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TO: Mayor Richard C. Irvin
FROM: Kurt Muth, P.E., Engineering Coordinator
DATE: May 13, 2024
SUBJECT:
A resolution authorizing the Director of Purchasing to execute a contract with Fehr Graham Engineering & Environmental to provide construction engineering services for various underground utility installation and repair projects on an as-needed basis during the 2024 construction season, in an amount not to exceed $177,000.00. The projects will be located throughout the City and will include the repair or installation of water mains, sanitary sewers, storm sewers, and the replacement of lead water services.
PURPOSE:
To execute a contract to allow Fehr Graham Engineering & Environmental to provide services to supplement City staff throughout the 2024 construction season. Personnel from Fehr Graham Engineering & Environmental have successfully provided similar services in past. This proposal allows for a full time representative during 2024 and minimal surveying services consisting of construction layout and the preparation of record drawings as needed.
BACKGROUND:
Due to the complex nature of underground utility construction, it is recommended that a representative of the City be on-site to review the construction procedures and ensure that the new utilities are installed in conformance with the design plans and specifications. The City published a request for qualifications that was advertised on September 24, 2023 and nine firms submitted statements of qualifications. A copy of the advertisement is attached as Exhibit A. After review of the proposals by engineering division staff, Trotter and Associates, Inc. was initially selected and awarded a contract with City Council approval in late 2023. Unfortunately, the resident engineer proposed is no longer available and a comparable replacement was not able to be provided. Fehr Graham Engineering & Environmental submitted the second rated proposal during the process and this contract will take the place of the previously approved contract with Trotter and Associates, Inc. No funds were spent on the previous contract and this replacement contract is approximately half of the value with the delayed start. A summary of the rankings of the top three firms as determined by three of the City's professional engineers is attached as Exhibit B. Fehr Graham Engineering & Environmental was asked to submit a draft agreement for review and approval, which is attached as Exhibit C. The agreement includes on-site inspection during construction as well as surveying services consisting of construction layout and the preparation of record drawings as needed. The selected firm will provide these services as needed; no services will be provided when the engineering division can staff projects adequately.
Request for Qualifications are not subject to the Local Preference policy.
DISCUSSION:
Having on-site representation during construction is a benefit to the community due to the assurance that the construction is completed properly. These services are provided for in the 2024 budget in accounts 281-1856-512-73-09 ($60,000.00 for this contract, $3,000,000 requested in 2024 budget, B031), 510-4063-511-73-14 ($60,000.00 for this contract, $2,500,000 requested in 2024 budget, IB018) and 510-4058-511-73-02 ($57,000.00 for this contract, $5,000,000 requested in 2024 budget, IC076).
IMPACT STATEMENT:
This contract will have no impact on the general public; however, the projects that will be inspected will impact traffic in various ways while underway. Fehr Graham Engineering & Environmental will also monitor traffic control standards as a part of the daily reporting.
RECOMMENDATIONS:
I recommend approval of this resolution.
cc: Technology & Infrastructure Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing a Contract with Fehr Graham Engineering & Environmental to provide construction engineering services for various underground utility improvement projects during the 2024 construction season, in an amount not to exceed $177,000.00.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City has various utility installation and repair contracts scheduled for the 2024 construction season; and
WHEREAS, full time on-site construction inspection is required for many of the projects and the Engineering Division requires the services of a consulting engineer to supplement City staff on these projects; and
WHEREAS the City conducted a qualification-based selection (QBS) based on proposals for construction inspection services received from 9 local engineering firms; and
WHEREAS, Fehr Graham Engineering & Environmental was selected for a contract in the amount of $177,000.00 which includes on-site inspection, construction layout and record drawing preparation for select projects. These services are provided for in the 2024 budget in accounts 281-1856-512-73-09 ($60,000.00 for this contract, $3,000,000 requested in 2024 budget, B031), 510-4063-511-73-14 ($60,000.00 for this contract, $2,500,000 requested in 2024 budget, IB018) and 510-4058-511-73-02 ($57,000.00 for this contract, $5,000,000 requested in 2024 budget, IC076). This is a not-to-exceed contract and services will only be requested and provided when the Engineering Division Staff cannot provide full time inspection.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to execute a contract with Fehr Graham Engineering & Environmental, in an amount not to exceed $177,000.00 to provide construction engineering services for various underground utility improvements during the 2024 construction season.