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HomeMy WebLinkAbout8.2 Motion to accept Phase III Construction Engineering Proposal for Levee 37 Aspen Trails Stormwater Improvements at a cost not to exceed $342,152.Item Cover Page 10% wubject Motion to accept Phase III Construction Engineering Proposal for Levee 37 Aspen Trails Stormwater Improvements at a cost not to exceed $342,152. 2=� Fiscal Impact Dollar Amount Budget Source Category Type Information April 20, 2021 - REGULAR MEETING OF THE MOUN PROSPECT VILLAGE BOARD - I nr• To construct the Aspen Trails Stormwater Improvements Project,, staff requires technical assistance from a qualified and experienced engineer to provide Phase III (construction) engineering,, inspection, and contract administration services for this project. Staff lacks sufficient resources to render these services in-house. Staff has asked Christopher B. Burke Engineering,, Limited of Rosemont., Illinois (CBBEL) to submit a proposal to provide requisite services. Their proposal,, including both technical and cost components,, is attached for reference. CBBEL has submitted a technical and cost proposal to provide requisite professional services at a cost not to exceed $342,,152. Staff has reviewed CBBEL's proposal and determined the firm has allotted sufficient, qualified, resources necessary to monitor all phases of work and ?dminister the construction contract. In addition, their cost proposal includes ?ppropriate allocations for construction layout, materials testing, and punch - 1 CBBEL has successfully performed a variety of civil engineering projects for the Village over the course of 20 years. Of particular relevance to this project is their work as designer for the proposed improvements. The firm was also extensively involved in development of the intergovernmental relationship with the River Trails Park District that made this project feasible. CBBEL also performed the 2015 Levee 37 Flood Study Report that begat this project and successfully petitioned the Illinois Department of Natural Resources to authorize a substantial increase in the Levee 37 stormwater discharge rate (from 60 cubic feet per second (CFS) to 240 CFS). Most notably, CBBEL rendered substantial technical expertise to the Village's successful application for $3.1 million in Metropolitan Water Reclamation District of Greater Chicago (MWRDGC) funding for this project. The firm also successfully rendered similar Phase III construction engineering services for the Burning Bush Trails Stormwater Improvements Project in 2020. The CBBEL fee is approximately 5.9% of • • • cost for• •anis'' 5.3% of the median bid price. Typically, staff anticipates construction engineering fees to be * • of actual • •n costs. As such, CBBEL's fee appears reasonable and representative of market norms. The average cost per hour for services rendered is $182/hour. The majority of work is allocated to field inspection and contract administration by personnel known to be technically qualified and experienced in the proposed work. The field crew will feature the same personnel assigned to the Burning Bush Trails Stormwater Improvements Project. It is the opinion of staff that this rate is reasonable and competitive for this type of engineering work. Consequently,, it is the opinion of staff that CBBEL is uniquely, arguable exclusively, well qualified to provide construction engineering services for this proposed • constructionAlternatives 1. Accept proposal for Phase III i iservices Aspen Trails 2. Action i ion of Village Board. Staff Recommendation Accept - . - -pt the proposal from •r Engineering, - of ■• - • 2 Illinois to provide Phase III Construction Engineering Services for the Levee 37 Aspen Trails Stormwater Improvements at a cost not to exceed $342, 152. 02_Fee Proposal-MtProspectAspenTrails-ConstObs.041221fulltime24wks.pdf 01_MtProspect - AspenTrailsPhIII_.041221fuIItime24wks.pdf 3 Village of Mount Prospect Aspen Trails Project Construction Engineering Services - Full Time Engineering Fee Estimate Task 1 Classification W. Daniel Crosson, PE Engineer VI Project Manager Bill Schultz Engineer III Resident Engineer (full-time; 60 hrs/week for 24 weeks) 1.1 Pre -Construction 2 34 Engineer V 40 12 88 $15,106 1.2 Shop Drawing Review, RFIs 2 14 27 10 8 2 63 $10,832 1.3 Observation 4 Casey Perry, CPMSM Specialist IV 1440 4 1448 $220,564 1.4 Area Resident and Business Concerns 5 24 29 $4,688 1.5 Erosion Control Coordination and Inspection 18 24 42 $7,824 1.6 QA Material Testing Scheduling and Review 12 12 $1,824 1.7 Post -Construction 2 160 162 $24,822 1.8 Record Drawings/ Survey Verification 20 4 8 32 $5,144 Subtotal Task 1 $290,804 Task 2 2.1 Additional Design Engineering — Park District and School District Alternates 46 36 84 32 198 $31,516 2.2 Additional Design Engineering — For Construction Plans 36 6 64 4 110 $16,960 2.3 Field Change Model Verification (If Necessary) 4 12 16 $2,872 I Subtotal Task 2 $51,348 TOTAL -10 1 157 1 81 1 1706 1 168 1 6 1 24 1 4 1 44 1 1 1876 1 $342,152 Total Not -to -Exceed Fee = $342,152 Key Personnel Classification W. Daniel Crosson, PE Engineer VI Project Manager Bill Schultz Engineer III Resident Engineer (full-time; 60 hrs/week for 24 weeks) Erik Gil, PE, CFM Engineer V Drainage Engineer / RFIs Bryan Luke, PE Engineer V Design Project Manager / RFIs Jeff Barnett, PE, SE Engineer IV Shop Drawing Review/ RFIs Landscape Douglas Gotham, LLA, ASLA Architect Shop Drawing Review / RFIs / Const Obs Environmental Resource Casey Perry, CPMSM Specialist IV Erosion Control Coordination Brian Gillett, PLS Survey III Record Drawings Manager N:\PROPOSALS\ADMIN\2020\Mount Prospect Aspen Trails Phase III Services\041221 submittal full time\02_Fee Proposal-MtProspectAspenTrails-ConstObs.041221fulltime24wks.xlsx (0';6'HR1ST0PHER B., BURKE ENGINEERING, LTD. 9575 West •ins Road Suite 600 Rosemont, Illinois60018 TEL (84 7)823-0500 a (847) 823-0520 April 12, 2021 Village of Mount Prospect 1700 W. Central Road Mount Prospect, IL 60056 Attention: Sean Dorsey, PE, Public Works Director Subject: Proposal for Full Time Construction Engineering Services Aspen Trails Park Drainage Improvement Project Dear Mr. Dorsey: Christopher B. Burke Engineering, Ltd. (CBBEL) is pleased to submit our proposal to perform professional construction engineering services for the Village of Mount Prospect. Included in this proposal is our Understanding of the Assignment, Scope of Services, and Estimate of Fee. W. Daniel Crosson, PE will be the point of contact for this proposal and will be CBBEL's Construction Project Manager for this project. Bill Schultz will serve as the full-time Resident Engineer (RE) and the Village's liaison. Attached for your consideration are resumes for Dan Crosson and Bill Schultz. Other staff resumes are available upon request. The material provided in this proposal represents our ability and eagerness to perform the required services for the Village. We successfully performed phase III observation on the Burning Bush Drainage Improvement Project and complete work on similar projects yearly. We trust that this proposal demonstrates our understanding of the project and our expertise to perform the upcoming assignment. The CBBEL project team looks forward to working with the Village and is committed to completing the work to your satisfaction and within the required time schedule. UNDERSTANDING OF THE ASSIGNMENT Areas of the Village of Mount Prospect (Village) on the interior side of the Levee 37 floodwall were significantly affected by localized flooding during the April 17-18, 2013 storm event, the first major storm event since the completion of the Levee 37 project (the gap in the floodwall was closed through the use of sand bags). The storm event occurred when the Des Plaines River level was high, and the two pump stations draining the local sewer system did not have adequate capacity to evacuate the interior stormwater runoff. Approximately 25 single family homes were flooded. Additionally, River Road remained inundated and impassable for several days following the storm. The proposed site for the underground flood storage basin is Aspen Trails Park. The site currently consists of a playground, tennis courts, and grass sports fields. Once the underground storage vault is installed, the park �4i ground will be restored with a surface ready for subsequent recreational improvements; that includes a playground and sports fields constructed by the River Trails Park District. This project is intended to provide flood relief for low-lying residential areas within the Levee 37 interior drainage area. Levee 37 provides protection to the study area from Des Plaines River overbank flooding. To achieve the desired level of protection, the Village is proposing to construct approximately 17 acre-feet of underground flood storage at Aspen Trails Park and associated relief sewers along Aspen Drive. The proposed improvements provides flood reduction benefits to approximately 100 structures during the 100 -year storm. The project is being coordinated with the River Trails Park District and will allow them to provide enhanced recreational benefits to the neighborhood. The work shall be constructed in accordance with the Aspen Trails Park Improvement Project as designed by CBBEL. Resident/Business Notification and Access CBBEL understands that providing a liaison to keep the residents informed of construction activities will be of the utmost importance to the success of the project. The RE must be adept at communicating with residents affected by the construction as it pertains to the disruption of utility services (water, sewer, gas, etc.), access to driveways and on -street parking, road closures and detours, construction traffic and associated noise and dust, coordination of garbage pickup and mail delivery, re-routing of school bus routes (if required) and the conveyance of general information regarding construction activities and their impacts on the residents' daily life. On previous projects, CBBEL has maintained a website that residents can access for updates on traffic staging, traffic control, and project timeliness, and we can provide this service if the Village requests. Coordination with Park District We understand that the River Trails Park District will be performing work on this project and may provide observation services during activities when CBBEL part-time staff is not present. CBBEL will coordinate construction activities and scheduling with the Park District in order to ensure staffing requirements are adequate for this project. Coordination with Utilities On any project containing large diameter sewer installation within a residential area, the existing utilities must be given special consideration. CBBEL has provided services on many residential projects requiring utility relocation and will assist the Village in any way possible to facilitate the relocation. Additionally, gas services are often problematic on stormwater projects. CBBEL will work with the Contractor to identify any problem services prior to the pavement removal. CBBEL will also review the proposed underground work and its proximity to any existing utilities prior to the start of those operations. We will work with the Village, Contractor, and utility company to provide a cost effective and timely solution if required. N:\PROPOSALS\ADMIN\2020\Mount Prospect Aspen Trails Phase III Services\041221 Submittal Full Time\01_Mtprospect - Aspentrailsphiii_.041221fulltime24wks.Docx 6 Construction Issues Pre -Construction: 1. Review the Contractor's schedule for compliance with any milestones and/or restrictions found in the contract documents. CBBEL will review the schedule for constructability to ensure that the work is being completed in a logical sequence. 2. Prepare all project files prior to the start of construction. This shall include reviewing all applicable construction inspectors' checklists found in IDOT's Construction Manual to anticipate any issues that may arise during construction. 3. Review the plans and specifications and identify any potential issues or conflicts that can be resolved prior to construction. This will assist in avoiding unnecessary delays and change orders. Construction: 1. Prior to construction of curb and gutter, we will verify that the proposed driveways and sidewalk have positive drainage. 2. Monitor and track the Contractor's actual progress versus his schedule on a weekly basis to insure they will complete the work on-time. This will assist the RE in anticipating any potential conflicts that could delay the work and work with the Contractor to expedite the completion of the project. Funding and Documentation Our Construction Engineering staff follows IDOT's guidelines for documentation and material inspection for all of our projects. This allows the RE to provide necessary information regarding cost or schedule to the Village throughout construction. Following IDOT's guidelines also facilitates a timely project close-out. CBBEL will assist the Village with any necessary documentation required for MWRD reimbursement. SCOPE OF SERVICES Task 1— Construction Observation Task 1.1— Pre -Construction 1. Schedule and attend a pre -construction conference with the Contractor, Village, River Trails Park District and other parties to discuss goals, objectives, and issues of the project. CBBEL shall prepare a project contact list, including 24-hour emergency numbers, for distribution with the meeting minutes. 2. Obtain from the Contractor a list of proposed suppliers and subcontractors. Make recommendations to the Village regarding the suitability of the subcontractors for the proposed work. If we have not previously worked with a proposed subcontractor, we will make every effort to check references. 3. Review the construction schedule submitted by the Contractor for compliance with the contract. CBBEL will review it in relation to any milestone dates in the specifications. CBBEL will review the constructability of their plan to ensure that the work is being completed in a logical sequence. 4. CBBEL shall document all existing conditions with videotapes to ensure that all disrupted areas have been restored per the plan or existing conditions. N:\PROPOSALS\ADMIN\2020\Mount Prospect Aspen Trails Phase III Services\041221 Submittal Full Time\01_Mtprospect - Aspentrailsphiii_.041221fulltime24wks.Docx 7 Task 1.2 — Shop Drawing Review, RFIs 1. Check and approve, or reject and request resubmittal of, any submittals made by the Contractor for compliance with the contract documents. 2. Shop Drawings and Contractor Submittals: a. Record data received, maintain a file of drawings and submissions, and check construction for compliance with them. b. Review Contractor's submittals for compliance with contract documents. Notify the Village of any deviations or substitutions. With the notification, provide the Village with a recommendation for acceptance or denial, and request direction from the Village regarding the deviation or substitution. 3. Maintain orderly files of correspondence, reports of job meetings, shop drawings and other submissions, RFI responses, original contract documents including all addenda, change orders and additional drawings issued subsequent to the award of the contract. 4. Prepare any RFC's needed as construction proceeds. Once the Contractor submits a proposal, assist the Village in their review and provide a recommendation. Task 1.3 — Observation LAYOUT VERIFICATION ANDIOR CONSTRUCTION LAYOUT 1. Verify initial geometric controls. 2. If the Contractor is responsible for construction staking, perform periodic measurements to assure the Contractor's construction staking and construction layout is accurate per plans. CONSTRUCTION OBSERVATION CBBEL will provide a full-time Resident Engineer who will perform the following tasks. This task assumes an effort of 60 hours per week for a period of 24 weeks, starting mid-May. We anticipate the contractor to work at least 6 days a week to meet the contract schedule. If construction activities continue past the completion date, CBBEL will require additional Construction Observation hours. 1. Observe the progress and quality of the executed work. Determine if the work is proceeding in accordance with the Contract Documents. CBBEL shall keep the Village informed of the progress of the work, guard the Village against defects and deficiencies in the work, and advise the Village of all observed deficiencies of the work and disapprove or reject all work failing to conform to the Contract Documents. 2. Provide on-site observations of the work in progress and field checks of materials and equipment through a RE and Inspector (if necessary), who shall: ■ Serve as the Village's liaison with the Contractor working principally through the Contractor's field superintendent. ■ Cooperate with the Contractor in dealing with the various local agencies and utility companies having jurisdiction over the Project in order to complete service connections to public utilities and facilities. ■ Record names, addresses and telephone numbers of all Contractors, subcontractors, and major material suppliers. N:\PROPOSALS\ADMIN\2020\Mount Prospect Aspen Trails Phase III Services\041221 Submittal Full Time\01_Mtprospect - Aspentrailsphiii_.041221fulltime24wks.Docx 8 ■ Attend all construction conferences. Arrange a schedule of weekly progress meetings and other job conferences as required. Maintain and circulate copies of records of the meetings. ■ Review Contractor's progress on a weekly basis and update the progress schedule. Compare actual progress to the Contractor's approved schedule. If the project falls 14 calendar days behind schedule, work with the Contractor to determine the appropriate course of action to get back on schedule. The Contractor is required to submit a revised schedule for approval prior to further payments being made. 3. Determine if the project has been completed in accordance with the contract documents and if the Contractor has fulfilled all obligations. 4. Except upon written instruction of the Village, the RE or Inspector shall not authorize any deviation from the Contract Documents. 5. Alert the Contractor's field superintendent when materials or equipment are being installed before approval of shop drawings or samples, where such are required, and advise the Village when it is necessary to disapprove work as failing to conform to the Contract Documents. 6. Discuss the truck routes with the Contractor and monitor that the identified routes are being used. 7. All CBBEL personnel and their sub -consultants will comply with the Village's current safety guidelines. CONSTRUCTION DOCUMENTATION 1. Keep an inspector's daily report book and project diary in the Village's format, recording hours on the job site, weather conditions, general and specific observations, daily activities, quantities placed, inspections, decisions, and list of visiting officials, as outlined in IDOT's Construction Manual. Additionally, prepare photo documentation of construction to be submitted in both hard and digital formatting. 2. Prepare payment requisitions and change orders. Review applications for payment with the Contractor for compliance with established submission procedure and forward them with recommendations to the Village. Maintain a Change Management Plan logging all decisions and approved changes of scope and budget. 3. Schedule any material testing through the Village's Consultant at the frequency required by IDOT's QC/QA provisions. Also obtain and document all material inspection received from the Contractor as outlined in the Project Procedures Guide of IDOT's Construction Manual. 4. Prepare a monthly written update to the Village summarizing the Project status, costs and schedule. 5. Review and coordinate response to any RFI from the Contractor in a timely manner and maintain a separate file for each request. Task 1.4 — Area Resident and Business Concerns The RE will be responsible for keeping the public aware of the construction activities, as required. This will include, but not limited to, notification of construction starting, detours and/or road closures, access limitations, and disruption of water, sewer, and gas service. The RE will also be available throughout the construction project to address any questions or concerns area residents and/or businesses may have. Our policy is to respond to all questions or concerns within one business day. N:\PROPOSALS\ADMIN\2020\Mount Prospect Aspen Trails Phase III Services\041221 Submittal Full Time\01_Mtprospect - Aspentrailsphiii_.041221fulltime24wks.Docx 9 Task 1.5 — Erosion Control Coordination and Inspection As required by the provisions of the NPDES Permit Number ILR10, CBBEL's RE or Environmental Specialist will inspect all erosion control measures installed during construction to insure they are in accordance with the Storm Water Pollution Prevention Plan (SWPPP). They will perform this inspection weekly and generate a report detailing any deficiencies that need to be addressed. This report will be given to the Contractor, as well as the Village. Task 1.6 — QA Material Testing Scheduling and Review CBBEL will schedule and review material inspection services through the Village's subconsultant, Testing Service Corporation (TSC). TSC will complete the Quality Assurance (QA) material testing as required at the site and QA testing at the plants. Task 1.7 — Post -Construction 1. Prior to final inspection, submit to the Contractor a list of observed items requiring correction and verify that each correction has been made. 2. Conduct final inspection with the Village and prepare a final list of items to be corrected. 3. Site inspection and separate punch list preparation of the landscaping and amenities. 4. Verify that all items on the final list have been corrected and make recommendations to the Village concerning acceptance. 5. Prepare final pay estimate and change order for the Village's approval. 6. Verify all necessary material inspection has been received and documented. 7. Submit the job box to the Village with all pertinent project information. Task 1.8 — Record Drawings / Survey Verification CBBEL will maintain a set of working drawings showing changes in the work during construction. The Contractor is required to complete a Topographic As -Built Survey of the project. CBBEL will review the Contractor record drawings against our working drawings to verify that the Contractor has provided accurate records of the project. N:\PROPOSALS\ADMIN\2020\Mount Prospect Aspen Trails Phase III Services\041221 Submittal Full Time\01_Mtprospect - Aspentrailsphiii_.041221fulltime24wks.Docx 10 Task 2 —Additional Design The following tasks are part of final engineering/permit requirements: Task 2.1— Additional Design Engineering — Park District and School District Alternates CBBEL to expend additional manhours above the original estimated engineering design services amount to work out design requests for the improvements due to design scope changes by the Park District and School District. Task 2.2 — Additional Design Engineering — For Construction Plans CBBEL to finalize the for construction and update the plans based on the approved changes. Task 2.3 — Field Change Model Verification (If Necessary) CBBEL will analyze up to two (2) field changes using XPSWMM stormwater modeling. CBBEL will coordinate the field change with the Village and discuss its effect on the results, if any. ESTIMATE OF FEE Based on the above Scope of Services, our Estimate of Fee is detailed further in the attached CBBEL Staff Hour spreadsheet. CBBEL estimates the following fees for each of the tasks described above: Task Description Fee 1.1 Pre -Construction $ 15,106 1.2 Shop Drawing Review, RFIs $ 101832 1.3 Observation $ 220,564 1.4 Area Resident and Business Concerns $ 4,688 1.5 Erosion Control Coordination and Inspection $ 7,824 1.6 QA Material Testing Scheduling and Review $ 1,824 1.7 Post -Construction $ 24,822 1.8 Record Drawings/ Survey Verification $ 5,144 Task 1 Total $ 290,804 2.1 Additional Design Engineering — Park District and School District $ 31,516 Alternates ' 2.2 Additional Design Engineering — For Construction Plans $ 16,960 2.3 Field Change Model Verification (If Necessary) $ 2,872 Task 2 Total $ 51,348 Tota I Fee $ 342,152 N:\PROPOSALS\ADMIN\2020\Mount Prospect Aspen Trails Phase III Services\041221 Submittal Full Time\01_Mtprospect - Aspentrailsphiii_.041221fulltime24wks.Docx 11 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. Direct costs for blueprints, photocopying, mailing, overnight delivery, messenger services and report compilation are not included in the fee estimate. These General Terms and Conditions are expressly incorporated into and are an integral part of this contract for professional services. Please note that any requested meetings or additional services are not included in the preceding fee estimate and will be billed at the attached hourly rates. 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. Sincerely, Michael E. Kerr, PE President Encl. CBBEL Work Effort Schedule of Charges Resumes General Terms and Conditions THIS PROPOSAL, SCHEDULE OF CHARGES AND GENERAL TERMS AND CONDITIONS ACCEPTED FORTH E VILLAGE OF MOUNT PROSPECT. BY: TITLE: DATE: N:\PROPOSALS\ADMIN\2020\Mount Prospect Aspen Trails Phase III Services\041221 Submittal Full Time\01_Mtprospect - Aspentrailsphiii_.041221fulltime24wks.Docx 12