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R-1268 - 05/28/2013 - ENGINEERING - Resolutions Supporting Documents (2) T1 ni 10.11.1) OF OAK V.. k 0 0 7K co G � p COUNTI, AGENDA ITEM Regular Board of Trustees Meeting of May 28, 2013 SUBJECT: Professional Services Agreement with Christopher B. Burke Engineering Ltd. (CBBEL) for the Oak Brook Golf Club Pump Station Evaluation. FROM: Trey VanDyke, Sports Core Director BUDGET SOURCE/BUDGET IMPACT: General Fund ($25,000) RECOMMENDED MOTION: I move that the Village Board approve Resolution 2013- ENG-PUMP-STY-GOLF-R-1268 authorizing the execution of an agreement by and between the Village of Oak Brook and Christopher B. Burke Engineering, Ltd to provide professional engineering services to the Sports Core and funded by the General Corporate Fund. Background/History: At a recent public forum for the proposed placement of a new school on the Sports Core property, the Village Board indicated a willingness to use excess reserves of the General Corporate Fund to address drainage issues at the Oak Brook Golf Club. To that end, the attached proposed engineering services agreement is the first step in addressing this issue. The Oak Brook Golf Club is partially located in a floodplain and a floodway. And, from time to time the course has flooded. Most notably, the flood events of 1987, 2008, and 2010 have caused the lengthy closure of golf holes and significant acres of turf restoration. These events have been very debilitating to the financial stability of the Sports Core. The greatest factor for turf loss in these events has been time. Simply, how long does it take to pump the water off the turf once Salt Creek has receded into its banks? The second greatest factor is temperature. If we have a significant flood event in the height of the growing season, we are going to experience turf loss regardless of how fast we pump the water. However, a thorough 0�M Last saved by DEFAULT V:\O1 LegislativeGenMan\Agendas\AGENDA MEMOS\2013 Agenda Memos\052813\Burke Engineering-Sports Core 2013-Agenda Memo.doc Last printed 5/24/2013 11:17 AM look at all of our pumping options will allow the Village to make value based judgments on pumping capacity versus cost. The attached agreement proposes five tasks: 1) Existing Pump Data Collection 2) Inclusion of the Existing Pump Station in the FEQ Model 3) Development of Pumping Alternatives 4) Hydraulic Modeling of Pumping Alternatives 5) Summary Report CBBEL has been selected as an acceptable Architectural/Engineer consultant for the Village in a Quality Based Selection procedure. The scope of work and fee scheduled was negotiated with CBBEL by the Village Engineer and members of his staff. It should be noted that CBBEL has done modeling work for the Village and Du Page County and are very familiar with the hydraulics of this area. Additionally, they have performed work for Butler National Golf Club and are familiar with the shared drainage systems that exist between us and our neighbor. The General Fund reserves at 4/30/13 is currently $3.4 million above the six month reserve amount, however, that changes throughout the year due to the timing of revenues and expenditures. The General Fund reserves are estimated to be $2.2 million above the six month reserve amount at 12/31/13. A transfer from the General Corporate Fund to the Golf Surcharge will be completed to fund this study. Recommendation: I recommend that the Village Board approve the attached Resolution 2013-ENG-PUMP-STY- GOLF-R-1268. Last saved by DEFAULT V:\O1 LegislativeGenMan\Agendas\AGENDA MEMOS\2013 Agenda Memos\052813\Burke Engineering-Sports Core 2013-Agenda Memo.doc Last printed 5/24/2013 11:17 AM RESOLUTION 2013- ENG-PUMP-STY-GOLF-R-1268 A RESOLUTION APPROVING AND AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND CHRISTOPHER B. BURKE ENGINEERING, LTD FOR ENGINEERING SERVICES FOR THE OAK BROOK GOLF COURSE WHEREAS, the Village operates the Village of Oak Brook Golf Course ("Golf Course") in the Village's Sports Core; and WHEREAS, portions of the Golf Course are located in floodplains and floodways; and WHEREAS, past flooding events have resulted in the closure of parts of the Golf Course and extensive damage to the Golf Course turf, requiring the Village to expend significant resources restoring the damaged portions of the Golf Course; and WHEREAS, the Village desires to retain an engineer to analyze for the Village how best to design and utilize pumping infrastructure to minimize the damage caused by the periodic flooding ("Services"); and WHEREAS, Christopher B. Burke Engineering, LTD ("Burke") has previously provided satisfactory engineering services to the Village in connection with various 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 Burke desire to enter into and execute an agreement for Burke to provide the Services to the Village for an amount not to exceed $25,000.00, 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 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 Burke 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. [SIGNATURE PAGE FOLLOWS] Resolution 2013-ENG-PUMP-STY-GOLF-R-1268 Engineering Services for the Golf Course 2of3 APPROVED THIS 28th day of May, 2013 Gopal G. Lalmalani Village President PASSED THIS 28th day of May, 2013 Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk Resolution 2013- ENG-PUMP-STY-GOLF-R-1268 Engineering Services for the Golf Course 3 of 3 EXHIBIT A AGREEMENT May 17, 2013 Oak Brook Golf Course 2606 York Road Oak Brook, IL 60523 Attention: Mr. Sean Creed Subject: Professional Engineering Services Proposal Oak Brook Golf Course Pump Station Evaluation - Oak Brook, IL Dear Mr. Hullihan: Christopher B. Burke Engineering, Ltd. (CBBEL) has prepared this proposal to provide professional engineering consulting services to provide technical assistance with an evaluation of the pump stations located on the Oak Brook Golf Course. Included in this proposal are our Understanding of the Assignment, Scope of Services, and Estimated Fee. UNDERSTANDING OF THE ASSIGNMENT The 2 existing pump stations located on the course are approximately 50 years old and are near the end of their service life. Salt Creek floods a large portion of the course and if the flooding occurs during the growing season, there is potential for a great deal of damage to the turf that has been flooded. The existing pumps are undersized to remove the floodwaters from the course in a timely manner. As a result, the golf course staff uses temporary pumps in addition to the existing pump station to remove the Salt Creek floodwaters. The existing pump capacity and system operation will be documented and then 2 different pump station alternatives will be investigated to pump the floodwaters and minimize the flood damage that occurs on the course. A proposed operation plan will be prepared that will comply with the DuPage County Countywide Stormwater and Floodplain Ordinance, as well as the Village of Oak Brook Ordinances. This will require the use of the FEQ hydraulic model to determine if the pumping will cause adverse increases in flood heights upstream or downstream of the golf course. The FEQ model uses 165 discrete flood events that occurred between 1949-2008. This will allow for the evaluation of the existing pumping plan and a direct comparison of the length of time required to draw down the flooding on the course. The proposed alternatives will then be compared to the existing pump rates. The FEQ model will also allow for the creation of an operation plan that will be required to show that the increase in pump capacity will not cause downstream or upstream impacts along Salt Creek. SCOPE OF SERVICES Task 1 — Existing Pump Data Collection and Review: CBBEL will meet with golf course staff on-site to determine the existing capacity of the 2 pump stations and collect any pertinent mechanical and electrical equipment data. CBBEL will also discuss the normal operating scheme used by staff to operate the existing pump station. CBBEL will review record drawings (if available) and incorporate that information into the analysis. Field survey of the location of the pump station and inlet and outlet locations will also be completed during this task. Task 2 — Inclusion of the Existing Pump Stations in the FEQ Model: The data collected in Task 1 will be used to insert the existing pumping operation of the golf course into the model. Durations of flooding will be calculated as part of this task. A meeting with staff will be held to discuss the results of the existing model to verify that the flooding conditions on the course are being accurately simulated. Task 3 — Development of Pump Station Alternatives: CBBEL will plot system head curves and select pumping units for 2 scenarios as directed by the golf course staff. CBBEL will also size the wet well and electrical control equipment required for the proposed pumps and determine the approximate location on the golf course. The pumping capacity will be based upon the results of the existing flood duration analysis completed as part of Task 2. Task 4 — Hydraulic Modeling of Pumping Alternatives: CBBEL will insert the 2 different pump alternatives into the FEQ model. The operation of the pumps will be determined during this task. Durations of flooding on the golf course will also be summarized for each of the 2 different alternatives. Task 5 — Summary Report: A summary report will be prepared that describes the existing pump capacities and operation, presentation of flood durations on the golf course and a discussion of the 2 different alternatives. A recommended operation plan will also be included in the report. Opinions of probable cost for the 2 different alternatives will be contained in the report. FEE ESTIMATE We estimate the cost of services to be the following: TASK DESCRIPTION COST 1 Existing Pump Data Collection $3,000 2 Inclusion of the Existing Pump Stations in the FEQ Model $5,000 3 Development of Pumping Alternatives $5,000 4 Hydraulic Modeling of Pumping Alternatives $9,000 5 Summary Report $3,000 TOTAL: $25,000 2 GLR CADocuments and Settings\kvonachen\Local Settings\Temporary Internet FilesXContent.Outlook\RE39BVGI\Oak Brook Golf Course Pump Station Evaluation 051713.docx We will bill you at the hourly rates specified on the attached Schedule of Charges and establish our contract in accordance with the attached General Terms and Conditions. Direct costs for blueprints, photocopying, mailing, overnight delivery, messenger services and report compilation are not included in the Fee Estimate. These General Terms and Conditions are expressly incorporated into and are an integral part of this contract for professional services. It should be emphasized that any requested meetings or additional services are not included in the preceding Fee Estimate and will be billed at the attached hourly rates. Please sign and return one copy of this agreement as an indication of acceptance and notice to proceed. Please feel free to contact us anytime. Sincerely, Christopher B. Burke, PhD, PE, D. WRE, Dist.M.ASCE President Encl. Schedule of Charges General Terms and Conditions THIS PROPOSAL, SCHEDULE OF CHARGES AND GENERAL TERMS & CONDITIONS ACCEPTED FOR THE OAK BROOK GOLF COURSE: BY: TITLE: DATE: 3 GLR CADocuments and Settings\kvonachen\Local Settings\Temporary Internet Files\Content.Outlook\RE39BVGI\Oak Brook Golf Course Pump Station Evaluation 051713.docx