R-1360 - 04/22/2014 - ENGINEERING - Resolutions Supporting Documents ITEM 6.F. 1)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
April 22,2014
SUBJECT: 2014 Water Main Replacement Project(mostly parts of York Woods Subdivision)
Engineering Services Agreement for Construction Engineering
with Thomas Engineering Group
Bradford Lane
Dover Drive
Windsor Drive(south Sheffield Lane going southwesterly to York Road)
Harger Road(Spring Road going east to first commercial entrances)
FROM: Jun Bosma,P.E., Project Engineer
BUDGET SOURCE/BUDGET IMPACT: $139,977.80 within Water System Distribution
Improvements Account 451-76200
RECOMMENDED MOTION: I move that the Village Board approve the attached
Engineering Services Agreement with Thomas Engineering
Group for the construction engineering of the 2014 Water
Main Replacement Project in the not-to-exceed amount of
$139,978 and approve Resolution R-1360.
Background/History
Included within the 2014 Budget are funds for engineering services for the 2014 Water Main
Replacement Project. This project will complete the replacement of all the water mains in the
York Woods Subdivision, begun as far back as 1978, and will also be done in preparation for
another large street improvement project in 2015 in York Woods like the project that has
occurred this year. This project also will replace a relatively short length of water main along
Harger Road that had significant unanticipated breaks.
Thomas Engineering completed the design and bidding documents for this project. Their
construction engineering fee of$139,978 equals 11.5% of the lowest bid ($1,219,252), equals
10.1% of the next lowest bid ($1,382,491) and equals 9.66/o of the median bid ($1,450,865). The
lowest bid, by J. Congdon Sewer Service, is very significantly below our expectations and it is
very important that we have very significant time by Thomas Engineering ensuring that all
contract obligations are met and ensuring against any overcharging of costs by the contractor. Y`
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This construction engineering contract provides for approximately full-time on-site inspections
from early May to late September.
The attached agreement will provide for construction engineering services including inspection,
contract administration, public relations and production of as-built drawings.
Recommendation:
I recommend approving the attached Engineering Services Agreement with Thomas Engineering
Group for construction engineering for the 2014 Water Main Replacement Project.
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RESOLUTION 2014-ENG-WA-MAIN-AG-R-1360
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF
A PROFESSIONAL SERVICES AGREEMENT
FOR ENGINEERING SERVICES FOR THE 2014 WATER MAIN PROJECT
WHEREAS, the water mains in York Woods that run under Bradford Lane, Dover Drive, Windsor
Lane and Harger Road ("Water Mains") are in need of replacement; and
WHEREAS, the Water Mains are scheduled to be replaced in 2014 ("2014 Water Main
Replacement Project'); and
WHEREAS, the Village desires to retain an engineering firm to provide engineering construction
services to the Village for the 2014 Water Main Project("Engineering Services"); and
WHEREAS, pursuant to Section 1-7-6 of the Village Code, contracts for the services of architects,
engineers, and land surveyors shall not be subject to the competitive bidding/proposal requirements of
Chapter 1 of the Village Code, and shall be awarded in accordance with the provisions of the Local
Government Professional Services Selection Act, 50 ILCS 510/1 et seq.; and
WHEREAS, in compliance with the Local Government Professional Services Selection Act, 19
firms submitted qualifications to the Village to provide Engineering Services; and
WHEREAS, the Village interviewed the four highest ranked firms that submitted qualifications to
provide Engineering Services; and
WHEREAS, as a result of the interview process, the Village desires to retain and enter into an
agreement with Thomas Engineering Group ("Thomas") for Thomas to provide the Village Engineering
Services in an amount not to exceed $139,978.00, 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 interests of
the Village to award a contract to Thomas and 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 Thomas.
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 2014-ENG-WA-MAIN-AG-R-1360
Approving Professional Services Agreement with Thomas Engineering
Page 2 of 3
APPROVED THIS 22nd day of April, 2014.
Gopal G. Lalmalani
Village President
PASSED THIS 22nd day of April, 2014.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2014-ENG-WA-MAI N-AG-R-1 360
Approving Professional Services Agreement with Thomas Engineering
Page 3 of 3
EXHIBIT A
AGREEMENT
t h&Q
engineering group
service at the highest grade
238 south kenilworth avenue
April 7,2014 suite 100
oak park,illinois 60302
Mr.lames Bosma, P.E. _
Village of Oak Brook
1200 Oak Brook Road r �/- _.
Oak Brook, Illinois 60523
tro
Re: 2014 Water Main Project,York Woods Subdivision
VILLAGE OF OAK BROW!
Construction Engineering Services ENGINEERING DEPARTfIIIE,
Dear Mr. Bosma:
Thomas Engineering Group, LLC(TEG)respectfully submits the following Scope of Services and estimated
construction engineering services fee to the Village of Oak Brook for the 2014 Water Main Project. TEG is excited
about the opportunity to continue to work with Village staff on this project.We feel that our due diligence,
expertise,and experience will provide Oak Brook with a valuable investment. TEG staff has already assisted the
Village by preparing the final design engineering,contract documents,specifications,and estimates,and by
performing quality assurance/quality control review of the final plans.Our staff's Project involvement and local,
relevant experience make TEG an excellent fit for this Project.
The bid opening was held at 11:00 A.M.on Friday, March 28,2014.According to our recent experience with similar
assignments,TEG anticipates the attached award and construction schedule.
Scope of Services
TEG has assembled a construction team with members that have substantial relevant experience and are experts
in community relations,construction staging,and contractor oversight. TEG's design Project Manager,Nick Orf,
P.E.,CFM,CPESC is also the proposed construction Project Manager and will be providing design and
administrative support during the construction process.TEG's proposed Resident Engineer is Glen Kirchen,P.E.,
who was the Resident Engineer for the Village's 2013 Water Main Project,and has a thorough background and
understanding in water main construction.
Our project team will coordinate with IEPA Division of Water Pollution Control Permit Section and DuPage County
Division of Transportation to obtain the final permitting for the proposed water main relocation and replacements.
In addition,TEG will request bonds and signatures from the contractor.
Pre-Construction Tasks:
1. Chair a preconstruction conference with the contractor,Village,and other parties to discuss the chain of
command,communication procedures,goals,objectives,and potential issues.
2. Obtain from the contractor a list of proposed suppliers and subcontractors. Make recommendations to
the Village regarding the suitability of the subcontractors for the proposed work.
3. Review the construction schedule submitted by the contractor for compliance with the contract.
4. Check and approve,or reject and request resubmittal of,any submittals made by the contractor for
compliance with the contract documents.
mop
th mas
Village of Oak Brook
2014 Water Main Project
Construction Tasks:
1. Keep an inspector's daily report book in the Village's preferred format appropriate for the project,
recording hours on the job site,weather conditions,general and specific observations,daily activities,
quantities placed,inspections,decisions,and list of visiting officials.
2. Be present whenever the contractor is performing work on-site associated with the project.
3. Verify all construction staking for the water main and storm sewer alignments and layouts.
4. Observe the progress and quality of the executed work. Determine if the work is proceeding in
accordance with the Contract Documents.TEG shall keep the Village informed of the progress of the work
and advise the Village of all observed deficiencies of the work and disapprove or reject all work failing to
conform to the Contract Documents.
5. Serve as the Village's liaison with the contractor working principally through the contractor's field
superintendent.
6. Make all arrangements and take all cross sections from which the various pay items are to be measured.
Checks will be made to determine if the work has been completed in substantial conformance with the
plan cross sections.
7. TEG will extensively document(via photographs,video,and written documentation)the contractors
activities.
8. Cooperate with the contractor in dealing with the various agencies having jurisdiction over the Project.
9. Review contractor's progress on a weekly basis and update the progress schedule.Compare actual
progress to the 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.
10. Perform weekly traffic control and erosion control checks.
11. Prepare payment requisitions and change orders utilizing Village preferred forms. Review applications for
payment with the Contractor for compliance with established submission procedure and forward them
with recommendations to the Village.
12. Prior to final inspection,submit to the contractor a list of observed items requiring correction and verify
that each correction has been made.
13. Conduct final inspection with the Village and prepare a final punch list of items to be corrected.
14. Verify that all items on the final punch list have been corrected and make recommendations to the Village
for project completion and closeout.
15. Maintain a set of Record Drawings on which all changes are noted.
Post-Construction Tasks:
1. Perform final documentation pursuant to Section A in the Documentation Section of the IDOT
Construction Manual.
2. Close out project within 30 days after all construction is completed.
3. Collect as-built horizontal and vertical information using TEG's GPS device and prepare final Record
Drawings using Microstation.
4. Verify that all documentation is accomplished and that all material inspections and certifications have
been accounted for and are complete.
5. Compile and submit final documentation.
6. Pursue and complete final close-out.
th mas
up
Village of Oak Brook
2014 Water Main Project
Engineering Fees
We have utilized a direct labor multiplier to calculate our cost estimate for consultant services.While we believe
this estimate accurately reflects our understanding of Project described in our Proposal,we understand that the
Village may interpret the scope differently and may seek to add,subtract,or modify the scope or level of effort
contained herein.We look forward to being selected by the Village and can negotiate the scope and effort to meet
the exact expectations of the Village.
Our overall Phase III(Construction)fee for the 2014 Water Main Project is$139,977.80.
What separates TEG from the other firms is our service—our trademark is service at the highest grade®.While
other larger firms have their best teams committed to many clients and projects,TEG has a number of excellent
teams in which our Planning,Design,and Construction Engineers are committed to only a few clients and projects.
TEG has been able to grow in these tough economic times by servicing each client individually and bringing value
to their community.We deliver large firm experience with small firm service.
We are truly excited about the opportunity to continue working for Oak Brook and helping serve your community
by providing cost-effective solutions that are context appropriate.We look forward to answering any questions
that you may have about our firm,staff,or experience.We are highly confident that our expertise and excitement
for municipal engineering will be readily apparent in our proposal. If you have any questions or require additional
information,please e-mail at nicko @thomas-engineerins.com or call me at(815)531-7868.
Sincerely,
thomas engineering group,Ilc
Nicholas J.Orf,P. .,CFM,CPESC
Project Manager
th mas
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