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HomeMy WebLinkAbout06-1 Resolution No. 06-1 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH REZEK, HENRY, MEISENHEIMER AND GENDE, INC. (2006 Combined Sewer Separation Project) 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 agreement on behalf of the City of Elgin with Rezek,Henry,Meisenhemer and Gende, Inc. for 2006 Combined Sewer Separation Project, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: January 11, 2006 Adopted: January 11, 2006 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT THIS AGREEMENT is hereby made and entered into this(ow-day of jS,a-, opq 204,by and between the CITY OF ELGIN, Illinois, a municipal corporation(hereinafter referred to as "CITY") and Rezek, Henry, Meisenheimer and Gende, Inc., an Illinois Corporation(hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the 2006 Combined Sewer Separation Project (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, for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the CITY and ENGINEER hereby agree that the CITY hereby retains ENGINEER to act for and represent CITY in the engineering matters involved in the Project as set forth herein, subject to the following terms, conditions and stipulations: I. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Director of Public Works of the CITY, herein after referred to as the "DIRECTOR". B. The ENGINEER shall provide all services necessary to complete the design and bidding phases of the PROJECT. The PROJECT will include construction of new and separated sewers in the Highland Avenue, Bent Street, and CBD systems as outlined in the 2004 Combined Sewer Separation Study Report prepared by Carroll Engineering &Associates, P.C. Specifically,the Highland Avenue System will consist of the construction of approximately 3,210 feet of 12-inch and 54-inch diameter storm sewer on West Chicago Street, Highland Avenue, Crystal Avenue, and within side yards between Jackson and Lynch Streets. The Bent Street System will consist of the construction of approximately 4,470 feet of 12-inch through 21-inch storm sewer on portions of May Street, Wellington Avenue, Lessenden Place, Grace Street, Hastings Street,Raymond Street, Sheridan Avenue, and Regent Street. The CBD System will consist of the construction of approximately 1,540 feet of 12-inch and 15-inch storm sewer on portions of North Spring Street, East Highland Avenue, East Chicago Street, and Dexter Avenue. Design services shall also include cleaning and televising of the existing combined sewers (including laterals) and smoke testing and dye tests to identify sources of infiltration/inflow. Inspections of buildings connected to the -1- existing combined sewers (including laterals)will also be conducted to identify any improper connections. It is anticipated that the existing combined sewer will require some point repairs and then would be lined. C. A detailed Scope of Services is attached hereto and made a part hereof as Attachment A. II. PROGRESS REPORTS A. ENGINEER shall adhere to the following outline project milestone schedule as well as the detailed project schedule attached hereto as Attachment B. Milestone Date Authorization to Proceed January 12, 2006 Complete Preliminary Drawings (50%) March 31, 2006 Review Meeting with City Staff April 3, 2006 Complete Final drawings and Specifications April 26, 2006 Review Meeting with City Staff May 5, 2006 Advertise for Bids May 15, 2006 Bid Opening June 13, 2006 B. ENGINEER shall adhere to the detailed project schedule for PROJECT attached hereto and made a part hereof as Attachment B. ENGINEER shall record progress relative to the project schedule which shall be submitted to DIRECTOR on a monthly basis as a component of the status report provided for in Subsection C below. C. The ENGINEER will submit to the DIRECTOR monthly a Status Report keyed to the Project Schedule. A brief narrative will be provided identifying progress, findings and outstanding issues. III. 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 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. Such work products are not -2- 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 to the ENGINEER. IV. PAYMENTS TO THE ENGINEER(Not To Exceed Method) A. For services provided the ENGINEER shall be paid at the rate of 3.07 times the direct hourly rate of personnel employed on this PROJECT, with the total fee not to exceed $211,670 regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are authorized in writing by the CITY. B. For outside services provided by other firms or subconsultants, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER. Any such invoiced fees to ENGINEER shall be included with and construed as part of the above-referenced amount of$211,670. C. Direct reimbursable expenses will be billed at actual cost to the CITY. These expenses include travel, printing, postage, computer charges and long distance telephone. Such direct reimbursable expenses shall be included and construed as part of the above- referenced not-to-exceed total payment amount of$211,670. D. The CITY shall make monthly payments to the ENGINEER within 30 days after receipt and approval of the ENGINEER's detailed invoice. The invoice will include a breakdown of charges by individual with a description of services performed and a breakdown of subconsultant and direct reimbursable expenses. Final payment shall not be made until the PROJECT is completed and accepted by the DIRECTOR. V. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports (IIC above)will be included with all payment requests. B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The ENGINEER shall permit the 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 these records available at reasonable times during the Agreement period, and for a year after termination of this Agreement. -3- VI. 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, provided, however,that such payment shall not exceed the task amounts set forth under Paragraph IV above. VII. TERM This Agreement shall,unless terminated for cause or pursuant to Article VI or IX,be deemed concluded on the date the CITY determines that all of the ENGINEER's work under this agreement is completed and accepted by CITY. 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. VIII. 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 his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the ENGINEER. Regardless of the decision of the DIRECTOR relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. IX. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party, by reason of any default, fails within fifteen(15)days after notice thereof by the other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. -4- X. INDEMNIFICATION To the fullest extent permitted by law, ENGINEER agrees to and shall indemnify, defend and hold 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 workers' 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 such action against the CITY, its officers, employees, agents,boards or commissions, covered by the foregoing duty to indemnify, defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. XI. 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. XII. INSURANCE A. Comprehensive Liability. The ENGINEER shall provide, pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance written in occurrence form 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 DIRECTOR a Certification of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty(30) days prior written notice to the DIRECTOR. Such Certificate of Insurance shall include,but not be limited to, coverage for the obligations assumed by ENGINEER pursuant to Article X herein entitled "Indemnification". Such above-referenced insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, alternatively, if the insurance states that it is excess or prorated, it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance written in occurrence form covering all owned, non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for -5- damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the 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. A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty(30) days prior written notice to the DIRECTOR. XIII. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES, PROCEDURES AND SAFETY The ENGINEER shall not have control over or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the construction,unless specifically identified in the Scope of Services. XIV. 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, of 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. 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 the Agreement by the CITY. XV. 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. -6- XVI. DELEGATIONS 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. XVII. NO CO-PARTNERSHIP OR AGENCY This agreement shall not be construed so as to create a partnership,joint venture, employment or other agency relationship between the parties hereto, except to such extent as may be specifically provided for herein. XVIII. SEVERABILITY The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. XIX. 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 XX.MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the 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. XXI. 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 resolution of any disputes or the enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane County, Illinois. -7- XXII. NEWS RELEASES The ENGINEER may not issue any news releases without prior approval from the DIRECTOR, nor will the ENGINEER make public proposals developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. XXIII. COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. XXIV. INTERFERENCE WITH PUBLIC CONTRACTING The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq. Or any similar state or federal statute regarding bid rigging. XXV. SEXUAL HARASSMENT As a condition of this contract, the ENGINEER shall have written sexual harassment policies that include, 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 the 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 the Human Rights Act. A copy of the policies must be provided to the Department of Human Rights upon request 775 ILCS 5/2-105. -8- XXVI. WRITTEN COMMUNICATIONS All recommendations and other communications by the ENGINEER to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR may also require other recommendations and communications by the ENGINEER be made or confirmed in writing. XXVII. 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: JOHN LOETE, P.E. Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER: William R. Rickert, P.E., DEE President Rezek, Henry, Meisenheimer and Gende, Inc. 162 East Cook Avenue Libertyville, IL 60048 -9- 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 Agh By 'k.leLite. Oitse.r►1 By 4W City Clerk Cit`' anager (SEAL) For the ENGINEER: Dated this l3- day of De , A.D., 2005 ATTEST: riart ByIt, / 0pr By e retary President (SEAL) -10- ATTACHMENT A DETAILED SCOPE OF SERVICES 1. Project Initiation Meeting - A project initiation meeting will be held to: 1) introduce key ENGINEER team members to CITY staff, 2) discuss project requirements, and 3) review the project schedule and establish dates for milestone review meetings. 2. Final Design 2.1 Research and Data Collection - This initial phase will involve the collection and review of all existing data pertinent to the project including: • Aerial photographs and topography • Previous engineering reports • Sanitary sewer system maps • Right-of-way and easement maps • Design standards and ordinances • Subdivision plans • Utility location maps • Soil survey maps • Wetland maps 2.2 Sewer System Investigations - Cleaning, smoke testing, and televising of the existing sewers will be performed by Sewer System Evaluations, Inc. These services will be performed on the separated sewers in the project corridors identified in Tables 1 through 3, as well as lateral sewers tributary to these sewers. Results from the testing and televising programs are expected to identify some problem areas requiring repairs. Specifications and drawings indicating the extent of repairs required will be incorporated in the contract documents. For the purpose of the design fees presented elsewhere, it was assumed that design services for repairs of lateral sewers (those not included in Tables 1 through 3) would be added to the project scope at the request of the CITY once the extent of the repair work is identified. Dye testing will also be performed where applicable to determine sources of I/I to be eliminated as part of the combined sewer separation. Costs for dye water testing are included on a per setup basis, as the need for such services can not be determined until other investigative work is completed. Surveys of individual homes or businesses will also be conducted to identify improper connections to the sanitary sewer system. One complete pass will be done on all the buildings suspected of being connected to the sanitary sewer in the service area. If no A-1 one is home on the first visit, a card will be left explaining the survey and requesting that the occupant call the ENGINEER for an AM or PM appointment. The first pass will be done from Monday through Saturday with some days being set aside for appointments. If an occupant does not respond to the appointment request we will attempt an inspection in the evening. If the occupant still does not respond to the request for an appointment or refuses entry, we will enter the address on a list to be submitted to the CITY. It will be the CITY's responsibility to track these homes and arrange appointments for them since legal action may be necessary. The CITY can do follow-up appointments on these or make arrangements with ENGINEER to make these inspections. Completed inspection logs will be submitted to the CITY. 2.3 Prepare Base Maps - ENGINEER will prepare base maps for the recommended improvements. These maps will be drawn at a scale of 1-inch = 20 feet and will show right-of-way and property lines, utility locations, and other relevant information obtained during the research and data collection task. A base map for the Bent Street Project Corridor has already been prepared and will be available for use on this project. Information provided for the Bent Street project will be field checked by ENGINEER. 2.4 Perform Surveys - Under this task, the project design team will take the base maps and perform a detailed field survey of the project corridor. All topographic features will be located in the field and plotted on the base maps. The topographic features located will include (but not be limited to) curbs, sidewalks, driveways, trees, utility poles, sign posts, mail boxes, valve boxes, manholes, catch basins, and inlets. 2.5 Hardline Drawings per Existing Conditions - In this task, the detailed topographic information obtained during the field investigations will be added to the CAD drawings of the base maps. 2.6 Prepare Preliminary (50%) Drawings - Preliminary plan and profile drawings will be prepared showing the proposed horizontal and vertical location of the new sewers. 2.7 Review with CITY Staff - The results of the 50% preliminary design will be reviewed at a formal meeting with appropriate CITY staff to obtain their input and concurrence before proceeding into the final design. 2.8 Geotechnical Investigations - Working with its geotechnical subconsultant, Soil and Material Consultants, Inc., ENGINEER will recommend the number and location of soil borings on the proposed route(s), with special consideration given to project dewatering. The exploration, testing and analysis will include 1) determination of the engineering characteristics of the subsurface materials encountered; 2) information regarding A-2 groundwater conditions; and 3) recommendations regarding earthwork, excavation, groundwater control, backfilling and compaction, the treatment of in-place soils for pipe and structure support and other pertinent design information. Representative soil samples will be taken using split-barrel sampling procedures. Field logs of each boring will also be prepared by the drill crew, including visual classifications of materials encountered during drilling. Water content and compressive strengths will also be noted. An engineering analysis of the soils and groundwater conditions will be prepared and recommendations for construction will be made. 2.9 Prepare Final Drawings - CAD Drawings illustrating all details necessary for bidding and construction will be prepared in AutoCAD format acceptable to the CITY. These will include the plan and profile sheets, as well as additional drawings necessary to illustrate interconnections to existing sewers, manholes, special structures, landscaping, wetland and road crossing details, traffic control plans, and other appropriate details. 2.10 Prepare Contract Documents and Specifications - ENGINEER will prepare contract documents, bidding documents, and specifications for the proposed project, utilizing the Engineering Joint Contract Documents Committee (EJCDC) General Conditions unless otherwise requested by the CITY. Required construction schedules will be identified. It is currently anticipated that the project will be separated into two bid packages: Bid Package No. 1 - Highland Avenue Bid Package No. 2 - CBD and Bent Street The construction contracts will be set up on a unit price basis. All required bid items will be identified and their associated quantities estimated. Technical specifications will be written for pipe, manholes, and all associated materials and workmanship. 2.11 Easements - ENGINEER will identify all easement requirements for the project. ENGINEER will meet with affected property owners to identify specific construction provisions to be included in the project documents (e.g., construction times, restoration requirements, etc.). ENGINEER will also prepare the plats and legal descriptions for all necessary permanent and temporary construction easements and conduct initial meetings with property owners. The CITY will obtain the easement agreements based upon the requirements identified in this phase. 2.12 Quantities and Cost Estimates - A detailed quantity takeoff will be prepared and incorporated into the bid form. Using these quantities, detailed construction and project cost estimates A-3 will be prepared. Sources which will be utilized in preparing the estimates include contractors, suppliers, manufacturers, and bid tabulations from similar projects. The construction cost estimate will be prepared in bid tabulation format. 2.13 Permit Applications - ENGINEER will prepare all necessary forms, schedules, and documentation to secure the required construction permits or regulatory approvals for the project. Project requirements of the affected agencies will be incorporated in the project documents. ENGINEER will provide all follow-up assistance necessary for the CITY to obtain the necessary permits. Permits which will or may be required include: Illinois EPA - A construction permit will be required from the Illinois EPA. U.S. Army Corps of Engineers - Outfalls of the storm sewers to the Fox River as well as any stream crossings will require a joint permit from the Corps of Engineers, Illinois Department of Natural Resources - Division of Water Resources, Illinois EPA, and Illinois Department of Conservation. Any crossings of or encroachment onto wetlands will also require a permit form the Corps of Engineers. Illinois Department of Transportation - The crossing of the Route 31 right-of-way and any construction within the right-of-way will require approval and a permit from IDOT. Fox River Water Reclamation District (FRWRD) - RHMG will work with FRWRD as required throughout the design and construction phases to insure that the completed project will fulfill all District requirements. 2.14 Independent In-House Review - As a final quality control measure, a final in-house review of the complete design will be performed. The final review will address such issues as coordination between plans and specifications, coordination between drawings, missing details, constructability, and potential for construction claims. 2.15 Meetings and Review with the CITY and FRWRD 2.15.1 Review Meeting - Copies of the plans and specifications will be delivered to the CITY and FRWRD and reviewed with the appropriate staff members. 2.15.2 Plans-In-Hand Site Inspection - A final plans-in- hand site walk-through of the project site will be conducted with the CITY and FRWRD staffs. A-4 2.15.3 Incorporate Review Comments - Review comments from the CITY and FRWRD staffs will be incorporated into the final drawings and specifications. 3.0 Bidding Phase Services 3.1 Bid Advertisement and Pre-Bid Conference - ENGINEER will prepare the Advertisement for Bids for solicitation of proposals. If desired by the CITY, ENGINEER will conduct one pre-bid conference to review the project in detail with prospective bidder's and highlight the unique features of the project. 3.2 Bidder Inquiries and Addenda - ENGINEER will field inquiries from prospective bidders and issue addenda where required to make any necessary clarifications to the contract plans and specifications. 3.3 Bid Evaluation and Award - ENGINEER will attend the bid opening for the project. ENGINEER will review the bids, prepare a bid tabulation, and make a recommendation for bid award to the CITY. A-5 Table 1 Highland Avenue Project Length Diameter [1] Street To/From (inches) (feet) West Chicago Street Sheridan Street to Lynch Street 54 1,040 West Chicago Street Jackson Street to Lynch Street 12 540 Side Yards Lynch Street to Jackson Street 54 630 Highland Avenue Jackson Street to State Street 54 780 Crystal Avenue South of Highland Avenue to Highland Avenue 12 170 Highland Avenue Middle of Highland Avenue to East of Highland Avenue 54 50 Total 3,210 Notes: [1] Per Combined Sewer Separation Study 2004, Carroll Engineering, and Associates, P.C. Table 2 CBD Project Length Diameter [1] Street To/From (inches) (feet) North Spring Street Division Street to East Chicago Street 12 520 East Highland Avenue West of North Spring Street to North Spring Street 12 140 East Chicago Street North Spring Street to North Grove Avenue 15 480 Dexter Avenue North Spring Street to Douglas Avenue 12 400 Total 1,540 Notes: [1] Per Combined Sewer Separation Study 2004, Carroll Engineering, and Associates, P.C. A-6 Table 3 Bent Street Project Length Diameter [1] Street To/From (inches) (feet) May Street Grace Street to East of Wellington Avenue 12,15 740 May Street East of Wellington Avenue to Wellington Avenue 15 120 Wellington Avenue May Street to Lessenden Place 18 400 Lessenden Place Wellington Avenue to Fox River 18 550 Grace Street Jay Street to Hastings Street 15 340 Grace Street Dwight Street to Hasting Street 12 330 Hastings Street Grace Street to Raymond Street 21 520 Raymond Street Dwight Street to Hasting Street 12 310 Hastings Street Raymond Street to Fox River 18 610 Sherman Bowen Court to St. Charles Street 12 230 Regent Bowen Court to St. Charles Street 12 320 Total 4,470 Notes: [1] Per Combined Sewer Separation Study 2004, Carroll Engineering, and Associates, P.C. A-7 Attachment B Detailed Project Schedule Week Ending January February March April May June Task 7 14 21 28 4 11 18 25 4 11 18 25 1 8 15 22 29 6 13 20 27 3 10 17 24 1. Project Induction Meeting 2. Final Design 2.1 Research&Data Collection 41* 2.2 Sewer System Final Investigation `` m 2.3 Prepare Base Maps . , 2.4 Perform Surveys 2.5 Hard line Drawing per Existing Conditions iiZra2,2Elrepatr, 2.6 Proposed PreliminaryDrawings n°• " , • P 9 � ...�,:,�-a Kir.... , �� 2.7 Review Meeting with City Staff �'` 2.8 Geotechnical Investigation - tea` 2.9 Prepare Final Drawings 2.10 Prepare Contact Documents&Specs. 2.11 Easements , ,`'.24119 2.12 Quantities&Cost Estimates 2.13 Permit Applications 2.14 Independent In-House Review 2.15 Meeting with City&FRWRD 3. Bidding Phase [: k 'l• Rg #= /a Indicates Formal Review Session with City Staff 114 G '� City of Elgin Agenda Item No. 100 op'` L , IPS December 16, 2005 DRi r ""' TO: Mayor and Members of the City Council M{�..� FINANCIALLY STABLE CITY GOVERNMENT EFFICIENT SERVICES. AND OUAUTY INFRASTRUCTURE FROM: Olufemi Folarin, City Manager John Loete, Public Works Direc or SUBJECT: Engineering Services Agreement with Rezek, Henry, Meisenheimer and Gende, Inc.. for the 2006 Combined Sewer Separation Project PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into an agreement with Rezek, Henry, Meisenheimer and Gende, Inc. (RHMG) for design engineering for the completion of plans, specifications and bid documents for the 2006 Combined Sewer Separation Project (CSS Project). "Pi` RECOMMENDATION It is recommended that City Council authorize the City Manager to execute the agreement with RHMG in the not-to-exceed amount of$211,670. BACKGROUND City Council accepted the Combined Sewer Separation Study at its meeting on November 3, 2004. Funding for the first year's projects, as outlined in the study, was included in the 2005 Budget. The projects, in general, separate a portion of the City's combined sewers in order to reduce overflow volumes and thus improve the water quality of the Fox River. The Prairie Street Sewer Separation Project was completed during the summer of 2005. There are two additional sections of the combined sewer system scheduled for completion included in this project that are referred to as the CBD Combined Sewers and the Highland Avenue Combined Sewers. Lastly, the final phase of the Bent Street Sewer Separation Project is included in this project in order to complete the design. Exhibit A is a map depicting the three project areas. The scope of this agreement provides for the investigation of the extent, condition and capacity of the existing combined sewers, and for the identification and location of the sources of storm water, sanitary sewage, and leakages (infiltrations and inflow). This information will be used to determine the most cost effective separation method (i.e., construction of new sanitary sewer and maintain the old combined sewer as a storm sewer, and construct a new storm sewer and maintain the old combined sewer as a sanitary sewer). Once that recommendation is made, the . Eng Service with RHMG for the '06 CSS Project ,�• December 16, 2005 Page 2 engineer will then prepare design drawings, specifications, contract documents and provide bidding assistance for the selected sewer separation alternative. Requests for proposals were solicited from five firms, with four firms submitting proposals on November 18, 2005. The firms responding were: ➢ W. E. Duechler &Assoc. ➢ Bollinger, Lach& Assoc. ➢ Burns & McDonnell ➢ RHMG A staff selection committee evaluated the four proposals with RHMG being selected as the most qualified firm for the project. Evaluation of the proposals not only included the firm's ability to provide design engineering services, but also construction engineering services. Construction engineering services are not included in the agreement at this time, but will be added via amendment when the sewer construction contract is awarded. Upon selection, RHMG met with staff to finalize the project scope and fee. The final negotiated fee is $211,670. A copy of the results of the selection process is attached as Exhibit B. A copy of the proposed ,., agreement is attached as Exhibit C. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None &fiA.v FINANCIAL IMPACT The agreement with RHMG will total $211,670. Funds for the Highland Ave. portion of the project were budgeted in project number 339691. "Combined Sewer Separation Project", in the following account numbers: Account No. Budgeted Amount Available Amount 365-4200-795.92-41 $385,000 $ 385,0000 380-4200-795.92-41 105,000 500 381-4200-795.92-41 165,000 14,014 396-4200-795.92-41 156,000 0 399-4200-795.92-41 $122,000 52,000 Total $933,000 $ 451,514 • . 1 qk Eng Service with RHMG for the '06 CSS Project December 16, 2005 Page 3 Funds for the Bent St. Sewer Separation portion of the project were budgeted ($875,360) in project number 339059, "CSS-Bent Street", in the sewer portion of the 2004 General Obligation Bond Fund, account number 384-4200-795.93-41, "Distribution Systems Upgrades" and $745,480 remains available. Funds will be taken from the following account numbers with their corresponding amounts: Account Number Project No. Amount 380-4200-795.92-41 339691 $ 500 381-4200-795.92-41 339691 $ 14,014 399-4200-795.92-41 339691 $ 52,000 384-4200-795.93-41 339059 $145,156 Total $211,670 The balance of the funds will be used for construction. LEGAL IMPACT okrNone ALTERNATIVES 1. Approve the Engineering Services Agreement with RHMG. 2. Do not approve the Engineering Services Agreement with RHMG. Respectfully submitted for Council consideration. (do) Attachments