===== PDF PAGE 46 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _t--f-->......:"''-'D::;.._.....;;"'";......._- Resolution No. 22-R-0043 - Award Contract for Professional Engineering Design Services Related to the COMMITTEE AGENDA DATE: August 4, 2022 2023 SSES Repair Program to RJN Group, Inc. in the Not- COUNCIL AGENDA DATE: August 15, 2022 To-Exceed Amount of $53,548.00 STAFF REVIEW: Mehul T. Patel, P.E.,CFM Director of Public Works SIGNATURE.____ ____ _ _ APPROVED BY CITY ADMINISTRATOR: Michael Guttman SIGNATURE. _________ _ ITEM SUMMARY: Since January 2022, staff has been reviewing the City's Sanitary Sewer Evaluation Survey (SSES) and Repair Program for efficiency. On June 2, 2022, staff had a lengthy discussion with the Infrastructure Committee regarding the SSES and Repair Program. Staff was directed to complete an SSES study in the center and southeast portion of the City. Due to the volume of repairs identified in previous SSES studies, once the study is completed, the focus will shift solely to the repairs until all outstanding items have been addressed. Per that recommendation, staff is trying to get a head start for the 2023 SSES Repair Program by completing the design work in 2022. The areas identified for rehabilitation in 2023 are three of our older subdivisions Fair Meadows(1), Hillside(2), and Roosevelt Highlands(3). A location map is attached for reference. These subdivisions have rear yard sanitary sewers. The subdivisions were constructed in the 1950s and the sewer lines are made of vitrified clay pipe. Clay pipe is susceptible to root intrusion and leaks: Tiny tree roots can enter loose clay plumbing joints, growing bigger and breaking away the clay as time goes by. These sewers are difficult for City staff to maintain due to their locations in rear yards. Since 2020, 20% of our calls for sanitary sewer issues have been from residents in these areas. The sewer mains are in need of rehabilitation. In order to obtain the best pricing and get the project to bid in early 2023, staff requested a proposal from RJN Group (RJN). RJN's scope of work will include preparing plans, specifications and bid documents to repair approximately 11,500 lineal feet of cured-in-place pipe (CIPP), approximately 72 manhole rehabilitations and perform lateral grout sealing on approximately 330 laterals. All of the work will be focused within the public right-of-way and/or easements. RJN has provided a proposal for an amount not to exceed $53,548.00 to develop plans, specifications, and bid documents for the program. Staff feels the design costs are appropriate for a project of this scale. Staff recommend moving forward with the design of 2023 SSES Repair Program. In FY2022 Sewer Fund, Sewer Main Repairs (05-34-43-4410), $700,000 has been budgeted which will be used for the 2023 SSES Repair Program. ===== PDF PAGE 47 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO ACTIONS PROPOSED: Approve Resolution No. 22-R-0043 authorizing the Mayor to execute a Professional Services Contract with RJN Group, Inc., for an amount not to exceed $53,548.00 for design services related to the 2023 SSES Repair Program. COMMITTEE RECOMMENDATION: ===== PDF PAGE 48 ===== [Extraction: embedded PDF text] RESOLUTION NO. 22-R-0043 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A PROFESSIONAL SERVICES CONTRACT WITH RJN GROUP, INC. FOR THE 2023 SSES REP AIR PROGRAM BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a Professional Services Contract with RJN Group, Inc., for an amount not to exceed $53,548.00 for design services related to the 2023 SSES Repair Program, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 15th day of August 2022. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Valeria Perez Deputy Clerk ===== PDF PAGE 49 ===== [Extraction: embedded PDF text] Enqi11ee1·i11q www.1·j11.co111 I11frast1·uctu re tm Tomor1ow July 26, 2022 Mr. Mehul T. Patel, P.E. Director of Public Works City of West Chicago 1400 W. Hawthorne Lane West Chicago, IL 60185 Subject: Proposal for Professional Engineering Services 2022 Sewer Rehabilitation Design Dear Mr. Patel: RJN Group, Inc. (RJN) is pleased to submit this proposal to provide design services for the sanitary sewer rehabilitation project for the City of West Chicago (City). RJN Group, established in Wheaton, Illinois in 1975, is a professional engineering and field services firm focused on underground municipal infrastructure. We have worked with hundreds of communities and have evaluated over a quarter-billion feet of pipelines in our 47-year history. Key Project Goals and Objectives This proposal is being submitted to complete the rehabilitation design for the rear yard sanitary sewer system, which is in the southeast quadrant of the City, just south of the Gary Elementary School (Refer to Exhibit D- Project Location Map). Rehabilitation methods to be employed include cured-in-place pipelining, point repairs, lateral lining, and structural lining and grouting of manholes. The area west of Bishop Street has already been inspected and recommendations provided for rehabilitation. The area east of Bishop Street will be inspected in the next couple of months under a separate proposal as shown on Exhibit D. This proposal assumes a similar ratio of sewer rehabilitation on the east side of Bishop as the west side. A 10% contingency has been included in case the amount of rehabilitation recommended is higher on the east side. The total construction cost for this project is estimated to be in the $750,000- $850,000 range. Price and Schedule Summary This project will be invoiced on a Time and Material Basis for a base not-to-exceed fee of $48,680 plus a 10% contingency for a total not-to-exceed fee of $53,548. Based on a notice to proceed by the end of September 2022, RJN will complete the design by the end of December 2022 contingent upon the approval of the 2022 SSES proposal and receipt of any CCTV videos by end of August 2022. The bidding and construction schedule for this project is anticipated in Spring 2023. Complete Scope of Services, Pricing, and Schedules are provided in the following exhibits: • Exhibit A - Scope of Services 200 West Front Street• Wheaton, Illinois 60187 • 630.682.4"100 ===== PDF PAGE 50 ===== [Extraction: embedded PDF text] • Exhibit B - Pricing • Exhibit C - Schedule • Exhibit D - Map We are looking forward to the opportunity to continue working with the City of West Chicago on this important project. Please feel free to contact Mike at 630.682.4700 X1314 if you would like to discuss this proposal or have any questions. Sincerely, Mike Young, P.E. Akwasi Nketia, P.E. Senior Vice President Principal Project Manager ===== PDF PAGE 51 ===== [Extraction: embedded PDF text] EXHIBIT A!M - SCOPE OF SERVICES RJN is proposing the following scope of services for the City of West Chicago. 1. Sanitary Sewer Rehabilitation Design a. Prepare for and attend a kick-off design meeting. b. Review rehabilitation recommendations to confirm work to be completed. c. Design for up to three (3) point repairs and identify traffic control and surface rehabilitation needs during construction. Request design-stage J.U.L.l.E. locates and identify potential utility conflicts. d. Prepare detailed schedules and design details for recommended Cleaning & Televising, CIPP rehabilitation, lateral CIPP liners, mainline and lateral grouting, and point repairs. e. Prepare Contract Plans, including the following: i. Cover Sheet. ii. Summary of Quantities and General Notes. iii. General lining, lateral lining, cleaning and televising, dye testing, mainline and lateral grouting sheets using aerial maps. iv. Point repair design sheets (GIS Exhibits). v. Rehabilitation schedules and location exhibits. vi. Project and City specific Details. f. Prepare Contract Front End Documents and technical Specifications: i. Utilize City Front End Contract Documents with only project specific modifications. ii. Prepare technical project Specifications. g. Prepare Summary of Quantities and an Opinion of Probable Construction Cost. h. Provide progress review submittal at 90% of Plans, Specifications and Opinion of Probable Construction cost for City review and comment prior to bidding. i. Perform a quality control/quality assurance review on final plans and specifications. j. Prepare bid package with plans, front-end documents, and specifications. Submit a pdf of the final bid package to the City with full size set of the final plans. k. Have senior design P.E. provide an overall review and engineering stamp/seal for the bid package. Submit a PDF of the final bid package to the City. I. Bidding Assistance: i. Send advertisement to expected bidders ii. Prepare Addenda. 111. Respond to Contractors' questions. iv. Prepare letter of recommendation for award. m. Provide project management for the duration of the design project and attend meetings as needed with City staff. This proposal does not include construction services. ===== PDF PAGE 52 ===== [Extraction: embedded PDF text] Items Requested from the City 1. City Front End Contract and Proposal Documents in MS Word format. 2. City to provide review and comment on prepared bidding documents including any project specific modifications for this project. 3. Coordination with RJN in answering bid-related questions in formal addenda. 4. GIS maps of utilities owned by the City. 5. Assist RJN to access backyards. 6. Mailing of City notifications to residents (if necessary). ===== PDF PAGE 53 ===== [Extraction: embedded PDF text] EXHIBIT B"!fl!ll - PRICING Based on the scope of services outlined above, we have the cost breakdown as follows: Pricing Terms for Invoicing: Time and Material Not-To-Exceed Total Cost: $53,548 Task Description Total Cost Rehabilitation Design SeNices 1001 Rehabilitation Planning $ 5,420 1002 Rehabilitation recommendations review $ 5,690 1003 Field Checks & QA/QC $ 6,600 1004 General Notes & Detail Sheets $ 730 1005 Rehabilitation Exhibits $ 8,340 1006 Specifications & Contract Documents $ 6,930 1007 Rehabilitation Schedules & Appendices $ 4,220 1008 Cost Estimates & BID Tab $ 4,010 1009 Bidding Assistance, Questions & Addendums $ 2,640 1010 Mileage, Shipping, Expenses, Etc. $ 250 Total $ 44,830 Project Management SeNices 3001 Project Management and Meetings $ 3,850 Subtotal $ 48,680 Contingency* 4001 10% Contingency $ 4,868 TOTAL $ 53,548 *Contingency amount is for the design of an area that has not been inspected yet. This contin enc would on/ be used with Cit sta a roval. ===== PDF PAGE 54 ===== [Extraction: embedded PDF text] Hourly Rate Schedule Code Classification 2022-Rate PD Project Director $245.00 SPM Senior Project Manager $200.00 PM Project ManaQer $175.00 SCM Senior Construction Manager $170.00 CM Construction Manager $155.00 co Construction Observer $125.00 SPE Senior Project Engineer $145.00 PE Project Engineer $130.00 El Engineer I $115.00 GSS GIS Specialist $110.00 GIS GIS Analyst $100.00 SDA Senior Data Analyst $110.00 DA Data Analyst $90.00 FM Field Manager $100.00 FS Field Supervisor $90.00 FT Field Technician $80.00 AS Administrative Suooort $85.00 ===== PDF PAGE 55 ===== [Extraction: embedded PDF text] EXHIBIT C:rm PROPOSED SCHEDULE The 90% bid package will be provided to the City by mid-December 2022 contingent upon approval of the 2022 SSES proposal by the end of August 2022. which will allow for the completion of the manhole inspections by mid-October of 2022. Any completed CCTV videos shall also be provided by the City by end of August 2022 to meet this schedule. The final bid package will be provided to the City within 3 weeks of City comment. ===== PDF PAGE 56 ===== [Extraction: OCR (rendered-page OCR)] EXHIBIT D PROJECT MAP A IL0 db aU Dei da slatted phic achive cMAWERIE GUDRUN Lal napa oe @ We Oxcage, mn22 Ses duty 2022 Sewert to be Rehabivamed = Overall Map cy naw ohn MP busking Foctprnt Gam Sewer Rehabileated by City 7 Rahbittstion Ams — See SP Gronty Maan (30" Diammeter oF grees) alle © ithe Sotay Structure Sewer to be Inepacted se Fore Man = Prvaen Sewer sem Geavty Maan (les ther 30" Daurrater)