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R-1126 - 09/27/2011 - AGREEMENT - Resolutions Supporting DocumentsIT13H 6.F.5) AGENDA ITEM Regular Board of Trustees Meeting of September 27, 2011 SUBJECT: 2012 Paving Project Professional Services Agreement for Design Engineering FROM: Jim Bosma, P.E., Civil Engineer II ib BUDGET SOURCE/BUDGET IMPACT: $82,500 from Infrastructure Funds for Roadway Improvements Account 461 -90700 RECOMMENDED MOTION: I move that the Village Board authorize the Village President to accept the attached proposal and direct staff to prepare and execute a Professional Services Agreement with Christopher B. Burke Engineering, Ltd. for design engineering services for the 2012 Paving Project in the mot- to- exceed amount of $82,500 subject to the Village Attorney review of the legal conditions. Background/History: Included within the 2011 Budget are funds for paving projects. The attached proposal for design engineering by Christopher B. Burke Engineering is 3.7% of the Village- estimated cost of $2,250,000. 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 (see attached map), 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. The attached proposal has further brief information on these areas. Recommendation: I recommend that the Village Board authorize the execution of an agreement with Christopher B. Burke Engineering, Ltd. for professional services for the 2011 Miscellaneous Paving Project in the not -to- exceed amount of $82,500. NIn Last saved by1:12012 Paving (12- 1106)12012- Paving- design- engineering - memo.docx Last printed 9/2212011 10:01 AM RESOLUTION 2011- AG -EXI -R -1126 A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN AGREEMENT FOR THE SADDLE BROOK SUBDIVISION 2012 PAVING PROJECT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND CHRISTOPHER B. BURKE ENGINEERING, LTD. WHEREAS, the Village and Christopher B. Burke Engineering, Ltd. ( "Burke ") desire to execute an agreement regarding the Saddle Brook Subdivision 2012 Paving Project ('Project'), which concerns the street flooding in the Saddle Brook Subdivision ( "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 in a form acceptable to the Village Manager and 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 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. APPROVED THIS 27`h day of September, 2011 Ayes: Gopal G. Lalmalani Village President PASSED THIS 27`h day of September, 2011 ATTEST: Charlotte K. Pruss Village Clerk L,nnra i urncn B. BURKE ENGINEERING, LTD. 9575 West Higgins Road Suite 600 Rosemont, Illinois 60018 TEL (847) 823 -0500 FAX(847) 823 -0520 July 6, 2011 Revised September 21, 2011 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: E0 [E OWE SEP 2 1 2011 VILLAGE OF OAK BROOK ENGiIVEERING DEPARTMENT At your request, we are providing this proposal to provide professional engineering services related to the preparation of the bidding documents 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 Christopher B. Burke Engineering, Ltd. (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, and reconstruct a portion of the Butler Government Center (Village Hall) parking lot. The improvements of these five (5) project areas are described as the 2012 Paving Project. The project areas and proposed improvements are as follows: Area 1 (Saddle Brook Subdivision) The proposed rehabilitation within Saddle Brook includes resurfacing approximately 54,000 square yards of pavement, curb and gutter patching and various drainage improvements. The proposed improvements will include drainage structure repairs, 20% partial curb and gutter repair, approximately 5% full -depth patching (8 "), hot -mix asphalt surface removal 5 ", 3" hot -mix asphalt binder course and 2" hot -mix asphalt surface course. The Village's construction estimate for this work is $1,900,000. Area 2 (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 that has significantly sunken along adjacent curb and gutter along with some accessibility improvements and re- striping. The Village's construction budget for this work is $50,000. Area 3 (Kensington Court Pavement Patching) This work will include 8 -inch hot -mix asphalt pavement patching throughout areas of Kensington Court in which the existing pavement is failing due to a poor base. It will be similar to work done on Kensington Road this year. The proposed pavement section will consist of 6- inches of hot -mix asphalt binder course and 2- inches of hot -mix asphalt surface course. The Village's construction estimate for this work is $100,000. Area 4 (Brook Forest Subdivision Pavement Patching) The proposed pavement patching in the Brook Forest subdivision will involve full depth hot - mix asphalt patching of deteriorated pavement sections along Kimberley Lane, Pembroke Lane, Charleton Place and Shelburne Drive. This will provide improvements until these streets can be fully resurfaced in a few years, ideally after water main replacements if funds are available. The pavement section and depth of the patching will be determined once cores have been analyzed. The Village's construction estimate for this work is $100,000. Area 5 (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 -inch of aggregate base course in order to provide for the installation of a new 5 -inch pavement section. The proposed pavement section will consist of 3- inches of hot - mix asphalt binder course and 2- inches of hot -mix asphalt surface course. The Village's construction estimate for this work is $100,000. 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 no later than February, 2012 and constructed during the 2012 construction season. SCOPE OF SERVICES DESIGN ENGINEERING: Design services will include geotechnical investigation, limited topographic survey, preparation of Contract Documents in Bid Booklet format and estimates, permitting and bidding assistance. Our scope of services includes, but is not limited to, the following: Task 1 — Pavement Cores: CBBEL will hire Testing Service Corp. (TSC) to perform pavement cores of the subject streets. A pavement core will be taken approximately every 1,000 feet of roadway within Saddlebrook subdivision and two cores at each street in the Brook Forest subdivision for a total of 28 cores. Auger samples will also be obtained of underlying base course /subbase materials. A split -spoon will then be taken of the upper subgrade to a depth of approximately 3 feet below the top of pavement. The core holes will be patched upon completion using a cold mix asphalt. The cores will be examined by a materials technician in the laboratory, who will accurately measure and describe the various pavement courses. Subgrade samples will also be examined by a soils technician. Laboratory testing will include moisture content and dry unit weight determinations as well as pocket penetrometer estimates of unconfined compressive strength, as appropriate. Upon completion of field and laboratory work, a Pavement Core Summary report will be completed. The report will give complete pavement and base course thicknesses as well as subgrade descriptions and laboratory test data that will be used to determine the best method of rehabilitation. Task 2 — Survey: CBBEL will perform a full topographic survey of the Village Hall parking lot (Area 2). CBBEL will perform the following survey tasks (at the Village Hall parking lot improvements area only): OCGrJ= Page 2 of 6 NAPROPOSALSV DMIN\2011 \Oak Brock -2012 Paring Projec.092111REV.dm Horizontal Control: Utilizing state plane coordinates, CBBEL will set recoverable primary control utilizing our GPS equipment. Vertical Control: CBBEL will perform a level circuit throughout the entire length of the project establishing benchmarks and assigning elevations to the horizontal control points. The elevations will be based on NGVD of 1929 to coincide with the DuPage County datum. Topographic Survey: CBBEL will field locate all pavements, driveways, curb and gutters, pavement markings, signs, manholes, utility vaults, drainage structures, cross road culverts, etc. Cross - Sections: CBBEL will survey cross - sections of the parking lot at 25' intervals extending from 10' past the limits on either side. Utility Survey: CBBEL will utilize existing storm and sanitary sewer information that has been surveyed during the GIS Project for the Village. Above ground facilities of any additional underground utilities including water main, gas, electric, cable, etc. will also be located. Tree Survey: CBBEL will locate all trees over 6 inches in diameter within twenty feet of the existing right of way. CBBEL will also obtain utility information from all known utility companies along the project corridor and include the utility information in the existing conditions base sheets developed from the above information. The base sheets will be drafted at a scale of 1 " =20'. Task 3 — Field Reconnaissance: CBBEL Construction Staff will perform a Field Reconnaissance of the streets to be resurfaced or patched. The purpose of the Field Reconnaissance will be to determine the limits of curb and gutter repairs, sidewalk replacement to meet ADA requirements (if applicable), full depth pavement patching, and drainage issues. To ensure all existing drainage issues are detected, CBBEL will complete a site inspection following a rain event to determine any ponding locations. Ponding areas greater than '11;' in depth will be noted. CBBEL will also provide center line stationing at 100' intervals and will survey cross - sections as deemed necessary to ensure proposed typical cross sections are feasible. The results of the Field Reconnaissance will be used to prepare the bid booklet. The results of the Field Reconnaissance will be reviewed with the Engineering Department and compared to previous estimates to determine their impact on the estimated construction cost. Task 4 — Preparation of Contract Documents: CBBEL will prepare Contract Documents for the proposed improvements. The documents will generally consist of typical sections, special provisions, construction details, pay items and estimated bid quantities. Quantities will be estimated from site measurements and Village Staff input. Preliminary Contract Documents will be submitted to the Village for review no later than December 2011. Task 5 — Bidding Assistance: CBBEL will provide the Village with Contract Documents to be distributed to all bidders, and will be present at the bid opening to be held at Village Hall. CBBEL will review and tabulate all of the bids, check references, and make a recommendation of award. ocGf;m Page 3 of 6 N 9PROPOSAMADMIM2011 \Oak Brook -2012 Paving Projed.092111 REVAM DETERMINATION OF FEE CBBEL proposes the following not to exceed fees for each of the tasks described above for each Area: Area 1 (Saddle Brook Subdivision): $1.900.000 Construction Estimate per Village DESIGN ENGINEERING SERVICES Task 1 — Pavement Cores Task 2 — Survey Task 3 — Field Reconnaissance Task 4 — Preparation of Contract Documents Task 5 — Bidding Assistance DESIGN ENGINEERING SERVICES Task 1 — Pavement Cores Task 2 — Survey Task 3 — Field Reconnaissance Task 4 — Preparation of Contract Documents Task 5 — Bidding Assistance $ 5,000 $ 0 $25,500 $27,250 $ 1,500 Sub Total $59,250 $ 0 $ 0 $ 1,500 $ 1,750 $ 0 Sub Total $ 3,250 Area 3 (Kensington Court Paving Patching): $100,000 Construction Estimate per Village DESIGN ENGINEERING SERVICES Task 1 — Pavement Cores $ 0 Task 2 — Survey $ 0 Task 3 — Field Reconnaissance $ 500 Task 4 — Preparation of Contract Documents $ 250 Task 5 — Bidding Assistance $ 0 Sub Total $ 750 DESIGN ENGINEERING SERVICES Task 1 — Pavement Cores $ 2,000 Task 2 — Survey $ 0 Task 3 — Field Reconnaissance $ 1,500 Task 4 — Preparation of Contract Documents $ 1,250 Task 5 — Bidding Assistance $ 0 Sub Total $ 4,750 OCN. Page 4 of 6 N :TROPOSALSNDMIN12011 \Oak Brook.2012 Paving Projed.092111 REV.dm Area 5 (Village Hall Parking Lot): $100,000 Construction Estimate per Village DESIGN SERVICES Task 1 — Pavement Cores Task 2 — Survey Task 3 — Field Reconnaissance Task 4 — Preparation of Contract Documents Task 5 — Bidding Assistance Sub Total $ 700 $ 3,500 $ 1,500 $ 5,800 500 $12,000 DESIGN ENGINEERING SERVICES TOTALS Task 1 — Pavement Cores $ 7,700 Task 2 — Survey $ 3,500 Task 3 — Field Reconnaissance $30,500 Task 4 — Preparation of Contract Documents $36,300 Task 5 — Bidding Assistance $ 2,000 Total $80,000 DIRECT COSTS Outside Copies, Blueprints, Messenger, Delivery Services Total $ 2,500 GRAND TOTAL $82,500 OCGfj. Page 5 of 6 NAPROPOSALS\ADMIN12011 \0ak Brook -2012 Paving Project.092111 REVAOc 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. Sincer Christopher B. #RhD, PE, D.WRE, F.ASCE President L IN . VVIiV ieR Ma I_t OVITlnP'f� 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: Occr= Page 6 of 6 N: \PROPOSAMADMIN @011 \Oak Brock -2012 Pamg Proje .OB2111REV.dac . y �� �. ��� t .W�� r ,, , � tell 444 : c f "}i., .. �'-� .�C :�� if _� jam, ,� ,, ,` '�a :j 3 �J'.. � _ �'. �. - � .... .._ � -tom. i-,. ,,. r ... �iL ���.� . . tali mti.'� #. t i� (t � r .r]_ � �� �, r �,�� �. � �, , ,i ��f�' ��l +.i. �, _ .. ... c. ., � . ! ,. _ ._,� g� ... . - �r r k�; , :. .. , -. - , �� i �. -. `�.1♦ - -, � ,. _. \V _. 1*1 P r l �. - --.__. :. �, � ;, �. .. .} � �hr s.: .. .. - `\ � :ss i -� ,k ,,_ 'q �� "... ; .' � � � / //J '� t � t' CHRISTOPHER B. BURKE ENGINEERING, LTD. STANDARD CHARGES FOR PROFESSIONAL SERVICES JANUARY, 2009 Personnel Principal Engineer VI Engineer V Engineer IV Engineer I II Engineer 1 /II Survey V Survey IV Survey III Survey II Survey l Resource Planner V Resource Planner IV Resource Planner III Resource Planner 1 /11 Engineering Technician V Engineering Technician IV Engineering Technician III Engineering Technician 1 /11 CAD Manager Assistant CAD Manager CAD II CAD GIS Specialist III GIS Specialist 1 /11 Landscape Architect Environmental Resource Specialist V Environmental Resource Specialist IV Environmental Resource Specialist III Environmental Resource Specialist 1 /11 Environmental Resource Technician Administrative Engineering Intern Survey Intern Information Technician III Information Technician 1 /11 Direct Costs Outside Copies, Blueprints, Messenger, Delivery Services, Mileage `Charges include overhead and profit Charges' /Hr 240 210 173 138 125 102 178 132 127 100 78 112 108 100 88 150 132 107 97 138 126 125 98 120 67 138 154 134 114 94 90 88 53 53 97 62 Cost + 12% Christopher B. Burke Engineering, Ltd. reserves the right to increase these rates and costs by 5% after December 31, 2009 Please note: In recognition of the economic challenges facing our clients, we have not increased our schedule of charges since January 2009.