Loading...
HomeMy Public PortalAboutr 18-089�Atsoluftiou of fht �3orough of Carterlef, Y- T� No. 18 -89 Date of Adoption April 19, 2018 RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES CONTRACT FOR ENGINEERING SERVICES WITH T &M ASSOCIATES PERSHING AVENUE REHABILITATION PROJECT DESIGN AND CONSTRUCTION PHASE SERVICES WHEREAS, the Borough of Carteret is in need of engineering services with regard to Design and Construction Phase Services for the Pershing Avenue Rehabilitation 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 $120.000.00: 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. Account # C— C4 -18- 101 -202 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 with regard to the design and construction phase services for the Pershing Avenue Rehabilitation Project at a total cost not to exceed $120,000.00 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(l)(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, T &M Associates and Borough Director of Engineering. Adopted this 19 day of April, 2018 and certified as a true copy of the original on April 20, 2018. KATHLEEN M. BARNEY, MMC Municipal Clerk RECORD OF COUNCIL VOTE COUNCILMAN YES NO NV A.B. COUNCILMAN YES NO NV A.B. BELLINO X J OHAT. X DIAZ X KRUM X DIMASCIO X NAPLES X X - Indicate Vote AB - Absent NV - Not Voting XOR - Indicates Vote to Overrule Veto Adopted at a meeting of the Municipal Council April 19, 2018 CL 418925 Borough of Carteret KM OFFICE OF KATHLEEN M. BARNEY, RIYIC /C14IC MUNICIPAL CLERK To: Patrick DeB lasio Treasurer Borough of Carteret Date: Mril 19, 2018 REQUEST FOR CERTIFICATION OF AVAILABLE FUNDS For: RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES CONTRACT FOR ENGINEERING SERVICES WITH T &M ASSOCIATES PERSHING AVENUE REHABILITATION, PROJECT DESIGN AND CONSTRUCTION PHASE SERVICES Nome of Account: RESOLUTION #18- � AMOUNT TO BE ENCUMBERED: TOTAL COST NOT TO EXCEED S 120,000.00 BILLABLE WITH T&M ASSOCIATES'S EXISTING CONTRACT WITH THE BOROUGH. K ' A TIA M. BARNEY, C Municipal Clerk 01 11:26:40 a.m. 04 -19 -2018 112 Pvrvu�h of Cntzrfrortf MIDDLESEX COUNTY ,Jafu gersavr TEL (782) 541.3800 FAX (732) 541 -8925 61 COOKE AVENUE CARTERET, NEW JERSEY 07008 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 and; The funds available for this contract are in the Budget, in the account of: 9.r./�'�fb -�/ �- v�/_ -1a /_tea In the amount of By this certification, I have hereby encumbered the above named account for the amount of the contra ct pending: Council action. Date: -- Patri DeBlasio Treasurer 0 0h , kn-4 rob CART-G1801 John DuPont, P.E., CME, Director of Engineering APR 1 9 2016 Borough of Carteret Municipal Building 61 Cooke Avenue Carteret, New Jersey 07008 Re: Pershing Avenue Rehabilitation Design & Construction Phase Services Dear Mr. DuPont: April 10, 2018 Revised Apri118, 2018 As requested, we are providing herein a revised scope of services and fee estimate for design and construction phase services for the rehabilitation of Pershing Avenue between Roosevelt Avenue (Hill District) and Lower Roosevelt Avenue. After much consideration, we have streamlined the scope of services by limiting the field survey to those areas where grading for ADA ramps are required, eliminating the preliminary design phase and proceeding from the field investigation directly to final design. The subject section of Pershing Avenue has a total length of approximately 5200 linear feet or l mile. We estimate the construction cost for the proposed improvements total approximately $925,000. As you are aware, the Borough recently received an NJDOT Municipal Aid Grant in the amount of $1,000,000 for the Pershing Avenue improvements. Please note that the original limit of the grant application was from Roosevelt Avenue (Hill District) to Carteret Avenue The Borough will need to petition NJDOT to allow the grant to cover additional proposed improvements south of Carteret Avenue. In addition, this grant can only be used for construction costs, materials testing, and inspection fees. Police Traffic Directors, Sanitary Sewer System upgrades and repairs, and engineering design costs are not eligible and must be locally funded. The estimated total project for bonding purposes is $1,200,000 (Construction $925,000; Field Survey, Design, and Inspection $165,000; Police Traffic Directors $50,000; and Contingency, Sanitary Sewer Repairs, Pavement Cores, & Permit Fees $60,000). Scope of Improvements The improvements to Pershing Avenue include upgrades to select handicap ramps; inlet replacement or repairs; curb, sidewalk, and driveway apron replacement as determined prior to design, along with partial base repairs, full width milling and overlay of the roadway along with restriping as determined prior to design. Preliminary estimates are that approximately 50% of the existing curb and sidewalk will require replacement within the project limits (This is to be determined prior to design). YOUR GOALS. OUR MISSION. T &M ASSOCIATES, 11 Tindall Road, Middletown, NJ 07748 0 732.671.6400 0 732.671.7365 © tandmassociates.com /A 0 ►. CART -G1801 April 10, 2018 (Revised April 18, 2018) Page 2 Le: John DuPont, P.E. Re: Pershing Avenue Rehabilitation Design & Construction Phase Services As directed by your office, we have engaged our surveyors and they will be initiating their field survey work beginning Wednesday, April I I" and we are prepared to proceed with the design phase work for the project, as described below upon formal authorization from the Borough. 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 rehabilitation of Pershing Avenue: 1. Field surveys will be acquired by conventional "on the ground" methods. The following survey tasks will be completed: a. A baseline will be set along the roadway as an open traverse line using NAD83 horizontal datum and NAVD88 vertical datum. Benchmarks will be set outside the limits of work for vertical control during construction. Full topographic survey (to 3 -feet beyond the back of the sidewalk) will be obtained only at the intersections where ADA ramps are to be replaced. 2. Base maps will be prepared at a scale of 1" = 20', and tax map accuracy right of way lines will be shown on the base maps. Limited collected survey information will be supplemented by aerial mapping supplied by the Borough of Carteret. 3. Once the base maps are completed, we will perform a field investigation to determine the limits of curb, driveway and sidewalk replacement, base repair and inlet repairs. 4. We will arrange for and obtain pavement cores along the length of the roadway to determine pavement thickness and presence or absence of concrete below the asphalt surface. A representative number of cores will be taken along the roadway consisting of three cores per section (gutter, centerline and gutter) at approximately 500 -foot intervals. We anticipate 10 sections of three cores for a total of 30 cores. The cost of the coring program has not been included as part of our fee and is the responsibility of the Borough. 5. Final construction plans will be prepared in AutoCAD for a construction contract, consisting of the following: a. Title sheet with key map. A oo � 111 , N ' ®1 CART-G1801 April 10, 2018 (Revised April 18, 2018) Page 3 Le: John DuPont, P.E. Re: Pershing Avenue Rehabilitation Design & Construction Phase Services b. Standard Legend and Typical Sections sheet. c. Construction and Soil Erosion and Sediment Control Plans (l" = 20') d. ADA Ramp Layout and Grading Plans. e. Soil Erosion and Sediment Control Plans. f. Construction Details. 6. Supplemental technical specifications will be based on the 2007 NJDOT Standard Specifications for Road and Bridge Construction including all current baseline document changes. Administrative specification sections will be prepared in T &M Associates' format using T &M's standard terms and conditions. 7. We will coordinate televising of affected sanitary sewers with the Borough Sewer Department and the Borough's on -call contractor or obtain three quotes for Borough consideration. We will review and the video tapes; identify required improvements; and include these improvements on our construction plans. 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. Sewer replacement in the contract is limited to 200 LF of 8" sanitary sewer and ten (10) point repairs. The cost of actual sewer repairs is ineligible for reimbursement under the NJDOT Grant and, therefore, must be paid for by the Borough and an estimate of $25,000 has been included in the above total project cost for bonding. 8. An application for soil erosion and sediment control certification will be required for this project from the Freehold Soil Conservation District, therefore, preparation of an application for the certification is included in this scope of services and fee estimate. However, the permit fee is excluded from our fee and is the responsibility of the Borough. 9. Upon receipt of the soil erosion certification, we will file for the NJDEP RFA. This permit application is completed on line and the fee is billed directly to the Borough. 10. Upon completion of final engineering documents, a construction cost estimate will be prepared. 11. Final engineering plans, specifications, construction cost estimate, and engineering design certification will be submitted to the NJDOT Local Aid Office for review and authorization to proceed to public bidding. `ter CART-G1801 April 10, 2018 (Revised April 18, 2018) Page 4 Le: John DuPont, P.E. Re: Pershing Avenue Rehabilitation Design & Construction Phase Services 12. 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. 13. T &M Associates will answer any questions that arise during the bidding phase of the project from prospective bidders. 14. T &M Associates will attend the bid opening with the appropriate Borough Officials. 15. We will review the bids received and make a recommendation of award to the Borough. Construction Phase Services We will provide a part -time Project Manager (PM) and a part -time Inspector with additional support services from our office staff, as required by the PM, for the inspection portion of the contract. In addition to supporting the PM, the inspector will be responsible to observe and document the construction effort to determine that the materials were manufactured and the work installed in general conformance with the contract documents and approved submittals. The assigned personnel will have experience in municipal roadway construction. The following is a description of the services we will provide, the anticipated performance period for these services and the budget for the cost of same. The PM will perform the following tasks: 1. Prepare and distribute construction contract package for execution, provide engineering review of contract, insurance certification, performance and payment bond and subcontractor registration certificate and distribute executed package to the Borough Attorney for final review and execution by the Mayor and receive and distribute executed copies. 2. Conduct a pre - construction conference among project's participants, inviting the contractor, NJDOT, Borough officials, utility representatives (if necessary), police and our construction team, and produce minutes of this meeting. Coordinate and review initial project submittals including baseline project schedule, insurance certificates, emergency call lists, etc. Pre - construction phase assumed to last less than one month. Conduct periodic job meetings, as determined by the PM, with representatives of the contractor, subcontractor, and utility companies to review progress, performance and to address any questions or problems that may have arisen. Borough representatives or other officials, as determined by the PM, will be invited to attend these meetings. Minutes of these meetings will be generated and distributed. CART-G1801 April 10, 2018 (Revised April 18, 2018) Page 5 Le: John DuPont, P.E. Re: Pershing Avenue Rehabilitation Design & Construction Phase Services 4. Review and coordinate submittals received from the contractor including contractor's schedules, shop drawings, product data and samples and material certifications of conformance for general compliance with Contract Documents. 5. Perform quality assurance audits of the project file, determining that contemporaneous documentation, such as inspection reports, quantity log books, material submittals and certifications, material testing records, labor interview forms, manpower status reports, is being generated and complete. 6. After review and input from the Inspector, prepare monthly estimates of payment to the Contractor. 7. Review and issue written recommendation to the Borough following receipt of a written claim or dispute from Contractor. 8. Receive punch list from Inspector and administer the monitoring of its completion. 9. Prepare final closeout documents, including NJDOT Closeout, Final Payment Certificate and Change Order, and other closeout documents. The following tasks will be accomplished by our inspector during the construction phase of the project: I . Provide part time construction observation services for the duration of the construction contract. We do not anticipate, or have budgeted for, a stop and go, less than frill time effort by the contractor. We anticipate a total of 61 work days of fully engaged on -site construction effort. In addition, we anticipate a part-time one -month effort after substantial completion for project closeout. 2. Perform on -site observation of work to determine general conformance to the contract plans and specifications. 3. Determine that certificates of conformance are submitted for those materials used on site that require such. 4. Prepare job reports indicating weather, equipment, personnel, work accomplished on the project and other relevant matters such as issues discussed and direction given. Reports will be furnished to the Borough upon request. 5. Respond to Contract Document interpretation requests and other requests for information from the Contractor and assist in resolution of questions and /or disputes. N ga0% ANO rlph CART-G1801 April 10, 2018 (Revised April 18, 2018) Page 6 Le: John DuPont, P.E. Re: Pershing Avenue Rehabilitation Design & Construction Phase Services Review Contractor's monthly estimates of work performed and invoices submitted for payment. Measure pay items of work for the Contractor's monthly estimates. Provide payment input to the Project Manager. 7. Support Project Manager with review and input following receipt of a written claim or dispute from Contractor. 8. Finalize with the contractor as -built quantities. If the contractor does not reach substantial completion of the work by the agreed upon contract completion time, and our budget for contract administration and inspection services prior to substantial completion is fully expended, we will ask the Borough to enforce the section of the contract allowing the Borough to deduct payment to the contractor in order to pay for continued engineering services or we will request a change order for the additional services. Similarly, should our services be required beyond 10 hours on any day and /or on Sundays, we will also ask the Borough to enforce the section of the contract allowing the Borough to deduct payment to the contractor in order to pay for the excess hours or we will request a change order for the additional services. Exceptions The following items of work, unless specifically noted in the above scope of services are excluded from this proposal and fee: 1. All work outside of the project scope outlined above. 2. Stormwater management analysis and design. 3. Roadway grading beyond that required for the ADA ramp designs. 4. Any permits other than those specifically noted in the project scope outlined above. 5. Public presentations and display boards. 6. Utility design services other than those specifically noted in the project scope outlined above. 7. Costs of pavement cores to determine the existing pavement section. 8. Permit fees for all required permits. Summary of Fees and Schedule The total fee for the scope of work listed above is $120,000. Any independent testing laboratory costs (i.e., cost of pavement cores) will be billed directly to the Borough and are not included. CART-G1801 April 10, 2018 (Revised April 18, 2018) Page 7 Le: John DuPont, P.E. Re: Pershing Avenue Rehabilitation Design & Construction Phase Services Upon authorization, we will initiate the design for this program immediately and anticipate that completion of the field survey, base mapping, and design can be completed within 45 to 60 days at which time the final documents will be submitted to NJDOT for review and approval. The Bidding phase is expected to take 30 days and construction would likely be accomplished with a 120 -day contract period. If you have any questions concerning the information provided herein or require additional information, please call. Very truly yours, T &M ASSOCI NICHO AS ROTONDA, P.E., .P., CME CONSULTING ENGINEER NR:DJN:mf cc: Michael Sica, Chief of Staff Patrick DeBlasio, Chief Financial Officer Kathleen M. Barney, Clerk G: \Projects\ CART \G1801\ Correspondence \DtiPont_NR_Persllino Ave Rehabilitation Revised 04 17 18.doc 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: May 22, 2018 i Notary Pul -lic f NemLJ6rsey CARMELA POGORZELSKI NOTARY PUBLIC OF NEW JERSEY My Commission Expires 9/27/2022 Sworn and suhscribed before me this ;LLL'!ay of / "%a, Aal-&e 1�athleen M. Barney, MM Municipal Clerk BOROUGH OF CARTERET NOTICE OF CONTRACT AWARD The Borough of Carteret has awarded a contract wit ti ho-t competi- ve bidding as a Professional Sery ice pursuant to N.J.S.A. 4pq ;11.5 (1) (a). This contract and the resolution authorizing it are available for public inspection in the Office of the Municipal Clerk. This action is approved as an award of a Professional Services Con- tract pursuant to N.J.S.A. 40A:11- 5(1)(a) in accordance with the Bor- ough's Fair and Open Process as authorized by law. Awarded To: T &M Associates Services: Engineering Services with regard to Design and Construction Phase Services for the Pershing Avenue Rehabilitation Project Resolution: #18 -89 Cost: Not to exceed $120,000.00; Hourly rate according to rate schedule. Kathleen M. Barney, RMC/MMC ($21-12) Municipal Clerk Ad Number: 0002932858 Run Dates: 05/22/18 BOROUGH OF CARTERET NOTICE OF CONTRACT AWARD The Borough of Carteret has awarded a contract without competi- tive bidding as a Professional Service pursuant to N.J.S.A. 40A:11 -5 (1) (a). This contract and the resolution authorizing it are available for public inspection in the Office of the Municipal Clerk. '0 This action is approved as an award of a Professional Services Con- tract pursuant to N.J.S.A.40A:11- 5(1)(a) in accordance with the Bor- ough's Fair and Open Process as authorized by law. Awarded To: T &M Associates Services: Engineering Services with regard to Design and Construction Phase Services for the Pershing Avenue Rehabilitation Project Resolution: #18 -89 Cost: Not to exceed $120,000.00; Hourly rate according to rate schedule. Kathleen M. Barney, RMC /MMC ($21.12) Municipal Clerk 002932858 -01