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HomeMy WebLinkAbout06/18/2013 Stormwater Improvements Construction Engineering Services 2013Mount Prospect Public Works Department t INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DIRECTOR OF PUBLIC WORKS DATE: JUNE 13, 2013 SUBJ: ACCEPT PROPOSAL FOR 2013 STORMWATER IMPROVEMENTS CONSTRUCTION ENGINEERING SERVICES ($136,000) Background On August 16, 2011, the Village Board commissioned Burns & McDonnell Consulting Engineers of Downers Grove, Illinois, to analyze the causes of flooding associated with a severe weather event that occurred on July 23, 2011. Burns & McDonnell was also asked to identify cost - effective recommendations to mitigate defined and recurrent flooding problems. Burns & McDonnell's report was presented to the Village Board at the March 13, 2012 Committee of the Whole meeting. Their findings and recommendations were subsequently discussed at several public meetings throughout 2012. On December 4, 2012, the Village Board authorized issuance of $2.5 million in general obligation debt to facilitate the design and construction of specified Village -owned sewer system improvements recommended in the Burns & McDonnell flood study report. On December 18, 2012, the Village Board awarded a design engineering contract to Burns & McDonnell for the preparation of plans, specifications, and bid documents necessary to construct the Hatlen Heights Stormwater Improvements, Hatlen Heights Sanitary Improvements, Lonnquist Stormwater Improvements, Lonnquist Combined Sewer Improvements, and the Lawrence Lane Stormwater Improvements. These projects are presently scheduled for construction during summer 2013. Staff has asked Burns & McDonnell to submit a proposal to provide construction engineering and inspection services for the aforementioned projects. Proposal Burns & McDonnell has submitted a proposal to provide specified full -time construction engineering and contract administration services for a not -to- exceed fee of $136,000. Attachment A details the services included in the scope of work rendered for this fee. Page 2 of 2 Accept Proposal for 2013 Stormwater Improvements Construction Engineering Services ($136,000) June 13, 2013 Discussion The fee requested by Burns & McDonnell represents approximately 7 -1/2% of the projected construction costs ($1,804,518.37). It has been our experience that costs for full -time construction engineering work typically range between 8 % -12% of construction costs. By comparison, Burns & McDonnell's fee request seems reasonable and competitive. Additionally, staff asked Burns & McDonnell to assign a senior level construction representative (inspector) and a senior level construction engineer. Due to the high public profile of the construction work, and the fact much of the work is sited in residential neighborhood near private homes, staff feels that ample construction engineering experience and expertise is necessary to successfully complete the project. Finally, it is the opinion of staff that Burns & McDonnell is uniquely qualified to supervise the construction of this project. As noted previously, Burns & McDonnell was extensively and intimately involved in the public meetings, flooding study, and design work associated with this project. As a consequence, we believe that they have a greater vested interest in the success of the project than perhaps any other engineering firm. Recommendation I recommend accepting the proposal from Burns & McDonnell Consulting Engineers of Downers Grove, Illinois for specified construction engineering services associated with the 2013 Stormwater Improvements Project in an amount not to exceed $136,000. Sufficient funds for this proposed expenditure exist in the current budget. P. Dorsey ATTACHMENT "A" CONSTRUCTION ADMINISTRATION AND CONSTRUCTION ENGINEERING ACTIVITIES A. CONSTRUCTION ADMINISTRATION General The Construction Administrator will serve as the Village of Mount Prospect's representative for the entire construction project as assigned by the Village. As such he will function as an extension of the Village's staff and be responsible for overall implementation and management of the project. The Construction Administrator will provide all Level 1 management services. These services are defined as all management functions and requirements over and above the daily routine project requirements. They will include implementation of Village policies, program administration, coordination and monitoring of consultants and contractors providing overall management control and direction to insure completion of the construction project in accordance with the Village's objectives of cost, time and quality. The Construction Administrator will work closely with and report to the Director of Public Works or his designee. 2. Specific Duties and Responsibilities a. Project Control Establish and maintain lines of communication, authority, and procedures for coordination among the Village, Director, Design Engineer, Contractors, and Construction Engineer as needed to carry out the project construction requirements. b. Additional Services When required, identifies the need for, and assists the Village in selecting and retaining professional services of a surveyor, testing laboratories and other special consultants, and coordinates these services during their performance. c. Contract Requirements Administrates and monitors for the Director, contractors and other project consultants, the contractual requirements for items such as insurance, bonds, and general conformance with governmental regulations, including minority compliance. d. Construction Monitoring Monitors the work of contractors and construction engineer to insure adequate quality control of the construction work and compliance with the design drawings, specifications and other required regulations. Page 1 of 6 e. Scheduling Works with the contractor and Construction Engineer to insure that a workable construction schedule is developed and agreed to by all parties. Provide for continuous monitoring of the schedule as construction progresses. Identify potential variances between scheduled and probable completion dates. Review schedule for work not started or incomplete and recommend to the Director, Construction Engineer and contractors, adjustments in the schedule to meet the probable competition date. Provide summary reports of each monitoring and document all changes in schedule. Together with the Construction Engineer determine the adequacy of the contractor's personnel and equipment and the availability of materials and supplies to meet the schedule. Recommend courses of action to the Director when requirements of a contract are not being met. f. Administration Handle all project administrative correspondence including preparation of all written documents and correspondence requiring the Village's and Director's signature and authorization. Maintain a file on all project correspondence and records to include daily construction reports prepared by the Design Engineer's field Construction Engineer. g. Contractor's Payment Review and process for payment, through the Director, all applications by contractors and design consultants for progress and final payments. i. Change Orders Recommend necessary or desirable changes to the Director and the Design Engineer, review requests for changes, and handle all administrative aspects to include contractor negotiations, formal preparation and submission with recommendation to the Director. j. Cost Control Monitors all project costs and revises and refines the initially approved changes as they occur, and develop cash flow reports and forecasts as needed. k. Job Meetings Conduct periodic (biweekly in general) progress meetings with all associated parties to review construction progress, procedures, scheduling, design interpretation, problem areas and overall coordination. Page 2 of 6 1. Reports Provide a timely weekly status reporting system to keep the Village abreast of all aspects of the project which will: a) emphasize problem areas to the Director on a by- exception basis; and b) present solutions for the problems which will enable management to make decisions on a go- or -no -go basis. m. Public Information Provides advance and current information to the public as necessary and appropriate. Works with citizens directly impacted by contractor to protect citizen's interests. n. Final Completion Together with the Design Engineer and Construction Engineer conduct and develop a pre -final inspection and develop a pre -final punchlist for the contractor. Upon competition of the pre -final punchlist notify the Director that a final inspection is in order. Attend the final inspection with the Village and contractors. Advise the Director when all punchlist work resulting from the final inspection has been completed. Recommend, prepare, and process all final pay estimates through the Director. o. As -built Drawings Review as -built drawings prepared by the Design Engineer to insure adequate information has been given to facilitate on -going maintenance work by the Village. B. CONSTRUCTION ENGINEER General The Design Engineer may serve as the Village's on -site construction representative for the construction project as the Construction Engineer. He will be responsible for the general control and field inspection of the construction project and will provide all Level 2 management services. These services are defined as all management functions required for day to day control of the project. They will include field inspection, design interpretation, contract administration and general coordination and control of the day to day construction activities of the contractor to insure timely completion and quality construction in strict compliance with contract drawings and specifications. The Construction Engineer will work closely with and report to the Construction Administrator. Page 3 of 6 2. Specific Duties and Responsibilities a. Liaison and Contract Control: Assist the contractors in understanding the intent of the contract documents. Serve as the Village's representative with the contractors working principally through the contractor's project engineer and on -site superintendent. Serve as the Village's liaison with other local agencies, utility companies, state agencies, businesses, etc. keeping them advised of day to day activities. b. Review of Work, Rejection of Defective Work, Inspection and Testing 1) Conduct on -site observations of the work in progress to determine that the project is proceeding in accordance with the contract documents and that completed work will conform to the requirements of the contract documents. 2) Instruct contractor to correct any work believed to be unsatisfactory, faulty or defective or does not conform to the requirements of the contract documents, or does not meet the requirements of any inspections, tests or approval required to be made; and advise Construction Administrator of action taken and if any special testing or inspection will be required. 3) Verify that tests are conducted as required by the contract documents and in presence of the required personnel, and that contractors maintain adequate record thereof; observe, record and report to Construction Administrator appropriate details relative to the test procedures. 4) Perform or cause to have performed as applicable, all required field tests such as concrete tests, soil compaction tests and insure such tests are made by as may be specified. Analyze the results of all field and laboratory tests to determine the suitability of materials tested. 5) Accompany visiting inspectors representing public or other agencies having jurisdiction over the project, record the outcome of these inspections and report to Construction Administrator. Contractors Suggestions and Requests Consider and evaluate suggestions and requests for modifications in drawings and specifications which may be submitted by the contractor and make recommendations to the Construction Administrator with any time and cost implications for final decision. Page 4 of 6 d. Schedules Review construction schedule and schedule of values prepared by the contractor. Be alert to the construction schedule and to the conditions which may cause delay in completion and report same to the contractor and the Construction Administrator in sufficient time to make adjustments. e. Conferences 1) Attend periodic progress meetings scheduled by the Construction Administrator with all associated parties to review the overall project status and problems. f. Contract Administration and Records 1) Handle all day to day contract administration and associated correspondence in accordance with the established procedures. 2) Maintain at the job site orderly files for correspondence, reports of job conferences, reproductions of original contract documents including all addenda, change orders, field orders, additional drawings issued subsequent to the execution of the contract documents, progress reports, and other project related documents. 3) Keep a diary or log book, recording contractor's hours on the job site, weather conditions, data relative to questions of extras or deductions, list of visiting officials, daily activities, decisions, observations in general and specific observations in more detail as in the case of observing test procedures. 4) Record names, addresses and telephone numbers of all contractors, sub- contractors and major suppliers of equipment and materials. g. Reports Furnish Construction Administrator written reports as required of progress of the work and contractor's compliance with the approved progress schedule. Contractors Payment Requisition Review applications for payment with contractor for compliance with the established procedure for their submission and forward them with recommendations to Construction Administrator, noting particularly their relation to the schedule of values, work completed and materials and equipment delivered to the site. Page 5 of 6 j. Governmental Policies Review contractor EEO policies and other governmental mandated programs to insure contractor compliance with the governing regulations. k. Change Orders Perform initial evaluation of change orders and submit same to Construction Administrator with recommendation and cost estimate breakdown for final approval and processing. As -built Drawings Maintain an accurate record of all field conditions and upon completion of the project insure that the design drawings are revised to show the true as -built condition. m. Final - Completion 1) Together with the Construction Administrator conduct and prepare a pre -final inspection and give to the contractor a pre -final punchlist. Thereafter insure that the contractor completes same in an expeditious fashion. Notify the Construction Administrator in writing when all work is completed and ready for final payment. 2) Together with the Construction Administrator conduct a final inspection with the Village and the general contractor. Prepare a final punchlist and thereafter insure that the contractor completes same in an expeditious fashion. Notify the Construction Administrator in writing when all work is completed and ready for final payment. Page 6 of 6