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HomeMy WebLinkAbout10-20 Yr . Resolution No. 10-20 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH CHRISTOPHER B. BURKE ENGINEERING, LTD. (2010 Neighborhood Street Rehabilitation Project-Spring Street) BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R. Stegall,City Manager,and Diane Robertson,City Clerk,be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Christopher B. Burke Engineering,Ltd.for engineering services for the 2010 Neighborhood Street Rehabilitation Project- Spring Street, a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: January 27, 2010 Adopted: January 27, 2010 Vote: Yeas: 6 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk AGREEMENT THIS AGREEMENT is made and entered into this`�� day of -N,���\V\i ,2010,by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter reed to as "CITY") and Christopher B. Burke Engineering, Ltd., 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 design and bidding services for the 2010 Neighborhood Street Rehabilitation —Spring Street(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 the engineering matters involved in the PROJECT as described herein,subject to the following terms and conditions and stipulations, to-wit: 1. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Water System CITY ENGINEER of the CITY,herein after referred to as the"CITY ENGINEER" B. ENGINEER shall perform surveys,prepare plans, specifications, and estimates for the 2010 Neighborhood Street Rehabilitation—Spring Street as outlined herein and detailed in Attachment A hereto. C. A detailed Scope of Services is attached hereto as Attachment A. 2. PROGRESS REPORTS A. A detailed project schedule for the Project is included as Attachment B, attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in B below. B. The ENGINEER will submit to the CITY ENGINEER monthly a status report keyed to the project schedule. A brief narrative will be provided identifying progress, findings and outstanding issues. 3. 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 CITY ENGINEER provided,however,that the ENGINEER may retain copies of such work products for its records. 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, 1 and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the ENGINEER. City of Elgin,Illinois 2010 Neighborhood Street Rehabilitation—Spring Street - 1 - 4. PAYMENTS TO THE ENGINEER(Not to Exceed Method) A. For services provided, the ENGINEER shall be paid at the billing rate of personnel employed on this PROJECT,with the total fee not to exceed$82,390.00 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 ENGINEER and approved by the City Council of the City. The attached Standard Charges for Professional Services dated January, 2009 will be utilized for this PROJECT. B. For outside services provided by other firms or subconsultants, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER,plus 0%. Any such amounts for outside services shall be included in the total fee not to exceed $82,390.00. C. For other direct costs provided by outside firms,the CITY shall pay the ENGINEER the invoiced fee in accordance with the attached Direct Cost Schedule dated July 2, 2007. Any such direct cost shall be included within the total fee not to exceed $82,390.00. D. 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 to the ENGINEER shall not exceed the amounts shown in the following schedule, and full payments for each task shall not be made until the task is completed and accepted by the CITY. However, the amounts shown below are estimates and may vary from task to task as long as the total not to exceed fee remains unchanged. Task Estimated Fee Estimated Water Main Fee Street I. DESIGN PHASE Task 1.1—Project Survey and Base Sheets $17,256.00 $0.00 Task 1.2—Geotechnical Investigation $0.00 $4,076.00 Task 1.3—Utility Coordination $3,340.00 $0.00 Task 1.4—Preliminary Plans,Specifications and Estimates $21,938.00 $7,810.00 Task 1.5—Coordination/Open House Meetings $784.00 $784.00 Task 1.6—IEPA Permitting $1,489.00 $0.00 Task 1.7—Final Plans,Specifications and Estimates $13,124.00 $5,600.00 Task 1 Sub Total $57,931.00 $18,270.00 II. BIDDING Task 2.1—Bid Set Preparation $338.00 $213.00 Task 2.2—Addenda Preparation $436.00 $348.00 Task 2.3—Bidding Assistance $476.00 $351.00 Task 2.4—Contract Administration Assistance $476.00 $351.00 Task 2 Sub Total 1,726.00 $1,263.00 Subtotal $59,657.00 $19,533.00 Direct Costs $2,200.00 $1,000.00 Total $61,857.00 $20,533.00 Grand Total $82,390.00 5. INVOICES City of Elgin,Illinois 2010 Neighborhood Street Rehabilitation—Spring Street -2- A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports 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. 6. 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 amounts set forth under Paragraph 4 above. 7. 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 5,shall be deemed concluded on the date the CITY determines 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. 8. 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 CITY ENGINEER relative to a claim submitted by the ENGINEER,all work required under this Agreement as determined by the CITY ENGINEER shall proceed without interruption. 9. 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. Notwithstanding the foregoing or anything else to the contrary in this agreement,with the sole exception of the monies the CITY has agreed to pay to the ENGINEER pursuant to Section 4 hereof, no action shall be commenced by the ENGINEER or any other related entity against the CITY for monetary damages. 10. INDEMNIFICATION City of Elgin,Illinois 2010 Neighborhood Street Rehabilitation—Spring Street -3 - 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 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,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. The provisions of this paragraph shall survive any expiration,completion and/or termination of this Agreement. 11. NO PERSONAL LIABILITY No official, CITY ENGINEER, 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. 12. 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 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 ENGINEER 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 CITY ENGINEER. The Certificate of Insurance which shall include Contractual obligation assumed by the ENGINEER under Article 10 entitled"Indemnification" shall be provided. This 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 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. 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 Engineers 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 CITY ENGINEER as evidence of insurance protection. The policy shall not be modified or terminated without thirty(30)days prior written notice to the CITY ENGINEER. City of Elgin,Illinois 2010 Neighborhood Street Rehabilitation—Spring Street -4- 13. 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. 14. 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. 15. 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. 16. 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. 17. 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. 18. SEVERABILITY The parties intend and agree 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. City of Elgin,Illinois 2010 Neighborhood Street Rehabilitation—Spring Street -5 - 19. 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. 20. 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. 21. 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. 22. NEWS RELEASES The ENGINEER may not issue any news releases without prior approval from the CITY ENGINEER, nor will the ENGINEER make public proposals developed under this Agreement without prior written approval from the CITY ENGINEER prior to said documentation becoming matters of public record. 23. COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. 24. 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. 25. 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; City of Elgin,Illinois 2010 Neighborhood Street Rehabilitation—Spring Street -6- 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 shall be provided by ENGINEER to the Department of Human Rights upon request 775 ILCS 5/2-105. 26. WRITTEN COMMUNICATIONS All recommendations and other communications by the ENGINEER to the CITY ENGINEER and to other participants which may affect cost or time of completion shall be made or confirmed in writing. The CITY ENGINEER may also require other recommendations and communications by the ENGINEER be made or confirmed in writing. 27. 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: Joseph Evers City Engineer City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER: Michael E. Kerr Executive Vice President Christopher B. Burke Engineering, Ltd. 9575 W. Higgins Road, Suite 600 Rosemont, Illinois 60018 28. COMPLIANCE WITH LAWS Notwithstanding any other provision of this AGREEMENT it is expressly agreed and understood that in connection with the performance of this AGREEMENT that the ENGINEER shall comply with all applicable Federal, State, City and other requirements of law, including,but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing, ENGINEER hereby certifies, represents and warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing products and/or services with respect to this AGREEMENT shall be legal residents of the United States. ENGINEER shall also at its expense secure all permits and licenses, pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the City of Elgin,Illinois 2010 Neighborhood Street Rehabilitation—Spring Street -7- products and/or services to be provided for in this AGREEMENT. The CITY shall have the right to audit any records in the possession or control of the ENGINEER to determine ENGINEER'S compliance with the provisions of this section. In the event the CITY proceeds with such an audit the ENGINEER shall make available to the CITY the ENGINEER'S relevant records at no cost to the CITY and shall pay all costs of any audit at ENGINEER'S sole expense. IN WITNESS WHEREOF,the parties hereto have entered into and executed this agreement effective as of the date and year first written above. FOR THE CITY: FOR THE ENGINEER: By / . i By V�7� City anager Executive Vice President Attest: City Clerk City of Elgin,Illinois 2010 Neighborhood Street Rehabilitation—Spring Street -8- ATTACHMENT A UNDERSTANDING OF THE ASSIGNMENT CBBEL understands that the CITY of Elgin would like to CBBEL to design, permit, prepare construction documents and provide construction observation services for a portion of their 2010 Street Rehabilitation and Water Distribution System Upgrading project. The project will include the replacement of water mains and the rehabilitation of the pavement. The project limits include the following: Street Street Name From To Water main Rehabilitation Spring Street Kimball Summit 400' * 1,725' Franklin Blvd. Douglas Center 800' 800' Ann Street Douglas Center 800' 800' Cherry Street Douglas Center 800' 800' Seneca Street Douglas Center 800' 800' TOTAL: 3,600' 4,925' * Kimball to Franklin Only The above represents approximately 3,600 lineal feet of water main installation and 4,925 lineal feet pavement rehabilitation. Per the RFP, we will complete the design, permitting and preparation of contract documents within three months of the notice to proceed. SCOPE OF SERVICES I. DESIGN PHASE Task 1.1 — Project Survey and Base Sheets: CBBEL will complete a topographic survey of the water main replacement project limits. The survey shall contain all topographic features, utility rims and inverts, trees, approximate right-of-way, signage, pavement markings and property lines. CBBEL will create design base sheets from the survey at a scale of 1"=50'. The following streets may be included in this project: Street Name Water main Spring Street 400 ft. Franklin Blvd. 800 ft. Ann Street 800 ft. Cherry Street 800 ft. Seneca Street 800 ft. TOTAL APPROXIMATE LENGTH: 3,600 ft. Also, CBBEL will identify and document any conflict between the existing trees and/or curb or sidewalk and recommend a solution. 1 0 r3 2010 Neighborhood Street Rehabilitation—Spring Street ATTACHMENT A Task 1.2 — Geotechnical Investigation: Our subconsultant, Testing Service Corporation (TSC), will complete a geotechnical investigation of the project limits. TSC will take 12 pavement cores. TSC will prepare a report describing existing pavement conditions making recommendations for remediation which will be used during design development. Task 1.3 — Utility Coordination and Structure Inspection: CBBEL will send the plans to all known utility companies for their review of the entire project area. Based on the information received from the utility companies CBBEL will mark the locations of their facilities on the plans. CBBEL will design the street rehabilitation and water main repair or replacement to minimize utility conflicts. CBBEL will inspect all CITY owned structures within the project limits and make recommendations for repair or replacement. Task 1.4 — Preliminary Plans, Specifications and Estimates: Prior to plan preparation, CBBEL will review conceptual roadway rehabilitation typical sections and water main layouts with the CITY Water and Engineering Department. After proposed alignments have been approved, CBBEL will prepare plans and specifications for the subject water main. The plans and specifications will be submitted for review to the CITY Water and Engineering Department and will be submitted with the IEPA permit application. The following sheets and associated manhours will be required: No.of Hours per Total Name Sheets Sheet Hours Title Sheet 1 6 6 General Notes/Summary of Quantities 2 20 40 Alignment,Ties and Benchmarks 2 8 16 Roadway Typical Sections 1 24 24 Water main Plan and Profiles 9 20 180 Construction Details 2 10 20 Stormwater Pollution Prevention Plan 2 16 32 (SWPPP) Specifications - - 20 Cost Estimate/Quantities - - 40 Totals 19 378 Task 1.5 — Coordination/Open House Meetings: CBBEL has assumed that three coordination! review meetings and one open house meeting will be required for the project. CBBEL will acquire addresses of the homeowners/businesses and send out the notice for the open house meeting. CBBEL will prepare exhibits and answer property owner's questions about the project. Task 1.6 — IEPA Permitting: CBBEL will prepare, submit and mail an IEPA permit application and plans for all water main improvements associated with the project. c. 2 B 2010 Neighborhood Street Rehabilitation—Spring Street ATTACHMENT A Task 1.7 — Final Plans, Specifications and Estimates: Based on the CITY and permit agencies review comments, CBBEL will revise the plans, specifications and estimate. The final plans will be resubmitted to the CITY and permitting agencies for final comments and approval. II. BIDDING Task 2.1 — Bid Set Preparation: CBBEL will develop the drawings, specifications and bid notice (to be published by the CITY) for prospective bidders. CBBEL will handle the bid and construction documents between (to and from) the CITY and the Contractor. Task 2.2 — Addenda Preparation: CBBEL will field bidder questions and requests for clarification. Based on these questions and request, CBBEL will respond to the questions, prepare addenda as necessary and coordinate with the CITY's Purchasing Department. The CITY's Purchasing Department will issue the addenda to all the plan holders. Task 2.3 — Bidding Assistance: CBBEL will hold a pre-bid meeting at the Public Works Training room on a date and time to be determined. CBBEL will attend the bid opening and evaluate the bids and bidders to determine if the bids were submitted in accordance with the contract documents and if the bidders are qualified to perform the work. CBBEL will prepare and provide a bid tabulation spreadsheet. Following the review of bids and preparation of a bid tabulation, CBBEL will provide a recommendation to the CITY for award of the construction contracts. Task 2.4 — Contract Administration Assistance: CBBEL will prepare six (6) copies of the contracts, review of contract related documents provided by the successful bidder and coordinate the execution of the contracts between the CITY and Contractor. 3 e= 2010 Neighborhood Street Rehabilitation-Spring Street ATTACHMENT B ELGIN 2010 STREET REHABILITATION AND WATER DISTRIBUTION SYSTEM UPGRADING ID Task Name Duration Start Finish 2010 2011 NovIDec Jan[FeblMarlApr)May(JunIJul lAuq[SeplOct INovtDec JanlFebl 1 1.1-Project Survey and Base Sheets 3 wks Thu 1/14/10 Wed 2/3/10 , M9 2 1.2-Preliminary Plans, Specs.And Estimates 4 wks Thu 2/4/10 Wed 3/3/10i Om 3 1.3 Coordination Meetings with City 71 days Thu 1/14/10 Thu 4/22/10 `amn! oro 4 1.4-Utility Coordination 3 wks Thu 3/4/10 Wed 3/24/10 r3ot9; 5 1.5-Final Plans, Specs.And Estimates 3 wks Thu 3/4/10 Wed 3/24/10 6 1.6-TEPA Permitting 8 wks Thu 3/4/10 Wed 4/28/10 7 2.1-Bid Sets 1 wk Thu 3/25/10 Wed 3/31/10Qi.a . 8 2.2-Addenda 3 wks Thu 4/1/10 Wed 4/21/10 9 2.3-Bid Opening 0 days Wed 4/21/10 Wed 4/21/10 4121 10 2.4-Contract 2 wks Thu 4/22/10 Wed 5/5/10 11 3.1-Pre-Construction Services 2 wks Thu 5/6/10 Wed 5/19/10 Oa 12 3.2 to 3.6-Construction Observation,Etc. 16 wks Thu 5/20/10 Wed 9/8/10 } t*?t r>tettsr 13 3.7-Post Construction 2 wks Thu 9/9/10 Wed 9/22/10 j } 14 3.8-Record Drawings 2 wks Thu 9/23/10 Wed 10/6/10 Task I11,rnt rttrifI?'t<Ir?t?+ Milestone ® External Tasks (dttti;ju,rt� +� lihaa) Project:Schedule.mpp Split , , , , , , , , , , , , , Summary W---'-""'r- "'-V External Milestone v> Date:Thu 1/7/10 Progress • • ••• Project Summary ' . Deadline 43 Page 1 • ��, :'.(OF F4C ti � Agenda Item No. I „I City of Elgin January 7,2010 s w w •S • k a. y �d TO: Mayor and Members of the City Council ,/ 1 „, ,,Qp �p financially)table FROM: Sean R. Stegall, City Manager � x A.�Cf City Govcnunent Joseph Evers, City Engineer _�VVVV/ SUBJECT: Engineering Services Agreement with Christopher B. Burke Engineering, Ltd for the 2010 Spring and Ann Streets Neighborhood Street Reconstruction 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 Christopher B. Burke Engineering, Ltd (CBBEL) for engineering services for the design and bid preparations for the 2010 Spring and Ann Streets Neighborhood Street Reconstruction Project. RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute an agreement with CBBEL for engineering services necessary to prepare design and bidding documents for the 2010 Spring and Ann Streets.Neighborhood Street Reconstruction Project in the not-to-exceed amount of$176,176. BACKGROUND The City Council has approved a 2010 budget that includes funds for the street reconstruction and water main upgrades along various streets including Spring Street and streets immediately adjacent to Spring. Attached as Exhibit A is a map of the proprosed street reconstruction. The streets are based on need and balancing the approved funding amongst three street reconstruction projects. The other two street reconstruction projects will be addressed in other memorandum to City Council. The City publicly advertized for the water main replacement and received 36 proposals. Public Works and Water Department personnel selected eight of the 36 firms to be considered for water main designs. The eight firms were then re-evaluated for street reconstruction and Public Works staff selected four firms to assist the City in design of street resurfacing, street reconstruction and water main upgrades. The four firms selected were Engineering Enterprise, Burns and McDonnell, Rezek, Henry, Meisenheimer and Gende, and CBBEL. C Engineering Services Agreement with CBBEL for 2010 Neighborhood Street Reconstruction January 7,2010 Page 2 With the attached engineering services agreement, it is being recommended that CBBEL act as the City's project manager on the Spring and Ann Street Project. Their engineering effort will include design, bidding and construction services for the replacement of curb and gutter, sidewalk, pavements, signs, water main, sewers as necessary and traffic control for the streets highlighted in Exhibit A. Effort will also include the development of construction documents sufficient for the City to bid the project, provide material testing and construction inspection. A copy of the proposed Engineering Services Agreement is attached as Exhibit B. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. ?silti(FINANCIAL IMPACT The agreement with CBBEL will total $176,176. The total budget for the 2010 Neighborhood Street Reconstruction Project is $3,925,710 which will be divided between three projects. The budget for the Annual Water Distribution System Upgrading is $2,100,000. It is estimated that the cost for the proposed Spring and Ann Street reconstruction and the water main replacement will be $830,000 and $550,000 respectively. The project number is 59911A. Funds are budgeted and available in the Riverboat Fund, account number 275-0000-791.93-80 (budget of $900,000) and the water portion of the 2008 General Obligation Bond Fund, account number 368-4000-795.93-41 (budget of$665,000). 09/)hGAL IMPACT None. ALTERNATIVES 1. The City Council may choose to approve the Engineering Services Agreement with CBBEL for the 2010 Spring and Ann Streets Neighborhood Street Reconstruction Project. 2. The City Council may choose not to approve the Engineering Services Agreement with CBBEL for the 2010 Spring and Ann Streets Neighborhood Street Reconstruction Project Respectfully submitted for Council consideration. Attachment 1 R `(1 OF El. 9`,- yti City of Elgin Memorandum %TED FE* Date: February 4, 2010 To: Joe Evers, City Engineer From: Jennifer Quinton, Deputy City Clerk Subject: Resolution No. 10-20, Adopted at the January 27, 2010 Council Meeting Enclosed you will find the agreement listed below. Please retain a copy for your records. If you have any questions please feel free to contact our office 847-931-5660 and we will do our best to assist you. Thank you. • Agreement with Christopher B. Burke Engineering, Ltd. (2010 Neighborhood Street Rehabilitation Project-Spring Street)