Loading...
R-1369 - 05/27/2014 - ENGINEERING - Resolutions Supporting Documents ITEM 6.F.1. Of oq,r 0 a G �oUN' ',, AGENDA ITEM Regular Board of Trustees Meeting of May 27, 2014 SUBJECT: Professional Services Agreement with the Hitchcock Design Group for the Pedestrian Access Project FROM: Mike Hullihan, P.E., Village Engineer BUDGET SOURCE/BUDGET IMPACT: $49,900 is currently programmed in program 171- 76830 for this project in the 2014 and 2015 budgets. RECOMMENDED MOTION: I move that the Village Board approve the attached agreement with the Hitchcock Design Group for the Pedestrian Access Project G for an amount not to exceed $49,900. Background/History: The Streetscape Committee has been formulating a project to improve pedestrian and bicycle access to the Oakbrook Center. The objective of this project is to eliminate gaps in current safety pathways to facilitate safe and easy access to the Oakbrook Center from surrounding hotels and commercial buildings. Several possible initiatives have been identified to address approaches from the North, East, and South. As a result of this effort the Village is now able to move to the detailed engineering and construction of project G (Southerly approach) during 2014/2015. The project has been presented to the Commercial Revitalization Committee, Hotel, Convention and Visitors Committee, and Chamber of Commerce, as well as interested commercial building owners in the vicinity of the Oakbrook Center. The reaction has been positive and several of the stakeholders have expressed a willingness to share in the cost of the improvements. The attached professional services agreement includes pre-final and final design, and services in support of the bidding process for the project providing access from the south of the Oak Brook Center. Project features include enhanced crosswalk marking, "count down" pedestrian crossing signals, sidewalks, and lighted bollards. Recommendation: I recommend that the Village Board approve the attached agreement with the Hitchcock Design Group for the Pedestrian Access Project for an amount not-to-exceed $49,900. wB CHRISTOPHER B. BURKE ENGINEERING,LTD. 9575 West Higgins Road Suite 600 Rosemont,Illinois 60018 TEL(847)823-0500 FAX(847)823-0520 May 16, 2014 �� Village of Oak Brook �� 1200 Oak Brook Road Oak Brook, IL 60523 Attention: Mr. Michael H ' n, PE, Public Works Director Subject: Proposal for Phase III Professional Engineering Services Commerce Drive TCM Sidewalk Project and Resurfacing (CBBEL Project No. 130227) Dear Mr. Hullihan: We are pleased to provide you with this proposal to perform construction engineering services for the Village's Commerce Drive TCM Sidewalk Project per the plans and specifications provided and let by IDOT on April 25, 2014. We understand that the Village will use STP funding in addition to local MFT funds. Therefore, IDOT procedural guidelines must be met and [DOT approvals will be required. Included below you will find our Understanding of the Assignment, Scope of Services and Determination of Fee. UNDERSTANDING OF THE ASSIGNMENT Christopher B. Burke Engineering, Ltd. (CBBEL) understands that the Village of Oak Brook would like to use STP funds to install a new sidewalk along the parkway south of Commerce Drive going east from McDonald's Drive to the end of the Village's ROW.for approximately 1,600 linear feet. The project will also include access to adjacent Pace bus service in this area, including the southeast corner at McDonalds Dr. The new sidewalk will tie into existing sidewalks at both ends, facilitating connectivity and improving safety for pedestrians. The proposed 5 foot wide sidewalk will be constructed to meet current ADA standards which will require the removal and replacement of curb and gutter at all intersections. It is understood that the Village would also like to resurface Commerce Drive beginning at the 2011 resurfacing limit east to the end of the Village ROW. This portion will be locally funded through MFT funds as the STP funding for this work is Non-participating. The low bid, in the amount of $298,765.43, is to be awarded by [DOT to K-5 Construction. A grant for up to $94,000 will offset the construction costs. The work shall be completed in 25 working days. SCOPE OF SERVICES A detailed scope of Construction Engineering services is provided below including, but not limited to, the following: Task 1 — Pre-Construction: • Attend the pre-construction conference to be held at the [DOT District 1 office in Schaumburg. • Review Contractor's proposed construction schedule, and provide recommendation to IDOT. ■ Review Contractor's QC plans for both PCC and HMA. ■ Review all Contractors' shop drawings. ■ Set up Illinois Construction Records System (ICORS) software for the project per IDOT requirements. Task 2 — Construction Observation: CBBEL will provide one resident engineer and one part-time project engineer (as necessary) for the duration of the project. Construction observation will include the following tasks: • Provide resident/business communication, including written communication as required, throughout the duration of the project. • Serve as the Village's liaison with the Contractor working principally through the Contractor's field superintendent. • Observe the progress and quality of the executed work and 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 j work, and will disapprove or reject all work failing to conform to the Contract Documents. • Quality control of the construction work in progress and the enforcement of the contract provisions in accordance with IDOT's Construction Manual. • Keep an inspectors daily report book in ICORS as outlined in the IDOT Construction Manual, 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. • Maintain a daily record of the contractor's activities throughout construction including sufficient information to permit verification of the nature and cost of changes in plans and authorized extra work. • Measurement and computation of pay items. • Preparation and submission of all partial and final payment estimates, change i orders, records, documentation and reports. • Except upon written instructions of the Village and written approval by IDOT, the Resident Engineer or Inspector shall not authorize any deviation from the Contract Documents. • Assist contractors in dealing with any outside agencies. OCGgmc Page 2 of 4 NAPROPOSAMADMIN\2014\0ak Brook Commerce Dr Phase III 130227\Oak Brook-Commerce Dr TCM.051614.doc I • Attend all construction conferences. Arrange a schedule of progress meetings and other job conferences as required. Maintain and circulate copies of records of the meetings. • Attend meetings at any reasonable time when requested to do so by representatives of the Village. • 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. • Maintain orderly files for correspondence, reports of job conferences, shop drawings and other submissions, reproductions or original contract documents including all addenda, change orders and additional drawings issued subsequent to the award of the contract. • Prepare payment estimates 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 for submission to IDOT for payment. • Prior to final inspection, submit to the Contractor a list of observed items requiring correction and verify that each correction has been made. • Coordinate and conduct the final inspection with the Village, prepare a final punchlist. • Verify that all the items on the final punchlist have been corrected and make recommendations to the Village concerning acceptance. • Determine if the project has been completed in accordance with the Contract Documents and that the Contractor has fulfilled all of his obligations. Please note that for any of the observation tasks that CBBEL may be performing, the Contractor(s) shall be informed that neither the presence of CBBEL field staff nor the observation and testing (if any) by our firm nor subconsultant of our firm shall excuse the Contractor in any way for defects discovered in the work. It should be understood that CBBEL will not be responsible for any job and site safety on this project; job and site safety shall be the sole responsibility of the Contractor(s). CBBEL does not have the right to stop work and will not advise nor supervise the Contractor(s) means and methods of their work. i Task 3 — Project Close Out: • All final paperwork will be submitted to IDOT in accordance with the Construction Manual. • Schedule final audit with IDOT personal and provide necessary documents to IDOT in order to receive final approvals. • Material Inspection close out will be submitted to [DOT in accordance with the Construction Manual and Bureau of Materials standards. Task 4— Material Testing: CBBEL will provide material inspection services through our sub-consultant Testing Service Corporation (TSC) of Carol Stream, IL. TSC will complete the Quality Assurance (QA) material testing for concrete and asphalt at the site and QA testing at the plants in accordance with (DOT's Construction Manual. It is understood that CBBEL will be responsible for the performance of material inspection services as described above. It is also understood that CBBEL is the sole representative of the Village. OCG/jmc Page 3 of 4 N:\PROPOSALS\ADMIN\2014\Oak Brook Commerce Dr Phase III 130227\Oak Brook-Commerce Dr TCM.051614.doc DETERMINATION OF FEE CBBEL proposes the following not to exceed fees for each of the tasks described above for each Area: CONSTRUCTION ENGINEERING SERVICES Task 1 —Pre-Construction $ 1,650 Task 2—Construction Observation $ 31,740, Task 3—Project Close Out $ 1,650 Task 4— Material Testing $ 3.500 Total $ 38,540 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. Please note the direct costs for blueprints, photocopying, mailing, overnight delivery, messenger services and report compilation are included in the not to exceed Fee Determination and will not be charged separately for this project. These General Terms and Conditions are expressly incorporated into and are an integral part of this contract for professional services. 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 i General Terms and Conditions i THIS PROPOSAL, CHEDULE OF CHARGES AND GENERAL TERMS AND CONDITIONS ACC TED FOR THE VILLAGE OF OAK BROOK: BY: ` TITLE: Village President DATE: May 27, 2014 OCGrymc Page 4 of 4 N:\PROPOSALS\ADMIN\2014\Oak Brook Commerce Dr Phase III 130227\Oak Brook.-Commerce Dr TCM.051614.doc CHRISTOPHER B. BURKE ENGINEERING, LTD. STANDARD CHARGES FOR PROFESSIONAL SERVICES VILLAGE OF OAK BROOK JANUARY 2011 Charges* Personnel /Hr Principal 240 Engineer VI 210 Engineer V 173 Engineer IV 138 Engineer III 125 Engineer 1/II 102 Survey V 178 Survey IV 132 Survey III 127 Survey II 100 Survey 1 78 Resource Planner V 112 Resource Planner IV 108 Resource Planner III 100 Resource Planner 1/II 88 Engineering Technician V 150 Engineering Technician IV 132 Engineering Technician III 107 Engineering Technician 1/11 97 CAD Manager 138 Assistant CAD Manager 126 CAD 11 125 CAD 1 98 GIS Specialist III 120 GIS Specialist 1/II 67 Landscape Architect 138 Environmental Resource Specialist V 154 Environmental Resource Specialist IV 134 Environmental Resource Specialist 111 114 Environmental Resource Specialist 1/11 94 Environmental Resource Technician 90 Administrative 88 Engineering Intern 53 Survey Intern 53 Information Technician III 97 Information Technician 1/11 62 Direct Costs Outside Copies, Blueprints, Messenger, Delivery Services, Mileage Cost + 12% *Charges include overhead and profit Christopher B. Burke Engineering, Ltd. reserves the right to increase these rates and costs by 5% after December 31, 2011 Please note: In recognition of the economic challenges facing our clients, we have not increased our schedule of charges since January 2009. ITEM 6.F.3. 0 C� CCUNO AGENDA ITEM Regular Board of Trustees Meeting of May 27, 2014 SUBJECT: Commerce Drive TCM Sidewalk Project and Resurfacing Engineering Services Agreement for Construction Engineering with Christopher B. Burke Engineering, Ltd. FROM: Jim Bosma, P.E., Project Engineer ?;j BUDGET SOURCE/BUDGET IMPACT: $38,540 from Infrastructure Funds for Roadway Improvements Account 461-76200 RECOMMENDED MOTION: I move that the Village Board approve the attached agreement with Christopher B. Burke Engineering,Ltd. for Professional Engineering Construction Services during construction of the Commerce Drive TCM Sidewalk Project and Resurfacing in the not-to-exceed amount of $38,540 and approve Resolution R-1369. Background/History: Included within the 2014 Budget are funds for engineering services for the paving projects. The attached proposal for construction engineering by Christopher B. Burke Engineering is 12.9% of the recent lowest bid cost of$298,765 which is reasonable due to the significant amount of work necessary due to the grant involved. This grant, for up to $94,000, is from the Transportation Control Measures (TCM) section of the Surface Transportation Program funding authorized by the Illinois Department of Transportation(IDOT). For this particular grant, the Engineering Department secured approval of using TCM funds towards paying for installing a sidewalk along the south side of Commerce Drive from McDonald's Drive to the east end of Commerce Drive. This will allow pedestrians to safely travel from all the Commerce Drive business to as far as the Oak Brook Center mall along with providing them a safe path for the simple exercise of walking. The grant pays for seventy-five percent (75%) of the sidewalk-related costs. The Village anticipates using the entire $94,000 allowed by the grant which brings the Village's share of the construction costs to $204,765. The project is divided into the grant part, which funds the sidewalk, and the resurfacing of the rest of Last saved by J:\2014 TCM Pathway&Street Projects\Commerce Drive\Commerce-Drive-TCM-construction-engineering-memo.docx Last printed 5/21/2014 11:08 AM Commerce Drive which was half-completed in 2011 due to another special grant. All engineering costs are separate from the grant and must be paid for by the Village. Recommendation: I recommend approving the attached resolution and professional services agreement with Christopher B. Burke Engineering, Ltd. for construction engineering for the Commerce Drive TCM Project and Resurfacing. Last saved by J:\2014 TCM Pathway&Street Projects\Commerce Drive\Commerce-Drive-TCM-construction-engineering-memo.docx Last printed 5/21/2014 11:08 AM RESOLUTION 2014-ENG-DESIGN-AG-EX-R-1369 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 IMPROVEMENTS ALONG COMMERCE DRIVE WHEREAS, the Village desires to install a sidewalk along the south side of Commerce Drive from McDonald's Drive to the east end of Commerce Drive("lmprovements'�; and WHEREAS, the Improvements will allow pedestrians to more safely travel along Commerce Drive; and WHEREAS, the Village desires to retain a design engineer to design the Improvements ("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 $38,540.00, 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 Manager. 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 and after receipt of the final Agreement fully executed by Burke. 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] I i i I Resolution 2014-ENG-DESIGN-AG-EX-R-1369_ Engineering Services for Commerce Drive Improvements 2 of 3 APPROVED THIS 27th day of May, 2014 Gopal G. Lalmalani Village President PASSED THIS 27th day of May, 2014 Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk I Resolution 2014-ENG-DESIGN-AG-EX-R-1369_ Engineering Services for Commerce Drive Improvements 3 of 3 EXHIBIT A AGREEMENT