Resolution 2016-13 Resolution No. 2016-13
A RESOLUTION OF THE UNITED CITY OF YORKVILLE,ILLINOIS
APPROVING THE ISSUANCE OF THE REQUEST FOR QUALIFICATIONS
FOR PHASE THREE ENGINEERING SERVICES FOR THE
KENNEDY ROAD SHARED USE PATH PROJECT
Whereas,the United City of Yorkville(the"City") is a duly organized and
validly existing non home-rule municipality created in accordance with the Constitution
of the State of Illinois of 1970 and the laws of the State; and,
Whereas,the City as part of the Kennedy Road shared use path project is
seeking requests for qualifications for the phase three engineering services; and,
Whereas, the requests for qualifications must go through a qualification based
selection process included in the attached request for qualifications.
NOW, THEREFORE, BE IT RESOLVED, by the Mayor and City Council of
the United City of Yorkville, Kendall County, Illinois, as follows:
Section 1: That the REQUEST FOR QUALIFICATIONS FOR PHASE III
ENGINEERING SERVICES KENNEDY ROAD SHARED USE PATH PROJECT,
attached hereto and made a part hereof by reference as Exhibit A, is hereby approved and
authorized for issuance to engineering firms as determined by the City Administrator.
Section 2: This Resolution shall be in full force and effect upon its passage and
approval as provided by law.
Passed by the City Council of the United City of Yorkville, Kendall County,
Illinois,this 10 day of June, 2016.
OFPuTf CITY CLERK
CARLO COLOSIMO nU KEN KOCH aye
JACKIE MILSCHEWSKI Ue LARRY KOT Ve
CHRIS FUNKHOUSER gee JOEL FRIEDERS Ue
DIANE TEELING Ue SEAVER TARULIS a
Approved by me, as Mayor of the United City of Yorkville, Kendall County,
Illinois,this a06day of June, 2016.
aa JAA
Resolution No.2016-13
Page 1
REQUEST FOR QUALIFICATIONS FOR PHASE III ENGINEERING SERVICES
KENNEDY ROAD SHARED USE PATH PROJECT
UNITED CITY OF YORKVILLE,ILLINOIS
The United City of Yorkville is seeking a qualified Consulting Engineering Firm to perform construction
engineering services for the Kennedy Road Shared Use Path project.
The Consulting Engineer shall perform and carry out, in a professional and satisfactory manner, the necessary
services required to complete the requirements included in this project. The tentative Illinois Department of
Transportation letting date is November 2016.
The services to be provided related to this proposal are described in the Minimum Scope of Services section of
this proposal. All work must adhere to City, IDOT and Kendall County standards as required. In addition, this
project will be funded utilizing Illinois Transportation Enhancement Program funding; therefore all construction
and construction engineering must meet IDOT documentation requirements.
The project will consist of the following:
Construction of a new shared use path along Kennedy Road from IL Route 47 to the Steven G.Bridge Park.
The path is proposed to be 8-10 feet wide and is approximately 16,100 feet in length.
FUNDING:
The funding of the Phase III portion of this project is funded 80%by ITEP and 20%by the City.The selection of
the consultant will follow the Quality Based Selection(QBS)process.
MINIMUM SCOPE OF SERVICES:
The consultant shall provide the resident engineer, inspectors, professional testing services and other technical
personnel necessary to review, observe, monitor, and document the contractor's progress on the project from the
start of field operations to final completion. All work is to be performed according to the general industry
engineering standards established by IDOT.
The consultant and sub-consultants are expected to perform complete construction inspection services in
accordance with,but not limited to,the following general task areas:
Preconstruction Tasks
1. Establish the Contract Inspector's Checklist for Contract Administration as guidelines for the consultant to
follow.
2. Attend an IDOT preconstruction meeting with all interested parties to discuss goals,objectives,and
issues.
3. Conduct a local preconstruction meeting with all interested parties to discuss goals,objectives,and issues
that the City may have. Submit meeting minutes to the City for review and approval.
4. Familiarize themselves with all project permits and requirements needed for construction.
5. Review the plans and specifications in depth,verifying quantities,elevations and dimensions relevant to
the project.Also,anticipate any potential conflicts or issues and develop solutions prior to construction.
6. Review contractor's proposed construction schedule for compliance with contract. Submittals should be
included on this schedule as well as all major subcontractors(underground,paving,etc).
7. Set up field books,quantity books,diary,job box and all other forms of proper project documentation
including ICORS.
8. Prepare Maintenance of Traffic (MOT) checklist. Review MOT for possible improvements highlighting
areas of concern.
9. Prepare a project contact list with names,addresses,phone numbers,and fax numbers for all contractors,
subcontractors,and suppliers for the project.Also, submit 24 hour contact numbers for applicable parties.
10. Review record drawing requirements with the contractor.
11. Complete the BC 775 and BC776(if needed)forms.
Construction Tasks
1. Provide a resident engineer for required daily activities such as: observing the progress and quality of the
work and determining if the work is proceeding in accordance with the contract documents. Maintain site
presence at all times when the contractor is working.Disapprove any work failing to conform to the
contract documents and immediately inform City and IDOT representatives.Verify that there are no
deviations from the contract documents unless authorized by City and IDOT representatives.
2. Keep inspector's daily reports and quantity book records up to date.Also maintain project diary noting all
necessary observations.Advise if contactor is falling behind schedule. Submit weekly reports from
ICORS to IDOT and the City.
3. Maintain submittal log and check status to ensure timely approval.
4. Maintain orderly files of all relevant project documents so that they can be easily accessed.
5. Perform quantity measurements to prepare pay estimates and change orders to review with contractor and
submit to City for review and submittal to IDOT.
6. Hold weekly progress meetings.
7. Provide liaison functions related to coordination of contractors,utilities,developers,other agencies and
property owners engaged or affected by the project.
8. Check and approve project submittals for compliance with standards. Forward recommendations to the
City and IDOT representatives.
9. Maintain daily contact with contractor to monitor schedule and recommend actions that should be taken if
falling behind.
10. Maintain daily contact with the utility companies and their contractors to monitor concurrence with
proposed schedules.
11. Maintain daily contact with the City and IDOT representatives to inform on all relevant project
information.
12. Inspect,document,and inform the contractor and the City of the adequacy of the establishment and
maintenance of traffic control. Perform all necessary traffic control checks. Document deficiencies and
contractor responses to notices of the same. Inform City and IDOT of deficiencies and if contractor does
not correct or enforce as contract stipulates.
13. Provide construction layout as needed.
14. Provide Quality Assurance(QA)services in accordance with IDOT QC/QA practices and procedures
(contractor will provide QC). Provide necessary coordination and qualified personnel to perform work for
all materials. Obtain and test soil,asphalt,concrete,and aggregate samples to perform necessary testing to
fulfill QA/geotechnical requirements. Reports shall be prepared in a timely manner and coordinated with
QC data.The consultant shall fulfill the requirements as the QA manager.
15. Prepare minutes for all meetings and distribute to appropriate parties.
16. Maintain set of working drawings as construction is progressing.
17. Provide all necessary equipment,instruments,supplies,transportation,and personnel required to perform
duties of the project team.
18. Maintain and periodically transmit to contractor a running punch list to expedite project close out.
19. Obtain material acceptance certifications as materials are incorporated into the project to expedite project
closeout. Withhold payment until material inspection and certifications are provided.
20. Monitor and enforce all OSHA safety regulations are followed by the consultant staff and sub-
consultants.
21. Monitor and document erosion control and ensure conformity with the plans and standards.
Post Construction Tasks
1. Perform final inspection with the IDOT,the City representative,contractor,and all applicable utilities to
finalize punch list. Document the items in the final punch list and submit them to the contractor for close
out.Verify completion of all work and provide a recommendation to City.
2. Prepare record drawings. Submit the drawings in a hard copy and digital form.
3. Complete a contractor performance evaluation and conduct a post construction meeting with all interested
parties to discuss lessons learned and identify steps to eliminate problems in the future.
4. Verify that all documentation is accomplished and that all material inspections and certifications have
been accounted for and are complete.
5. Provide all documentation associated with the final balancing change order and final pay estimate.
6. Complete job box and conduct all audit(s)with IDOT. The job box will remain property of the City.
7. Close out project with IDOT within a reasonable time frame after all construction is completed.
SUBMITTAL REQUIREMENTS:
Please submit three(3)hard copies and one(1)digital copy of your firm's qualifications for services by 10:00
AM,Friday,July 1,2016. Questions related to this RFQ should be submitted by email to Eric Dhuse:
edhuse ,yorkville.il.us. All questions must be received by 10:00 am on Monday,June 27,2016. The City will
provide the final response to all consultants by 5:00 PM on Tuesday,June 28,2016.
SOQ's should be mailed in a sealed envelope marked"United City of Yorkville—Kennedy Road Shared Use
Project-Construction Engineering Services SOQ"to Eric Dhuse,Director of Public Works, 800 Game Farm
Road,Yorkville,Illinois 60560.
A set of 95%plans is attached for your review.
All submittals must be thorough,complete and accurate and will be limited to 20 pages in length not including the
IDOT Prequalification sheet.A table of contents and sectional tabs should be provided for all submittals.
Submittals should include:
1. Introduction
A title page that includes the following information: name of firm,local address,telephone number,fax
number,name of contact person,location of branch offices,if any,and states in which your firm is licensed to
practice.
2. IDOT Pre-Qualifications
As a prequalification of submittal,all firms must be pre-qualified by IDOT in and must submit documentation
of their current prequalification status for the following:
•Special Studies—Construction Inspection
3.Project Approach
This section should include the following:
• A description of the firm's thorough understanding of the scope of the project.
• A description of how the firm proposes to deliver a quality project on time and within budget.
• Discuss the unique challenges of this project and how the construction engineering consultant's team is
equipped to address those issues/challenges.
• A detailed outline of the tasks associated with each element of the scope of services described above
including any additional tasks that the consultant may choose to identify and describe.
4.Project Team
Provide biographical data and experience on key professional members of the firm(s)who could be directly
involved with this particular project. The key personnel should include the following:
• Project Manager who will be responsible for coordinating all activities(must be a Licensed Professional
Engineer in the State of Illinois).
• Resident Engineer who will be responsible for overseeing all construction engineering activities(must
be a Licensed Professional Engineer in the State of Illinois and have a current certificate for IDOT's
"Documentation of Contract Quantities").
• Construction Engineer(s)who will be responsible for assisting the Resident Engineer and have a current
certificate for IDOT's"Documentation of Contract Quantities".
• Material Testing Company that will be used(must be pre-qualified by the State of Illinois).
5. Similar Project Experience
Provide four recent examples of projects within the last five years that are similar in nature to this project.
Include a description of each project,including location,client,and scope of professional services delivered by
your firm and the project team that staffed the project(project manager,resident engineer,inspector(s),etc.),
duration of the project,and project cost.
CRITERIA FOR REVIEW:
The following items will be considered when evaluating the consultants:
1. Qualifications and experience of personnel to perform the required observation and inspection of project
in accordance with general industry engineering standards established by the Illinois Department of
Transportation(IDOT)(40%).
2. Description of the firm's thorough understanding of the project including challenges during construction
(30%).
3. Qualifications and experience related to providing liaison functions to facilitate coordination of property
owners,contractors,and utilities engaged or affected by the project(20%).
4. The completeness of the proposal will also be evaluated. This will assess spelling,grammar,accuracy and
adherence to requirements outlined in the RFQ. (10%)
A selection committee comprised of staff from the City will evaluate the SOQ's.The SOQ's will be reviewed,
evaluated,and scored,using the criteria and weights defined above. The selected consultant will be notified and a
final scope and hours will be negotiated. The engineering agreement will be cost plus fixed fee format using the
BLR 05611 form.The time table is as follows:
TASK DUE DATE
SOQ due July 1, 2016
Negotiations complete July 13, 2016
Present to Public Works Committee July 19, 2016
City Council Approval July 26, 2016