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HomeMy Public PortalAboutr 21-252Yeodution of foe jgornug4 of aart f, 3C T� No. 21 -252 Date of Adoption December 30, 2021 AUTHORIZING A PROFESSIONAL SERVICES CONTRACT ENGINEERING SERVICES WITH MOTT MACDONALD — REHABILITATION OF ROOSEVELT AVENUE PUMP STATION REHABILITATION OF BERGEN STREET PUMP STATION ADDITIONAL CONSTRUCTION PHASE ENGINEERING SERVICES WHEREAS, the Borough of Carteret is in need of specialized engineering services with regard to the Rehabilitation of Roosevelt Avenue Pump Station and the Rehabilitation of Bergen Street Pump Station additional construction phase engineering services; and WHEREAS, the Borough's Consulting Fngineers, Molt MacDonald, possess the requisite skill and expertise to provide said services; and WHEREAS, Mott MacDonald has submitted a proposal to provide said engineering services at a total cost not to exceed $75,000.00; 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. Account # 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 Mott MacDonald for engineering services related to the Rehabilitation of Roosevelt Avenue Pump Station and the Rehabilitation of Bergen Street Pump Station additional construction phase engineering services in a total amount not to exceed $75,000.00 billable in accordance with Mott MacDonald'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. Adopted this 30" day of December, 2021 and certified as a true copy of the original on December 31, 2021. CARMFLA POGORZELSKI, RMC Municipal Clerk RECORD OF COUNCIL VOTE N YES NO NV A.D. COUNCILMAN ITS NO NV A.D. X JOHAL X rDIMASCIO X X NAPLES X X- Indicat e Vote AB- Absent NV -Not Voting XOR- Indicates Vote to Overrule Veto Adopted at a meeting of the Municipal Council December �0, 2021 .. Municipal tenet ( J 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: January 7, 2022 Notary Public of New Jersey DANA C. ARU. l,. , , NOTARY PUBLIC OF NEW JERSE . My,Commfssion Expires 1112/2022 Sworn and subscribed before me this % fh day of 20 ,2'z Cartiiela Pogoi•zelski RM Municipal Clerk BOROUGH OF CARTERET NOTICC OF CONTRACT AWARD Mott MacDonald rofessionai Engineering Services, with rega,d. I. the on of Roosevelt and Betgen Street Pump Stations. 021 -252 o exceed $75,000.00 billable in accordance with the tract. Perk hki, RMC BOROUGH OF CARTERET Daniel J. himnao, mayos, MUNICIPAL CLERK Date: Deco ber 61 2021 To: Patrick DoBlasio Treasurer Borough of Carteret REQUEST FOR CBR'I'IFICAT[ON ULAYARLABLE FUNDS For: PROFESSIONAL SERV ICES — ENGINEERINO S BKY.LQJ9a---R-13—HA— B OF RQOSEVEL'I' AYBNUB PUMP S'rnrloN REHAB OF BERGEN STREBTPUMP STATION ADDITIONAL CONSTRUCTION PHASE ENGINEERING SBRVICBS Namo of Account: MOTT MACDONALD AMOUNT TO BE, ]ENCUMBERED: $75,000.00 �� CAR ELA POGO E� Acting Municipal Clerk CERTtPICATION OF AVAILABILITY OF FUNDS I, Treasurer of the Borough of Carteret, do hereby certify that there are sufficient flmds available in the current budget to enable the Municipal Connell to authorize the entering into•a Contract between the Borough of Carteret aid; { "'ti UaL 0v�i'1 The funds available for this contract are in the Budget, hi the account of In iho amount oCI By [Ills cotification, I have hereby encumbered tho above trained account for the amount of file contract pending Council notion. Patrick DeBlasiO Date: `'ti�i —lam Treasurer .MemorlaWtiniciPal)[10ding 0 61Cooice.Averale ® Carteref XeCVrersey07008 xe1 :732- 521• -3000 0 -AW7U- 541••8925 0 c�gr�rq$ir, carteretz)et nvcvwca'toret� MOTT MACDONALD Mr. John Dupont, PE, CME, PP� Director of Municipal Engineering Borough of Carteret Memorial Municipal Building 61 Cooke Avenue Carteret, New Jersey 07008 Borough of Carteret Contract 2019.2: Rehabilitation of Roosevelt Avenue Pump Station Contract 2019 -1: Rehabilitation of Bergen Street Pump Station Additional Construction Phase Engineering Services 3 Paragon Way December 7, 2021 Freehold NJ 07728 United States of America Dear Mr. DuPont, T +1 (732) 780 6565 F +1 (732) 577 0551 Over the course of the Borough of Carteret's Contract 2019 -2: Rehabilitation of www.mottmaG.com Roosevelt Avenue Pump Station and Contract 2019 -1: Rehabilitation of Bergen Street Pump Station, there have been several opportunities to add value to the final project outcomes. These value -added improvements ultimately provided benefits to operator safety, improved resiliency and aesthetics, as well as improved community presence. Ultimately, the final construction projects were extremely successful in terms of outcome, value and performance and will serve the Borough of Carteret in ensuring environmental compliance long into the future. While providing significant benefit to the Borough, these value -added improvements unfortunately affected the initial budget for engineering services performed by Mott MacDonald. The design, coordination and construction management services provided to support the additional improvements requested were not originally part of the proposed scopes of work. As a result, Mott MacDonald's budget for these projects has been completely exhausted and cannot sustain the remaining construction engineering responsibilities. We must therefore respectfully request that the Borough consider increasing Mott MacDonald's budget in order to see these projects through to final completion. In order to provide context to our budget amendment request, we have identified the following areas where Mott MacDonald has provided additional engineering services beyond the Borough's original authorization. A total of three (3) Change Orders were designed and coordinated by Mott MacDonald over the course of both the Contract 2019 -1 and Contract 2019 -2 projects, requiring approximately 497 manhours of engineering. Breakdowns of the engineering services provided for these Change Orders are as follows: 2019 -2 RAPS Change Order No. 1 — Emergency Generator Design & Coordination and Underground Fuel Storage Tank Removal For the Rehabilitation of Roosevelt Avenue Pump Station (RAPS) project, Mott MacDonald has performed the overall design of the installation of a new MEmergency Generator, along with modifications to the pump station related M to the removal of the existing generator and the existing underground fuel MOTT tank. MACDONALD Mott MacDonald began initial design by performing extensive coordination with vendors for development of the generator options for the Borough's consideration. Upon discussion with various vendors, Mott MacDonald prepared an evaluation report for the Borough's consideration which summarized the various generator options reviewed, including optimization of generator sizing, consideration of indoor and outdoor installation, as well as options related to fuel source and ultimately opinion of probable construction cost. Following selection of the best option by the Borough, Mott MacDonald completed the design of the generator replacement which included the electrical design of the 750 -kW emergency diesel generator and its integration into the pump station's electrical system, related electrical design within the main pump station building, the structural design of a concrete foundation and access pad for the generator and new concrete ramp, replacement of the generator room louver with an overhead door and man door and the removal of the existing underground diesel fuel storage tank located in the paved area outside of the station. Upon completion of the design, Mott MacDonald also performed construction support services related to the generator installation including reviews and negotiation of the contractor's costs, shop drawing reviews, and construction inspection services. Most significantly, it should be noted that the Change Order was originally valued by the Contractor with a total cost of $657,591.87. Mott MacDonald reviewed the Contractor's cost proposal multiple times and through resubmissions and continued reviews, the cost of the Change Order was negotiated to a final accepted value of $565,297.54. The negotiations that took place between Mott MacDonald and Coppola were time - consuming but provided the Borough with a significant cost savings on the change order work. In addition, there were several meetings, discussions, and documented coordination that took place between Mott MacDonald and the NJDEP to ensure all documents were being provided and uploaded correctly to their H21oans website for NJEIT funding acceptance. Finally, Mott MacDonald coordinated the registration and deregistration of the underground fuel storage tank, testing of the soil in the area surrounding the tank for leaks, and environmental inspection services during the underground fuel storage tank removal. Mott MacDonald additionally coordinated and presented the potential options for abandonment or removal of the existing underground diesel fuel tank. A detailed memo was developed for the Borough to understand the process and different options for the tank, along with a cost estimate, and ultimately Mott MacDonald coordinated all preparatory responsibilities to ensure the NJDEP approved removal of the UST. 2019 -2 RAPS Change Order No. 2 — Bioxide System Design & Coordination Mott MacDonald has performed the overall design for the installation of a new Bioxide odor control system at the Roosevelt Ave Pump Station and has been in coordination with Evoqua and the Contractor regarding this Bioxide December 7, 20211 Page 2 & 6 Mchemical feed system. This coordination effort has been on -going for M approximately one year in which Mott MacDonald has met with Evoqua several times on -site at the Roosevelt Avenue Pump Station and at the MATT MACDONALD Woodbridge receiving manhole to perform sampling and testing of the wastewater atmosphere. Sampling was performed to provide the correct data for modeling necessary to calculate Bioxide injection rates required to provide adequate odor control for the Borough. There have also been several meetings between Mott MacDonald and Evoqua to continue progress on the design and dosage rate options for the odor control system. Ultimately, Mott MacDonald presented the Borough with two (2) Bioxide treatment options for consideration and final best selection by the Borough. The work included under Change Order No. 2 resulted in a time extension to the project of approximately eighteen (18) weeks. Mott MacDonald reviewed and negotiated the contractor's proposed pricing and time extension to perform Change Order No. 2 scope of work and presented it to the Borough for their final review and acceptance in a detailed memo for contract 2019 -2. It should be noted that the Change Order was originally valued by the Contractor with a total cost of $161,650.50. Mott MacDonald reviewed the Contractor's costs and negotiated to a final accepted value of $155,366.20. 2019.1 BSPS - Change Order No. 1 For the Rehabilitation of Bergen Street Pump Station (BSPS) project, Mott MacDonald has performed the overall design of necessary wet well modifications to address unforeseen existing conditions. The existing conditions required added concrete demolition and fillet/base support concrete construction. There were also adjustments to the existing metal grating, beam support, and handrails necessary to accommodate and ensure proper installation of the pump guide rail which supports removal of the new pumps. This change order, with cost and time addition implications to the project, required additional coordination and design by Mott MacDonald for a proposed solution to bring the wet well to a condition where it will be the most beneficial for operation. Coordination was also performed by Mott MacDonald and the NJDEP to ensure all documents were being provided and uploaded correctly to their H21oans website for NJEIT funding acceptance. This Change Order for the Bergen Street Pump Station project resulted in a time extension of the project of twelve (12) weeks at an added cost to the project of $51,000. In addition to the Change Orders described above, several Allowance work items were designed and coordinated by Mott MacDonald over the course of both the Contract 2019 -1 and Contract 2019 -2 projects, requiring approximately 66 manhours of engineering. Breakdowns of the engineering services provided forthese Allowance items are as follows: 2019 -2 RAPS — Coordination of the Fire Alarm System and MetroPCS Monopole Removal Through the construction period of the Rehabilitation of Roosevelt Avenue Pump Station project, there have been several unforeseen construction related allowance items which have required more time and effort on behalf December 7, 20211 Page 3 of of Mott MacDonald than would typically be expected. The installation of a Mnew fire alarm and call -out system, in particular, has required the most M coordination on the part of Mott MacDonald to determine the correct scope of work and bill of materials to bring the pump station up to the current day MATT MACDONALD fire code acceptance. Multiple on -site meetings and walk- throughs have taken place with both the Borough's fire chief and fire code official along with Coppola and subcontractors in order to have full coordination between all necessary parties. The replacement of this system has also forced a slight redesign of the HVAC control panel as the fire alarm system was considered in working order during the original station design phase. After all coordination was completed, Mott MacDonald received the contractor's total cost to perform this work and additional coordination and review of the cost proposal and shop drawings was performed. In addition, during the construction phase of the Roosevelt Avenue Pump Station project, there was coordination performed by Mott MacDonald with the Borough and the Contractor for the full removal of the MetroPCS Monopole previously located behind the station. The removal of this pole proved critical as it was the only area onsite that could accommodate the new outdoor 750W diesel generator for the station. This coordination and development of working schedules was necessary to keep the project active and continuous while also providing the accommodations and site access necessary for MetroPCS to perform the removal of the monopole, support structure, and associated electrical equipment. 2019 -1 BSPS — Design and Coordination of Generator Motorized Dampers As part of the Allowance for the contract, Mott MacDonald performed an evaluation of the existing condition of the Bergen Street Pump Station louvers for the emergency generator. After evaluation, Mott MacDonald determined that it would be beneficial to install motorized dampers for the intake louver and exhaust louver as a safety precaution for Borough operators. Before this work was performed, the operators were using the generator room as an office, with the strong possibility of inhaling fumes without proper ventilation during operation of the generator. Finally, it must be noted that Mott MacDonald additionally provided increased services in support of NJDEP Funding Program requirements. In total, the work associated with the additional NJEIT /iBank coordination has required approximately 56 manhours of engineering by Mott MacDonald thus far. Additional NJDEP /NJEIT /iBank Coordination In addition to the budgeted NJEIT /iBank funding application process that Mott MacDonald has completed during the design, permitting, and bidding phases, there have also been a number of work items that Mott MacDonald has taken responsibility for during the construction phase of the projects mentioned above. At the request of the Borough, Mott MacDonald has reviewed, coordinated, and submitted the Contractors' Socially and Economically Disadvantaged (SED) Business Utilization Plans which were submitted at the beginning of each project as required under NJEIT /iBank funding. In addition to the original Utilization Plan submitted by the Contractors of both projects, there is a continued effort on behalf of Mott MacDonald for the monthly D..mb r7, 20211 Page4 of coordination, review, and submission of the Contractors' SED Utilization MMonthly Reports. With each quarter of the year, Mott MacDonald is also M required to coordinate, review, and submit the Contractors' SED Utilization MOTT Quarterly Reports and develop the Contractor's Procurement Activity MACDONALD documents for each project. Mott MacDonald has further coordinated and attended meetings with NJEIT state specialists for the Borough's financial department to implement requisitions for payment reimbursement through NJEIT funding. After attending the meetings alongside the Borough's financial department, it was requested Mott MacDonald to apply for and perform the requisition payment requests on behalf of the Borough for reimbursement by the NJEIT /iBank through the H2Loans online service portal. This process includes receiving /coordinating invoices held by the Borough's financial department and performing a written application process for funding through the NJEIT /iBank H21oans portal. By continuing this application process for the Borough's financial department, Mott MacDonald will be expected to continue the process monthly for both active pump station rehabilitation projects through to close out. It should be noted that the engineering services provided for NJEIT /iBank coordination is still ongoing and additional manhours are anticipated to be required through project close -out for these services. Engineering Budget Currently, the Mott MacDonald budget does not have sufficient remaining funding to cover the necessary engineering services and oversight for the completion of the two projects. We therefore respectfully request budget increase to fund our services through the twelve (12) week time extension for the Contract 2019 -1 project and eighteen (18) week time extension for the Contract 2019 -2 project in addition to reimbursing for added work completed to date as outlined above. The below table outlines the anticipated budget that will be required for Mott MacDonald to complete both projects with the appropriate engineering services and oversight in order to reach full completion. Engineering Task Budget 2019 -2 RAPS - Change Order No. 1 & Change Order No. 2 $72,000 2019 -1 BSPS - Change Order No. 1 2019.2 RAPS - Coordination of the Fire Alarm System & Monopole Removal $9,300 2019.1 BSPS — Design and Coordination of Generator Motorized Damper Additional NJDEP Coordination $7,200 Engineering Support Services through Project Close -Out $12,500 Total Budget $101,000 We trust that the above is acceptable to the Borough as Mott MacDonald continues to provide the engineering services for the Rehabilitation of Roosevelt Avenue Pump Station and Bergen Street Pump Station as they move closer towards completion. December 7, 20211 Page 5 or 6 MIf the Borough should have any questions or if you would like to discuss any of the above in greater detail, please do not hesitate to contact us. If a meeting would be a Mbetter venue to review and clarify our proposal, please advise and we will make the MATT MACDONALD necessary arrangements at the Borough's convenience. Very truly yours, Mott MacDonald, LLC r Angelo Bufaino, PE Senior Vice President T 732.333.3272 angelo.bufaino@mottmac.com cc: Peter E. Kocsik, PE, Mott MacDonald, LLC Eric C. Betz, PE, BCEE, CME, Mott MacDonald, LLC December 7, 20211 Page a of 6