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
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NO
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COUNCILMAN
YES
NO
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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
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