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HomeMy WebLinkAbout11/07/2017 Accept Proposal for Levee 37 Storm Sewer Improvements Design Engineering BoardDocs® ProPage 1 of 5 Agenda Item Details MeetingNov 07, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category8. VILLAGE MANAGER'S REPORT Subject8.1 Motion to accept proposal for Levee 37 Storm Sewer Improvements Design Engineering in an amount not to exceed $287,373. AccessPublic TypeAction Preferred DateNov 07, 2017 Absolute DateNov 07, 2017 Fiscal ImpactYes Dollar Amount287,373.00 BudgetedYes Budget SourceFlood Control Construction Fund Recommended ActionAccept the proposal for Levee 37 Storm Sewer Improvements Design Engineering services submitted by Christopher B. Burke Engineering, Ltd., of Rosemont, Illinois in an an amount not to exceed $287,373. Public Content Background Levee 37 is an earthen levee and sheet pile/concrete floodwall constructed on the west side of the Des Plaines River to provide flood protection for residents and businesses in Mount Prospect and Prospect Heights. It extends along Des Plaines River Road from an origin north of Euclid Avenue to Milwaukee Avenue and onward to Palatine Road. Levee 37 was designed to protect homes and businesses from inundation by the Des Plaines River. The levee wall serves as a physical barrier between record river crests and the adjacent residential neighborhoods. It was designed and constructed by the U.S. Army Corps of Engineers (USACE). Local partners included the Illinois Department of Natural Resources (IDNR), the City of Prospect Heights (Prospect Heights), and the Village of Mount Prospect (the Village). Construction was completed in 2011. The design of the levee system includes three (3) pumping stations. Two (2) of these pumping stations are situated in Mount Prospect (Pump Station 1 and Pump Station 2). The third pumping station is located in Prospect Heights. The attached map depicts the levee line of protection, pump station locations, and drainage basins. The levee provides effective protection from river flooding. It was tested by the record Des Plaines River crest in 2013 and several subsequent elevated crests that would have generated flooding conditions if the levee were not constructed. It is effective because it forms a complete seal between the river and adjacent land. https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/6/2018 BoardDocs® ProPage 2 of 5 This seal prevents the river from overtopping its banks. However, it also prevents rain water collected in the storm sewers tributary to the levee from discharging to the river. When the river level rises, backwater valves on the storm sewer discharge pipes close; isolating the storm sewers from the river. These devices prevent river water from flooding adjacent neighborhoods via the storm sewer system. This mode of flooding occurred during a river crest in 1987 that damaged dozens of homes and rendered local streets impassable for days. When the storm sewer backwater valves are closed, rainwater that falls in the neighborhoods near the levee is diverted to the pumping stations. The pumping stations were designed and constructed by the USACE as part of the levee project. The pumps have the capacity to discharge water at a combined rate of 60 cubic feet per second (CFS). Under normal weather and river conditions, rainwater is collected by the storm sewer system and conveyed to the river via gravity discharge (no pumping stations) at a rate of approximately 240 CFS. The original design of the levee system assumed that the circumstance where the river level is high, storm sewer backwater valves are closed, and significant rain falls in adjacent neighborhoods was rare. However, it is our experience that this condition is much more commonplace. Street and structure flooding occurs because of the inadequate pump station discharge rate. In 2015, the Village engaged Christopher B. Burke Engineering. Ltd. (CBBEL) to conduct an analysis of the storm sewers tributary to Levee 37; including the pumping stations. Their final report is enclosed as Attachment B. The report concludes that pumping station and storm sewer system improvements should be constructed to increase the drainage basin discharge rate from 60 CFS to 240 CFS during elevated river levels. USACE and IDNR concur with this recommendation. This proposed work would include modification of the existing levee pumping stations as well as construction of storm sewers and storm water detention facilities in the residential neighborhoods adjacent to the levee. USACE has agreed to design and construct the pump station improvements. They are owed a balance of funds from IDNR for expenditures made during levee construction. Pursuant to the agreement between USACE and IDNR, some of these expenditures are the responsibility of IDNR. USACE is seeking reimbursement of these funds and has indicated they will utilize reimbursed monies to fund pump station improvements. Attachment C is a letter from USACE Levee 37 Project Manager Jeff Zuercher to IDNR Office of Water Resources Engineering Studies Section Chief Rick Gosch requesting reimbursement of $2,971,130.18. IDNR has verbally indicated the amount could be remitted in January 2018 provided the Governor's Office of Management and Budget authorizes the expenditure. USACE and Village staff are optimistic that this balance due is adequate to fund desired pump station improvements. Staff now proposes to initiate design of the companion Alternative 3 and Alternative 6 storm sewer improvements recommended in the 2015 CBBEL Levee 37 Drainage Study. Alternative 3 improvements include construction of relief storm sewers and a 11.6 acre-foot storm water detention facility near Robert Frost School. Alternative 6 improvements include new relief storm sewers and a 7 acre-foot storm water detention facility near Indian Grove School. The estimated cost to construct these facilities is $3.2 million. Funding for these projects must be locally derived. Excess funds in the Levee 37 appropriation cannot be utilized for the construction of local storm sewers without explicit authority from the U.S. Congress. Staff envisions that each component of this proposed project, including the pump station improvements, Alternative 3 improvements (Robert Frost School area), and Alternative 6 improvements (Indian Grove School area) can be pursued independently as distinct projects or collectively as a single endeavor. Provided USACE receives timely reimbursement of funds from IDNR, staff expects that pump station improvement designs will be completed by 2018 and ready for construction in 2019. We propose to pursue a similar schedule for the design of Alternative 3 and Alternative 6 improvements. Adherence to this schedule will avail an opportunity to realize economies of scale by constructing all components as a unified project. Pursuit of this timeline will also facilitate completion of plans and specifications in advance of construction. Completed construction plans, or "shovel ready" projects, present the best opportunity to secure grant or low-interest loan funding. As a recourse in the event grant or low-interest loan funding is not available, staff has planned a $3.36 million expenditure from the Flood Control Construction Fund for the construction of Alternative 3 and Alternative 6 improvements in 2019. Request for Proposals (RFP) https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/6/2018 BoardDocs® ProPage 3 of 5 To design these improvements, staff requires technical assistance from a qualified civil engineering consultant. Accordingly, staff prepared a detailed request for proposals (RFP) necessary to solicit these services. A copy of this RFP is enclosed as Attachment D. Consulting engineers were asked to submit a technical proposal detailing the firm's background, key personnel, and approach to the project. In addition, each firm was also asked to submit a separate cost proposal indicating work effort anticipated and a not-to- exceed fee. The required scope of work included topography and field data collection; preparation of plans and bid documents; meetings and presentations to school and park district boards, staff, and other stakeholders; solicitation of grant funding or low-interest financial aid; and obtaining all necessary regulatory permits (USACE, IDNR, IEPA, IDOT, etc.). RFPs were distributed to four (4) local engineering firms with expertise in the design and construction of storm water management systems. RFP Results Four (4) technical proposals and four (4) cost proposals were received. Each proposal was evaluated based on the background of the firm, related project experience, proposed services and scope of work, schedule, work effort, and proposal content. Attachment E provides further explanation of these evaluation criteria. Each firm received a point ranking (total points = 100) for each criteria. Table 1 below summarizes this analysis: Table 1 - Consultant Rankings Max. Christopher Burns & Baxter & Gewalt Category PointsBurkeMcDonnellWoodmanHamilton Background201918158 Experience2019141818 Scope2524181510 Schedule15131057 Work Effort108695 Content1010953 Total:10093756751 The highest rated firm was Christopher B. Burke Engineering, Limited (CBBEL) of Rosemont, Illinois. The CBBEL proposal provided numerous examples of storm water projects that integrated municipal, school district, park district, and regulatory agency stakeholders. Examples cited included successful projects in Park Ridge, Bartlett, Deer Park, Elmwood Park, River Forest, and Winnetka. In addition, their proposed project team members have unique experience as authors of a recent flood study in the City of Prospect Heights as well as the Village of Mount Prospect's 2015 Levee 37 Flood Study. Furthermore, the firm was intrinsically involved in the Village's successful efforts to petition USACE for pump station upgrades and IDNR for authorization to increase the pump station discharge rate from 60 cfs to 240 cfs. Finally, the firm's principal, Christohper B. Burke, holds a PhD in civil engineering and is a professor of civil engineering at the University of Illinois-Chicago. He wields national renown as a storm water management subject matter expert offering a distinct cachet that could serve the Village's interests well in interactions with the school district, park district, USACE, IDNR, and other stakeholders. It is the opinion staff that CBBEL is the best qualified firm to design the proposed Levee 37 storm water improvements. CBBEL's technical proposal is enclosed as Attachment F. Each firm was asked to submit a cost proposal as well. Table 2 below summarizes staff's analysis of costs: Table 2 - Cost Proposal Summaries FirmHoursTotal CostCost / Hour Gewalt Hamilton2,500$239,876$96 Baxter & Woodman2,088$268,360$129 Christopher B. Burke1,885$287,373$152 Burns & McDonnell1,170$199,879$171 Averages:1,911$248,872$13 7 Staff estimated 2,100 hours to complete the project at an approximate cost of $315,000 ($150/hour). Design engineering services and bid document preparation are estimated to be approximately 8-10% of anticipated construction costs ($3.2 million). https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/6/2018 BoardDocs® ProPage 4 of 5 The lowest cost proposal was submitted by Burns & McDonnell of Itasca, Illinois. However, it is staff's opinion that Burns & McDonnell does not appropriate sufficient resources and work effort to successfully prosecute the project. The second lowest cost proposal was submitted by Baxter & Woodman of Crystal Lake, Illinois. However, it is the opinion of staff that CBBEL has submitted a more qualitative proposal and assembled a uniquely qualified project team that will better serve the Village's needs. CBBEL cost proposal is 14-1/2% higher than the average cost proposal received for this project. It is 9.2% lower than staff's anticipated cost ($315,000). A copy of CBBEL's submitted cost proposal is enclosed as Attachment G. It is staff's opnion that CBBEL understands the proposed project, has prepared a thorough proposal based on extensive and unique experience, and is best qualified to perform the work. Staff has also concluded that CBBEL has allocated sufficient work effort (1,885 hours) and their average hourly rate ($152) is competitive. Alternatives 1. Accept proposal for Levee 37 Storm Sewer Improvements design engineering services submitted by Christopher B. Burke Engineering, Ltd. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the proposal for Levee 37 Storm Sewer Improvements Design Engineering Services submitted by Christopher B. Burke Engineering, Ltd. of Rosemont, Illinois in an amount not to exceed $287,373. ATTACHMENT A _ LEVEE 37.JPG (67 KB) Attachment B _ Levee 37 Flood Study Final Report.pdf (12,486 KB) ATTACHMENT C _ DP I IDNR Funds Request FY17.pdf (132 KB) Attachment D _ Levee 37 Phase 2 Engineering RFP.pdf (19 KB) Attachment E _ RFP Evaluation Criteria.pdf (105 KB) Attachment F _ CBBEL Technical Proposal_Levee 37 Landside Storm Improvements.pdf (9,955 KB) Attachment G _ CBBEL Cost Proposal _ Levee 37 Landside Storm Improvements.pdf (138 KB) Administrative Content Executive Content Motion & Voting Accept the proposal for Levee 37 Storm Sewer Improvements Design Engineering services submitted by Christopher B. Burke Engineering, Ltd., of Rosemont, Illinois in an an amount not to exceed $287,373. https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/6/2018 BoardDocs® ProPage 5 of 5 Motion by Michael Zadel, second by Paul Hoefert. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/6/2018