HomeMy WebLinkAbout06/07/2016 CIPP Construction EngineeringItem VIII. F.: MOTION TO ACCEPT PROPOSAL FOR CIPP CONSTRUCTION ENGINEERING IN AN AMOUNT
NOT TO EXCEED $59,225.
Department: Public Works Department
Information:
In the current budget, staff requested funds for continuing the combined and separate sewer system repairs. The
combined sewer repairs were identified during the updated review of the Combined Sewer System Evaluation Study
(CSSES) completed in 2015.
The CIPP program for 2016 includes 31 pipeline segments totaling 8,452 lineal feet of cured -in -place -pipelining
(CIPP) on sewers ranging in diameter from 12 to 33 inches. The ongoing CIPP program continues to be as large and
demanding as previous years. Therefore staff is recommending the use of an engineering consultant to assist staff
in the oversight of the 2016-2017 cured -in-place pipelining program. Of significance for 2016 is that there is 2,031
lineal feet of 33" sewer being lined and this large of lining requires a greater amount of oversight to ensure that the
contractor is adhering to the specifications.
Staff prepared a Request For Proposals (RFP) for engineering and construction observation services along with
general contract administration assistance for the 2016 and the 2017 Cured In Place Pipelining projects. The RFP
was sent to three firms familiar with the CIPP process and familiar with the Village's sewer systems. The firms were
Baxter & Woodman Consulting Engineers of Crystal Lake, Burns and McDonnell Engineers of Downers Grove and
the CIORBA Group of Chicago. All three firms are qualified to perform the work and the RFP also looked at local and
regional experience, staffing and availability to perform the work as needed by the Village.
The RFP was prepared as a two-year request as the 2015 study has clearly identified sufficient pipe segments to be
lined for the next several years and the maintenance of a professional relationship with one firm for at least a two year
period would streamline the process and reduce staff time in preparing and requesting RFPs each year. The RFP
identified a similar number of segments and a similar amount of lineal footage for the CIPP work in 2017 so that the
firms could estimate their man-hours and make a firm proposal with prices.
The CIORBA group advised that at this time they are not able to provide the on-site project assistance that is required
for this year's project and declined to submit a proposal. The two other firms acknowledged that they had the
appropriate staffing to provide assistance and presented proposals for review. Staff reviewed the proposals which
were presented and these proposals were rated according to our internal proposal review process.
Proposals are reviewed and scored in the following categories:
1
Response to RFP- Did Proposer answer/address all requirements
2
Technology
(a). Project Understanding & Implementation Plan
(b). Company Experience & Project Team Qualifications
3
Experience -Are they new or are they a proven solution
4
Proposal layout - was everything laid out and understandable
5
Proposal thoroughness
6
Team - Does the Project Team look viable
7
Local experience/projects
8
Regional experience/project
Scores for each category were tallied and the highest total score overall indicated the firm that was to be considered
for the work. Each firm also submitted a separate price proposal which was considered in the final tally. The scores
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Baxter & Woodman 90 out of 100
Burns & McDonnell 87 out of 100
A review of both proposals showed that each firm figured a similar amount of staff hours that would be invested in the
project; 368 — 370 man-hours for each year.
Baxter & Woodman, Consulting Engineers of Crystal Lake, Illinois prepared both the initial CSSES and the 2015
update studies that provided the Village with detailed information about the condition of the Village's combined
sanitary sewer system. The firm is very familiar with the Village's infrastructure rehabilitation program and is attuned
to our customer oriented work philosophies. Baxter & Woodman has provided similar services over the previous
several years. All of these projects were executed without incident and culminated in a satisfactory completion.
Baxter & Woodman Consulting Engineers of Crystal Lake was determined to be the most qualified firm with
extensive experience for this area of engineering.
Engineering services for this type of work have usually ranged about 10-12% of the overall project costs. The
engineer's estimate for the 2016 CIPP project is $1,125,114. The bid award for 2016 was $679,413. Baxter &
Woodman's engineering services proposal at $59,225 represents approximately 9% of awarded CIPP work.
As part of the RFP, both firms had to indicate what their annual increase in fees would be for 2017. Baxter &
Woodman indicated that there would be no increase (0%) in their fees for the 2017 CIPP construction observation,
engineering services and general contract administration. It is the opinion of staff that this fee is reasonable and cost-
effective.
Alternatives:
1. Accept proposal for CIPP construction engineering services.
2. Discretion of the Village Board.
Budget Impact:
This proposed award will require the expenditure of $59,225 in 2016 and 2017.
Recommendation:
Staff recommends accepting the proposal from Baxter & Woodman of Crystal Lake, Illinois to provide specified
CIPP construction engineering services in an amount not to exceed $59,225. This award is for a two (2) - year term.
Expenditures in 2017 will also be limited to $59,225.
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
INFRASTRUCTURE: Well designed, well maintained public spaces and facilities
ATTACHMENTS:
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