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HomeMy WebLinkAbout05-264 Resolution No. 05-264 RESOLUTION AUTHORIZING EXECUTION OF AGREEMENT WITH BURNS &McDONNELL ENGINEERING COMPANY FOR BOWES ROAD BOOSTER PUMP STATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and directed to execute an Engineering Services Agreement with Burns & McDonnell Engineering Company on behalf of the City of Elgin regarding the Bowes Road Booster Pump Station,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: September 14, 2005 Adopted: September 14, 2005 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk I AGREEMENT FOR ENGINEERING SERVICES FOR BOWES ROAD BOOSTER PUMP STATION THIS AGREEMENT, made and entered into this S&9 day of 5.EP7£4-1 LgE2, 2005 , by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY" ) and Burns & McDonnell, an Illinois Corporation (hereinafter referred to as "ENGINEER" ) . WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional engineering services in connection with design of the Bowes Road Pump Station (hereinafter referred to as the "PROJECT" ) , and WHEREAS, the ENGINEER represents that it is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, it is hereby agreed by and between the CITY and the ENGINEER that the CITY does hereby retain the ENGINEER for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged to act for and represent it in all engineering matters involved in the PROJECT, subject to the following terms and conditions and stipulations, to-wit : I. SCOPE OF SERVICES ENGINEER shall perform the Services described in Attachment A, Scope of Services, which is attached hereto and incorporated by reference as part of this Agreement . No Supplemental Services shall be performed by the ENGINEER nor shall the CITY be responsible for the payment of any such Supplemental Services unless and until such Supplemental Services are authorized in advance in writing by the CITY. II. WORK PRODUCTS All work products prepared by the ENGINEER pursuant hereto including, but not limited to reports, designs, calculations, work drawings, studies, photographs, models and recommendations shall be the property of the CITY when ENGINEER has been compensated for City of Elgin,Illinois Engineering Agreement for 1 Bowes Road Pump Station services rendered and shall be delivered to the CITY upon request of the DIRECTOR provided, however, that the ENGINEER may retain copies of such work products for its records and shall have the unrestricted right to their use. Such work products are not intended or represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the ENGINEER. Notwithstanding the above, ENGINEER shall retain its rights in its standard drawing details, designs, specifications, databases, computer software and any other proprietary property. Rights to intellectual property developed, utilized, or modified in the performance of the services shall remain the property of the ENGINEER. III . PAYMENTS TO THE ENGINEER A. The CITY shall pay the ENGINEER for its services under this Agreement a lump sum fee of Forty Nine Thousands Seven Hundred Ninety Five Dollars and 96 cents ($49, 705 . 96) regardless of the actual costs incurred by the ENGINEER unless modifications to the scope of the work are authorized in writing by the CITY. B. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30 days after receipt and approval of invoice. Said periodic payments for each task shall not be made until the task is completed and accepted by the CITY. C. The scheduling and performance of the work shall conform to the Project Milestones listed below: Task 1, Preliminary Phase indicated in attachment A, shall be completed in 45 calendar days after the date of Notice-to-Proceed. Task 2 , Design and Preparation of Construction Bid Documents indicated in attachment A, shall be completed in 90 calendar days after the date of Notice-to-Proceed. Task 3 and 4, Opinion of Probable Construction Cost and Submit Drawings and Specifications to the City for review, shall be completed in 104 City of Elgin,Illinois Engineering Agreement for 2 Bowes Road Pump Station calendar days after the date of Notice-to- Proceed. Task 5 , Completion of permits to the governmental agencies that have a regulatory interest in the project shall be completed in 118 calendar days after the date of Notice-to-Proceed. Task 6, Provide Twenty (20) sets of Final Bid Documents, shall be completed in 132 calendar days after the date of Notice-to-Proceed. Task 7 , Assist the City with Bidding Phase, shall be completed 28 days after completion of task 6 . Task 8, Assist the City with Bid Review and Submission of Engineer' s recommendation for the award shall be completed 7 calendar days after bids opening date. IV. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports shall be included with all payment requests . B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The ENGINEER shall permit an authorized representative of the CITY to inspect and audit all data and records of the ENGINEER for work done under this Agreement . The ENGINEER shall make such records available at reasonable times during the Agreement period, and for three years after termination of this Agreement . V. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to the ENGINEER. In the event that this Agreement is so terminated, the ENGINEER shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the total amounts set forth under paragraph III or IV above, whichever is less . City of Elgin,lllinois Engineering Agreement for 3 Bowes Road Pump Station VI . TERM This Agreement shall become effective as of the date the ENGINEER is given a Notice to Proceed and, unless terminated for cause or pursuant to Article V, shall be deemed concluded on the date the CITY determines in writing that all of the ENGINEER' S work under this Agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter acquire with respect to any term or provision of the Agreement . VII . NOTICE OF CLAIM If the ENGINEER wishes to make a claim for additional compensation as a result of action taken by the CITY, the ENGINEER shall give written notice of its claim within fifteen (15) days after occurrence of such action. No claim for additional compensation shall be valid unless such notice is so provided. Any changes in the ENGINEER' S fee shall be valid only to the extent that such changes are in writing and signed by the CITY and the ENGINEER. Regardless of the decision of the CITY relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the CITY shall proceed without interruption. VIII . BREACH OF CONTRACT All of the terms and provisions of this agreement are material . If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the non-breaching party shall have the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach. If either party, by reason of any default, fails within fifteen (15) days after written notice thereof by non-breaching party to comply with the conditions of the Agreement, the non-breaching party may terminate this Agreement . IX. INDEMNIFICATION To the fullest extend permitted by law, ENGINEER agrees to and shall indemnify, defend and hold City of Elgin,Illinois Engineering Agreement for 4 Bowes Road Pump Station harmless the CITY, its officers, employees, agents, boards and commissions from and against any and all claims, suits, judgments, costs, attorney' s fees, damages or other relief, including but not limited to worker' s compensation claims, in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith, including negligence or omissions of employees or agents of the ENGINEER arising out of the performance of this Agreement. In the event of any action against the CITY covered by the foregoing duty to indemnify, defend and hold harmless such action shall be defended by legal counsel of the CITY' s choosing. The provisions of this paragraph shall survive any completion, termination and/or expiration of this agreement . X. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. XI . INSURANCE A. Commercial Liability. The ENGINEER shall provide, pay for and maintain in effect, during the term of this Agreement, a policy of commercial general liability insurance with limits of at least $1, 000, 000 aggregate for bodily injury and $1, 000, 000 aggregate for property damage. The ENGINEER shall deliver to the CITY a Certificate of Insurance including the CITY as additional insured. Such policy shall not be modified or terminated without thirty (30) days prior written notice to the CITY. Such certificate of insurance shall include, but not limited to, coverage for all contractual obligations assumed by the ENGINEER, including but not limited to, those obligations assumed pursuant to Article IX herein, entitled "Indemnification" . City of Elgin,Illinois Engineering Agreement for 5 Bowes Road Pump Station This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY for claims arising from the negligence of the ENGINEER. There shall be no endorsement or modifications of this insurance to make it excess over other available insurance; alternatively, if the insurance states that it is excess or prorata, it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. ENGINEER shall maintain Comprehensive Automobile Liability Insurance covering all owned, non-owned and hired motor vehicles with limits of not less than $500, 000 per occurrence for damage to property. C. Combined Single limit Policy. ENGINEER' S requirements for insurance coverage for general liability and auto exposures may be met with a combined single limit of $1, 000, 000 per occurrence subject to a $1, 000, 000 aggregate. D. Professional Liability. The ENGINEER shall carry Engineer' s professional Liability Insurance Covering claims resulting from error, omissions or negligent acts with a combined single limit of not less than $1, 000, 000 per occurrence/$3, 000, 000 aggregate. A Certificate of Insurance shall be submitted to the CITY as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30) days prior written notice to the DIRECTOR. XII . NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement, there shall be no discrimination against any employee or applicant for employment because of sex, age, race, color, creed, national origin, marital status, or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. City of Elgin,Illinois Engineering Agreement for 6 Bowes Road Pump Station No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of this Agreement by the CITY. XIII . ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto; provided, however, that no assignment shall be made without the prior written consent of the CITY. XIV. DELEGATION AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to each and every item, condition and other provision hereof to the same extent that the ENGINEER would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY' S advanced written approval . It is understood and agreed that nothing herein contained is intended or shall be construed to, in any respect, create or establish the relationship of co-partners, joint venture or employment between the CITY and the ENGINEER, or as constituting the ENGINEER as a general representative or general agent of the CITY for any purpose whatsoever. XVI . SEVERABILITY The terms of this agreement shall be severable. The parties intend and agreed that, if any paragraph, City of Elgin,Illinois Engineering Agreement for 7 Bowes Road Pump Station sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable for any reason, all other portions of this Agreement shall remain in full force and effect. XVII HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define, limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. XVIII MODIFICATION OR AMENDMENT This Agreement and its attachments constitute the sole and entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties . Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. XIX. APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois . Venue for the enforcement of any rights and the resolution of any and all disputes shall be in the Circuit Court of Kane County, Illinois . XX. NEWS RELEASES The ENGINEER may not issue any news releases without prior written approval from the CITY, nor may the ENGINEER make public any reports or documents developed under this Agreement without prior written approval from the CITY prior to said documentation becoming matters of public record. City of Elgin,Illinois Engineering Agreement for 8 Bowes Road Pump Station XXI . COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY' S employ or any work associated with the PROJECT. XXII . INTERFERENCE WITH PUBLIC CONTRACTING: P.A 85-1295 The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of violations of either Section 33E-3 or Section 33E-4 of the Illinois Criminal Code. XXIII . SEXUAL HARASSMENT As a condition of this contract, the ENGINEER shall have a written sexual harassment policy that includes, at a minimum, the following information: A. The illegality of sexual harassment; B. The definition of sexual harassment under state law; C. A description of sexual harassment, utilizing examples; D. The vendor' s internal complaint process including penalties; E. The legal recourse, investigative and complaint process available through the Illinois Department of Human Rights and Illinois Human Rights Commission. F. Directions on how to contact the department and commission; G. Protection against retaliation as provided by section 6-101 of Human Rights Act . A Copy of such policy must be provided to the Department of Human Rights upon request. P.A. 87-1257 . XXIV. PREVAILING WAGE/PAYMENT OF TAXES . The ENGINEER shall comply with the requirements of the Prevailing Wage Act (820 ILCS 130/0 . 01 et seq. ) The ENGINEER certifies it is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless there is a pending proceeding contesting the tax. City of Elgin,Illinois • Engineering Agreement for 9 Bowes Road Pump Station XXV. WRITTEN COMMUNICATIONS All recommendations and other communications by ENGINEER to the CITY and other participants which may affect cost or time of completion shall be made or confirmed in writing. The CITY may also require other recommendations and communications by the ENGINEER be made or confirmed in writing. XXVI NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows : A. As to CITY: David Lawry, P.E. General Services Group Director City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER "List name and address here" XXVII STANDARD OF CARE FOR PROFESSIONAL SERVICES In performing the services described in this Agreement, Engineer will exercise the degree of care and skill ordinarily exercised by reputable companies performing the same or similar services in the same geographic area. XXVIII FORCE MAJEURE ENGINEER will not be responsible for any delay or failure of performance caused by fire or other casualty, labor dispute, government or military action, transportation delay, inclement weather, Act of God, act or omission of the City or its other Contractors, failure of any government authority to City of Elgin,Illinois Engineering Agreement for 10 Bowes Road Pump Station timely review or to approve services or to grant permits or approvals, or any other cause beyond ENGINEER' S reasonable control . IN WITNESS WHEREOF, the undersigned have placed their hands and seal 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 CITY: ATTEST: CITY OF ELGIN By fr(1074 01C-C14, By IIISPIIIIIIL__..._ . City Clerk Olufmi Fol.rin City ' . .ger For the ENGINEER: Dated this 0 3 day of ATS4- , A.D. 2005 WITNESSED: By Pa,Sedi L = Toz,-1-ci-c5H-- c...7 By ✓ .1r.. /17 1/.96-r -Csyia-...r (Print name) (Print Name) // A / , 41101#-� — /%rte.%•,2' Raym; ritc.boil,,,,ti Ey,„et-,i Co ; V-Af ie.es*J" e-444.1*11,3e.,,,ye....-./. 4 Officer Title /' , l/-4/i 41 (SEAL) City of Elgin,Illinois Engineering Agreement for 11 Bowes Road Pump Station • ATTACHMENT A SCOPE OF SERVICES CITY: City of Elgin, Illinois ENGINEER: ENGINEER PROJECT: Bowes Road Booster Pump Station Under the terms and conditions of this Agreement, the ENGINEER will provide services to furnish professional engineering services pertinent to the design of a pump station on Bowes Road. The following tasks will be completed under this Agreement: Task 1. —Preliminary Phase: General: Task 1 will include survey necessary for the preliminary design, development of base sheets using field data, review of easement information, preparation of preliminary project drawings and specifications (30% level), meeting with City staff to discuss the preliminary drawings and specifications, and preparation and submittal of a design memorandum. This task shall include but not limited to the following: 1.1 Project Kick-off Meeting: Prior to performing any other work on this task, ENGINEER will request and coordinate a project kick-off meeting. The purpose of the meeting will include: 1.1.1 Introduction of Project Team personnel and the establishment of lines of Communication. 1.1.2 Acquisition of existing information including previous reports, appropriate sections of the Master Plan and relevant site information. The ENGINEER will submit a list of items to the City (5) days prior to the kick-off meeting. 1.1.3 Presentation of a work plan for completion of the design phase of the project. The work plan will include project design schedule milestones, design criteria and a checklist of design data and information needed to complete the project. The work plan will be reviewed and refined with the City at the meeting. The work plan is a dynamic document that will be updated on a bi-weekly basis. It will ultimately be developed into the technical design memorandum required for the project. The project kick-off meeting shall be held within one week of receipt of notice to proceed on the project from the City. 1.2 Survey and Easement Review: Within approximately one week of the completion of the kick-off meeting, the ENGINEER will perform a detailed topographic survey of the PROJECT site. Property boundaries and vertical and horizontal control points will be established. Topographic survey will be performed with one-foot contours using a total station. Available easement documents will be reviewed. If necessary, new easement documents will be reviewed and submitted Bowes Road Booster Pump Station—Design 1 to the City for review and execution with the Developer and a plat of survey will be developed. 1.3 Review of Geotechnical Information: The ENGINEER will review available geotechnical information and make recommendations for acquisition of additional information if necessary. Sufficient number of subsurface borings shall be performed to complete the structural design component of the project. The ENGINEER shall develop a sketch of where the borings would be taken, stake the boring locations at the project site, and provide a summary of the geotechnical parameters to be analyzed for the project. As part of this agreement the ENGINEER shall subcontract directly with a local geotechnical testing firm to perform this work, unless directed otherwise by the City. 1.4 Utility Coordination: As part of this task the ENGINEER shall contact J.U.L.I.E and request maps of existing utilities located on and in the vicinity of the project site. This information shall be reviewed by the ENGINEER for potential conflicts and mitigation measures, if needed, shall be presented to the City. Based on the location of the site and preliminary investigation. During this task the ENGINEER shall also identify the availability of electrical service to the site. Costs associated with bringing appropriate service to the site will be developed. 1.5 Architectural Review: As part of this task the ENGINEER shall meet with City staff and present conceptual renderings of the PROJECT Building and site layout. These renderings will be discussed in detail with the City and modifications made based upon comments received from City personnel. Preliminary cost estimates will be presented for each alternative presented to assist the City making a decision on the architectural aspects of the facility. 1.6 Preparation of Preliminary Project Plans: As part of this task the ENGINEER shall update the work plan presented at the kick-off meeting. The work plan will have multiple sections which may be individual plans or technical memoranda depending on the item being addressed. An updated project schedule will be included in the work plan. Typical sections may include, but are not necessarily limited to, a storm water management plan, soil erosion control plan, quality assurance plan, a permit acquisition plan, a building code technical memorandum, a hydraulic system evaluation technical memorandum, geotechnical investigation technical memorandum and a utility conflict technical memorandum. 1.7 The information obtained during completion of this task will be compiled into an overall project technical design memorandum that will serve as the basis for proceeding with the development of construction bid documents. Bowes Road Booster Pump Station—Design 2 Task 2 - Design and Preparation of Construction Bid Documents: Upon receipt and disposition of comments on the preliminary design documents, the ENGINEER shall proceed with the development of Construction Bid Documents. This task will include: 1. Acquisition of additional survey or data required to complete the design documents. 2. Development of preliminary design documents including drawings and specifications. These documents will be developed taking into consideration City procurement requirements, general conditions, bid documents, insurance requirements, performance bonds, etc. The preliminary design documents shall be developed upon completion of Task 1. The ENGINEER shall submit the 60% level of completion of the design documents to the City and to their Quality Assurance team for review. Six (6) copies of this document shall be submitted to the City. 3. Technical Quality Assurance of the preliminary design documents. The ENGINEER shall implement its Quality Assurance Program for this project. A detailed technical quality assurance review will be performed by independent ENGINEER senior staff that are not members of the day-to-day project team. Quality assurance comments and responses shall be made available to the City upon request. 4. Preliminary design document review with the City staff will be performed following submittal of the preliminary design drawings and specifications. The ENGINEER shall meet with City staff to review and discuss the comments. The preliminary design documents will be modified and a written response to the comments will be submitted to the City. 5. Upon incorporation of comments, ENGINEER will prepare and submit a pre-final set (100% complete) of design documents to the City and to their Quality Assurance Team for review. The submittal will include a draft Engineer's opinion of probable construction cost. As with the preliminary design document submittal we will incorporate comments from the City and our Quality Assurance team following review and discussion of the comments. Written responses to each comment received will be submitted 6. Final Design Documents (Issued for Bid Documents) will be prepared following resolution and incorporation of comments on the pre-final submittal. 7. All of the design document submittals shall include, but not be limited to, civil/site, architectural, structural, mechanical process, mechanical HVAC and plumbing, electrical and instrumentation and control work such that the new Booster Pump Station can be monitored and controlled automatically through the existing Supervisory Control and Data Acquisition (SCADA) System. The design documents are to also include design of a transfer power switch and an outdoor receptacle for a City-owned generator connection. Security system components of including fencing and surveillance cameras are included in the project. Design drawings can be developed in AutoCAD LT. Bowes Road Booster Pump Station—Design 3 Task 3 - Prepare an Opinion of Probable Construction Costs for Proposed Work included in the Final Design Documents: ENGINEER shall submit an Engineer's Opinion of Probable Construction Cost with each design submittal included in Task 2. The cost will be submitted in a format acceptable to the City that is determined as part of the work performed in Task 1. Task 4 - Submit Drawings and Specifications to the City for Review: As part of the design work the ENGINEER shall meet with representatives of the City during the review process to explain the drawings, specifications and procedures. ENGINEER shall advise the City concerning the impact of any proposed revisions to total project cost and technical performance throughout the design process. A minimum of three design review meetings, one at or shortly following each of the submittals discussed in Task 2 shall be conducted. Task 5 -Assist the City with Permit Applications. ENGINEER will assist the City in the preparation of permit applications to the Illinois Environmental Protection Agency, the Illinois State Division of Waterways, Kane County and any other governmental agencies that have a regulatory interest in the project, and provide all other services to secure permit approval. As part of the applications, the ENGINEER shall submit complete sets of the Final Design Drawings and Specifications as required. Task 6 -Provide Twenty (20) sets of Final Bid Documents ENGINEER shall provide twenty sets of Final Bid Documents which will include bid forms, notices for bidders and final drawings and specification to the City for bidding purposes. If requested, the ENGINEER shall assist the City in developing web based procurement and/or electronic bid documents. Task 7 - Assist the City with the Bidding Phase: ENGINEER will provide bidding assistance to the City that will include receiving bidder questions and requests for clarification, responding to questions in writing and preparation of addenda as necessary. Task 8 - Assist the City with Bid Review: ENGINEER shall assist the City in reviewing bids and make recommendations concerning the award of contracts. This task shall include but not limited to the development and review of bid tabs, completeness of bid submittals, and reference checks as requested by the City. The ENGINEER shall assist the City in preparation of six (6)conforming copies of contracts. Bowes Road Booster Pump Station—Design 4 • �.�OF FCC Agenda Item No. —City of Elgin L. Ja 11 011 ' August 19, 2005 c:a M 10 9 er01 is�II TO: Mayor and Members of the City Council N � 11/01 FINANCIALLY STABLE CITYGOYERNMENT r FROM: Olufemi Folarin, City Manager ,r40-,e EFFICIENT SERVICES, AND OLIALIT Y INFRASTRUCTURE Kyla Jacobsen, Water System Supenntendent SUBJECT: Engineering Services Agreement Award for the Bowes Road Booster Pump Station. PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider authorization of an engineering services agreement for design and bidding services for Bowes Road Booster Pump Station. RECOMMENDATION It is recommended that the members of the City Council authorize the execution of an agreement for Engineering Services with Burns and McDonnell of Downers Grove, Illinois for design and bidding services for Bowes Road Booster Pump Station in the amount of$49,795.96. BACKGROUND The 2004 Water Master Plan was prepared to provide the City of Elgin with a comprehensive plan for the design of expansions and improvements to the existing water supply, treatment, and distribution facilities. The study identified and established the capacities of improvements needed to meet Elgin's water demands through the year 2035. The Bowes Road Booster Pump Station was identified in the Master Plan report to take the suction line from the High Zone and discharge to the West Zone. Pumping units for the Bowes Road Pump Station shall be two identical pumps with a capacity of 2.0 Million Gallon Per Day (MGD) at a rated head of 100 feet. The Water Department requested proposals for service from seven (7) engineering firms. Five firms returned formal proposals with price quotes separately submitted. These five proposals were individually evaluated by a selection team consisting of Public Works, Engineering and Water Department employees. The engineering firm of Bums and McDonnell was selected the best qualified for this work. After ranking all firms, fee submittals were opened. y .ems Water—Engineering Services for Bowes Road Pump Station August 19, 2005 Page 2 The fees are as follows: Firm's Name Design & Bidding URS $58,250.00 Alvord, Burdick&Howson $62,086.00 Burns & McDonnell $52,528.76 Rezek, Henry, Meisenheimer& Gende $48,997.00 Metcalf& Eddy $45,700.00 Burns and McDonnell included $4,150 in their submitted RFP for security fencing and surveillance cameras. These items were not submitted as part of the other request for proposals. The negotiated price for the design and bidding without including security fencing and surveillance cameras is $45,645.96. The total negotiated price for design and bidding services, adding in the design of security fencing and surveillance cameras, is $49,795.96. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None CONANCIAL IMPACT The cost for the engineering services with Burns & McDonnell totals $49,795.96. Funds totaling $75,000 are budgeted and available in the water portion of the 2005 General Obligation Bond Fund, account number 365-4000-795.92-41, "Capital Additions/Distribution System," project number 409647, to enter into this contract. LEGAL IMPACT \OVNone ALTERNATIVES 1. Award the agreement to Burns &McDonnell. 2. Do not award a contract at this time. Respectfully submitted for Council consideration. KJ/PLB Attachment