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HomeMy Public PortalAboutr 11-185IR Vz0111tion of toe 7,60rog4 of Tarteret, �N, 01 . No 11 -185 Date of Adoption Septembe 22, 2011 RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES CONTRACT FOR ENGINEERING SERVICES WITH T &M ASSOCIATES — NOE'S CREEK TIDE CHAMBER MAINTENANCE PROJECT DESIGN, CONTRACT ADMINISTRATION & INSPECTION SERVICES WHEREAS, the Borough of Carteret is in need of design, contract administration and inspection services in regard to file Noe's Creek Tide Chamber Maintenance Project; 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 $6,750.00; 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 design, contract administration and inspection services related to the Noe's Creek Tide Chamber Maintenance Project at a total cost not to exceed $6,750.00 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 22 day of September, 2011 and certified as a true copy of the original on September 23, 2011. KATHLEEN M. BARrNEY, MMC Municipal Clerk RECORD OF COUNCIL VOTE COUNCILMAN YES NO NV I A.B. COUNCILMAN YES NO I NV I A.B. BE= Yi IMIl R DFAZ X X - Indicate Vote AB - Absent NV - Not Voting XOR - Indicates Vote to Overrule Veto Adopted at a meeting of the Municipal Council September 22 CLERK 2011 C/ 1373 BROAD STREET SUITE 306, CLIFTON NJ 07013 -4231 (973) 614 -0005 fa;: (973) 614- 0025 * ww\ temdmassociates.com CART -G 1102 Mayor Daniel Reiman Borough of Carteret Municipal Building 61 Cooke Avenue Carteret, New Jersey 07008 Re: Noe's Creek Tide Chamber Maintenance Design and Contract Administration & Inspection Services Dear Mayor Reiman: ASSIDMA'r E_S September 21, 2011 As requested, we are providing herein an engineering scope of services and fee estimate for the preparation of bid documents for the maintenance and cleaning of the Noe's Creek Tide Valve Chamber. Scope of Improvements Because the proper operation of the tide gates are critical to protecting the upstream properties from flooding, we are recommending the Borough solicit bids for cleaning of the tide valve chamber and maintenance of the flap gates. The contract would include thorough cleaning of the entire valve chamber, flap gates, and stormwater trunk line for approximately 50 to 100 feet upstream of the chamber, if necessary and maintenance, lubrication, exercising, adjustment, and minor repairs of the tide gates. The scope of work would also include a comprehensive inspection of and evaluation of the condition of the chamber and flap gates by the original manufacturer's representative and the filing of a written report including recommendations for upgrades or valve replacement and chamber reconstruction. The estimated construction cost for the valve chamber cleaning and maintenance is expected to be below the minimum bid threshold of $17,500 and therefore can be bid informally. Upon authorization from the Borough, we are prepared to proceed with the design phase work for the Tide Valve Chamber Maintenance, as described below. Scope of Services Civil Design Services Based on the previously mentioned scope of improvements, we will provide the following civil engineering design services for the project: ENGINEERS * PLANNERS * LANDSCAPE ARCHITECTS * ENVIRONM L NI SCIENTISTS * SURVEYORS CIVIL . ELEGI HICAL * ENVIRONMFNTAL " MECHANICAL ' MUNICIPAL ' SITE ' SOLID WASTE ` S RUG TURAL * TRAFFIC * TRANSPORTATION CORPORATE HEADOUARTERS IN WIDDLETO`,'JN. NJ / REGIONAL OFFICES TOH8 RIVER, NJ; MORESrOP1N, NJ; NORRISTOWN, 1'A; and S,,N JUAN, PUER'f0 RICO We will prepare a schematic layout plan of the chamber and location map for the project utilizing the Borough of Carteret aerials and storm sewer system map. 2. Once the schematic plan is prepared, we will conduct a field investigation to inspect chamber condition and to assist in defining the scope of work for the contract, Specifications will be based on the 2007 NJ Standard Specifications and will be prepared in T &M Associates' format. 4. Upon completion of final engineering documents, a construction cost estimate will be prepared. 5. 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. 6. It is anticipated that the cost of the work will be below the 517,500 bid threshold and, therefore, T &M will work with the Borough Purchasing Agent to conduct an informal bid solicitation process. 7. T &M Associates will answer any questions that arise during the bidding phase of the project from prospective bidders. 8. T &M Associates will schedule a bid opening at its Clifton New Jersey Office, receive the bids, and apprise Borough Officials of the results. 9. We will make a recommendation of award to the Borough, 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. Construction 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 - today 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. Summary of Fees and Schedule The fees for the scope of work listed above are summarized below. 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 project design, we will provide a scope and fee under separate cover. Civil Engineering Design Services Contract Administration & Inspection Services Total Fee $ 3,750.00 $ 3,000.00 $ 6,750.00 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 AS�OCIATES DONALD J. NORBUT, P.E., C.M.E. CARTERET BOROUGH ENGINEER DJN:kim oc: Patrick DeBlasio, Chief Financial Officer John DuPont, Director of Engineering KACARTIGI MkCorrespondenceWayorReiman _DJN_No" Creek Tide Chamber Maint Bid Proposatdoc Borough of Carteret 20 Cooke Avenue Carteret, New Jersey 07008 -2602 THIS AGREEMENT: made this 22 of September 2011 By and between: T &M Associates 1373 Broad Street, Suite 06 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 -185 THE CONTRACTOR does hereby agree to perform the following: PROFESSIONAL SERVICE DESIGN, CONTRACT ADMINISTRATION AND INSPECTION SERVICE IN REGARD TO NOE'S CREEK TIDE CHAMBER MAINTENANCE PROJECT. NOT TO EXCEED: $6,750.00. 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. WITNESSET BY: Forth p ratio By: - e c Title: OFFICE OF KATHLEEN Al. BARNEY, RAIC /Chic MUNICIPAL CLERK TEL (732) 541 -3800 FA.X (732) 541 -8925 61 COOKE AVENUE CARTERET, NEW JERSEY 07008 Date: September 22, 2011 TO: Patrick J. DeBlasio, Treasurer Borough of Carteret REQUEST FOR CERTIFICATION. OF A VAILABLE FUNDS: For: Engineering services - T&M Associates, Re: Noe's Creek Tide Chamber Maintenance Name ofAccou AMOUNT TO BE MIOOLESEX COUNTY N e(u 3crae4 Not to exceed $6,750.00 at the rate set forth in T&M's existing contract. ICA`fIiLEEN M. B Municipal Clerk ` CERTIFICATION OF AVAII ABILITY 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 co and: ntract between the Borough of Carteret The funds available for this contract are in the Budget, in the account of in the amount of: G . 7 ,o' "— By this certification, I have her encumbered the above named account for he amount of the contract. PATRIC J. DeBLASIO, Treasurer Date: Contract Administration & Inspection Services. IC 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: Se ptember 30, 2011 Notary Public of New Jerse i i h n M. Barney, MMC LINDA A. MERA Municipal Clerk NOTARY PUBLIC OF NEW JERSEY MY COMMISSION EXPIRES MAY 2 Sworn and subscribed b- fore me this 1€ day of BOROUGH OF CARTERET the ($12.42) BGi OO CARIERET NOTICE OF CONTRACT AWARDED The Bor.gf, a Co,t,,t has awardad a conbact mthak compxGtiva bidd - ng as a proresconal -mice purvan[ to N.JS.A 40.A 1 -5 (U G). TMs n,batt and tha re, d etiol author Ong it are ava labb for puUic rti'rbon In the. aloe- o' tiv Nun cioal I Cl,. Awardrd to . .- ly g S l En p, aoe rlee". � Ede Q i ar,b g `wves, Re Noe- t act Ad m �7 arson nto n 8 I Poalact Da > ¢n, co,vact ad ns,aGU�p_c - S vca E = No #11 -135 t Not to Fi.O: -;d 't5,]50.OJ a[ the rata X forth n ,Ar s EEN gt NA 7HLEEN AI. BARNEY, DARN MMC M17ppid I CkeA (B! 2421 412.1�e5