500.00
Task No 4-Utility Coordination 4 8 12 $ 2.030.00
Task No 5-50%Plans/Specs.Estimate 12 12 16 40 1$ 6.300 00
Task No.6-Construction Permitting TEPA 4 4 16 24 1$ 3.880.00
Task No 7-100%PlansfSpecsiEstimate 13 13 18 44 S 6.930.00
Task No.8-Project Coordination 2 8 6 12 28 $ 4.660.00
Task No 9-Easement Plat&Legal Descriptions 8 16 24 $ 427000
Subtotal Hours 2 24 16 8 39 M190 220 S 41.100 00
Condructkm observation Phase
Task No.1-Pre-Construction Sernces 2 2 8 $ 1.2Task No.2-Submittal Review 2 4 18 �$ 23.220
�O00Task No_3-Construction Observation 180 Task No 4-Post Construction 2 22 Subtotal Hours 0 0 0 4 8 200 16 228
In addition to the base scope of services listed above,the Village may elect to include the following optional
task if requested:
Bidding Phase Services $3,800.00
The total estimated compensation for ENGINEER's services included in the breakdown by phases
incorporates all labor, overhead, profit, Reimbursable Expenses and ENGINEER's Consultant's charges.
The amounts billed for ENGINEER's services will be based on the cumulative hours charged to the PROJECT
during the billing period by each class of ENGINEER's employees times Standard Hourly Rates for each
applicable billing class, plus Reimbursable Expenses and ENGINEER's Consultant's charges. The Standard
Hourly Rates and Reimbursable Expenses Schedule will be adjusted annually as of January I"to reflect
equitable changes in the compensation payable to ENGINEER.
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