HomeMy WebLinkAbout9.2 Motion to accept proposal for Emergency Water System Interconnection Construction Engineering services in an amount not to exceed $565,700.Subject Motion to accept proposal for Emergency Water
System Interconnection
e Construction
Engineering services in an amount not to exceeif
$565F700.
Meeting
Fiscal Impact
Dollar Amount
Budget Source
Category
Type
Information
August 2, 2023 - REGULAR MEETING OF THE MOUNT
PROSPECT VILLAGE BOARD -
true
$565,700.00
American Rescue Plan Act of 2021 Grant Funds
Action Item
This memorandum transmits a recommendation to procure construction
engineering, inspection services, and contract administration for the emergency
water system interconnection between the Northwest Water Commission, the
Northwest Municipal Joint Action Water Agency, and the Village of Mount Prospect.
The requisite work requires technical, as well as practical, engineering knowledge
and experience tapping large diameter, high-pressure water mains, installing large
diameter valves, installing large diameter water main, as well as constructing and
commissioning metering and flow control equipment. The work also requires
extensive mechanical, electrical, and hydraulic engineering skills necessary for the
Booster Pump Station 5 upgrades.
Staff asked Burns & McDonnell to submit a proposal to provide these services. We
specified that the proposal should feature appropriately trained and experienced
construction engineers.
Burns & McDonnell has successfully completed numerous water distribution
improvement projects for the Village in the past including water main replacement
projects, water/sewer rate study, and developed a comprehensive hydraulic
model of the Village -owned water system.
1
Additionally, the firm has been involved in the development of this interconnect
project since inception. Burns & McDonnell engineers completed all preliminary
engineering work, helped develop the project with NWC and NSMJAWA, authored
the "Redundant Water Supply Evaluation" report, and developed the final plans
and specifications necessary to bid and construct the improvements.
Equally relevant is the firm's long tenure as consulting engineers for the
Northwest Suburban Municipal Joint Action Water Agency. Burns & McDonnell also
have current staff, assigned to this project, that performed similar work for the
Northwest Water Commission. These experiences give the firm unparalleled
familiarity with all of the project's stakeholders.
It is the opinion of staff that Burns & McDonnell is uniquely well qualified to
provide construction engineering services for this project.
Attached please find a proposal from Burns & McDonnell to provide requisite
construction engineering services for a fee of $565,700. This fee is approximately
9% of the construction cost. Typically, fees for construction engineering services
range between 8%-10% of construction contract. It is the opinion of staff that this
fee is reasonable and competitive for work required.
Alternatives
1. Accept proposal from Burns & McDonnell for the Emergency Water System
Interconnection construction engineering services.
2. Action at the discretion of the Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the proposal from Burns &
McDonnell Consulting Engineers to provide construction engineering services for
the Emergency Water System Interconnection between the Northwest Water
Commission, the Northwest Suburban Municipal Joint Action Water Agency, and
the Village of Mount Prospect for a fee not to exceed $565,700.
ATTACHMENTS:
NWC-VOMP Construction Proposal_2023-7-24.pdf
2
July 24, 2023
Mr. Sean Dorsey, PE
Director of Public Works
Village of Mount Prospect
1700 West Central Road
Mount Prospect, Illinois 60056
RE: Proposal for Engineering Services
Emergency Water System Interconnection — Construction Engineering Services
Dear Mr. Dorsey:
Burns & McDonnell Engineering Co., Inc. (BMcD) has prepared a Scope of Services (Scope) per your
request for providing construction engineering services during the construction of a potable water
distribution system emergency interconnection between the Northwest Water Commission (N W WC),
Village of Mount Prospect (Village), and Northwest Suburban Municipal Joint Action Water Agency
(NSMJAWA).
SCOPE OF SERVICES
TASK 1.0: PRE -CONSTRUCTION
General: BMcD will incorporate the four (4) addenda from the bidding process and develop Issued for
Construction (IFC) drawings and specifications. Additionally, this task will be used for design work
previously performed and affiliated with the use of Booster Pump Station 5 in lieu of design and
installation of design of a new emergency pump station. This includes the following tasks:
• 3D laser scan of the pump room
• Asbestos testing and mitigation report
• HVAC design improvements
• Structural design improvements (not including the new pump and motor pads)
• 3D CAD model
• Additional design services per Option B scope of work in our 2022 proposal
The total fee we are requesting for Task 1.0 is $26,000.
TASK 2.0: 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 and construction team will provide the Specific Duties and Responsibilities
listed below. The Construction Administrator will work closely with and report to the Director of Public
Works or his designee.
200 W. Adams Street \ Suite 2700 \ Chicago, IL 60606
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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 RPR as needed to carry out the project construction
requirements.
b. 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 contract requirements.
C. Construction Monitoring:
Monitors the work of contractors and RPR for quality control of the construction work and compliance
with the design drawings, specifications and other required regulations.
e. Scheduling:
Works with the contractor and RPR to establish and maintain a workable construction schedule agreed to
by all parties. Provide regular monitoring of the schedule as construction progresses. Identify potential
variances between scheduled and probable completion dates. Review schedule for work not started or
incomplete.
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 RPR.
g. Contractor's Payment:
Review and process for payment, through the Director, applications by contractors for progress and final
payments. Up to 12 monthly pay requests are included.
h. Change Orders:
Recommend necessary or desirable changes to the Director, review requests for changes, and handle
administrative aspects to include contractor negotiations, formal preparation and submission with
recommendation to the Director. Up to four (4) change orders are included.
i. Job Meetings:
Conduct periodic progress meetings with all associated parties to review construction progress,
procedures, scheduling, design interpretation, problem areas and overall coordination. Up to a maximum
of ten (10) progress meetings to be attended by the Construction Administrator are included.
1. Final Completion:
Together with the Design Engineer and RPR 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.
in. Conforming to Construction Drawings:
Prepare conforming to construction drawings based on records provided by the Contractor.
200 W. Adams Street \ Suite 2700 \ Chicago, IL 60606
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TASK 3.0: RESIDENT PROJECT REPRESENTATIVE (RPR)
General: The RPR will be onsite for day to day control of the project. They will include field and
construction observation, contract documents interpretation, contract administration and general
coordination of the day to day construction activities by the contractor, and weekly progress meetings.
RPR will coordinate with Village and notify the Village of any substantial schedule changes confirm
compliance with contract drawings and specifications. The RPR will work closely with and report to the
Construction Administrator. The RPR will provide the following duties:
Specific Duties and Responsibilities
a. Liaison and Contract Control:
Assist the Contractor in understanding the intent of the contract documents. Serve as the Village's
representative with the Contractor and work principally through the Contractor's on-site superintendent.
Serve as the Village's liaison with other local agencies, utility companies, state agencies, businesses, etc.
Keep the Village advised of day-to-day activities.
b. Review of Work, Defective Work, Observation, 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) Identify 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 inspections, tests or
approval required to be made; and advise Construction Administrator of action taken and if
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) Observe required field tests such as concrete tests or, soil compaction tests as specified and
performed by others. Review the results of all field and laboratory tests to determine the
suitability of materials tested. Notify Contractor and Village of any deviations.
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.
C. Contractors Request for Information (RFI):
Respond to Contractor RFIs regarding the 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.
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) Schedule, attend, and lead progress meetings with associated parties to review the overall project
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status.
f. Contract Administration and Records:
1) Handle 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 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 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.
h, 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.
i. Governmental Policies:
Review contractor EEO policies and other governmental mandated programs to compare contractor
compliance with the governing regulations.
j. 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.
k. Conformance to Construction Drawings:
Maintain a record of field conditions and upon completion of the project update design drawings to reflect
to conform to construction.
1. Final -Completion:
1) Together with the Construction Administrator conduct and prepare a pre -final inspection and
give to the contractor a pre -final punchlist. 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 submit to the Contactor. Notify the
Construction Administrator in writing when all work is completed and ready for final payment.
200 W. Adams Street \ Suite 2700 \ Chicago, IL 60606
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ASSUMPTIONS
• If multiple crews are working simultaneously, there will still only be one (1) RPR working on the
project. Additional RPRs can be added for additional fee.
• Up to a maximum of 10 RFI responses is included.
• A total of 100 submittals and resubmittals are included for a total of 400 review hours.
• RPR is assumed to start working full-time from approximately March 22, 2024 through
November 30, 2024, for a total of 178 working days.
• One (1) RPR working day is assumed to be 8 hours.
• The Notice to Proceed for the Contractor will occur in August, 2023
• Materials testing services is not included, since that will be paid directly by the Village
COMPENSATION
For the above tasks, Burns & McDonnell proposes to perform the above work at a not -to -exceed fee of
$565,700 to be paid at Time & Materials in accordance with the attached detailed breakdown of costs and
rate sheet.
If this proposal is satisfactory, please sign and date this document along with the attached Terms and
Conditions and return one signed copy to us to affect an Agreement. The attached Terins and Conditions
for Professional Services are incorporated in and made a part of the Agreement.
200 W. Adams Street \ Suite 2700 \ Chicago, IL 60606
0 630-724-3200 \ F 312-223-0920 \ burnsmcd.com 7
We appreciate the opportunity to serve the Village of Mt. Prospect and the Northwest Water Commission.
If you have any questions regarding this proposal, please feel free to contact us.
Sincerely,
Paul St. Aubyn, PE
Water and Municipal Services
Randall L. Patchett, PE
Water and Municipal Services
Village of Mt. Prospect, IL
(Signature)
(Title)
(Date)
Attachments:
Attachment 1: Detailed Task and Cost Breakdown
Attachment 2: 23-3 Rate Schedule
Attachment 3: Terms and Conditions
200 W. Adams Street \ Suite 2700 \ Chicago, IL 60606
0 630-724-3200 \ F 312-223-0920 \ burnsmcd.com 8
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Schedule of Hourly Professional Service Billing Rates
Position
Classification
Hourly
Classification
Level
Billing Rate
General Office *
5
$77.00
Technician *
6
$94.00
Assistant *
7
$109.00
8
$145.00
9
$168.00
Staff *
10
$191.00
11
$206.00
Senior
12
$230.00
13
$252.00
Associate
14
$259.00
15
$261.00
16
$263.00
17
$267.00
NOTES:
1. Position classifications listed above refer to the firm's internal classification system for employee compensation.
For example, "Associate", "Senior", etc., refer to such positions as "Associate Engineer", "Senior Architect", etc.
2. For any nonexempt personnel in positions marked with an asterisk (*), overtime will be billed at 1.5 times the hourly
labor billing rates shown.
3. For outside expenses incurred by Burns & McDonnell, such as authorized travel and subsistence, and for services
rendered by others such as subcontractors, the client shall pay the cost to Burns & McDonnell plus 10%.
4. Monthly invoices will be submitted for payment covering services and expenses during the preceding month.
Invoices are due upon receipt. A late payment charge of 1.5% per month will be added to all amounts not paid
within 30 days of the invoice date.
5. The services of contract/agency and/or any personnel of a Burns & McDonnell subsidiary or affiliate shall be
billed to Owner according to the rate sheet as if such personnel is a direct employee of Burns & McDonnell.
6. The rates shown above are effective for services through December 31, 2023, are not subject to audit, and
are subject to revision thereafter.
Form BMR23-3 rev
1 [17
TERMS AND CONDITIONS FOR PROFESSIONAL SERVICES
Project: Emergency Water System Interconnection
Client: Village of Mount Prospect, IL.
1. SCOPE OF SERVICES
For the above -referenced Project, Burns & McDonnell Engineering
Company, Inc. (BMcD) will perform the services set forth in the above -
referenced Letter, Proposal, or Agreement, of which these terms these
Terms and Conditions are a part.
►1111:7i\I Jtl4Ll11&11167-3r'ilNI]
A. Compensation will be as stated in the above -referenced Letter,
Proposal, or Agreement. Statements will be in BMcD's standard format
and are payable upon receipt. Time is of the essence in payment of
statements, and timely payment is a material part of the consideration
of this Agreement. If a portion of BMcD's statement is disputed, Client
shall pay the undisputed portion by the due date. Client shall advise
BMcD in writing of the basis for any disputed portion of any statement.
B. Taxes as may be imposed on professional consulting services by
state or local authorities shall be in addition to the payment stated in
the above -referenced Letter, Proposal, or Agreement.
3. INSURANCE
BMcD shall procure and maintain for the duration of the contract
insurance against claims for injuries to persons or damages to property
which may be caused by the performance of the work hereunder by
BMcD or its employees. The cost of such insurance shall be included
in BMcD's price for the project.
A. Scope of Insurance
Coverage shall be:
1. Commercial General Liability for Bodily Injury and Property
Damage (occurrence form) including Broad Form Property Damage
(including completed operations), Explosion, Collapse and
Underground Hazards, Contractual Liability, Personal Injury Liability,
Independent Contractor's protective products completed and
operations liability and will include the Village as an additional insured.
2. Insurance Services Office form number CA 0001 as amended
covering Automobile Liability, code 1 "any auto'; Business Automobile
Liability for bodily injury and property damage arising out of owned,
non -owned, and hired vehicles.
3. Workers Compensation as required by the Labor Code of the State
of Illinois and Employers' Liability Insurance. Workers' Compensation
and Workers' Occupational Disease. Workers' compensation limits of
coverage shall be as required by law in the State of Illinois. This shall
include coverage for all persons whom BMcD employees.
B. Minimum Limits of Insurance
BMcD shall maintain limits of:
1. Commercial General Liability: $1,000,000 combined single limit per
occurrence and in aggregate for bodily injury, personal injury, and
property damage.
2. Automobile Liability: $1,000,000 combined single limit per accident
for bodily injury and property damage.
3. Worker's Compensation and Employer's Liability: Workers'
Compensation limits as required by the Labor Code of the State of
Illinois and Employers' Liability limits of $1,000,000 per accident/each
employee by disease/policy limit by disease.
4. Professional Liability: $1,000,000 per claim and in the aggregated
CHI T&C Rev O.DOC
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Date of Letter, Proposal, or Agreement: July 24, 2023
Client Signature:
To the fullest extent permitted by law, Village and BMcD waive and
release all rights against each other and their officers, directors,
agents, or employees for all damages caused by fire or other perils
covered by or that could be covered by property insurance, if a party is
self-insured (including deductibles). Such waiver and release includes
all rights of subrogation and rights of recovery, except such rights as
they may have to any proceeds of insurance, during and after the
completion of BMcD's Professional Services and Remediation. Village
and BMcD shall, where appropriate, require similar waivers of
subrogation from their subcontractors and consultants and shall
require each of them to include similar waivers in their contracts.
4. INDEMNIFICATION
A. To the extent allowed by law, Client will require all construction
contractors to indemnify, defend, and hold harmless Client and BMcD
from any and all loss where loss is caused or alleged to be caused in
whole or in part by the construction contractors, their employees,
agents, subcontractors or suppliers.
B. If this Project involves construction and BMcD does not provide
consulting services during construction including, but not limited to, on-
site monitoring, site visits, site observation, shop drawing review,
and/or design clarifications, Client agrees to indemnify and hold
5. PROFESSIONAL RESPONSIBILITY
A. BMcD will exercise reasonable skill, care, and diligence in the
performance of its services and will carry out its responsibilities in
accordance with customarily accepted professional practices. If BMcD
fails to meet the foregoing standard, BMcD will perform at its own cost,
the professional services necessary to correct errors and omissions
reported to BMcD in writing within one year from the completion of
BMcD's services for the Project. No warranty, express or implied, is
included in this Agreement or regarding any drawing, specification, or
other work product or instrument of service.
B. In no event will BMcD be liable for any special, indirect, or
consequential damages including, without limitation, damages or
losses in the nature of increased Project costs, loss of revenue or
profit, lost production, claims by customers of Client, and/or
governmental fines or penalties.
C. BMcD's aggregate liability for all damages connected with its
services for the Project not excluded by the preceding subparagraph,
whether or not covered by BMcD's insurance, will not exceed
$1,000,000.
6. PERIOD OF SERVICE AND SCHEDULE
The provisions of this Agreement have been agreed to in anticipation
of the orderly and continuous progress of the Project through
completion of the services stated in the Proposal. BMcD's obligation to
render services hereunder will extend for a period that may reasonably
be required for the completion of said services. BMcD shall make
reasonable efforts to comply with deliverable schedules (if any) and
consistent with BMcD's professional responsibility.
7. ELECTRONIC MEDIA AND DATA TRANSMISSIONS
A. Any electronic media (computer disks, computer models, tapes,
etc.) or data transmissions furnished (including Project Web Sites or
CAD file transmissions) are for Client information and convenience
only. Such media or transmissions are not to be considered part of
BMcD's instruments of service. BMcD, at its option, may remove all
indicia of its ownership and involvement from each electronic display.
(continued on reverse side)
11
B. BMcD shall not be liable for loss or damage directly or indirectly,
arising out of Client's use of electronic media or data transmissions. -END-
8.
END -
8. DOCUMENTS
A. All documents prepared by BMcD pursuant to this Agreement are
instruments of service in respect of the Project specified herein. They
are not intended or represented to be suitable for reuse by Client or
others in extensions of the Project beyond that now contemplated or
on any other Project. Any reuse, extension, or completion by Client or
others without written verification, adaptation, and permission by BMcD
for the specific purpose intended will be at Client's sole risk and
without liability or legal exposure to BMcD.
B. In the event that BMcD is to reuse, copy or adapt all or portions of
reports, plans, or specifications prepared by others, Client represents
that Client either possesses or will obtain permission and necessary
rights in copyright, patents, or other proprietary rights and will be
responsible for any infringement claims by others.
9. ESTIMATES, SCHEDULES, FORECASTS, AND PROJECTIONS
BMcD's estimates and projections of construction costs and schedules,
operation and maintenance costs, equipment characteristics and
performance, and operating results are based on BMcD's experience,
qualifications, and judgment. Since BMcD has no control over weather,
cost and availability of labor, material and equipment, labor
productivity, construction contractor's procedures and methods, and
other factors., BMcD does not guarantee the accuracy of its estimates
and projections.
10. ON-SITE SERVICES
Project site visits by BMcD during construction or equipment
installation, or the furnishing of Project representatives shall not make
BMcD responsible for construction means, methods, techniques,
sequences, or procedures; for construction safety precautions or
programs; or for any construction contractor(s') failure to perform its
work in accordance with the contract documents.
11. CHANGES
Client shall have the right to make changes within the general scope of
BMcD's services, with an appropriate change in compensation and
schedule, upon execution of a mutually acceptable amendment or
change order signed by authorized representatives of Client and
BMcD.
12. TERMINATION
Services may be terminated by Client or BMcD by seven (7) days'
written notice in the event of substantial failure to perform in
accordance with the terms hereof by the other party through no fault of
the terminating party. If so terminated, Client shall pay BMcD all
amounts due BMcD for all services properly rendered and expenses
incurred to the date of receipt of notice of termination.
13. RIGHTS AND BENEFITS — NO ASSIGNMENT
BMcD's services will be performed solely for the benefit of Client and
not for the benefit of any other persons or entities.
14. ENTIRE CONTRACT
These Terms and Conditions and the above -referenced Letter,
Proposal or Agreements, the Client's Request for Proposal, and the
Engineer's Response contain the entire agreement between BMcD
and Client relative to BMcD's services for the Project herein.
i&WATA 4:L1 -31111W1
Any unenforceable provision herein shall be amended to the extent
necessary to make it enforceable; if not possible, it shall be deleted
and all other provisions shall remain in full force and affect.
CHI T&C Rev O.DOC
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