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I1 - Date of Adoptioti kwU4t 1 20 13
AUTHORIZING A PROFESSIONAL SERVICES CONTRACT
FOR ENGINEERING SERVICES WITH T &M ASSOCIATES —
INDUSTRIAL ROAD DRAINAGE CULVERT CONSTRUCTION PHASE
WHEREAS, the Borough of Carteret is in need of specialized engineering services in
connection with the Industrial Road Drainage Culvert Construction Phase; and
WHEREAS, the Borough's Consulting Engineers, T &M Associates, possess the
requisite skill and expertise to provide said services; and
WHEREAS, T &M Associates has submitted a proposal to provide said engineering
services at a total cost not to exceed $14,100.00; and
WHEREAS, the Mayor and Council have reviewed said proposal; and
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 engineering services
related to the Industrial Road Drainage Culvert Construction Phase, in
a total amount of $14,100.00 billable in accordance with 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.
Adopted this 15" day of August, 2013
and certified as a true copy of the
original on August 16, 2013.
KATHLEEN M. BARNEY, MMC
Municipal Clerk
RECORD OF COUNCIL VOTE
COUNCILMAN
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NO
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COUNCILMAN
YES
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But -IlCD
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MI
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DIAZ
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mum
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DIP gag
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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
s ust 15 2013
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OFFICE OF
KATHLEEN M. BARNEY, RMC /CMC
"efUMCIPAL CLERK
MID DLESEX COUNTY
Cry Efv �JE rSEU
Date: L ug� 13� 2D13
TO: Patrick DeBlasio,
Treasurer
Borough of Carteret
REQUEST FOR CERTIFICATION OF AVAILABLE FUNDS:
Name of Account: RES
AMOUNT TO BE ENCUMBERED! at a total cost not to exceed $14,100.00
KATHLEEN M. BAR
Municipal Clerk
CERTIFICATION OF. AVAILABILITY OF FUNDS
I, Treasurer of the Borough of Carteret, do hereby certify
there are sufficient funds available in the current budget
enable the Municipal Council to authorize the entering i"n�
Contract between the Borough of Carteret and:
The funds available -for this contract are in the Budget,
account of:
in the amount of:
By this certification, I have hereby encumbered the above named
account for the amount of the contract pending Council action.
Patri k DeBlasio,
Treasurer
DATE:
Mayor and Borough Council r' '
Borough of Carteret
61 Cooke Avenue
Carteret, NJ 07008
Re: Contract Negotiations and Construction Oversight
Industrial Road Culvert Investigation and Cleaning
Construction Phase Services
Dear Mayor & Council Members:
T &M Associates is pleased to present this scope of services and fee estimate to provide
for contract negotiations and construction phase oversight of the investigation and
cleaning of the stormwater drainage culvert system which crosses under Industrial Road
at the current headwaters of Noe's Creek.
Under a contract award being considered by the Borough for the project, work includes
the installation of new access manholes in the 3 -78" diameter culvert pipes; internal
investigations of the five pipe drainage system network and tide chambers; and cleaning
of the pipes and chambers.
Scope of Services
We propose the following scope of services:
Contract Negotiations with Bidders
Since the subject project has been publically bid and the bids have been rejected
on two occasions due to unreasonably high prices, we will work with the Borough
Attorney to outline and implement a formal contract negotiation process with the
three bidders in an effort to obtain reasonable pricing and assist the Borough with
a contract award.
2. Evaluate Alternative Rehabilitation Options
After holding negotiating sessions with the project bidders, we will recommend
appropriate investigation method alternatives for the five (5) existing Industrial
Road drainage culverts and related tide chambers.
3. Civil Design Services B
Once we have determined the recommended internal pipeline investigation 0
options, we will develop a detailed set of technical specifications and support bid '
proposal documents and add same to the design contract documents for public 1
bidding. �y
ENERGY & UTILITIES • ENVIRONMENTAL SERVICES • PUBLIC WORKS
REAL EST ATE DEVELOPMENT • TRANSPORTATION • WATER RESOURCES
Regional Offices In NEW JERSEY, PENNSYLVANIA and OHIO
TM
Based on the previously mentioned scope of improvements, we will provide the
following civil engineering design services for the project:
A. Using the base maps available for the project, we will prepare a
construction plan showing the type and limits of the internal pipe line and
tide chamber work. The updated design plans for the subject work will
be used to show the drainage system, facility locations, and quantities of
proposed work.
B. We will prepare detailed technical specifications for the anticipated
pipeline investigation and cleaning alternative methods to be used and
include same in the specifications for public bidding.
C. Specifications will be based on the 2007 NJDOT Standard Specifications
and will be prepared in T &M Associates' format.
D. We will prepare preliminary construction cost estimates for the various
alternative repair methods and upon completion of final engineering
documents; a final construction cost estimate (engineer's estimate) will
be prepared.
E. Upon completion and approval of the final project bidding format and
repair methods, 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.
F. T &M Associates will answer any questions that arise during the bidding
phase of the project from prospective bidders.
G. T &M Associates will attend the bid opening with the appropriate
Borough Officials.
H. We will received the bids received and make a recommendation of
award to the Borough.
4. Construction Phase Services
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.
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 -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.
TM
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.
Fee Schedule
The fees for the scope of work listed above are summarized below:
Contract Negotiations $ 2,750.
Civil Engineering Design Services $ 3,350.
Contract Administration & Inspection Services $10,750,
Total Fee $16,850.
Our services described above shall be billed in accordance with the Schedule of Hourly
Billing Rates and Schedule of Miscellaneous Charges in our current annual engineering
services agreement.
We appreciate this opportunity to submit this scope of services for professional services
in connection with the Industrial Road Culvert Rehab project. We believe the proposed
scope of services is consistent with your request for sen•ices.
If you have any questions or require additional information, please call.
Very tnpy yours,
T &M SO TES
!y ..
DONALD NORBUT, P.E., C.M.E.
CARTERET BOROUGH ENGINEER
DJNsp
Cc: John DuPont, Director of Engineering
Kathy Barney, Clerk
Patrick DeBlasio, CFO
KXAR7W2232kAdmin\Cu1vcn Nago end CAM Proposal 8.12,13.doc