HomeMy Public PortalAboutr 11-1504001 rtton of the Porog4 of (Carteret, Y. I
No. 11 -150 DateofAdootion_JULY 21, 2011
RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES CONTRACT
FOR ENGINEERING SERVICES WITH T &M ASSOCIATES —
2011 BASE REPAIR & COUNTY ROAD OVERLAY PROGRAM
DESIGN, CONTRACT ADMINISTRATION & INSPECTION SERVICES
WHEREAS, the Borough of Carteret is in need of design, contract administration and
inspection services in regard to the 2011 Base Repair & County Road Overlay Program;
and
WHEREAS, the Borough's Consulting Engineers, T &M Associates, possess the
requisite skill and expertise for said services; and
WHEREAS, T &M Associates has submitted a proposal to provide said engineering
services at a total cost not to exceed $58,750.00; and
WHEREAS, the Mayor and Council have reviewed said proposal;
WHEREAS, the Chief Financial Officer has certified that funds are or will be available
for said purpose.
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Borough
of Carteret, County of Middlesex, State of New Jersey, as follows:
1. That the proposal from T &M Associates for contract design,
contract administration and inspection services related to the 2011
Base Repair & County Road Overlay Program at a total cost not to
exceed $58,750.00 at the rate set forth in T &M's existing contract
with the Borough is hereby approved.
2. That annexed hereto is a copy of said proposal.
3. That this action is approved as an award of a professional services
contract pursuant to N.J.S.A. 40A:11- 5(1)(a) in accordance with
the Borough's Fair and Open Process as authorized by law.
4. That a copy of this resolution be forwarded to the Borough's
Purchasing Department and T &M Associates.
Adopted this 21" day of July, 2011
and certified as a true copy of the
original on July 22, 2011.
KATHLEEN M. BARNEY, MMC
Municipal Clerk
RECORD OF COUNCIL VOTE
COUNCILMAN
YES
NO
NV
A.B.
COUNCILMAN
YES
NO
NV
A.B.
BELLINO
X
KRUfl ,
X
DIAZ
X
NAPLES
X
DIPIASCIO
X
SITARZ
X
X- ludicate Vole AB- Absent NV - Not Voting XOR- Indicates Vote to Overrule Veto
Adopted at a ineeting of the Municipal Council
% JULY 21, 2011
C ERl.
373 GROr',n STREE Si ;I ('' 3C3, CI IFTON r!J
( 973) 6i4- 0005" I:-.. (973) 3, -
CART -GI 101
I
Mayor Daniel Reiman
Borough of Carteret
Municipal Building
61 Cooke Avenue
Carteret, New Jersey 07008 r
Re: 2011 Base Repair & County Road Overlay Program
Design, Contract Administration & Inspection Services
Dear Mayor Reiman:
June 24, 2011
As requested, we are providing herein a summary of the 2011 Road Program and engineering scope
of services and fee estimate for the project.
Scope of Irnprovements
The 2011 Road Program consists of two elements. A Base Repair Contract to be bid by the Borough
and pavement milling and overlay by the County Highway Department.
The Program includes pavement base repairs after the County milling and prior to the County
overlay of each street. Included in this year's program are the following roads:
• Oakwood Avenue (Herman Street to Clauss Street)
• Buchanan Street (Carteret Avenue to Coolidge Avenue)
• Harrison Avenue (Carteret Avenue to Roosevelt Avenue)
• Hickory Street (Leber Avenue to Soltes Avenue)
• Swarthmore Drive (Harrison Avenue to Harrison Avenue)
• Kurdyla Avenue (Wortylko Street to Poplar Street)
The estimated construction cost for the 2011 Road Program is $750,000 excluding unknown
sanitary sewer repairs or replacements.
in addition to milling, base repair and overlay, the improvements anticipated include upgrades to
handicap ramps; inlet replacement or repairs; and minor curb, sidewalk, and driveway apron
replacement as may be required.
Upon authorization from the Borough, we are prepared to proceed with the design phase work for
the 2011 Road Program, as described below.
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Le: Mayor Daniel Reiman
Dorougb of Carteret
Re: 2011 Road Program
Professional Services
Scope of Services
Civil Design Services
CART -G1101
June 24, 2012
Page 2
Based on the previously mentioned scope of improvements, we will provide the following civil
engineering design services for the program:
We will prepare base maps for the project utilizing the Borough of Carteret aerials.
2. Once the base maps are prepared, we will conduct field investigations to inspect
pavement condition. The base maps will be used to record pavement base repair
locations and quantities.
3. We will arrange for and obtain pavement cores for each street in the program to
determine pavement thickness and presence or absence of concrete below the asphalt
surface.
4. We will prepare a key map plan and typical pavement repair detail to be included in the
specifications for public bidding,
5. Specifications will be based on the 2007 NJDOT Standard Specifications and will be
prepared in T &M Associates' format.
6. We will coordinate televising of affected sanitary sewers with the Borough Sewer
Department; review and the video tapes; identify require improvements; and provide a
written report to the Borough of our findings.
7. We will include selective sewer replacement and repairs in the Base Repair Bid
Documents based on the results of the video investigation, It is not anticipated that
extensive sewer replacement will be required, rather it is contemplated that only minor
isolated sections of pipe will require repair.
8. Upon completion of final engineering documents, a construction cost estimate will be
prepared.
9. Upon completion and approval of the final design documents, T &M Associates will
print and distribute specifications to prospective contractors. Cost of printing will be
offset by the purchase price of the plans and specifications.
a9a
Le: Mayor Daniel Reiman
Borough of Carteret
Re: 2011 Road Program
Professional Services
CART -cool
June 24, 2011
Page 3
10. T &M Associates will answer any questions that arise during the bidding phase of the
project from prospective bidders.
11. T &M Associates will attend the bid opening with the appropriate Borough Officials.
12. We will received the bids received and make a recommendation of award to the
Borough.
Sanitary Sewer Investigation and Design
As noted above, the Design Phase Services include coordinating the televising of sanitary sewer
lines located within roads to be resurfaced; review of the internal inspection videos; and including
minor sewer repair or replacement work in the contract bid documents. However, we have been
informed that the portions of the Borough's sanitary sewer system within Harrison Avenue and
Swarthmore Drive surcharge at times and are believed to have significant sewer capacity issues.
Therefore, it is likely that significant sewer system improvements will be required.
Due to the unknown sanitary sewer investigations, capacity analyses, and design effort that may be
required, any and all services related to these issues are specifically excluded from this scope of
services and fee estimate and the required services will be the subject of a separate design and
inspection services proposal.
Based on the above scope of services, we will provide the following contract administration and
inspection phase services for the project. The construction inspection effort will be accomplished in
three phases — Pre - Construction, Construction and Post Construction.
Pre - Construction Phase
T &M will request the contractor prepare and submit its proposed baseline project schedule.
Included in the project schedule will be the contractor's submittal schedule outlining the submission
of shop drawings and submittal documents.
Upon receipt of contract documents and prior to the start of any site activity, we will conduct a pre -
construction meeting. All participants of the project team will be invited to this kick -off meeting —
Borough personnel involved in day -to -day operations that interface with the work; contractor;
utility reps, as required, and our construction team. At this meeting, among other topics, there will
be an exchange of requirements, needs and protocols necessary for the project, A police
representative will be invited; and a procedure for notifying local residents will be determined.
ASSOCIATES
Le: Mayor Daniel Reiman
Borough of Carteret
Re: 2011 Road Program
Professional Services
Construction
CART -G1101
June 24, 2011
Page 4
Our construction team, under my overall guidance, consists of individuals each with a specific role
and responsibility in carrying out the construction management plan, The Project Manager (PM)
has day -to -day responsibility for contract administration. He and his inspection team will monitor
performance with the baseline schedule and contracted costs. The team will perform the required
inspection and conduct bi- weekly job meetings as necessary to discuss performance to -date, any
design and contract issues and upcoming tasks and plans for their implementation. We will produce
and distribute minutes of all meetings.
Our staff will provide part -time construction coverage Monday through Friday. As necessitated by
the contractor's work schedule, on -site inspection will be provided, as required, beyond an eight -
hour workday and Saturdays. In the field, our staff will oversee the construction activity including
performing and documenting inspections to determine if the work is done in general conformance
with the contract plans and specifications. We will notify the contractor in writing of any
unacceptable work or material, track the deficient condition and inspect the work until it is
corrected.
We will address surrounding property and general public concerns that may arise during the
construction phase. We will work closely with the neighboring property owners to achieve timely
and efficient completion of the work with minimal disruption and inconvenience to the residents,
while maintaining a safe work zone.
Monthly contractor payment requisitions will be processed by our office, Pay items will be checked
for accuracy with field measurements taken during the month,
Post - Construction
During this phase, we will perform a final inspection of work with involvement from the Borough
as desired, issue a punchlist to the contractor, as necessary, and expedite corrections. Particular
attention will be given to the restoration of adjacent property.
We will manage the contract closeout process, including execution of any affidavits, release of
liens, production of maintenance bond, warranties /guarantees, operations and maintenance manuals
and other technical data, as required; and prepare paperwork and documentation needed for project
closeout.
TM
ASSOCIATE5
Le: Mayor Daniel Reiman
Borough of Carteret
Re: 2011 Road Program
Professional Services
Summary of Fees and Schedule
CART -C1101
June 24, 2011
Page $
The fees for the scope of work listed above are summarized below. Any independent testing
laboratory costs (i.e., cost of pavement cores) will be billed directly to the Borough and are not
included in the below fees. Further, our scope of services and fee estimate does not include field
survey costs. If it is determined field survey and associated base mapping are required for sanitary
sewer design, we well provide a scope and fee under separate cover.
Civil Engineering Design Services $ 27,500.00
Sanitary Sewer Investigation and Design $ 7,500.00
Contract Administration & Inspection Services $ 23
Total Fee $ 58,750.00
Upon authorization, we will initiate the field services and design for this program immediately.
If you have any questions concerning the information provided herein or require additional
information, please call.
Very truly yours,
T &M A SOCIATES
r
DONALD J. NORBUT, P,E., C.M.E.
CARTERET BOROUGH ENGINEER
DJN:kim
cc: Patrick DeBlasio, Chief Financial Officer
John DuPont, Director of Engineering
K:ICARTG710J\Cort pondmeAMayorReiman _ nJN Ygat 2011 Road Program Proposal.doc
Borough of Carteret
20 Cooke Avenue
Carteret, New Jersey 07008 -2602
1
THIS AGREEMENT: made this 21" of July 2011
By and between: T &M Associates
1373 Broad St, Suite 306
Clifton, NJ 07012
And the Borough of Carteret a municipal Corporation having it's Principal Office at the
Borough Hall, 61 Cooke Avenue, Cartret, New Jersey.
As per Resolution Number 11 -150.
THE CONTRACTOR does hereby agree to perform the following: PROFESSIONAL SERVICE CONTRACT
FOR DESIGN, CONTRACT ADMINISTRATION AND INSPECTION SERVICE IN REGARD TO 2011 BASE REPAIR
& COUNTY ROAD OVERLAY PROGRAM.
NOT TO EXCEED: $58,750.00
According to the terms set forth in the Resolution.
THE BOROUGH does hereby agree to pay the Contractor the sum set forth in the Resolution.
IN WITNESS WHEREOF, the parties hereto have here under set their hands and seals or caused these
presents to be signed by their proper corporate officers and their corporate seals to be hereto affixed,
the day and year written above.
WITNESSETH BY:
For the rp ation:
By: _ C_
Title:
athleen M. Barney
Municipal Clerk
Aug. 5. 2011 11; 08AM.
OFPICE OF -
KAIWLEEN nf, )3ARNEY, Rtd0/C110
iVfUNTC1P,4L CLERK
A"11:94 ,Ql Earie 2f
MIOOLESEX COUNTY
P eer Tersey
No. 5165 P. 3
Date: July 21, 2011
To: Patrick Detlasio,
Treasurer
Borough of Carteret
REQUEST FOR CERTIFICATION OF AVAILABLE FUNDS:
For: TW- Associates
01 B se Re air Countv R
Name of Account: I<7)
AMOUNT TO BE ENCUMBERED:
AT AN• HOURLY RATE
TO RA TE SCHEDULE.
Y,ATHLEEN M, DAR
Municipal Clerk
CERTIFICATION OF, AVAILABILITY OF FUNDS
I, Treasurer of the Borough of Carteret, do hereby-certify that
there are sufficient funds available in the' current budget to
enable the Municipal Council to authorize the entering into a
Contract between the Borough of Carteret
The funds available -for this contract are in the Dudget, in the
account of:
in the amount of: ` jx -> 7' e C
By this certification, I have hereby encumbered the above named
account for the amount of the contrae pending Council action,
Patrick D laaio,
Treasurer
DATE;
AFFIDAVIT OF PUBLICATION
The following is a true copy of an Ordinance or Resolution of
the Borough of Carteret that has appeared in the Home News
Tribune, a newspaper which is printed in Freehold, New
Jersey and published in Neptune, in said County and State and
of general circulation in said county. One 1 time(s), once in
each issue as follows:
S epte mber 16,
Notary Public o �IIV���� tSA
NOTARY PUBLIC OF NEW JERSEY
MY COMMISSION EXPIRES MAY 2 2016
Sworn and subscribed before
me this <; day of
'Kathleen M. Barney, MMC
Municipal Clerk