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R-1996 - 04/12/2022 - WATER MAIN CONTRACT - Resolutions THE VILLAGE OF OAK BROOK COOK AND DUPAGE COUNTIES, ILLINOIS RESOLUTION NUMBER 2022-ENG-DESIGN-AG-EX-R-1996 A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND TROTTER AND ASSOCIATES, INC., FOR THE HARGER ROAD WATER MAIN REPLACEMENT PROJECT GOPAL G. LALMALANI, Village President CHARLOTTE K. PRUSS, Village Clerk LAURENCE HERMAN MICHAEL MANZO JAMES NAGLE A. SURESH REDDY EDWARD TIESENGA ASIF YUSUF Village Board Published in pamphlet form by authority of the President and the Board of Trustees of the Village of Oak Brook on this the 12th day of April, 2022 RESOLUTION NO. 2022-ENG-DESIGN-AG-EX-R-1996 A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND TROTTER AND ASSOCIATES, INC. FOR THE HARGER ROAD WATER MAIN REPLACEMENT PROJECT WHEREAS, the Village of Oak Brook is a municipal corporation with authority provided for and granted pursuant to the Illinois Municipal Code to exercise certain powers and perform certain functions pertaining to its local government and affairs; WHEREAS, the Village of Oak Brook (hereinafter referred to as "Village") upon approval of the corporate authorities may enter into an Agreement with another party pursuant to Illinois Statute; WHEREAS, the Harger Road Water Main Replacement Project (the "Project") is a budgeted line item in the Village's 2022 Budget and said Project is being recommended by Staff in preparation of the Harger Road STP Resurfacing Project proposed for 2023; WHEREAS, as a result of the Project the new water mains will replace the existing ones that have reached the end of their useful life; and furthermore, the replacement of this water main section should not only eliminate future repairs, but also any potential damage those repairs may have on the newly resurfaced roadway; WHEREAS, the estimated construction cost for this Project is approximately $1,250,000.00; WHEREAS, in order to seek bids, Staff recommends the engagement of an engineering firm to design for construction, 2,850 feet of 10-inch water main within the limits of Spring Road and the newly constructed multi-use path, as well as 560 feet of 8-inch water main directionally bored from Harger Road to the Timber Trails community at Forest Trail; WHEREAS, Trotter and Associates, Inc.. (hereinafter referred to as "Company" has submitted a proposal to the Village to provide said services pursuant to the Professional Engineering Services Agreement (hereinafter the "Agreement") for the Project in an amount not- to-exceed $140,220.00; WHEREAS, the Village believes that the approval of the Agreement(attached hereto and incorporated herein as Exhibit A) and contracting with Company for the purposes of providing professional engineering services will provide the necessary research required to progress with the Project in an efficient and effective manner; and WHEREAS, in the opinion of the Corporate Authorities, it is in the best interests of the Village to enter into the Agreement for the purposes referenced herein. NOW, THEREFORE, BE IT RESOLVED by the Village President and Board of Trustees of the Village of Oak Brook, Cook and DuPage Counties, Illinois as follows: Section One — Recitals 2 The Corporate Authorities hereby find that all of the recitals hereinbefore stated as contained in the preamble to this resolution are full, true and correct and do hereby, by reference, incorporate and make them part of this resolution as legislative findings. Section Two —Approval of Agreement The Village hereby approves the Agreement substantially in the form attached hereto and made a part hereof collectively as Exhibit A. Section Three—Authorization and Direction The Village Manager is hereby authorized to execute, and the Village Clerk is hereby authorized to attest the Agreement, substantially in the form of such agreement attached hereto as Exhibit A, with such changes therein as shall be approved by the Village Attorney and the officials of the Village executing the same, their execution thereof to constitute exclusive evidence of their approval to any and all changes or revisions therein from and after the execution and delivery of such Agreement. Section Four- Other Actions Authorized The officers, employees and/or agents of the Village shall take all actions necessary or reasonably required to carry out and give effect to the intent of this Resolution and otherwise to consummate the transactions contemplated herein, and shall take all actions necessary in conformity therewith including, without limitation, the execution and delivery of all documents required to be delivered in connection with the transaction contemplated herein. Section Five - Authorization of Expenditures The Corporate Authorities hereby authorize and direct the expenditure of all costs related to the execution of the Agreement, additionally, the Village is authorized and directed to allocate and spend all necessary funds to fulfill the requirements of the Agreement and of this Resolution. Section Six—Waiver of Bidding Process To the extent that any requirement of bidding would be applicable to the transactions contemplated hereunder, the same is hereby waived. Section Seven - Acts of Village Officials That all past, present and future acts and doings of the officials of the Village that are in conformity with the purpose and intent of this resolution are hereby, in all respects, ratified, approved, authorized and confirmed. Section Eight—Effective Date This resolution shall be in full force and effect from and after its passage, approval and publication as provided by law. Section Nine - Publication 3 This resolution shall be published in book or pamphlet form as provided by the Illinois Municipal Code. Section Ten—Conflict Clause All resolutions, parts of resolutions or board actions in conflict herewith are hereby repealed to the extent of such conflict. Section Eleven —Saving Clause If any section, paragraph, clause or provision of this resolution is declared by a court of law to be invalid or unconstitutional, the invalidity or unconstitutionality thereof shall not affect the validity of any other provisions of this resolution, which are hereby declared to be separable. Section Twelve— Recording This resolution shall be entered into the minutes and upon the journals of the Board of Trustees of the Village of Oak Brook. The Remainder of this Page has been Intentionally Left Blank/Roll Call Vote follows: 4 APPROVED THIS 12th day of April 2022. c Gopal G. Lalmalani Village President PASSED THIS 12th day of April 2022. Ayes: Trustees Herman, Manzo, Nagle, Reddy, Tiesenga, Yusuf None Nays: Absent: None ATTEST: Charlotte K. Pruss Village Clerk a.� 5 Exhibit A Agreement 6 V11IOrl'rR_ �ASSOC:IATES, INC:. ENGINEERS LAND SURVEI'ORS April 4th, 2022 Rick Valent Village of Oak Brook Public Works Director 3003 Jorie Boulevard Oak Brook, Illinois 60523 Re: Harger Road Water Main Replacement Professional Services Agreement Dear Mr. Valent, Trotter and Associates, Inc. (ENGINEER) is'pleased to provide professional services to The Village of Oak Brook(CLIENT)for the Harger Road Water Main Project (hereinafter referred to as the "PROJECT"). Project Background The Village provides an average of approximately 2.25 MGD to its residential, commercial, and industrial customers. In addition to Oak Brook, the service area includes portions of Elmhurst, Villa Park, Westchester, Oakbrook Terrace, and unincorporated Downers Grove. Water is supplied by the DuPage Water Commission,sourcing water from Lake Michigan.The Village owns approximately 70 miles of water main of varying sizes, ages, and conditions throughout the system. In 2017, the Village commissioned a Water Master Plan and selected TAI through a qualifications-based selection process to complete the Plan in collaboration with Village staff. Part of this Plan was dedicated to the identification of water main replacement capital improvements. These improvements were selected and prioritized based on main break history, available fire flows (hydraulic modeling), size, material,soil conditions,and other criteria developed by the team.Two of the projects identified included main replacement along Spring Road at Harger, as well as a Tuscan Woods extension to loop dead-end, smaller diameter main along Harger Road not capable of conveying the desired fire flows.A portion of the water main replacement was completed in conjunction with the Village's recently completed Multi-Use Path and Water Main Replacement Project.The Village has elected to move forward with replacement of the remaining Harger Road 8-inch and 10-inch main between Spring Road and Salt Creek. The Village has received federal funding through the STP program to resurface Harger Road in 2023, and as such replacement of the main along this route has been identified as a priority for completion prior to the roadway improvements. The scope of this project also includes directional drilling of approximately 560 feet of 8-inchg main from Harger Road to Forest Trail, replacing the existing main under Salt Creek. It should be noted that a preliminary review of County DFIRM mapping shows the Forest Trail cul-de-sac within the Floodway, as well as portions of Harger Road where the drilling would extend within the 100- Year Floodplain. It is anticipated that permitting of these improvements would require a full 9-tab DuPage County stormwater submittal for the portions within the floodplain, as well as USACE and IDNR coordination and permitting for the portions within the floodway. This has been incorporated into the scope as an "Optional Task"for the Village to include for execution if necessary. y VE OF OAA I9 Village of Oak Brook = Harger Road Water Main Replacement A �� April 41h,2022 �ouHtr.o Merver RoeC 4YeterMain Reolecement rONF ,i !-W&A a� ZOM� -_ Village tli' - -� Fic ZONE 1711214 ZONE � r \ -IGh't y ZONE % ZONF N, aZONE ZONE s ZONf AE '„!, # ��i f-�'�j- ZONE X r trrNE ONE �- 7 ` / 1 FF 1i x� _ IGhk At F ZONEZONE .� TON( AE 10NE Al G. IONF AE \: ZONE._ ZONE % % _ r 'yr ior+k t DuI,p C-1, vin tltw EKi`-IaIF a>z.mzaxsz*s--r.-»s=s„ .. M—A.n TechmlMy Rpa rtm[rt rDlS Dwkim E-9-0--P ­9 421 NC—ty Farm Rd S. /. Nfiertm.IL 6A1B7 Ja2J*aza�sn*+.oz - ;aFy rq+t DEW to aclJ Project Understanding The Village has outlined eight tasks associated with the design-stage engineering services, which very closely mirror TAI'S typical approach to water main replacement program projects.Task#1-4 will focus on field surveys and utility coordination, as well as subsurface investigations. Task #5 represents the development of 50% engineering plans, specifications and cost estimates. Task #6 includes the preparation and submittal of IEPA permitting documents.Task#7 brings the plans,specifications,and cost estimate to the 100%level, incorporating regulatory and Village review comments.Task#8 covers project coordination and work sessions as necessary throughout the duration of the design phase. The construction phase engineering services are detailed with the Request for Proposals as four main tasks. Task #1 covers pre-construction services, facilitating the pre-con meeting and associated agenda/minutes, as well as a review of the Contractor's schedule. Included in Task#2 is a review of all submittals to ensure compliance with the plans and specifications. Task #3 details the construction observation services,which outlines approximately nine hours per day for a full-time resident engineering with an anticipated 45-day construction schedule.Task#4 Post-Construction includes preparing a full set of record drawings and compiling the final payment request for Village review and approval. 2 � , 0 Of OAR Village of Oak Brook o Harger Road Water Main Replacement April 411,2022 Scope of Services The below Scope directly reflects the work detailed within the Village's Request for Proposals. No exceptions are taken to the scope,aside from optional Task#9.This optional task reflects the stormwater permitting requirements necessary through DuPage County/IDNR/USACE due to the presence of floodway and floodplain along select portions of the route. DESIGN PHASE ENGINEERING Task 1—Field Reconnaissance and Base Sheets 1. Existing Right-of-Way:Establish the approximate existing right-of-way of theroadways within the project limits based on GIS, plats of highways, subdivision plats and any other available information. 2. Utility Survey and Coordination: Utilize GIS maps to identify the approximate location of utilities. All existing storm and sanitary sewers will be surveyed to determine rim and invert elevations and pipe sizes. Above ground facilities of any additional underground utilities including water main,gas, electric, cable, etc. will also be located. 3. Tree Survey: Locate all trees over 6" inches in diameter within the existing right- of-way and ultimately the proposed right-of-way for the project in order to assess potential tree impacts, if any, associated with the project. The located trees will be identified by type (deciduous or coniferous) and the size and condition determined as appropriate. 4. Base Mapping: Compile all of the above information onto aerial base maps at 1"=20' scale that is representative of existing conditions for use as the base sheet for the construction of any public or private improvements. Task 2—JULIE Utility Survey 1. Coordinate with utility owners and with JULIE to retrieve atlas information for all applicable underground utilities including water main, gas, electric, cable, etc. Compile all utility atlas information into the base map. Locations of existing utilities/improvements/systems shown on the base map will be the compilation of available utility plans provided by utility owners and JULIE utility coordination. Task 3—Geotechnical Investigation and LPC-662/663 Analysis 1. Obtain six (6) pavement cores/soil borings to determine the existing cross-section of the pavements and subsurface soil conditions within the project area. Borings adjacent to Salt Creek will be drilled to a depth of approximately twenty-five (25) feet. Prepare a report describing existing soil conditions and makerecommendations. 2. The soil will also be tested for potential contaminants. Perform investigation and testing work necessary to substantiate completion of IEPA Form LPC-663 for the Village to use during construction.This work will include collection/preservation and testing of soil samples. 3 irV,Of OAA s9 Village of Oak Brook 'e Harger Road Water Main Replacement April 4t',2022 `�cEcouwtv,,x Task 4—Utility Coordination 1. Based on existing utility information obtained and drafted during Tasks 1 and 2, provide preliminary plans to the utility companies to verify their locations and confirm any potential conflicts. Identify potential conflicts and coordinate any relocations, if necessary. Task 5—Preliminary Plans,Specifications and Estimate (50%) 1. Prepare preliminary contract documents consisting of plans, specifications, estimate of time, status of utilities to be adjusted and an estimate of construction cost.The plans will be prepared in accordance with Village,IEPA and IDOT design criteria. 2. Use IDOT standard pay items or Village standard details and special provisions where applicable. Plans,special provisions,and the estimate of cost will be submitted to the Village and any review agencies for review. 3. Complete the following sheets and associated man-hours that are anticipated: #of Hours per Sheet Hours Sheets Sheet Title Sheet 1 1.0 1 General Notes/Summary of Quantities 2 1.5 3 Alignment,Ties and Benchmark Sheets(1"=50') Typical Sections Utility Plan and Profiled (1"=20') 11 3.3 36 Construction Details 3 1.3 4 Specifications -- -- 12 Cost Estimate/Quantities 1 -- -- 2 TOTAL 17 3.4 58 Task 6—IEPA Water Main Construction Permitting 1. Prepare and submit an IEPA construction permit application for all water main improvements associated with the project. 2. Make revisions to plans and specifications based on comments received by IEPA. Permit application fees are not included in this task and shall be paid by the Village outside of this agreement, if required. Task 7—Final Plans,Specifications and Estimate(100%) 1. Make revisions to the preliminary submittal based on Village and any review agency final review comments. The requested number of copies of plans and specifications will be submitted the Village and any review agencies for their files. In addition to printed copies, provide the plans, 4 1 P p Village of Oak Brook >y GE OF OAR B9 Harger Road Water Main Replacement `® April 411,2022 you„�v.o. specifications and estimate to the Village in electronic format (CAD and PDF). 2. A final estimate of cost and estimate of required working days will also be submitted. 3. Provide final reproducible drawings and specifications to be issued to prospective bidders. Complete the following sheets and associated man-hours that are anticipated: #of Hours per Sheet Hours Sheets Sheet Title Sheet 1 1.0 1 General Notes/Summary of Quantities 2 2.0 4 Alignment,Ties and Benchmark Sheets(1"=50') Typical Sections Utility Plan and Profiled (1"=20') 11 3.5 39 Construction Details 3 1.3 4 Specifications -- -- 12 Cost Estimate/Quantities -- -- 2 TOTAL 1 17 1 3.6 1 62 Task 8—Project Coordination and Meetings 1. Coordinate with the Village and project stakeholders throughout the design and permitting of the project. 2. Prepare agendas, presentations and meeting exhibits as requested by the Village. Following attendance at each meeting, prepare meeting summaries. 3. This proposal assumes that no public involvement will be required during the final design of this project, so this scope of work shall not include preparation for or participation in public involvement efforts undertaken by the Village. CONSTRUCTION PHASE ENGINEERING Task 1—Pre-Construction Services 1. Perform the following tasks prior to the start of construction: a. Facilitate any pre-construction meetings and prepare and circulate minutes. b. Review Contractor's construction schedule for compliance with contract documents. Task 2—Submittal Review 1. Review submittals from the Contractor for conformance with the plans and specifications. 51 PFc la G Of Off^ Village of Oak Brook ° Harger Road Water Main Replacement i® e April 4',2022 +° aq f COU NAY.� Task 3—Construction Observation 1. Provide one full-time Resident Engineer for the duration of construction. This task is estimated at 9 hours per day for 45 Working Days. Observation will include the following tasks: a. Verify the profile and alignment of the watermain provided by the Contractor. b. Check the Contractor's layout at regular intervals. c. Observe the progress and quality of the executed work 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. d. Serve as the Village's liaison with the Contractor working principally through the Contractor's field superintendent. e. Be present whenever the Contractor is performing work on the project. f. Assist Contractors in dealing with any outside agencies. g. Coordinate with the Water Department and the Contractor for testing of the water main. h. Inspect erosion and sediment measures and notify the Contractor of any deficiencies. i. Review construction notices created by Contractor and ensure they are being distributed. j. 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. k. 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. I. Maintain orderly files for correspondence, reports of job conferences, submittals, reproductions or original contract documents including all addenda, change orders and additional drawings issued subsequent to the award of the contract. m. Record the names, addresses and phone numbers of all Contractors, subcontractors and major material suppliers in the diary. n. Keep an inspector's daily report book, 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. o. 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. p. Prior to final inspection, submit to the Contractor a list of observed items requiring correction and verify that each correction has been made. q. Coordinate and conduct the final inspection with the Village, prepare a final punchlist. r. Verify that all the items on the final punchlist have been corrected and make recommendations to the Village concerning acceptance. 6 1 P 1 'OE Of 04,B9 Village of Oak Brook Harger Road Water Main Replacement April 4th,2022 +� a Task 4—Post Construction 1. Perform the following tasks once construction is complete: a. Finalize a set of record drawings. 2. Once the Contractor has fulfilled all obligations, prepare a final pay request for the Village's approval. ADDITIONAL OPTIONAL TASKS NOT INCLUDED IN THE BASE SCOPE OF SERVICES Jurisdictional Stormwater Permitting 1. Portion of the identified routing fall within the Floodway (Timber Trail) as well as the 100-Year Floodplain (Harger Road).Therefore, a DuPage County Stormwater Certification application (9- tab) is anticipated to be required. TAI will prepare the submittal including the pre-application meeting and revisions as required by the County. All fees associated with the application and permit will be paid for by the Village outside of this contract. 2. It is unknown whether regulated wetland buffers exist to the limits of the water main replacement. It is assumed that no wetlands are present, however a wetland delineation and County determination are anticipated to be required in order to complete the necessary permitting. Ecological delineation,determination,and reporting is included within this line item. Bidding Phase Services 1. Assist the Village with advertising the project for bid. 2. Attend a pre-bid meeting with the Village and prospective bidders 3. Respond to questions about bid documents. Issue addenda as appropriate to clarify, correct, or change the Bidding Documents 4. Attend the bid opening, prepare bid tabulation, and assist the Village in reviewing the bids, participate in any negotiations or clarification discussion and awarding contracts. 5. Furnish and supply drawings and project specification copies as required. Schedule The Village has not identified a formal schedule for the project, but it is noted that due to the STP funding available for programmatic year 2023, the water main replacement will need to be completed prior to roadway improvements.TAI has the staff and manpower necessary to begin the project immediately upon contract execution. Below is a sample schedule that would be reviewed with staff at the kick-off meeting: Task Description Target Completion Contract Execution/Kick-Off April 12th, 2022 Field Investigations& Utility Coordination (Task#14) May 15th, 2022 50% Plans, Specifications& Permit Submittal (Task#5-6) June 15th, 2022 100% Plans, Specifications &Coordination July 15th, 2022 *Construction services schedule dependent on Village bidding and procurement schedule. 71P �, �, t yOE OF OAt 09 Village of Oak Brook Harger Road Water Main Replacement d 0 April 4th,2022 Estimated Engineering Hours St Compensation An amount equal to the cumulative hours charged to the Project by each class of ENGINEER's employees times Standard Hourly Rates for each applicable billing class for all services performed on the Project, plus Reimbursable Expenses and ENGINEER's Consultant's charges, if any. The total compensation for services will not exceed $122,320.00 based on the following distribution of compensation: Prinicipal PLS Survey Engineer Engineer V Engineer Sr.Tech Line Item Line Item g Crew Chief VI II Total Hours Taal Cost Design Phase Engineering Services Task No.1-Field Reconnaissance&Base Sheets 8 56 24 88 5 1490000 Task No 2-JULIE Survey 8 16 24 5 427000 Task No.3-Geotech&LPC Analysis S 8.500.00 Task No 4-UtilitY Coordination 4 8 12 b 2.03000 Task No.5-60%Plans/Specs/Estimate 15 15 26 58 S 9.210.00 Task No 6-Construction Permitting TEPA 4 8 24 36 S 5,73000 Task No.7-100%Plans/S csrEstimate 16 16 30 62 b 9.84000 Task No 8-Project Coordination 2 1 1 12 1 8 16 38 S 6 310 00 Subtotal Hours 2 16 56 12 47 55 130 318 S 60.790 00 Construction Observation Phase Task No.1-Pre-Construction Services 2 2 4 8 S 1.260.00 Task No.2-Submittal Review 2 4 16 22 S 3.150 00 Task No.3-Construction Observation 405 405 S 52.250.00 Task No 4-Post Construction 2 4 24 1 30 S 48700 Subtotal Hours 0 1 0 0 1 4 181 429 1 24 1 465 1 S 61.530 00 In addition to the base scope of services listed above, the Village may elect to include the following two optional tasks if requested: Jurisdictional Stormwater Permitting $12,500.00 Bidding Phase Services $5,400.00 The total estimated compensation for ENGINEER's services included in the breakdown by phases incorporates all labor, overhead, profit, Reimbursable Expenses and ENGINEER's Consultant's charges. The amounts billed for ENGINEER's services will be based on the cumulative hours charged to the PROJECT during the billing period by each class of ENGINEER's employees times Standard Hourly Rates for each applicable billing class, plus Reimbursable Expenses and ENGINEER's Consultant's charges. The Standard Hourly Rates and Reimbursable Expenses Schedule will be adjusted annually as of January 1St to reflect equitable changes in the compensation payable to ENGINEER. 8 � I' < Ic