===== PDF PAGE 11 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Resolution No. 24-R-0046 - Professional Engineering COMMITTEE AGENDA DATE: May 2, 2024Services Agreement- Donohue & Associates, Inc. -A2O COUNCIL AGENDA DATE: May 20, 2024 Phosphorous Removal Project for the West Chicago/Winfield Wastewater Authority Regional Wastewater Treatment Plant in the Not-to-Exceed Cost of $307,230.00 STAFF REVIEW: Mehul T. Patel, P.E., Director of Public Works SIGNATURE _________ _ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE._________ _ ITEM SUMMARY: The West Chicago/Winfield Wastewater Authority (WCWWA) Regional Wastewater Treatment Plant (WWTP) operates under an NPDES permit regulated by the Illinois Environmental Protection Agency (IEPA); Permit No. IL0024369. As authorized by the Clean Water Act, the NPDES Permit Program controls water pollution by regulating point sources that discharge pollutants into waters of the United States. Water pollution degrades surface waters making them unsafe for drinking, fishing, swimming, and other activities. Industrial, municipal, and other facilities must obtain permits from the IEPA if their discharges go directly to surface waters and must renew their permits every five years. For years, the USEPA has pressured the IEPA to impose new and stricter nutrient removal limitations on wastewater treatment plants consistent with national policy. The most recent IEPA NPDES permit for the WCVWVA WWTP expires on April 30, 2027. Since 2015, the WCVWVA has been a member of one local environmental group, the DuPage River Salt Creek Workgroup (DRSCW), formed in 2005 in response to concerns about Total Maximum Daily Loads (TMDLs) being set for the East & West Branches of the DuPage River and Salt Creek, which is made up of local communities, Publically Owned Treatment Works (POTWs) or WWTPs, and private environmental organizations. The DRSCW has been working to produce comprehensive data sets for local watersheds to determine and resolve priority stressors to local aquatic systems. The organization continues to implement targeted watershed activities that resolve priority waterway problems efficiently and cost effectively. Working directly with the other environmental groups and the IEPA, the DRSCW has created, submitted, and received support for the implementation of special permit conditions and stream restoration projects. It is DRSCW's plan that implementation of its stream restoration projects will produce the greatest improvement in water quality and habitat for less money than individual POTW projects. Because of being a member of the DRSCW and paying Project Funding Assessments, participating POTWs received a temporary reprieve from the IEPA to upgrade its own POTW and comply with strict phosphorus limits likely to be imposed by the IEPA. The WCWWA agreement with DRSCW expired on December 31, 2022, at which time WCVWVA stopped paying Project Funding Assessments. As a result, in WCVWVA's current NPDES permit, a special condition has been added which states the total phosphorus removal limits of 1.0 mg/I would be effective Oct 1, 2026. On December 7, 2020, authorized by Resolution No. 20-R-0076, the Mayor executed a contract with the Donohue & Associates, Inc. (Donohue) for a Phosphorus Removal Pilot Study at the West Chicago/Winfield Wastewater Authority (WCWWA) Regional Wastewater Treatment Plant. This study was completed, and final report was provided in January 2022. The study recommends four different options to reduce the total phosphorus limits below 1.0 mg/I. After review of the report and discussions with WWTP contracted staff, the consensus is to implement an option called "Anaerobic/Anoxic/Oxic (A2O)" to achieve the total phosphorus limits. This option will also provide the WCWWA with total nitrogen removal, limits for which will be coming down the road. With this option, the study shows, WCWWA can achieve 0.37 mq/I total phosphorus removal limits, which would be significantly below the 1.0 ===== PDF PAGE 12 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO mg/I. The IEPA in the past has suggested more stringent total phosphorus removal limits including 0.5 mg/I and 0.1 mg/I. On February 20, 2023, the City Council authorized Resolution No. 23-R-0006 authorizing Donohue to perform all required design engineering services related to the A2O Phosphorous Removal Project. Staff is very satisfied with the services provided by Donohue to date. Due to their familiarity and knowledge of the project design, staff solicitated a proposal from Donohue to provide construction related engineering services for this Project. Their scope of work will include general construction administration, progress meetings, shop drawing reviews, respond to request for information, construction oversight, prepare pay estimates, review change orders, startup services for new equipment and application engineering to incorporate new changes into the Supervisory Control and Data Acquisition (SCADA) for the WWf P. Donohue's initial proposal was for $663,890.00 which was reduced to $446,830.00 after the scope reduction. It was further reduced to $307,230.00 after successful negotiations. Staff feels the proposed fee of 6% is appropriate for a project cost of $5 million. The construction engineering services will be paid for by the WCWWA. ACTIONS PROPOSED: Approve Resolution No. 24-R-0046 authorizing the Mayor to execute an Agreement with Donohue & Associates, Inc. for professional construction engineering services related to the A2O Phosphorous Removal Project for the West Chicago/Winfield Wastewater Authority Regional Wastewater Treatment Plant in the not-to-exceed cost of $307,230.00 COMMITTEE RECOMMENDATION: ===== PDF PAGE 13 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0046 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH DONOHUE & ASSOCIATES, INC. FOR PROFESSIONAL ENGINEERING SERVICES RELATED TO THE A2O PHOSPHOROUS REMOVAL PROJECT FOR THE WEST CHICAGO/WINFIELD WASTEWATER AUTHORITY REGIONAL WASTEWATER TREATMENT PLANT IN THE NOT-TO-EXCEED COST OF $307,230.00 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 Agreement with Donohue & Associates, Inc. for professional construction engineering services related to the A2O Phosphorous Removal Project for the West Chicago/Winfield Wastewater Authority Regional Wastewater Treatment Plant in the not-to-exceed cost of $307,230.00, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 20th day of May 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager Valeria Perez ===== PDF PAGE 14 ===== [Extraction: OCR (rendered-page OCR)] A20 Improvements Construction Phase Services West Chicago/Winfield Wastewater Authority Date: April 23, 2024 Project Plan Quality Work, On Time, On Budget >) DONOHUE ===== PDF PAGE 15 ===== [Extraction: embedded PDF text] PARTI PROJECT DESCRIPTION/SCOPE OF SERVICES/TIMING A. Project Purpose and Description The West Chicago/Winfield Wastewater Authority (OWNER) owns and operates a wastewater treatment facility rated at 7.64 mgd daily average flow {DAF) and 20.3 mgd design maximum flow {DMF). The treatment plant consists of screening, grit removal, primary clarification, activated sludge, secondary clarification, tertiary disk filtration, disinfection, anaerobic digestion, belt filter press, and landfill of dewatered biosolids. The OWNER has contracted with Donohue & Associates, Inc. {ENGINEER) to perform the construction phase services for the A2O biological nutrient removal system. The scope of work will include construction phase services for the following key components: • Structural repair of the aeration tanks and decking over the gallery • Baffle walls to create selector zones • Recycle pumps in selector zones • New diffusers B. Scope of Services Basic Services to be provided by Donohue for this Project under this Agreement are as follows: Task 1 - Construction Related Engineering Services Upon successful completion of the Bidding Phase, and upon award of the construction contracts by the Owner, Donohue shall provide the following construction phase contract administration and observation services for the Project: 1.1 General Administration of Construction Contracts. Consult with Owner and act as Owner's representative as provided in the General Conditions of the Contract Documents as included in the Project Manual. Included in this effort is receipt and incorporation of constructability revisions to the documents, as directed from time to time, by the Owner. 1.2 Pre-Construction Conference and Progress Meetings. Conduct one Pre-Construction Conference prior to commencement of the Work at the Project site and prepare and distribute minutes. Donahue's project manager shall also attend on average, one (1) Construction Pay/Progress Meetings per month over the course of the estimated 12-month actual construction duration from Notice-To-Proceed to Substantial Completion. It is understood that the Contractor shall conduct the progress meetings and prepare the agenda and minutes for the meetings. Owner will review said minutes for accuracy. Project Plan I A20 Design and Bidding Services ===== PDF PAGE 16 ===== [Extraction: embedded PDF text] 1.3 Visits to Site and Observation of Construction. Perform the following services in connection with observations of the Construction Contractor's work-in-progress: 1.3.1 Donohue will provide to the project a Resident Project Representative {RPR) who will make visits to the Project Site at intervals and frequencies as described herein, as appropriate for the various stages of construction in order to observe the progress and quality of the Work. Such visits and observations by Donohue are not intended to be exhaustive or to extend to every aspect of a Construction Contractor's work-in-progress or to involve detailed inspections of a Construction Contractor's work-in-progress beyond the responsibilities specifically assigned to Donohue in this Agreement and the Contract Documents, but rather are to be limited to spot checking, selective sampling, and similar methods of general observation of the work based on Donahue's exercise of professional judgment. Based on information obtained during such visits and observations, Donohue will determine in general ifthe Construction Contractor's work is proceeding in accordance with the Contract Documents, and Donohue shall keep the Owner informed of the progress of the construction work. The Contract Document requires that the Construction Contractor be responsible for staking and layout of the work to be constructed. Therefore, it is agreed that Donahue's observation services specified herein do not include staking or layout of the work to be constructed. However, Donohue will provide to the Construction Contractor the coordinate points, benchmarks and control points used to design the Work, which is so stated in the Project Manual. 1.3.2 Under the fee prescribed for in this Agreement, Donahue's RPR will provide a limited level of construction observation efforts. To this end, Donohue will provide up to 208 hours of observation work, including travel time and vehicle expense to and from the site within the estimated 12-month actual construction duration. 1.3.3 The purpose of Donahue's visits to the Site will be to enable Donohue to provide the Owner a greater degree of confidence that the completed work is in general conformance with the Contract Documents and that the integrity of the design concept of the completed Project, as functioning as a whole system. Donahue's RPR will not have authority over or responsibility for supervising the Construction Contractor's workers or the Owner's staff. Donahue's RPR will not, during such visits or as result of such observations of the work supervise, direct, or have control over any Construction Contractor's work, nor shall Donohue have authority over or responsibility for the means, methods, techniques, sequences or procedures of construction selected by any Construction Contractor, for safety precautions and programs incident to the Construction Contractor's work or for any failure of any Contractor to comply with laws and regulations applicable to Construction Contractor's furnishing and performing the work. Donohue does not guarantee the performance of any Construction Contractor nor assume the responsibility for any Construction Contractor's failure. Project Plan I A20 Design and Bidding Services ===== PDF PAGE 17 ===== [Extraction: embedded PDF text] 1.4 Defective Work. Donohue will recommend to Owner whether a Construction Contractor's work be disapproved and rejected while it is in progress if, on the basis of such observations, Donohue believes that such work will not produce a completed Project that conforms generally to the Contract Documents or that it will prejudice the integrity of the design concept of the completed Project as a functioning whole as indicated in the Contract Documents. 1.5 Clarifications and Interpretations and Field Orders. Donohue will issue within a reasonable time period, upon Construction Contractor's written Request for Information (RFI) for the Construction Contract, the necessary clarifications and interpretations of the Contract Documents as appropriate to the orderly completion of each Contractor's work. Such clarifications and interpretations will be consistent with the intent of and interpretations reasonably inferable from the Contract Documents. Donohue may also issue Field Orders authorizing minor variations from the requirements of the Contract Documents, which the Owner and Contractor agree do not affect contract time of completion or the value of work. Donohue will respond to RFl's and Field Orders to the Owner's project manager at the same time that said documents are issued to the construction contractors. The compensation in Part Ill is based on 38 RFl's. 1.6 Change Orders and Work Change Directives. For the Construction Contract Donohue will recommend Change Orders and Work Change Directives to the Owner, as appropriate, and prepare Change Orders and Work Change Directives as required. Donohue will prepare support documentation related to said Change Orders and Work Change Directives and furnish change order documents to the Owner in advance of its regular month meetings. 1.7 Shop Drawings and Samples. Donohue will complete a technical review of shop drawings, product literature, and other submittals for the project's structural systems, pumps, electrical, process equipment, SCADA system components, piping systems, and other required items to determine general conformance to the design intent ofthe project's plans and specifications. The compensation in Part Ill is based on 50 shop drawings. 1.8 Substitutes and "or-equal." Donohue will evaluate Construction Contractor's substitution requests for determination of acceptability. Donohue will forward its evaluation of acceptability to Owner for action and Donohue will forward Owner's determination of acceptability to the Construction Contractor. 1.9 Applications for Payment. Donohue will review the Construction Contractors' Applications for Payment and accompanying supporting documentation. Such recommendations of payment will be in writing and will constitute Donohue's representation to Owner that, to the best of Donohue's knowledge, information and belief that the Construction Contractors' work has progressed to the point indicated and the quality of such work is generally in accordance with the Contract Documents. 1.10 Startup Services. Provide start-up assistance to Owner, for initial start-up of proposed systems: biological nutrient removal systems. Start-Up assistance is limited to 44 hours including trips to the site. Project Plan I A20 Design and Bidding Services ===== PDF PAGE 18 ===== [Extraction: embedded PDF text] 1.11 Substantial Completion. Promptly after notice from Construction Contractor that he or she considers the entire work ready for its intended use, in company with the Owner and Contractor, Donohue shall conduct a visit to the site to determine if the work is Substantially Complete. If after considering any objections of the Owner, Donohue considers the work to be Substantially Complete; Donohue shall deliver a Certificate of Substantial Completion to the Owner and the respective Contractor. 1.12 Record Documents. Receive and review annotated "red-lined" record documents for the Construction Contract. These annotated record documents are to be assembled by the Construction Contractor in accordance with the Contract Documents to obtain final payment. Prepare Record Drawings showing appropriate record information based on the Project annotated record documents received from the Contractor. Donohue will forward to the Owner the completed Record Drawing deliverables in the form of AutoCAD files and three 11" x 17" size printed-paper sets. Donohue takes no responsibility for the quality, thoroughness, and accuracy of the "red-lined" record documents provided by the Construction Contractor. Task 2 -Applications Engineering PLC, SCADA, and Historian Programming • Engineer shall complete PLC and HMI programming in accordance with the agreed upon functional control descriptions listed in the specifications. In general, application engineering shall include control of biological nutrient removal systems, aeration systems and DO control, and chemical feed systems and ancillary systems. HMI graphics shall be completed in accordance with existing plant standards for seamless implementation of new work. Engineer shall provide field 1/0 checkout and instrument commissioning assistance to verify proper operation of equipment and instruments prior to startup. Startup and testing of process control system shall be completed in accordance with the Contractor's schedule. Upon completion of Work, Engineer shall provide a programming documentation manual to the Client to document control strategies and application programs. Field UO Testing, Startup, and Functional Testing • Donohue will work with the Contractor to perform Field 1/0 testing of all signals. The Contractor shall be responsible for preparing test procedures and signoff sheets. Donohue will verify functionality of each 1/0 point confirming the signal provided is indicated in the PLC, HMI graphics, and alarm notification system as required. • Donohue will provide startup and functional testing of equipment to confirm functionality meets the design intent. The specified functional descriptions shall be used for the basis of the functional testing. Operations and Personnel Training • PLC program review training for maintenance personnel shall be provided to review the PLC programming, general navigation, organization, and basic functionality of the PLC programs. This training is intended for a basic level of understanding for troubleshooting and maintenance purposes. • HMI graphic and operations training shall be provided for operations personnel to review the HMI graphics, general navigation, and functional control of the process equipment. Project Plan I A2.O Design and Bidding Services ===== PDF PAGE 19 ===== [Extraction: embedded PDF text] Documentation and O&M Manual • Provide a SCADA Operations and Maintenance Manual in modifiable electronic format with the following sections: Functional descriptions Network configuration details PLC application programs OIT application programs Backup of SCADA system C. Project Timing Donohue shall be authorized to commence the work set forth herein upon execution of this Agreement and will perform the work according to the construction activities which are anticipated to be for a duration of 18 months after notice to proceed to the selected construction contractor. The estimated actual construction duration is 12 months for the active construction period. PART II OWNER RESPONSIBILITIES A. Owner agrees to: 1. Identify a person authorized to act as the Owner's representative to respond to questions and make decisions on behalf of Owner, accept completed documents, approve payments to Donohue, and serve as liaison with Donohue as necessary for Donohue to complete its Services. 2. Furnish to Donohue copies of existing documents and data pertinent to Donohue's Scope of Services, including but not limited to and where applicable: design and record drawings for existing facilities; property descriptions, land use restrictions, surveys, geotechnical and environmental studies, or assessments. 3. Owner shall be responsible for all requirements and instructions that it furnishes to Donohue pursuant to this Agreement, and for the accuracy and completeness of all reports, data, programs, and other information furnished by Owner to Donohue pursuant to this Agreement. Donohue may use and rely upon such requirements, instructions, reports, data, programs, and information in performing or furnishing services under this Agreement, subject to any express limitations or reservations provided by Owner applicable to the furnished items. 4. Provide to Donohue existing information regarding the existence and locations of utilities and underground facilities. s. Provide Donohue safe access to premises necessary for Donohue to provide the Services. Project Plan I A2O Design and Bidding Services ===== PDF PAGE 20 ===== [Extraction: embedded PDF text] 6. Inform Donohue whenever Owner observes or becomes aware of a Hazardous Environmental Conditions that may affect Donohue's Scope of Services or time for performance. PART Ill COMPENSATION, BILLING AND PAYMENT A. COMPENSATION Compensation for the professional engineering services as defined in Part I shall be in accordance with ENGINEER's standard charge out rates in eff~ct at the time the Services are performed. Routine expenses will be billed at cost and subconsultant costs will include a 10% markup. The total compensation for these basic Services will not exceed $307,230.00 without prior written approval from OWNER. B. Donohue will bill Owner monthly, with net payment due in 30 days. C. Donohue will notify Owner if Project scope changes require modifications to the above- stated contract value. Services relative to scope changes. will not be initiated without written authorization from Owner. Project Plan I A2O Design and Bidding Services ===== PDF PAGE 21 ===== [Extraction: embedded PDF text] West Chicago/ Winfield Wastewater Authority A2O Improvements CRS Fee Estimate Summary - 18 Month Construction Time - Revision 02-20-24 Donohue & Associates, Inc. Labor Total Total Expenses/ Task PM RPR ConstAdmin Struct Process-Mech Electrical l&C Mech Hours Labor Sub Travel Total $ 260 $ 160 $ 170 $ 195 $ 195 $ 205 $ 205 s 195 Hours Labor Printing Cost Design Changes • RAS Addition $ 19,860 $ 19,860 3011Project Management and Administration Preconstruction Meeting 8 16 8 32 s 6,000 $ 500 $ 6,500 Administration 40 120 160 s 30,800 s 30,800 Monthly Progress Meetings 40 180 220 $ 41,000 $ 3,600 $ 44,600 Final Walkthrough 8 8 8 8 8 8 8 56 $ 11,120 $ 1,800 s 12,920 Substitute Evaluations 4 16 4 4 28 s 5,400 s 5,400 Monthly Progress Reports 8 24 32 $ 6,160 s 6,160 . s $ - 302 Requests for Information - Assume 50 RFls 8 6 24 28 80 38 16 200 $ 39,250 $ 800 $ 40,050 $ - s 303 Shop Drawings - Assume 130 Shop Dwgs 12 4 68 78 120 60 48 390 s 76,070 s 120 $ 76,190 . s $ 304 RPR and Site Visits - Assume 1 day/week 16 1,200 24 16 24 24 16 1,320 $ 216,240 $ 23,000 $ 239,240 - $ $ - 305 Start Up Assistance 4 4 4 24 8 8 52 $ 10,320 $ 5,500 $ 15,820 s - $ - 306 Record Drawings 4 4 32 40 s 7,960 $ 1.,200 $ 9,160 . s s 307 Change Order Preparation 4 2 12 18 $ 3,400 $ 750 $ 4,150 . $ - $ . 308 Standard Operating Procedures (O&M Manuals) 4 4 60 68 $ 13,420 $ 2,500 $ 15,920 s s - 309 Application Engineering - 245 1/0 Points @ 560/ po 12 600 612 $ 126,120 $ 11,000 s 137,120 Total 172 1,240 496 130 348 142 700 3,228 $ 593,260 $ - $ 50,770 $ 663,890 Total Labor Dollars by Labor Class s 44,720 $ 198,400 s 84,320 s 25,350 s 67,860 s 29,110 $ 143.500 s Construction Cost Estimate $5,125,000 Design Fee $308,430 6.02% Constr Fee $506,910 9.89% 9.89% Total $815,340 Application Engineering $ 137,120 15.9% - based on 245 points at $560/point ===== PDF PAGE 22 ===== [Extraction: embedded PDF text] West Chicago/ Winfield Wastewater Authority A2O Improvements CRS Fee Estimate Summary - 18 Month Construction Time - Revision 04-17-24 Donohue & Associates, Inc. Labor Total Total Expenses/ Task PM RPR ConstAdmin Struct Process-Mech Electrical l&C Mech Hours Labor Sub Travel Total $ 260 $ 160 $ 170 s 195 $ 195 $ 205 $ 205 s 195 Hours Labor Printing- Cost Design Changes - RA& Addlliu• • Rebid s 19,860 $ 19,860 30llProject Management and Administration Preconstruction Meeting 8 16 8 32 $ 6,000 $ 500 $ 6,500 Administration 24 80 104 s 19.,840 $ 19,840 Monthly Progress Meetings - assume 12 24 120 144 s 26,640 s 2,600 $ 29,240 Final Walkthrough 8 8 8 8 8 8 8 56 s 11,120 s 1,800 s 12,920 Substitute Evaluations 4 16 4 4 28 s 5,400 $ 5,400 Monthly Progress Reports 8 24 32 s 6,160 $ 6,160 11- month warranty walk through 8 8 16 s 3,440 $ 400 s 3,840 302 Requests for Information • Assume 38 RFls 6 6 24 32 52 36 8 164 s 32,000 s 800 $ 32,800 s s - 303 Shop Drawings - Assume 75 Shop Dwgs 12 4 68 78 120 60 48 390 s 76,070 s 120 s 76,190 $ s 304 RPR and Site Visits - Assume 1 day/week for 12 months 16 416 24 16 24 24 16 536 $ 90,800 s 17,500 $ 108,300 s - s 305 Start Up Assistance 4 4 4 16 8 8 44 $ 8,760 $ 2,500 $ 11,260 $ . $ 306 Record Drawings 4 4 32 40 $ 7,960 s 1.200 $ 9,160 $ - s 307 Change Order Preparation 4 2 8 14 s 2.720 s 750 $ 3,470 $ . $ . 308 Standard Operating Procedures (O&M Manuals) 4 4 82 90 $ 17,710 $ 1,500 $ 19,210 s - $ 309 Application Engineering - 125 1/0 Points @ 560/point 8 320 328 s 67,680 $ 15,000 s 82,680 Total 142 456 400 134 334 140 412 2,018 $ 382,300 $ - $ 44,670 $ 446,830 Total Labor Dollars by Labor Class $ 36,920 s 72,960 s 68,000 s 26,130 s 65,130 $ 28,700 s 84,460 $ - Total fee $ 735,400 Construction Cost Estimate $5,400,000 Design Fee $308,430 5.71% Constr Fee $344,290 6.38% ===== PDF PAGE 23 ===== [Extraction: embedded PDF text] West Chicago l Winfield Wastewater Authority A2O Improvements CRS Fee Estimate Summary - 18 Month Construction Time - Revision .04:23-24 Donohue & Associates, Inc. Labor Total Total Expenses/ Task PM RPR Const Acimin Struct Process-Mech Electrlcal l&C Mech Hours Labor Sub Travel Total $ 260 $ 160 $ 170 $ 195 s 195 s 205 s 205 s 195 Hours Labor Printi111? Cost Design Changes - AA$ ~dolillaA - Rebid $ 19,860 $ 19,860 3011Project Management an.d Administration Preconstruction Meeting 8 16 8 32 $ 6,000 s 500 s 6,500 Administration 24 40 64 s 13,040 $ 13,040 Monthly Progress Meetings - assume 12 24 60 84 s 16.440 s 1.300 $ 17,740 Final Walkthrough 8 8 8 8 8 8 8 56 s 11.120 $ 1,800 $ 12,920 Substitute Evaluations 4 8 4 4 20 s 4,040 $ 4,040 Monthly Progress Reports 8 12 20 s 4,120 $ 4,120 - s - s - $ - 302 Requests for Information - Assume 38 RFls 6 6 24 32 52 36 8 164 s 32,000 s 400 s 32.400 s - s - 303 Shop Drawings - Assume 50 Shop Dwgs 8 4 24 48 48 40 32 204 s 40,280 s 120 $ 40,400 $ - s - 304 RPR and Site Visits - Assume 1 day every 2 weeks for 12 16 208 24 16 24 24 16 328 $ 57,520 $ 3,600 $ 61,120 $ - $ 305 Start Up Assistance 4 4 4 16 8 8 44 $ 8,760 $ 2,500 $ 11,260 $ - $ 306 Record Drawings 4 4 32 40 s 7,960 s 1,200 $ 9,160 s - $ 307 Change Order Preparation 4 2 8 14 s 2,720 $ 750 s 3,470 $ - s -308 Standard Operating Procedures (O&M Manuals) (O&M Manuals wlll be reviewed as part of shop drnwlngsJ $ - $ - $ $ s 309 Application Engineering - 125 1/0 Points @ 560/point 340 340 s 69,700 $ 1,500 s 71,200 Total 118 248 224 104 180 120 416 1,410 $ 273,700 $ $ 13,670 $ 307,230 - Total Labor Dollars by Labor Class $ 30,680 S 39,680 $ 38,080 $ 20,280 $ 35,100 $ 24,600 $ 85,280 $ - Total fee $ 595,800 Construction Cost Estimate $5,015,000 Design Fee $308,430 6.15% Constr Fee $216,170 4.31% ===== PDF PAGE 24 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENOA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: 1-t ,T>~ Resolution No. 24-R-0047 - Contract Award - Landscape Material & Firewood Sales, Inc. for the Purchase of Coarse COMMITTEE AGENDA DATE: May 2, 2024 and Fine Aggregate Material Delivered for FY 2024 in an COUNCIL AGENDA DATE: May 20, 2024 Amount Not to Exceed $72,000.00 STAFF REVIEW: Mehul T. Patel, P.E., CFM, Director of Public Works SIGNATURE APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE ITEM SUMMARY: Aggregate materials, such as gravel, rock, and sand, are used in numerous maintenance and repair activities performed by the staff in the Public Works Department. Examples include shoulder work on unimproved roads and alleyways and backfill for underground utility (e.g., water main, sanitary sewer, and storm sewer) repairs within the right-of-way and utility easements. Aggregate material is ordered and delivered to the Streets Division or directly to the job site on an as-needed basis; therefore, total quantities vary each year. The actual quantities correlate directly with the number of utility repairs such as water main breaks and sanitary sewer repairs. Staff prepared bid specifications using estimated quantities for the purpose of establishing unit prices for FY 2024. The contract specifications allow for variations in total unit quantities ordered based on the needs for each item, provided the total contract amount does not exceed the award amount. A public bid notice was placed in the Daily Herald on March 7, 2024. A bid notice was also placed on the online bidding platform called QuestCDN on the same date. Staff opened bids on March 26, 2024, and the following are the bid results: CONTRACTOR BID AMOUNT RANK Landscape Material & Firewood Sales, Inc. $72,000.00 1 Viking Brothers, Inc. $76,300.00 2 ENGINEER'S EST/MA TE NIA NIA Landscape Material & Firewood Sales, Inc. of West Chicago, Illinois submitted the lowest responsible bid in the amount of $72,000.00. The FY 2024 budget includes $10,000 in the Sewer Fund Account 05-34-43-4638 and $35,000 in the Water Fund Account 06-34-47-4621. If needed, additional funds are also available in General Fund Account 01-09-24-4650. The staff recommends awarding the contract to Landscape Material & Firewood Sales, Inc. for FY 2024 Coarse and Fine Aggregate Material Delivered and authorizing a Purchase Order in the amount not to exceed $72,000.00. ACTIONS PROPOSED: Approve Resolution No. 24-R-0047 authorizing the Mayor to execute a contract with Landscape Material & Firewood Sales, Inc. for the purchase of Coarse and Fine Aggregate Material Delivered for FY 2024 in an amount not to exceed $72,000.00 COMMITTEE RECOMMENDATION: ===== PDF PAGE 25 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0047 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH LANDSCAPE MATERIAL & FIREWOOD SALES, INC. FOR THE PURCHASE OF COARSE AND FINE AGGREGATE MATERIAL DELIVERED FOR FY 2024 IN THE AMOUNT NOT TO EXCEED $72,000.00 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 Contract with Landscape Material & Firewood Sales, Inc. of West Chicago, Illinois, for the purchase of Coarse and Fine Aggregate Material Delivered for FY 2024 in the amount not to exceed $72,000.00, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 20th day of May 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager Valeria Perez ===== PDF PAGE 26 ===== [Extraction: embedded PDF text] - ~ Landscape Material & Firewood Sales, Inc. Viking Brothers, Inc City of West Chicago 27W250 Saint Charles Road 1665 Eastwood Drive Tabulation of Bids West Chicago, IL 60185 Aurora, IL 60506 Project Name: 2024 Coarse & Fine Aggregate Material Delivered - Date: March 26, 2024 11:00A.M_ Opened by: Dave Shah Recorded bv: Tom Tretowicz Unit Unit ITEMS Units Quantitv Price Total Price Total 1 CA-6 CRUSHED STONE, #8 TON 2000_00 $18.50 $37,000.00 $19.75 $39,500.00 2 CA-11 CRUSHED STONE, ¾ chios TON 500.00 $23.50 $11 ,750.00 $26.03 $13,015.00 3 CA-1 CRUSHED LIMESTONE 3" TON 300.00 $24.50 $7,350.00 $23.95 $7,185.00 4 FA-5 SCREENINGS TON 100.00 $12.75 $1,275.00 $12.00 $1,200.00 5 ¾ " WASHED GRAVEL TON 500.00 $19.75 $9,875.00 $21.00 $10,500.00 6 FA-2 SAND TON 200_00 $23.75 $4,750.00 $24.50 $4,900.00 Total As Read $72,000.00 $76,300.00 Total As Corrected $72,000.00 $76,300.00 BID-TAB