R-1171 - 04/10/2012 - ENGINEERING - Resolutions Supporting DocumentsITEM 6.F.4)
AGENDA ITEM
Regular Board of Trustees Meeting
of
April 10, 2012
SUBJECT: 2012 Paving Project
Professional Services Agreement for Construction Engineering
with Christopher B. Burke Engineering, Ltd.
FROM: Jim Bosma, P.E., Civil Engineer II oft
BUDGET SOURCE/BUDGET IMPACT: $375,000 total within the Roadway Improvements
Account 461 -76200 for Engineering Services
1DED 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 2012 Paving
Project in the not -to- exceed amount of $134,500 and approve Resolution
2012- PP- ENG- CNTRCT -EX1 -R -1171, "A Resolution Approving And
Authorizing The Execution Of A Professional Services Agreement For
Engineering Services Relating To The 2012 Paving Project By and Between
The Village of Oak Brook And Christopher B. Burke Engineering, Ltd."
Background/History:
Included within the 2012 Budget are funds for engineering services for the paving projects. The
attached proposal for construction engineering by Christopher B. Burke Engineering is 6.9% of
the recent lowest bid cost of $1,955,700. Most of this project cost is for the Saddle Brook
Subdivision with emphasis on removing the significant bumpiness due to major cracking in the
underlying old asphalt base. The other miscellaneous areas include replacing part of the Village
Hall parking lot near the east entrance, replacing sidewalk and striping for the parking lots of the
Library and Fire Station #1, patching on Kensington Court and patching on a few of Brook
Forest Subdivision streets. Burke completed the design and bidding documents for this project.
Recommendation:
I recommend approving the attached resolution and professional services agreement with
Christopher B. Burke Engineering, Ltd. for construction engineering for the 2012 Paving Project.
Last saved by 112012 Paving (12- 1106)\2012- Paving -constmction�ngineering- memo.docx
Last printed 4/52012 10:30 AM
CHRISTOPHER B. BURKE ENGINEERING, LTD.
9575 West Higgins Road Sulte 600 Rosemont, Illinois 60018 TEL(847)823-0500 FAX(847) 823 -0520
April 4, 2012
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
Attention: Mr. Michael Hullihan, PE, Public Works Director
Subject: Proposal for Professional Engineering Services
2012 Paving Project
(CBBEL Project No. 110339)
Dear Mr. Hullihan:
Christopher B. Burke Engineering, Ltd. (CBBEL) is pleased to submit this proposal to perform
construction engineering services for the Village's 2012 Paving Project. We understand that the
Village will use Infrastructure Funds therefore; IDOT coordination will not be required. Included
below you will find our Understanding of the Assignment, Scope of Services and Determination
of Fee.
UNDERSTANDING OF THE ASSIGNMENT
CBBEL understands that the Village of Oak Brook would like to rehabilitate all of the streets
located in the Saddle Brook subdivision, complete sidewalk and pavement striping improvements
at the Library and Fire Station #1 parking lots, complete full depth pavement patching along
Kensington Court, complete full depth pavement patching through a portion of Brook Forest
subdivision, reconstruct a portion of the Butler Government Center (Village Hail) parking lot, and
extend the guard rail along the east side of York Road, north of the bridge over 1 -88. The
improvements of these project areas are described as the 2012 Paving Project. The project
areas and proposed improvements are further described as follows:
Area 1 (Saddle Brook Area 1):
This area includes the resurfacing of Ridgewood Court, Saddle Brook Drive, Carriage Court,
Blue Grass Court, Hambletonian Drive, Forest Mews Drive, Derby Court, Steeple Ridge Court,
Bridle Path Court, Suffolk Lane, approximately 17,280 lineal feet (3.30 miles). The proposed
improvements will include drainage structure repairs, partial curb and gutter repair, hot -mix
asphalt surface removal of 4" depth at curb line tapered to 2" at center line, approximately 10%
full -depth patching (7 "), GlasGrid crack control, 2 -1/4" binder course and 2" surface course.
Area 2 (Saddle Brook Area 2):
This area includes the resurfacing of Brougham Lane, Red Stable Way, and Red Stable Court
approximately 2,950 lineal feet (0.56 miles). The proposed improvements will include drainage
structure repairs, partial curb and gutter repair, hot -mix asphalt surface removal 3" at curb line
tapered to 1" at center line, approximately 5% full -depth patching (8 "), GlasGrid crack control, 1"
leveling binder and 2" surface course.
Area 3 (Library and Fire Station #1 Parking Lot Improvements - Sidewalks & Striping):
The proposed parking lot improvements at the Library and Fire Station #1 include removing and
replacing sidewalk, partial curb and gutter removal and replacement, full -depth pavement
patching (5'), and new pavement markings.
Area 4 (Kensington Court and Kensington Road Pavement Patching):
This area includes approximately 30% Class D patching (8 ") along Kensington Court for
approximately 900 feet and along Kensington Road as determined by the Engineer during
construction. The proposed patches will consist of 6" of hot -mix asphalt binder course and 2" of
hot -mix asphalt surface course. Location of the pavement patches will be determined in the field
by the Engineer.
Area 5 (Brook Forest Subdivision Pavement Patching):
The proposed pavement patching of select streets in the Brook Forest subdivision involves
approximately 10% Class D patching (10 ") of deteriorated pavement sections along Kimberley
Lane, Pembroke Lane, Charleton Place and Shelburne Drive; approximately 4,200 feet. The
proposed patching will consist of 8" of hot -mix asphalt binder course and 2" of hot -mix asphalt
surface course. Location of the pavement patches will be determined in the field by the
Engineer.
Area 6 (Butler Government Center Parking Lot):
This area includes reconstructing a portion of the Butler Government Center (Village Hall)
parking lot at the east entrance and as shown in the attached location map. The proposed
improvement will include full depth removal of the existing asphalt pavement (3 ") and removal of
an additional 2" of aggregate base course in order to provide for the installation of a new 5"
pavement section. The proposed pavement section will consist of 3" of hot -mix asphalt binder
course and 2" of hot -mix asphalt surface course.
Area 7 (York Road Guard Rail Extension):
This area includes replacing and extending the existing guard rail along the east side of York
Road, north of the bridge over 1 -88. The work will include extending the existing guard rail with
approximately 140 linear feet of Steel Plate Beam Guardrail, Type A, and 1 each Traffic Barrier
Terminal, Type 2.
The estimated construction budget for the 2012 Miscellaneous Paving Project is $2,250,000. It
is anticipated that all areas will be bid as one project and constructed during the 2012
construction season.
A detailed scope of Construction Engineering services is provided below including, but not
limited to, the following:
Task 1 — Pre - Construction:
Management of the pre - construction meeting.
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WPROPOSAMADMIME012{oak Brook -2012 Paving PnojacbPhaselll,040412.doc
Task 2 — Construction Observation:
CBBEL will provide one full -time resident engineer and one part -time project engineer (as
necessary) for the duration of the project. Construction observation will include the following
tasks:
• Provide residenttbusiness 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.
• Be present whenever the Contractor is performing work on the project.
• 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 work, and
will disapprove or reject all work failing to conform to the Contract Documents.
• Quality control of the constructlon work in progress and the enforcement of the contract
provisions in accordance with (DOT's Construction Manual.
• Keep an inspectors daily report book 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 orders,
records, documentation and reports.
• Except upon written Instructions of the Village, the Resident Engineer or Inspector shall
not authorize any deviation from the Contract Documents.
• Assist contractors in dealing with any outside agencies.
• 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 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.
NAPROPOSAMAWN201ZOokBrook• 2012PsAngPrcJ "t- Phau111.040412.dac Page 3 of 5
• 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 or 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.
Task 3 — Proiect Close Out:
• Revision of contract drawings to reflect as built conditions (Microstation format).
• All final paperwork will be submitted to the Village
• Material Inspection close out will be submitted to the Village 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
IDOT'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. An additional 20% contingency has been added
in order to provide additional material testing, if necessary.
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NAPROPOSABWDMINWIMek Brook -2M PBWg Pmjed.PkesdII.NNi2Aoe
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 $ 500
Task 2 — Construction Observation $120,000,
Task 3 — Project Close Out $ 4,000
Task 4 — Material Testing 9.00
Sub Total $133,500
DIRECT COSTS
Outside Copies, Blueprints, Messenger, Delivery Services Total $ 1,000
GRAND TOTAL $134,500
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.
Christopher B. Burke, PhD, PE, DWREE, F.ASCE
President
Encl. Schedule of Charges
General Terms and Conditions
THIS PROPOSAL, SCHEDULE OF CHARGES AND GENERAL TERMS AND CONDITIONS
ACCEPTED FOR THE VILLAGE OF OAK BROOK:
BY:
TITLE:
DATE:
Occkj= Page 5 of 5
NVROPOSALS DMN12012Wak Brook -2012 PaAW Projed- PhanIM040412.doc
RESOLUTION 2012- PP- ENG- CNTRCT -R -1171
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION
OF A PROFESSIONAL SERVICES AGREEMENT FOR ENGINEERING SERVICES
BY AND BETWEEN THE VILLAGE OF OAK BROOK
AND CHRISTOPHER B. BURKE ENGINEERING, LTD
WHEREAS, the asphalt in parts of the Saddle Brook Subdivision, the Brook Forest Subdivision,
Kensington Court, and the parking lots of several Village buildings is in need of replacement or repair
( "2012 Paving Project'); and
WHEREAS, the Village desires to retain an engineer to provide engineering consulting and
inspection services ( "Engineering Services ") to ensure that the replacement and improvement of paving
is done properly and satisfies the Village's specifications; and
WHEREAS, Christopher B. Burke Engineering, LTD ( "Burke ") previously provided satisfactory
engineering services to the Village during the design and bidding phases of the 2012 Paving Project; and
WHEREAS, pursuant to the Local Government Professional Services Selection Act ( "Act'), 50
ILCS 510/0.01 at 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 that 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 Village with Engineering Services ( "Agreement'); and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to 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 Burke.
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]
APPROVED THIS 10d' day of April, 2012
PASSED THIS 10th day of April, 2012
Ayes:
Nays:
Absent:
Gopal G. Lalmalani
Village President
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2012- PP- ENG- CNTRCT -R -1171
Engineering Services for 2012 Paving Project
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