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Home My WebLink About00-197 Resolution No . 00-197 RESOLUTION AUTHORIZING EXECUTION OF AN ENGINEERING SERVICES AGREEMENT AMENDMENT NO. 3 WITH BAXTER & WOODMAN, INC. FOR SERVICES RELATING TO THE OTTER CREEK PUMPING STATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an Engineering Services Agreement Amendment No. 3 on behalf of the City of Elgin with Baxter & Woodman, Inc . for engineering services relating to the Otter Creek pumping station, a copy of which is attached hereto and made a part hereof by reference. s/ Ed Schock Ed Schock, Mayor Presented: August 23 , 2000 Adopted: August 23 , 2000 Omnibus Vote : Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk • CITY OF ELGIN, ILLINOIS OTTER CREEK PUMPING STATION, FORCE MAIN INFLUENT SEWER AND BOWES ROAD INTERCEPTOR SEWER- UPSTREAM ENGINEERING SERVICES AGREEMENT AMENDMENT NO. 3 THIS AGREEMENT AMENDMENT NO. 3 entered into this o4rday of 14 ti 2000, by and between the CITY OF ELGIN, an Illinois Municipal Corporation(hereinafter referred to as "CITY"), and Baxter & Woodman, Inc., an Illinois Business Corporation (hereinafter referred to as "ENGINEER"), shall modify that Agreement dated 14 September 1995, as amended by Amendment No. 1 dated 31 August 1998, and Amendment No. 2 dated 8 March 2000, whereby the ENGINEER was engaged by CITY to perform certain professional services in connection with the preparation of plans, specifications, estimates of cost, bidding and preconstruction award services, and construction related engineering services for the Otter Creek Pumping Station, Force Main, Influent Sewer and Bowes Road Interceptor Sewer-Upstream (hereinafter referred to as "PROJECT"). WHEREAS, the services did not include additional design services to re-design the pumping station at the developer-requested site located on the south side of Bowes Road immediately east of Otter Creek, AND WHEREAS, the CITY desires the ENGINEER to provide final design services for a new sewage pumping station located at said developer-requested pumping station site, AND WHEREAS, the services did not include additional design services to re-design the influent sewer and force main along the developer-requested route along Bowes Road from Otter Creek east to Randall Road, and south along Randall Road from Bowes Road to the terminus of the existing Bowes Road Interceptor, AND WHEREAS, the CITY desires the ENGINEER to provide final design services for said developer-requested influent sewer/force main route, AND WHEREAS, the services did not include bid assistance services for the developer- requested pumping station site and influent sewer/force main route, B A X T E - 1 - ` _•i WOODMAN ConcultingLnganeis AND WHEREAS,the CITY desires the ENGINEER to provide bid assistance services for the pumping station and influent sewer/force main projects, AND WHEREAS,the CITY desires to include the payments to the ENGINEER under the Agreement in connection with the re-design and bidding of the pumping station and influent sewer/force main projects. In response to these additional services, certain revisions must be made to the Agreement. In compliance, therefore, the terms and conditions of the Agreement are modified as specifically set out below. All other parts of the Agreement remain unchanged. SECTION I.C. of the AGREEMENT, as amended by AMENDMENT NO.1 and AMENDMENT NO.2, is hereby further amended as follows: PARAGRAPH C.10 as provided in AMENDMENT NO.2 is hereby deleted. New PARAGRAPHS C.10 and C.11 are hereby added to read as follows: 10. Preparation of the Final Design Documents for the Otter Creek Pumping Station and Influent Sewer/Force Main projects at and along the developer-requested site and route, ENGINEER's Project No. 000278. 11. Performance of bid assistance services for the Otter Creek Pumping Station and Force Main projects at and along the developer-requested site and route. A detailed Scope of Services for the services described in the foregoing PARAGRAPHS C.10 and C.11 is attached hereto as Attachment A. SECTION N.A. of the AGREEMENT, as amended by AMENDMENT NO. 1 and AMENDMENT NO. 2, is hereby deleted and replaced with the following: A. The CITY shall reimburse the ENGINEER for professional services described in Paragraphs I.C.1 through I.C.11, a lump sum of two hundred and ninety-seven thousand two hundred and ten dollars ($297,210), regardless of actual costs incurred by the ENGINEER unless substantial modifications to the PROJECT are authorized in writing by the CITY. SECTION N.B. of the AGREEMENT, as amended by AMENDMENT NO. 1 and AMENDMENT NO. 2, is hereby further amended as follows: A X T E R - 2 - IFS . WOODMAN Con culling 6nganrra The line items of"Evaluation of Alternative Force Main Route $6,000" and"Total $235,830" as provided in AMENDMENT NO. 2 are hereby deleted. New line items are hereby added to read as follows: Additional Developer—Requested Services Pumping Station $ 35,270 Force Main 32,110 Subtotal $ 67,380 Total $297,210 SECTION N.C. of the AGREEMENT, as amended by AMENDMENT NO.1 and AMENDMENT NO. 2, is hereby further amended by adding the following additional language thereto: The ENGINEER shall make necessary arrangements and employ qualified subconsultants for all surveying and geotechnical services necessary for the services described in Paragraphs C.10 and C.11 of this AMENDMENT NO. 3, for the following work: 1. Geotechnical and soils investigations. 2. Wetlands delineation. 3. Plats of property and easement acquisition. The CITY shall reimburse the ENGINEER for the direct cost of the above professional subconsultant services, in an amount not to exceed Forty Thousand Dollars ($40,000) without a modification to this agreement by a change order or amendment. SECTION N.D. of the AGREEMENT, as amended by AMENDMENT NO. 1 and AMENDMENT NO. 2, is hereby deleted and replaced with the following: D. The total payments by the CITY under this agreement under paragraphs N.A and IV.0 shall not exceed Three Hundred Seventy- Two Thousand Two Hundred and Ten Dollars ($372,210)unless this agreement is modified by a change order or amendment. SECTION N.H. of the AGREEMENT, as amended by AMENDMENT NO. 1 and AMENDMENT NO. 2, is hereby deleted and replaced with the following: H. A detailed fee breakdown for the additional services described in Paragraphs I.C.8 and I.C.9 is attached hereto as Attachment C-2. `B A X T E t R - 3 - WOODMAN Consulting Fngi nrrrs SECTION IV. of the AGREEMENT, as amended by AMENDMENT NO. 1 and AMENDMENT NO. 2, is hereby further amended to include the following paragraph N.I.: I. A detailed fee breakdown for the additional services described in Paragraphs I.C.10 and I.C.11 is attached hereto as Attachment C-3. ATTACHMENT C-2 as attached to AMENDMENT NO. 2 is hereby deleted and replaced with ATTACHMENT C-2 as attached to this AMENDMENT NO. 3. All other provisions of the AGREEMENT shall remain in full force and effect. IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. For the CITY: ATTEST: THE CITY OF ELGIN, ILLINOIS BY By 0 City Cler y Manager (SEAL) For the ENGINEER: Dated this Z.Z.day of 4 , A.D., 2000. ATTEST: BAXTER& WOODMAN, INC. By „yr C12-72.../.6 By ,(24 Secretary President/CEO (SEAL) H:\PRO.\ELGNC\000278\Revised Amendment No.3.doc RWB:cf 8-2-00 prBA X I; - 4 - _ WOODMAN Consulting Engineers la:ur 171 010 400 U40V LAA a( i nwVaAty K016/023 • CITY OF ELGIN, ILLINOIS OTTER CREEK PUMPING STATION, FORCE MAIN, INFLUENT SEWER AND BOWES ROAD INTERCEPTOR SEWER - UPSTREAM ENGINEERING SERVICES AGREEMENT ATTACHMENT A SCOPE OF SERVICES FINAL DESIGN SERVICES 1. Review Previous Reports Review the Preliminary Report of the Otter Creek Pumping Station which is dated October, 1993 and the City's Sanitary Sewer Study which was dated April, 1993. Meet with the City Public Wmics Director and his staff to discuss the findings, c uuclusions and recommendations of those reports tr/d to obtain aerial photographs, plat maps, design drawings of existing sewers in the service area, and other documents nccciM by the ENGINEER. 2. Conduct Field Surveys, - Conduct field surveys of the Otter Creek Pumping Station site and the Force Main and Influent Sewer mutes. Use total station survey equipment to obtain the survey data and download the surveyed data correctly intn the C:AD1) system. • Spot check the field survey data with the aerial photographs and property maps to confirm the accuracy of the surveyed data. 3. Geotechnical and Wetland Subconsultants Hire a qualified geotechnical subconsultant to provide soil borings at the pump- ing station site and on the influent sewer route. Obtain a soil investigation report describing the soil conditions found at the site and including recommenda- s:- - tions for construction of the pumping station and sewer. Y r„_ Hire a wetland consultant to delineate wetlands along the Influent Sewer and Force Main route and at the pumping station site • da 1J:Uts 7.T1 61D 400 V430 bAL1CK 6c WOUDYA.Y 10017/023 Attachment A 2. • 4. Preliminary Design Drawings - Prepare preliminary design drawings showing the pumping station floor plans, floor elevations, and sewer and force main invert elevations. Select major pieces of equipment including raw sewage pumps, odor control equipment, the sewage grinder or bar screen and the electrical equipment. Consider the exterior treatment of the pumping station and retain an architect to make recommendations, review the recommendations with the DIRECTOR to obtain input. Provide a cost estimate for the preliminary design of the pumping station and compare it to the cost infnrmatinn presented in the Preliminary Design Report. For the influent sewer and force main, prepare drawings showing the location of. the pi; L-r,F aild structures. Drawings will show ground surface elevations and show the invert elevation of the influent sewer. Drawings will also include the junction structures at the start of the influent sewer and at the discharge point of the force main. 5. Final Design and Specification Meet with City officials to discuss the preliminary design work and make modifications as directed. Prepare the final design drawings showing mechani- cal, electrical, and structural details. Prepare technical specifications describing the equipment and the construction materials. 6. Submit Drawings to IEPA Review the design drawings and technical specifications with the City and submit the approved documents to the TEPA for their review, approval and permits. Submit the drawings to Department of Conservation, FEMA, Kane County, Illinois DOT. and other public agencies having jurisdiction over the construction of the facilities. ''_ Prepare Construction Contract Documents t.: Prepare construction contract docx,mentc cnnsisting of the Notice to Bidders. Instruction to Bidders, Bid Form, Agreement, Performance Payment Bond, General C.arditions, and Supplementary Conditions. Submit the contract ,� 15:08 '1 815 455 0450 BAXTER & ROODLAN Q018/023 s 7 Attachment A 3, documents to the City of review and approval by the City officials and legal counsel. 1 8. Opinion of Probable Construction Cost Prepare the Engineer's opinion of probable construction cost for each contract based upon the quantities of work to be bid. Submit an opinion of probable cost on the approved final design documents to the City for authorization to receive bids. ASSISTANCE DURING BIDDING Assist the.City in solicitation of construction bids from as many qualified bidders As possible. Print the bidding documents including tic drawing specification, the contract documents and distribute them to Elden ruad suppliers. . Conduct a pre-bid cc nference for interested contractors, attend the bid opening and tabulate the proposals, and make an analysis of the proposals and submit recommendations for award of the construction contract. • N CITY OF ELGIN OTTER CREEK PUMPING STATION, INFLUENT SEWER,FORCE MAIN BOWES ROAD INTERCEPTOR SEWER-UPSTREAM ENGINEERING SERVICES AGREEMENT AMENDMENT NO.2 ATTACHMENT C-2 RE-DESIGN PUMPING STATION ACCESS ROAD HOURS PER EMPLOYEE CLASSIFICATION PRINC. PROJECT PROJECT ELECT. TRAFFIC SURVEY TECH CADD SECR. TOTAL MAN. ENGG. ENGG ENGG COST MEETINGS AND PROJECT MANAGEMENT 14.25 10.5 $ 2,307.00 TOPOGRAPHICAL SURVEY 12.5 6 $ 942.00 CIVIL ENGINEERING 21.25 23.75 22.25 $ 4,995.50 ELECTRICAL ENGINEERING 2.5 $ 230.00 CADD GENERAL 64 $ 3,900.00 SECRETARIAL AND PRINTING 4 $ 170.50 SUBTOTAL $ 12,545 MILEAGE AND SUPPLIES $ 132.80 TOTAL AMOUNT $12,677.80 RE-PACKAGE AND RE-BID THE CONSTRUCTION CONTRACT HOURS PER EMPLOYEE CLASSIFICATION PRINC. PROJECT PROJECT ELECT. CONSTR. SURVEY TECH CADD SECR. TOTAL MAN. ENGG. ENGG ENGG COST MEETINGS AND PROJECT MANAGEMENT 8 4.25 $ 1,157.00 ASSISTANCE DURING BIDDING 33.75 0.25 0.5 2 $ 3,062.50 CIVIL ENGINEERING 17.75 $ 1,491.00 ELECTRICAL ENGINEERING 5 $ 390.00 CADD GENERAL 13.5 $ 873.00 SECRETARIAL AND PRINTING 29.25 $ 1,255.00 ADDENDUM PREPARATION 4.5 $ 378.00 SUBTOTAL $ 8,606.50 MILEAGE AND SUPPLIES $ 53.55 TOTAL AMOUNT $ 8,660.05 CITY OF ELGIN,ILLINOIS OTTER CREEK PUMPING STATION,INFLUENT SEWER,FORCE MAIN AND BOWES ROAD INTERCEPTOR SEWER-UPSTREAM ENGINEERING SERVICES AGREEMENT BETWEEN TIIE CITY OF ELGIN,ILLINOIS AND BAXTER&WOODMAN,INC. AMENDMENT NO.3 . • ESTIMATES OF TIME AND COST FOR ADDITIONAL DEVELOPER REQUESTED SERVICES ATTACIIMENT C-3 ESTIMATED HOURS Project Project Structural Electrical CAD/Survey Principal Manager Engineer Engineer Engineer Technician Secretarial DESCRIPTION @$100/hr @$88/hr @$74/hr @$88/hr @$96/hr @$64/hr @$44/hr Total Cost I. OTTER CREEK PUMPING STATION A. Conduct Ficld Survcys 2 16 31,200 B. Coordinate Wetlands Delineation 2 2 $264 C. Coordinate Gcotcchnical Consultant 2 2 2 $440 D. Perform Hydraulic Computations 2 8 $768 G Coordinate ComEd Scrvicc 2 8 3944 F. Prepare Final Dcsign Drawings 8 40 40 24 80 314,608 G. Prcparc Technical Spccifcations 4 8 4 8 16 32,768 I1. Prepare Opinion of Probablc Costs 8 8 8 $2,064 1. Prepare Construction Contract Documents 4 4 $528 J. Permit Applications 8 40 8 $4,016 K. Bid Assistance 32 4 4 4 8 $4,160 L. Mcctings 16 16 $3,008 M. Milagc&Misc.Expenses $500 SUBTOTAL 16 90 104 50 52 100 40 $35,268 SAY $35,270 CITY OF ELGIN,ILLINOIS ' OTTER CREEK PUMPING STATION,INFLUENT SEWER,I.ORCE MAIN AND BOWES ROAD INTERCEPTOR SEWER-UPSTREAM ENGINEERING SERVICES AGREEMENT BETWEEN TILE CITY OF ELGIN,ILLINOIS AND BAXTER& WOODMAN,INC. AMENDMENT NO.3 ESTIMATES OF TIME AND COST FOR ADDITIONAL DEVELOPER REQUESTED SERVICES ATTACHMENT C-3(continued) ESTIMATED HOURS Project Project Principal Manager Engineer Technician Secretarial DESCRIPTION @$100/hr @$88/hr @$74/hr @$64/hr @ $44/hr Total Cost 2. OTTER CREEK INFLUENT SEWER AND FORCE MAIN A. Conduct Field Surveys 4 64 $4,448 B. Coordinate Wetlands Delineations 2 2 $264 C. Coordinate Gcotcchnical Consultant 2 $176 D. Easement Acquisition Assistance 8 16 4 $2,144 E. Verify Influent Sewer Invert 4 8 $944 F. Prepare Final Design Drawings 8 80 80 $11,744 G. Prepare Technical Specifications 8 24 16 $3,184 H. Prepare Opinion of Probable Costs 2 8 $768 I. Prepare Construction Contract Documents 4 4 $52$ J. Permit Applications 4 24 8 $2,480 K. Bid Assistance 32 4 8 $3,424 L. Meetings 8 8 $1,504 M. Milage&Misc.Expenses $500 SUBTOTAL 8 86 160 152 38 . $32,108 SAY $32,110 ti `sy OF E< /, ti ° City of Elgin Agenda Item No. I,('ut\� E L kt Ge i4 August 1, 2000 k. r`' N' 'I N r ,k-,.I• TO: Mayor and Members of the City Council NEIGHBORHOOD VITALITY FROM: Joyce A. Parker, City Manager SUBJECT: Amendment No. 3 to an Agreement with Baxter & Woodman for the Otter Creek Lift Station/Force Main Design Engineering PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider Amendment No. 3 to an agreement with Baxter & Woodman (B&W) for additional design services for the Otter Creek Lift Station/Force Main Project . few BACKGROUND The original agreement with B&W ($207, 000) for the preparation of final plans, specifications, cost estimates and bidding assistance for the subject project was authorized by City Council August 23, 1995 . Amendment No. 1 added additional design services ($36, 492) to accommodate changes in the flood plain elevations and the exterior appearance of the building. Amendment No. 2 ($27, 338) added additional design services to relocate the pumping station access road within Commonwealth Edison right-of-way at Hopps Road, additional bidding assistance provided to re-bid the project, and additional design services to evaluate an alternative route for the force main. Amendment No. 3 in the amount of $101, 380 is for additional design services to relocate the sewage pumping station to a new site and the influent sewer and force main along a new route requested by the developers, additional bidding assistance to re-bid the project and plat of dedication preparation. The City currently owns a two-acre site north of Hopps Road and east of Otter Creek for the proposed sewage pumping station. Because of the difficulty the City has experienced in obtaining the elift. easements for the associated influent sewer and force mains, potential developers have proposed an alternate site and route for the pumping station and force main. The new site is located just C.O. No. 3/Otter Creek Lift Station August 1, 2000 Page 2 south of Bowes Road and east of Otter Creek. The proposed site is approximately three acres in size. B&W has reviewed the site and determined that the location is acceptable. Soils investigations will have to be performed to determine its final suitability, but no problems are anticipated. The proposed route for the force main would run adjacent to Bowes Road. The developers own options on all the affected properties and have indicated they will provide the necessary easements . B&W' s fee includes the preparation of plats of dedication for the new lift station site and force main route. Only the plat development and essential preliminary engineering work will initially be done. The plat will then be forwarded to the developers for formal dedication of the property. When complete, the design revisions will be made. A map showing the proposed location of the lift station and force main is attached as Exhibit A. A copy of Amendment No. 3 is attached as Exhibit B. elm' COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None . � FINANCIAL IMPACT Funds for engineering and construction are budgeted in account number 395-4200-795. 92-32 ($362, 000) and account number 396-4200- 795 . 92-32 ($2, 950, 000) project number 339505. The original agreement with B&W is in the amount of $207, 000 . Amendment No. 1 is in the amount of $36, 492 . Amendment No. 2 is in the amount of $27, 338 . Amendment No. 3 will add $101, 380 to the agreement with B&W for a total not-to-exceed amount of $372, 210 . 04/LEGAL IMPACT The agreement must be reviewed by the Legal Department . ALTERNATIVES None. rft. C.O. No. 3/Otter Creek Lift Station August 1, 2000 Page 3 RECODNDATION It is recommended that City Council approve Amendment No. 3 with Baxter & Woodman in the amount of $101, 380, leaving a total not-to- exceed fee with B&W of $372, 210, and authorize staff to execute the amendment . ::;) • Res tfully submitted, Joy A. �Pa`ker City Manager SP:do Attachments r rft. ., OTTER CREEK LIFT STATION AND FORCE MAIN LOCATION MAP • LM1 i a§d� 0 r ELGIN so 0 13) c'"72.). co''''''n. COLLEGE COMMUNITY aa`n¢ M 3 4 CSOwrw. .. Laneaal•r�C. 3.yap. ~TL ruoows E.,. • Ct .4 C7•tas _ sour amine 3 cua Ma r�. y� a e MO SCALE 6 oai J X s o I, .�`C.t p o*w^' r°c�g9� .J 7. PRP**4* _I �— Ind and...n -',1”,,,.._ r 0 aal.moo., 4_ �P7i C� • `-Ciev-e .1.%•,,r—- -0.rAc c s. (10 '' 7"Cany Milan 0. S oo,., ve+ric, Q / p Willa._1,r1 _ ( CJm. v d //+Ficra`!=. S r / N ?Mana°I. 4..../. f PROPOSED O'11'ER CREEK i" FT STATION AND FORCE MAIN W r— Medici I _ Cl .�Tnv. 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