HomeMy WebLinkAbout15-78 Resolution No. 15-78
RESOLUTION
AUTHORIZING EXECUTION OF AGREEMENT
WITH TROTTER AND ASSOCIATES, INC. FOR DESIGN,
ADMINISTRATION AND PLANNING ENGINEERING SERVICES
IN CONNECTION WITH THE 2015 COLLECTOR STREET RESURFACING PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that Sean R. Stegall, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby
authorized and directed to execute an Agreement on behalf of the City of Elgin with Trotter and
Associates, Inc. for design, administration and planning engineering services in connection with
the 2015 Collector Street Resurfacing Project, a copy of which is attached hereto and made a part
hereof by reference.
s/ David J. Kaptain
David J. Kaptain, Mayor
Presented: June 10, 2015
Adopted: June 10, 2015
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 10th day of June , 2015, by and
between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as"CITY")
and Trotter and Associates, Inc. (hereinafter referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with the 2015 Collector Street Resurfacing Project(hereinafter referred to as
the PROJECT); and
WHEREAS, the ENGINEER represents that he 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 Director of Public
Works of the CITY, herein after referred to as the "DIRECTOR".
B. The ENGINEER shall provide surveying, pavement analysis, detailed design, and
bidding and construction administration phase services in order to resurface the
streets described herein. The ENGINEER shall provide documentation sufficient for
the CITY to successfully bid,implement and provide construction administration for
the improvement of the riding surface on as many streets described in 2015 as
possible. All streets included herein shall be included in the bid documents via the
base bid and as many alternates as necessary to allow the full use of the budget.
C. A detailed Scope of Services is attached hereto as Attachment A.
D. It is further agreed and understood that initially the scope of this contract is only for
the design, administration and planning engineering activities portions of the
PROJECT. The construction administration and construction engineering activities
portions of the PROJECT are not being awarded to the ENGINEER as part of the
initial entry into this agreement. The construction administration and construction
engineering activities will only be awarded and authorized in the event the CITY
awards a bid for the construction of the contemplated PROJECT and the award to the
ENGINEER for the work related to the construction and construction engineering
activities pursuant to this contract shall require a separate written direction and
authorization to proceed from the CITY by the CITY'S engineer.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
B. 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 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.
3. WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including,but not limited to,
reports, plans, 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 product for its records. ENGINEER'S execution of this Agreement shall
constitute ENGINEER'S conveyance and assignment of all right,title and interest,including
but not limited to any copyright interest, by the ENGINEER to the CITY of all such work
product prepared by the ENGINEER pursuant to this Agreement. The CITY shall have the
right either on its own or through such other engineers as determined by the CITY to utilize
and/or amend such work product. Any such amendment to such work product shall be at the
sole risk of the CITY. Such work product is 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.
4. PAYMENTS TO THE ENGINEER
A. For services provided the ENGINEER shall be paid at the hourly rate for the
classifications of personnel employed on the PROJECT, with the total fee for the
design,administration and planning engineering activities portions of the PROJECT
not to exceed $ , and with the total fee for the construction
administration and construction engineering activities portions of the PROJECT not
to exceed$ I 01 , 5 g b .°O ,and with the overall total fee for the PROJECT not
to exceed $234,664.00 regardless of the actual costs incurred by the ENGINEER
unless substantial modifications to the scope of the work are authorized in writing by
the ENGINEER. See Attachment C hereto for cost estimates for the services for the
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 are
included within the not to exceed amount provided for in paragraph 4A above.
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C. All other costs are included in the not to exceed amount provided for in paragraph 4A
above including direct costs and the work to be performed by Rubino Engineering in
the amount of $17,451.00 and direct costs of the ENGINEER in the amount of
$550.00.
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 DIRECTOR.
DATE %COMPLETE EST. CUM INVOICE VALUE
6-1-2015 15% $35,200
7-1-2015 35% $82,135
8-1-2015 45% $105,600
9-1-2015 60% $141,000
10-1-2015 85% $199,500
11-3-2015 100% $234,664
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports (2C 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.
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 task 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.
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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 DIRECTOR relative to a claim submitted by the ENGINEER, all work
required under this Agreement as determined by the DIRECTOR 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 an action to recover the monies the
CITY has agreed to pay to the ENGINEER pursuant to Paragraph 4 hereof,no action shall be
commenced by the ENGINEER against the CITY for monetary damages. ENGINEER
hereby further waives any and all claims or rights to interest on money claimed to be due
pursuant to this Agreement, and waives any and all such rights to interest which it claims it
may otherwise be entitled pursuant to law, including, but not limited to, the Local
Government Prompt Payment Act (50 ILCS 501/1, et seq.), as amended, or the Illinois
Interest Act(815 ILCS 205/1,et seq.),as amended. The parties hereto further agree that any
action by the ENGINEER arising out of this Agreement must be filed within one year of the
date the alleged cause of action arose or the same will be time-barred. The provisions of this
paragraph shall survive any expiration, completion and/or termination of this Agreement.
10. 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, attorneys 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 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 and/or termination of
this Agreement.
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S .
11. 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.
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 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.
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 DIRECTOR as evidence of insurance protection.
The policy shall not be modified or terminated without thirty(30) days prior written
notice to the DIRECTOR.
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
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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 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.
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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
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.
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;
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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 shall be provided by ENGINEER to the Department of Human Rights
upon request 775 ILCS 5/2-105.
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement,ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance
Abuse Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy
shall be provided to the City's Assistant City Manager prior to the entry into and execution of
this agreement.
27. 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.
28. 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
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B. As to ENGINEER:
Mr. Colin Shulick
Trotter and Associates, Inc.
40W201 Wasco Road, Suite D
St. Charles, Illinois 60175
29. 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
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. ENGINEER shall pay any and all costs associated with any such audit.
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. /%�a, By:
ity Manager Name/Prm : .v cm'
Title: c ,- O .
Attest:
AeeA
ity Clerk
F.\L.egal Dept Agreement Trotter Associates Agr-2015 Collector St Resurfacing.docx
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ATTACHMENT A
SCOPE OF SERVICES
DESIGN, ADMINISTRATION &
PLANNING ENGINEERING ACTIVITIES
1. OVERALL
1. General: The Desgin Engineer will serve as the City of Elgin's representative for the
entire design and administration of the planning for the project as assigned by the City.
As such he will function as an extension of the City's staff and be responsible for
overall implementation and management of the project. The Design Engineer shall
include implementation of City policies, program administration, coordination and
monitoring of consultants and contractors providing overall management control and
direction to insure completion of the bidding and planning documents in accordance
with the City's objectives of cost, time and quality. The Design Engineer will work
closely with and report to the City Engineer or his designee. It shall be understood
that the Design Engineer will act as the City Engineer on this project and shall
coordinate with other City entities such as the Legal Department, City Clerk,
Purchasing Director, Water Director, Sewer Director and Street Director. The Design
Engineer shall be responsible for acting as the City Engineer on this project in regards
to Federal, State and County issues as well.
2. Law: The Design Engineer is expected to understand all State, County and City Laws
governing the implementation of his bidding and planning documents.
2. DESIGN
1. Preliminary Design:
a. Project Location:
Exhibit 1 and 2- establishes the streets and/or areas to be includes in the Design
Engineer's bidding and planning documents.
b. Project Kickoff:
Establish lines of communication.
Present a work plan for the project including schedule milestones, design
criteria (utilize existing standard City contract as a base model), list of
information needed to begin design.
Acquire existing information including previous reports plans of recent
development and relevant site information
Collect water, sanitary and storm atlases
Interview and document same, the Sewer, Water and Street departments
for their knowledge of issues within the project location.
Collect and analyze public utility records and notify utility of pending
project.
c. Inspection of Project Location:
The Design Engineer shall provide site inspection of the entire area as well as
immediately adjacent area. The following shall be included;
Physical inspection of all manholes, valve vaults, catchbasins, inlets,
electrical vaults.
Video recording of existing improvements within and adjacent to the
project location. Also, private property as it abuts the project.
Complete geotechnical investigations where deem necessary by the Design
Engineer.
Signage inventory.
Pavement marking inventory.
Trees inventory.
Lighting inventory.
d. Scope of Work Refinement:
Based upon the collection of the above information, the Design Engineer shall
refine the scope of work, including an estimate of cost, and obtain approval from
the City. The Design Engineer shall include alternatives sufficient to insure the
base bid will be below the total budget (when considering testing, publications,
inspections and other typical costs found in construction projects).
e. Construction Documents:
Design Engineer will complete plan sheets as necessary, construction estimates,
construction specifications, bid and contract documents utilizing a City format.
Any alterations or additions to the City format shall be highlighted and fully
explained to the City Engineer or his representative. Plan sheets shall be
provided for all underground work including water main, storm sewer and sanitary
improvements.
e. Scheduling:
For this agreement, the Design Engineer shall develop a schedule for all steps from
execution of this agreement to contract award. The schedule shall be updated at a
miniumum of every two weeks and submitted to the City Engineer or his designee.
f. Surveying:
The Design Engineer shall provide a topographic survey of the portions of the
project that require water, storm and/or sanitary sewer construction or
replacement. The survey shall also pick up existing underground improvements
that the City is not improving if the City does not have as constructed drawing for
same. Base plan sheets will be developed from this survey at a scale of 1"=50'.
g. Construction Estimate:
The Design Engineer shall prepare several estimates related to the work the City
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desires to have completed under this project. Separate estimates are required
for each of the utilities and separate locations should the project include
multiple locations. In addition, the Design Engineer shall set the project
estimates up to allow for alternates to insure a project may be bid and awarded
as close to the budget as possible.
h. Agency coordination:
At a minimum, the Design Engineer shall schedule meetings with the City and any
other interested agency, at about the midway point in their plan and specification
development to insure they are meeting the expectations of the City. A second
meeting shall be held with the City at approximately 95% completion to finalize
the bid, specifications and planning documents.
The Design Engineer shall prepare any and all necessary permits and documents
required by the Illinois Environmental Protection Agency, Illinois Department of
Transportation, or any other governmental agency that has a regulatory interest in
the project.
The Design Engineer shall coordinate with all public utility companies including
verification of the soundness of their structures and any potential
relocations/delays.
Open House:
The Design Engineer shall locate, schedule and hold an open house for the
properties abuting the project location. The Design Engineer shall hand deliver
(door hanger) or U.S. Mail to each abutting property an advance construction
notification of this project a minimum of seven calendar days in advance.
3. BIDDING
1. Prepare bid forms, notices and addendum as necessary for bidders.
2. Coordinate with the local newspaper to insure the notice is published 10 days in
advance of the bid opening.
3. Provide (25) sets of drawings and specifications to be issued by the City to
prospective bidders.
4. Attend pre-bid meeting with prospective bidders to provide clarification for issues
and concerns from bidders. The Engineer will also distribute minutes from pre-
bid meeting to the City and all meeting attendees with written answers to
concerns/questions from the meeting.
5. The selected Engineer will receive bidder questions and requests for clarification.
Based on these questions and requests, the selected Engineer will prepare
addenda as necessary to respond to the questions presented. Addenda will be
issued to the City for distribution to the bidders.
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6. 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. Following this review, a recommendation will be
presented to the City for award of the construction contracts.
7. Prepare tabulation of bids for distribution to City agencies and interested bidders.
8. Assist the City in the preparation of six (6) copies of final contracts for execution
by the successful bidder and the City.
CONSTRUCTION ADMINISTRATION
AND
CONSTRUCTION ENGINEERING ACTIVITIES
A. CONSTRUCTION ADMINISTRATION
1. General: The Construction Administrator will serve as the City of Elgin's representative
for the entire construction project as assigned by the City. As such he will function as an
extension of the City's staff and be responsible for overall implementation and
management of the project. The Construction Administrator will provide all Level 1
management services. These services are defined as all management functions and
requirements over and above the daily routine project requirements. They will include
implementation of City policies,program administration,coordination and monitoring of
consultants and contractors providing overall management control and direction to insure
completion of the construction project in accordance with the City's objectives of cost,
time and quality. The Construction Administrator will work closely with and report to the
Director or his designee.
2. Specific Duties and Responsibilities:
a. Project Control:
Establish and maintain lines of communication, authority, and procedures for
coordination among the City, Director, Design Engineer, Contractors, and
Construction Engineer as needed to carry out the project construction requirements.
Provide a pre-construction video of the entire project.
b. Additional Services:
When required, identifies the need for, and retains professional services of a
surveyor, testing laboratories and other special consultants, and coordinates these
services during their performance.
c. Contract Requirements:
Administrates and monitors for the Director, contractors and other project
consultants, the contractual requirements for items such as insurance, bonds, and
general conformance with governmental regulations,including minority compliance.
d. Construction Monitoring:
Monitors the work of contractors and construction engineer to insure adequate quality
control of the construction work and compliance with the design drawings,
specifications and other required regulations.
e. Scheduling:
Works with the contractor and Construction Engineer to insure that a workable
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construction schedule is developed and agreed to by all parties.Provide for continuous
monitoring(WEEKLY UPDATES)of the schedule as construction progresses.Identify
potential variances between scheduled and probable completion dates. Review
schedule for work completed,not started or incomplete and recommend to the Director,
Construction Engineer and contractors, adjustments in the schedule to meet the
probable competition date.Provide summary reports of each monitoring and document
all changes in schedule.
Together with the Construction Engineer determine the adequacy of the contractor's
personnel and equipment and the availability of materials and supplies to meet the
schedule. Recommend courses of action to the Director when requirements of a
contract are not being met.
f. Shop Drawings:
Monitor the submittal of all shop drawings, catalog cuts and material selections by
the contractors and coordinate timely approval of the same by the Design Engineer.
Review and monitor on a continuing basis the delivery status of critical material and
equipment so as to prevent unnecessary delays.
g. Administration:
Handle all project administrative correspondence including preparation of all written
documents and correspondence requiring the City's signature and authorization.
Maintain a file on all project correspondence and records to include daily
construction reports prepared by the Design Engineer's field Construction Engineer.
h. Contractor's Payment:
Review and process for payment,though the Director,all applications by contractors
and design consultants for progress and final payments.
i. Change Orders:
Recommend necessary or desirable changes to the Director and the Design Engineer,
review requests for changes, and handle all administrative aspects to include
contractor negotiations,formal preparation and submission with recommendation to
the Director.
j. Cost Control:
Monitors all project costs and revises and refines the initially approved changes as
they occur, and develop cash flow reports and forecasts as needed.
k. Job Meetings:
Conduct periodic(weekly in general)progress meetings with all associated parties to
review construction progress,procedures,scheduling,design interpretation,problem
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areas and overall coordination.
1. Reports:
Provide a timely weekly status reporting system to keep the City abreast of all aspects
of the project which will: a) emphasize problem areas to the Director on a by-
exception basis; and b) present solutions for the problems which will enable
management to make decisions on a go-or-no-go basis.
m. Public Information:
Provides advance and current information to the public as necessary and appropriate.
Works with citizens directly impacted by contractor to protect citizen's interests.
n. Final Completion:
Together with the Design Engineer and Construction Engineer conduct a pre-final
inspection and develop a pre-final inspection and develop a pre-final punchlist for the
contractor.Upon competition of the pre-final punchlist notify the Director that a final
inspection is in order. Attend the final inspection with the Director and contractors.
Advise the Director when all punchlist work resulting from the final inspection has
been completed.Recommend,prepare,and process all final pay estimates through the
Director and insure final invoice is submitted to the Director within 30 calendar days
of the completion date.
o. As-built Drawings:
Review as-built drawings prepared by the Construction Engineer to insure adequate
information has been given to facilitate on-going maintenance work by the City.
Coordinate distribution of copies to the City Engineering,Public Works Operations
and Water Divisions as appropriate. A hard copy sufficient for review and electronic
format sufficient to download into the city's data base map required as final as-built
drawings.
B. CONSTRUCTION ENGINEER
1. General:The Design Engineer may serve as the City's on-site construction representative
for the construction project as the Construction Engineer. He will be responsible for the
general control and field inspection of the construction project and will provide all Level 2
management services.These services are defined as all management functions required for
day to day control of the project. They will include field inspection,design interpretation,
contract administration and general coordination and control of the day to day construction
activities of the contractor to insure timely completion and quality construction in strict
compliance with contract drawings and specifications. The Construction Engineer will
work closely with and report to the Construction Administrator.
2. Specific Duties and Responsibilities
Page 4
a. Liaison and Contract Control:
Assist and provide guidance to the contractors in understanding the intent of the
contract documents. Serve as the City's representative with the contractors working
principally through the contractor's project engineer and on-site superintendent.
Serve as the City's liaison with other local agencies,utility companies,state agencies,
businesses, etc. keeping them advised of day to day activities.
b. Review of Work, Rejection of Defective Work, Inspection and Testing:
1) Conduct on-site observations of the work in progress to determine that the project
is proceeding in accordance with the contract documents and that completed work
will conform to the requirements of the contract documents.
2) Instruct contractor to correct any work believed to be unsatisfactory, faulty or
defective or does not conform to the requirements of the contract documents,or does
not meet the requirements of any inspections,tests or approval required to be made;
and advise Construction Administrator of action taken and if any special testing or
inspection will be required.
3) Verify that tests are conducted as required by the contract documents and in
presence of the required personnel, and that contractors maintain adequate record
thereof;observe,record and report to Construction Administrator appropriate details
relative to the test procedures.
4) Perform or cause to have performed as applicable, all required field tests such as
concrete tests, soil compaction tests and insure such tests are made by as may be •
specified. Analyze the results of all field and laboratory tests to determine the
suitability of materials tested. Unless the consultant has incorporated the Clean
Construction and Demolition Debris (CCDD) into the construction documents,
he/she shall be responsible for all costs to properly meet the requirements of the law.
5) Accompany visiting inspectors representing public or other agencies having
jurisdiction over the project, record the outcome of these inspections and report to
Construction Administrator.
c. Contractors Suggestions and Requests:
Consider and evaluate suggestions and requests for modifications in drawings and
specifications which may be submitted by the contractor and make
recommendations to the Construction Administrator with any time and cost
implications for final decision.
d. Shop Drawings:
1) Review and approve shop drawings and samples,the results of tests and inspections
Page 5
and other data which any contractor is required to submit,but only for conformance
with the design concept of the project and compliance with the information given in
the contract documents: determine the acceptability of substitute materials and
equipment proposed by contractor(s); and receive and review(for general content as
required by the specifications) maintenance and operating instructions, schedules,
guarantees, bonds and certificates of inspection which are to be assembled by
contractor(s) in accordance with the contract documents.
2) Record and maintain a shop drawing submittal and approval log and notify
contractor whenever submittals are lacking or untimely.
e. Schedules:
Review construction schedule,schedule of shop drawing submissions and schedule
of values prepared by the contractor. Be alert to the construction schedule and to
the conditions which may cause delay in completion and report same to the
contractor and the Construction Administrator in sufficient time to make
adjustments.
f. Conferences:
1) Attend periodic progress meetings scheduled by the Construction Administrator
with all associated parties to review the overall project status and problems.
2) Arrange a schedule of on-site job work meetings with the general contractor and
sub-contractors to review day to day requirements and problems. Maintain and
circulate copies of minutes thereof.
g. Contract Administration and Records:
1) Handle all day to day contract administration and associated correspondence in
accordance with the established procedures.
2) Maintain at the job site orderly files for correspondence,reports of job conferences,
shop drawings and sample submissions,reproductions of original contract documents
including all addenda, change orders, field orders, additional drawings issued
subsequent to the execution of the contract documents, progress reports, and other
project related documents.
3) Keep a diary or log book, recording contractor's hours on the job site, wether
conditions,data relative to questions of extras or deductions,list of visiting officials,
daily activities,decisions,observations in general and specific observations in more
detail as in the case of observing test procedures.
4) Record names,addresses and telephone numbers of all contractors,sub-contractors
Page 6
and major suppliers of equipment and materials.
h. Reports:
Furnish Construction Administrator written reports as required of progress of the
work and contractor's compliance with the approved progress schedule and schedule
of shop drawing submissions.
i. Contractors Payment Requisition:
Review applications for payment with contractor for compliance with the established
procedure for their submission and forward them with recommendations to
Construction Administrator, noting particularly their relation to the schedule of
values, work completed and materials and equipment delivered to the site.
j. Governmental Policies:
Review contractor EEO policies and other governmental mandated programs to
insure contractor compliance with the governing regulations.
k. Change Orders:
Perform initial evaluation of change orders and submit same to Construction
Administrator with recommendation and cost estimate breakdown for final approval
and processing.
1. As-built Drawings:
Maintain an accurate record of all field conditions and upon completion of the project
insure that the design drawings are revised to show the true as-built condition.
m. Final-Completion: •
1) Together with the Construction Administrator conduct a pre-final inspection and
prepare and give to the contractor a pre-final punchlist. Thereafter insure that the
contractor completes same in an expeditious fashion. Notify the Construction
Administrator in writing when all work is completed and ready for final payment.
2) Together with the Construction Administrator conduct a final inspection with the
City Engineer,Public Works Operations, and Water Division as appropriate,Project
Manager and the general contractor. Prepare a final punchlist and thereafter insure
that the contractor completes same in an expeditious fashion.Notify the Construction
Administrator in writing when all work is completed and ready for final payment.
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ATTACHMENT B
PROJECT SCHEDULE
2015 Elgin Collector Street Resurfacing
Trotter and Associates,Inc. •
Project Lead: Steve Cieslica
Project Start Date: 5/18/2015(Monday)
Today's Date: 4/24/2015(Friday)
N N C C C C C , , , ' co: til OI N m N d 1'J U
•M 2, 2, 4 4 2, •2, 4 '2, 4 ¢ - Q' Q' ¢ to N to m O O 6 8 z
D N m N N OI tD 1') O N 0) '0 N O N a O) N N Of fD N
Work % Cal Days Days Colo ,— N O O '^ N .N O N N O r• . N C) O NNO
WBS Task Lead Start End Days Done Days Done Left r 1 2 3 . 4 5 6 7 8 9 10 11 12 13.14 15.16,17.18 19 20 2122.2324.25
1 2015 Collector Street-Design SPC Mao eT6 — AB 59 09i.— 82 0 82 b �■������■���
1.1 Project Kickoff Meeting Mon 5/18/15 Mon 5/18/15 1 1 0 1 1
1.2 Pavement Cores Tue 5/19/15 Fri 5/22/15 4 4 0 4 1
1.3 Site Review of Collector Streets Tue 5/19/15 Tue 6/23/15 25 36 0 36 1
1.4 Project Administration,Coordination&Scheduling Tue 5/19/15 Fri 8/07/15 58 81 0 81 1
1.5 Preliminary Construction Documents and Estimate Tue 6/23/15 Mon 7/06/15 10 14 0 14 1
1.6 Scope of Work Refinement Mon 7/06/15 Wed 7/08/15 3 3 0 3 1
1.7 Elgin Coordination and Review Wed 7/08/15 Tue 7/14/15 5 7 0 7 1
1.8 Final Construction Documents,Schedule and Estimate Tue 7/14/15 Thu 7/23/15 8 10 0 10 1
1.9 Advertise for Bid,Pre-Bid Meeting Thu 7/23/15 Wed 8/05/15 10 14 0 14 1
1.10 Bidding,Questions,Clarifications and Addendums Thu 7/23/15 Wed 8/05/15 10 14 0 14 1
1.11 Bid Opening,Tabulation&Review Wed 8/05/15 Wed 8/05/15 1 1 0 1 1
1.12 Prepare Final Contracts Thu 8/08!15 Thu 8/06/15 1 1 0 1 1
2 2015 Collector Street•Construction SPC .1 58 84 0 84 g 11.1111■■■■■■■,■,
2.1 Pre-Construction Video Wed 8/12/15 Thu 8/13/15 2 2 0 2 3
2.2 Pre-Construction&Progress Meetings Mon 8/17/15 Mon 8/17/15 1 1 0 1 3
2.3 Shop Drawings Wed 8/19/15 Wed 8/19/15 1 1 0 1 3
2.4 Construction Observation Mon 8/17/15 Tue 10/13/15 40 58 0 58 3
2.5 Documentation Mon 8/17/15 Tue 10/13/15 40 58 0 58 3
2.6 QA Material Testing Mon 8/17/15 Tue 10/13/15 40 58 0 58 3
2.7 Construction Administration&Coordination Mon 8/17/15 Tue 10/13/15 40 58 0 58 3
2.8 Contractor Pay Requests/Change Orders Mon 8/17/15 Tue 10/13/15 40 58 0 58 3
2.8.1 Pay Request M1 Mon 9/07/15 Tue 9/08/15 2 2 0 2 3
2.8.2 Pay Request k2 Thu 10/15/15 Fri 10/16/15 2 2 0 2 3
2.8.3 Pay Request#3 Tue 10/27/15 Wed 10/28/15 2 2 0 2 3
2.9 Pre-Final Punchlist Tue 10/13/15 Mon 10/19/15 5 7 0 7 3
2.10 Final Waikthrough Mon 10/19/15 Fri 10/23/15 5 5 0 5 3
2.11 Contract Closeout Wed 10/28/15 Tue 11/03/15 5 7 0 7 3
ATTACHMENT C
COST ESTIMATE OF CONSULTING SERVICES
1
2015 Elgin Collector Street Resurfacing
Estimated Person Hours
By Task&Classification
Senior
Project Project Technician Clerical Level
Task/Description Manager Coordinator Project Level Ill II Staff Hours Direct Costs
Engineer
2015 Collector Street-Design
1 Project Kickoff Meeting 4 8 4 2 18
2 Pavement Cores 4 4 8 16 $8,350
3 Site Review of Collector Streets 200 200 400
4 Project Administration,Coordination&Scheduling 24 8 8 40
5 Preliminary Construction Documents and Estimate 8 50 80 16 154
6 Scope of Work Refinement 4 16 8 28
7 Elgin Coordination and Review 8 8 16
8 Final Construction Documents,Schedule and Estimate 8 30 40 16 94 $250
9 Advertise for Bid,Pre-Bid Meeting 8 8
10 Bidding,Questions,Clarifications and Addendums 16 16
11 Bid Opening,Tabulation&Review 6 6 12
12 Prepare Final Contracts 8 4 12
2015 Collector Street-Construction
13 Pre-Construction Video 4 16 20
14 Pre-Construction&Progress Meetings 6 16 16 38
15 Shop Drawings 8 4 12
16 Construction Observation 40 400 440
17 Documentation 40 10 50
18 QA Material Testing 4 4 $9,101
19 Construction Administration&Coordinatior 12 20 10 42 $300
20 Contractor Pay Requests 24 24 48
21 Change Orders 15 10 25
22 Pre-Final Punchlist 10 40 6 56 _
23 Final Walkthrough 10 20 30
24 Contract Closeout 2 8 20 6 36
Total Hours 60 20 513 948 66 1,615
Hourly Rate$/HR $180 $171 $171 $116 $72
Labor Cost $10,800 $3,420 $87,723 $109,968 $4,752 TOTAL= $216,663
Note:Direct Costs Trotter and Associates-$550 Incidentals,Copying,Mail Design w/Direct Costs $125,078
Note:Direct Costs Rubino Engineering-$17,451 Pavement Cores,Soil Borings,Material Testinc Construction w/Direct Costs $109,586
Direct Costs $18,001
Total Cost $234,664