===== PDF PAGE 15 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _Lf-~,_Y,;___, __ _ Resolution No. 23-R-0092 - Amendment No. 1 - COMMITTEE AGENDA DATE: December 7, 2023Professional Engineering Services - Thomas Engineering COUNCIL AGENDA DATE: December 18, 2023 Group for the Lift Station 5 and Forcemain Project in an Amount Not to Exceed $34,409.98 STAFF REVIEW: Mehul T. Patel, P.E., CFM - Director of Public Works SIGNATURE_________ _ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE _________ _ ITEM SUMMARY: The reconstruction project for the City's Sanitary Lift Station #5 and associated forcemain (located at 244 S. Neltnor Boulevard, behind the Burger King restaurant) began May 16, 2022 (Resolution No. 22-R- 0027) with the project being awarded to Integral Construction, Inc (Integral). of Romeoville, Illinois. The scope of work includes approximately 1,000 lineal feet of new sanitary forcemain, new wet well, pumps, electrical upgrades, mechanical upgrades, on-site generator, and a new building to house all the lift station equipment. On August 15, 2022 (Resolution No. 22-R-0039), the City Council awarded construction oversight services for this project to Thomas Engineering Group (TEG), based on its knowledge, past experience and familiarity with City's construction standards. Once the majority of the key components for the lift station were delivered to the site, the construction portion of the project officially kicked off with the notice to proceed being issued to Integral Construction, effective 5/30/23. Despite the best efforts of City staff and TEG, through November 2023 Integral has only completed portions of the project. Additional time and effort have been required to facilitate this project as well as to ensure quality and compliance with the Contract. TEG has spent more time than anticipated for material submittal and shop drawing reviews, unexpected design changes, and unpredictable contractor performance. The original contract prescribed 180 days for completion of this project from the issuance of Notice to Proceed. There are several weeks of work remaining on the critical portions of the project. Staff recommends approving Change Order No. 1 to TEG's original contract for the Lift Station No. 5 and Force Main Replacement Project Oversight in the amount not to exceed $34,409.98, bringing the total contract value to $109,928.96. TEG's change order will be funded through available fund balances in Sewer Fund account no. 05-34-43-4410 where approximately $40,000.00 of saving are available from the Sanitary Sewer Rehabilitation Project. ACTIONS PROPOSED: Approve Resolution No. 23-R-0092 authorizing the Mayor to execute an Amendment No. 1 for the Professional Engineering Services contract with Thomas Engineering Group for the Lift Station No. 5 and Force Main Replacement Project in an amount not to exceed $34,409.98 COMMITTEE RECOMMENDATION: ===== PDF PAGE 16 ===== [Extraction: embedded PDF text] RESOLUTION NO. 23-R-0092 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AMENDMENT NO. 1 FOR PROFESSIONAL ENGINEERING SERVICES WITH THOMAS ENGINEERING GROUP FOR THE LIFT STATION 5 AND FORCEMAIN PROJECT IN AN AMOUNT NOT TO EXCEED $34,409.98 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 an Amendment No. 1 for the Professional Engineering Services contract with Thomas Engineering Group. for the Lift Station No. 5 and Forcemain Replacement Project in an amount not to exceed $34,409.98, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 181h day of December 2023. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager, Valeria Perez ===== PDF PAGE 17 ===== [Extraction: embedded PDF text] th~I!)CS. engineering_ group s e r v I c e a t t h e h I g h e st g r a d 0 0 7 62 shoreline drive suite 200 aurora, illinois 60504 November 22, 2023 Mr. Mehul T. Patel, P.E., CFM Director of Public Works City of West Chicago 1400 Hawthorne Lane West Chicago, IL 60185 Re: Amendment #1 - Construction Engineering Services Proposal for the Lift Station No. 5 and Force Main Replacement Project Dear Mr. Patel: Thomas Engineering Group, LLC (TEG) proposes to provide additional professional engineering services related to Construction Engineering Services for the City's Lift Station No. 5 and Force Main Replacement Project. This Change Order is based on the additional effort required to complete the project as directed by the City of West Chicago. A CECS for only the additional work and scope narrative is attached to Amendment request. Generally, additional time and effort was needed to facilitate the construction project and ensure quality and compliance with the contract, while working with a general contractor that lacked experience, efficiency, and competence for the prosecution of the construction of a municipal wastewater lift station. The amount of the requested change is summarized below: ORIGINAL CONTRACT: $75,518.98 AMENDMENT #1: $34,409.98 AMENDED CONTRACT: $109,928.96 If you have any questions or require additional information, please call me at (847) 815-9500 or by e-mail at kevinv@thomas-engineering.com. Sincerely, thomas engineering group, lie Kevin C. VanDe Woestyne, P .E., ENV SP Municipal Department Head Attachments ~ • 1,1 • i .~-• .i l"'•' • ===== PDF PAGE 18 ===== [Extraction: embedded PDF text] th~as. angrnao_rlrig group ~erv1c9 or 1119 hlgho,1 g1ade. Lift Station No. 5 and Force Main Replacement Project City of West Chicago Phase Ill Construction Oversight Services Scope of Work Narrative - Amendment 1 Thomas Engineering Group, LLC (CONSULTANT) was hired by the City of West Chicago (CITY) to provide Phase Ill Construction Oversight Services related to the CITY'S Lift Station No. 5 and Force Main Replacement Project. Additional time and effort were needed to facilitate the construction project and ensure quality and compliance with the Contract Documents, while working with a general contractor that lacked experience, efficiency, and competence for the execution of the construction of a municipal wastewater lift station. The justification for this request is based on additional time needed for material submittal and shop drawing reviews, extended construction duration, designer errors and omissions, and unpredictable contractor performance. Submittal and Shop Drawing Reviews Additional time and effort were needed to administer the submittal and review of material sources and suppliers. The general contractor admittedly lacked knowledge of underground and lift station construction. This lack of knowledge and poor communication amongst subcontractors, vendors, and material suppliers resulted in excessive, incomplete, and unacceptable material submittals. CONSULTANT assumed that the submittal process would be like past lift station construction projects in the CITY, such as Lift Station #1, whereby approved materials and plans would be submitted promptly in conformance with the contract requirements. Multiple items, including site piping appurtenances, restrained joints, polymer concrete sanitary manholes, cleanout valve appurtenances, temporary bypass pumping plans, and traffic control plans were resubmitted repeatedly with alternate materials, although approval had already been given for other sources. CONSULTANT performed extra reviews as the contractor continually revised their means and methods of construction and list of subcontractors performing the work. To date, over 70 submittals have been submitted to the CONSUL TANT for review, while Short-Circuit & Protective Device Coordination and Arc Flash Studies have not yet been submitted by the contractor. Extension of Time Exhibit A found within the Professional Services Agreement for Phase Ill Construction Oversight Services related to the CITY'S Lift Station No. 5 and Force Main Replacement Project, as prepared by Kevin C. VanDeWoestyne, P.E., ENV SP, Municipal Department Head, dated July 12, 2022, includes the following, "It is anticipated that construction will tentatively begin in early June, following contract award, execution, and preconstruction meeting. According to the engineer's estimate of time, 150 calendar days are required to complete all site civil and utility work shown on the final engineering plans. Our not-to-exceed fee estimate, provided herein, includes construction engineering hours based on having a full-time Resident Engineer and support staff over a period of 150 calendar days (approximately 21 weeks) to oversee the construction of the Lift Station No. 5 and Force Main Replacement Project. It is anticipated that all construction activities will be completed by September 2023." Page 1of2 ===== PDF PAGE 19 ===== [Extraction: embedded PDF text] th~as. engtnee 11ng group SO I V I C(lo O I 11'1 8 h 1Q h0 51 Q J Ocia. The original scope includes Phase Ill Construction Oversight Services over a duration of 150 calendar days. The Notice to Proceed was issued by the CITY on May 18, 2023. Based on the date of the Notice to Proceed, the original construction duration and substantial completion date expired on October 15, 2023. The contractor has continued working beyond the original completion date and beyond CONSUL TANT's anticipated completion in September 2023. Designer Errors and Omissions During construction, it was discovered that the approved engineering plans included errors and omissions which resulted in additional time and effort by the CONSULTANT. Additional engineering, that wasn't budgeted in the original contract, included further examination and extra work to correct, revise, or complete the design engineering associated with components such as the designer's recommended sequence of construction, site piping, valve vaults, cleanout valve appurtenances, train station grinder pump, pit, and force main, and traffic control plans. In addition, the CONSULTANT was directed by the CITY to coordinate issues with the designer of record and specified pump suppliers to resolve discrepancies between the contract documents. CONSULTANT continues to work with the CITY to facilitate the construction project and ensure quality and compliance with the contract and industry practices. Unpredictable Contractor Performance Exhibit A found within the Professional Services Agreement for Phase Ill Construction Oversight Services related to the CITY'S Lift Station No. 5 and Force Main Replacement Project assumes contract administration by CONSUL TANT for the prosecution and completion of work by a qualified contractor who possesses experience, ability, and competence to complete the work on time. CONSUL TANT is responsible for determining if the work is proceeding in accordance with the Contract Documents. At the time of the submittal for Professional Services, CONSULTANT assumed that the general contractor possessed experience, integrity, and competent workers for the proper execution of the work and recognize the Standard Specifications for Sewer and Water Main Construction in Illinois or Standard Specifications for Road and Bridge Construction, both of which are industry standard and integral to the Contract Documents. However, the general contractor does not meet the requirements and the completion date was not met. The general contractor's poor performance, organization, prosecution, and cooperation has resulted in additional time and effort by the CONSUL TANT. Amendment 1 Summary - Additional Phase Ill Construction Oversight Services The original construction duration and substantial completion date expired on October 15, 2023. The CITY's contractor has continued working beyond the original completion date and beyond CONSUL TANT's anticipated completion in September 2023. The CONSULTANT has been asked by the CITY to continue to provide construction engineering services without delay or interruption to service. CONSULTANT proposed to provide construction engineering services for the duration of construction. The CITY'S contractor anticipates substantial completion by January 31, 2024. CONSULTANT will provide additional Phase Ill Construction Oversight Services on a not to exceed basis for the remainder of 2023 and until January 31, 2024. The total additional effort is based on providing part-time Phase Ill Construction Oversight Services between November 15, 2023, and January 31, 2024, to oversee the remaining construction of the Lift Station No. 5 and Force Main Replacement Project. Total Additional Effort= 252 Hours Page 2 of 2 ===== PDF PAGE 20 ===== [Extraction: embedded PDF text] EXHIBIT"A" Schedule of Services and Fees - Amendment #1 Prepared 11/22/2023 To: Mr. Mehul T. Patel, P.E., CFM Director of Public Works City of West Chicago 1400 Hawthorne Lane ___group West Chicago, IL 60185 service at the highest grade Thomas Engineering Group, LLC. Lift Station #5 Replacement Project 2023 2024 TOTAL NOV DEC JAN FEB MAR APR MAY JUN Month Ending >>> 30-Nov 31-Dec 31-Jan 1-Feb 31-Mar 30-Apr 31-May 30-Jun JOB JOB CLASSIFICATION RATE HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS SALARY PROJECT PRINCIPAL I $ 70.00 4 4 4 12 $ 840.00 RESIDENT ENGINEER (SV) I$ 51.64 80 80 80 240 $ 12,394.61 84 84 84 0 0 0 0 0 252 Assumptions: SUBTOTAL DIRECT LABOR $ 13,234.61 Substantial Completion by January 31, 2024 City to Assume Engineer Responsibilities following January 31, 2024 TOTAL DIRECT LABOR $ 13,234.61 DIRECT LABOR X 2.6 MULTIPLIER $ 34,409.98 In-House Direct Costs Phones 0.001 Months @$10 I s DIRECT COSTS $ Vehicles 0.001 Days @$65 I s I TOTAL Not to Exceed $ 34,409.98 I