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HomeMy WebLinkAbout18-67 Resolution No. 18-67 RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT NO. 3 WITH ENGINEERING ENTERPRISES, INC. FOR SUPPLEMENTAL CONSTRUCTION PHASE PROFESSIONAL ENGINEERING SERVICES IN CONNECTION WITH THE BOWES ROAD INTERCEPTOR SEWER TRUNK 20 —PHASE 2 GRAVITY EXTENSION PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute Amendment Agreement No. 3 on behalf of the City of Elgin with Engineering Enterprises, Inc. for supplemental construction phase professional engineering services in connection with the Bowes Road Interceptor Sewer Trunk 20 — Phase 2 Gravity Extension 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 27, 2018 Adopted: June 27, 2018 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk AMENDMENT AGREEMENT No. 3 THIS AMENDMENT AGREEMENT No. 3 is hereby made and entered into this 27 day of June , 2018, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the "City"), and Engineering Enterprises, Inc., an Illinois corporation (hereinafter referred to as "Engineer"). WHEREAS, the City and Engineer hereto have previously entered into an agreement dated April 8, 2015 (hereinafter referred to as "ORIGINAL AGREEMENT"), wherein the City engaged the Engineer to furnish certain professional services in connection with the South Street Extension improvements (hereinafter referred to as the "Project"); and WHEREAS, the City and Engineer hereto have previously entered into an amendment agreement No. 1 dated September 9, 2015 (hereinafter referred to as "AMENDMENT AGREEMENT NO.1"), wherein the City engaged the Engineer to furnish certain construction administration and observation services in connection with the South Street Extension improvements (hereinafter referred to as the "Project"; and WHEREAS, the City and Engineer hereto have previously entered into an amendment agreement No. 2 dated April 26, 2017 (hereinafter referred to as "AMENDMENT AGREEMENT NO.2"), wherein the City engaged the Engineer to furnish certain Design Services for BRIS TR 20 — Phase 2 Gravity Extension and additional construction phase services for the South Street Extension (hereinafter referred to as the "Project"; and WHEREAS, the parties hereto have determined it to be in their best interest to amend Original Agreement and Amendment Agreement No. 2; and WHEREAS, the City has determined that the proposed scope of the Project should be modified to include Supplemental Construction Phase Professional Engineering Services for the BRIS TR 20—Phase 2 Gravity Extension (hereinafter referred to as "Supplemental Services"); and WHEREAS, the Original Agreement provides for a maximum payment of$305,051.00; and the Amendment Agreement No. 1 provides for a maximum payment of $741,329.00; and the Amendment Agreement No. 2 provides for a maximum payment of$96,671.00; and WHEREAS, the parties hereto have determined and agree that the total maximum payment for the Supplemental Services described in this Amendment Agreement No. 3 shall be in the amount of$113,002.00; and WHEREAS, the changes contemplated by this Amendment Agreement No. 3 are germane to the Original Agreement as previously amended by Amendment Agreements No.1 and 2 as signed; and this Amendment Agreement No. 3 is in the best interest of City and is authorized by law. NOW, THEREFORE, for and in consideration of the mutual promises and covenants provided for herein, and other good and valuable consideration, the sufficiency of which is hereby acknowledged, the parties hereto agree as follows: 1. The above recitals are incorporated into and made a part of this agreement as if fully recited hereby. 2. That Section 1 of the Original Agreement is hereby amended by adding the following subparagraph C thereto to read as follows: "The Engineer shall also provide Supplemental Services for the Project which includes the Construction Phase Professional Engineering for BRIS TR 20 Gravity Extension in accordance with Attachment D-1 and Engineer shall furnish such Supplemental Services for the Project as outlined and detailed in Attachment D-1," 3. That Section 2 of the Original Agreement is hereby amended by adding the following to the end of Subparagraph B: "B. Engineer shall provide the Supplemental Services provided for in Amendment Agreement No. 3 in accordance with the schedule outlined herein and detailed in Attachment B-4." 4. That Section 4 of the Original Agreement is hereby amended by adding the following paragraph C and Payment Schedule to read as follows: "C. For services described in Attachments D-1, Engineer shall be paid at an hourly rate for the classifications of personnel who perform work on this Project; provided, however, that Engineer shall be paid a total maximum fee of $ 113,002.00 for the services to be provided pursuant to this Amendment Agreement No. 3, regardless of the actual time or actual costs incurred by the Engineer unless substantial modifications and scope of work are authorized in writing by the City and approved pursuant to a further written amendment to this Agreement. The total fees to be paid to the Engineer pursuant to the Original Agreement, Amendment Agreement No. 1, Amendment Agreement No. 2 and Amendment Agreement No. 3 now total $1,256,053.00. The detailed basis of the additional fee associated with Amendment Agreement No. 3 is included in Attachment D-2 and is based on hourly rates of personnel utilized. The attached Standard Schedule of Charges dated January 2018 will be utilized for this Project." Payment Schedule for Supplemental Services ESTIMATED ESTIMATED VALUE ESTIMATED INVOICE DATE %COMPLETE OF WORK COMPLETE VALUE 5/31/2018 5% $ 5,650.10 $ 5,650.10 6/30/2018 5% $ 11,300.20 $ 5,650.10 7/31/2018 5% $ 16,950.30 $ 5,650.10 8/31/2018 25% $ 45,200.80 $ 28,250.50 9/30/2018 25% $ 73,451.30 $ 28,250.50 10/31/2018 25% $ 101,701.80 $ 28,250.50 11/31/2018 5% $ 107,351.90 $ 5,650.10 12/31/2018 5% $ 113,002.00 $ 5,650.10 Total 100% $ 113,002.00 6. That except as amended in this Amendment Agreement No. 3 the Original Agreement shall remain in full force and effect. 7. That in the event of any conflict between the terms of the Original Agreement, and the provisions in this Amendment Agreement No. 3, the provisions of this Amendment Agreement No. 3 shall control. IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment Agreement as of the date and year first written above. CITY OF ELGIN CONSULTANT By. ,;. ,, _ City Manager Its Vice President Att-.t: Attest• /.r_ ._ A 1 City Clerk It.L ecutive Assistant ATTACHMENT D-1 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: Page 2 Works with the contractor and Construction Engineer to insure that a workable construction schedule is developed and agreed to by all parties.Provide for continuous monitoring (DAILY 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 Page 3 review construction progress,procedures,scheduling,design interpretation,problem areas and overall coordination. 1. Reports: Provide a daily progress report to keep the City abreast of all aspects of the project which will: a) describe work items completed; b) anticipated work; c) emphasize problem areas to the Director on a by-exception basis; and d) 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 Design 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. 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. It is anticipated that there will be multiple construction engineers working at any given time on this project due to the anticipation of the contactor operating multiple crews. Page 4 2. Specific Duties and Responsibilities 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 and 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. Page 5 d. Shop Drawings: 1) Review and approve shop drawings and samples, the results of tests and inspections 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. Page 6 4) Record names,addresses and telephone numbers of all contractors,sub-contractors and major suppliers of equipment and materials. h. Reports: Furnish Construction Administrator daily progress reports of progress of the work, anticipated work and contractor's compliance with the approved progress schedule. Written reports of the schedule of shop drawing submissions should also be provided. 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. Engineering Enterprises,Om ATTACHMENT B-4 PROPOSED SCHEDULE EEII BRIS 20-PHASE 2 GRAVITY EXTENSION CONSTRUCTION PHASE ENGINEERING SERVICES ELGIN City of Elgin,IL De CRY INneSIMMS WORK Year: 2018 ITEM Month: January February March April May June July August September October November December NO. WORK ITEM Weak Starting: 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1, 2 3 4 1 2 3 4 1 2 3 4 CONSTRUCTION ENGINEERING 3.1Construction Administration _ ,,,■,,,�,.�� 3.22 RecordrdDrawings L,L .• 3.3 On-Site Inspection Services Le•end -Construction Ad ministration L�Record Drawings On-site Inspection Services G\Pudic\EI9 o 2017\EG1701 BRIS TR 20-Phase 2 Greouy Extension\PSAwmendmenl No 3-BRIS ConslruchoniAaechment B.4 Conctruceon Schedule(BRIS)/ *Project Schedule def`r Qnpfn�erinp fnt�rprlta,Inc. _ft `'(�!/,A/ ATTACHMENT 0-2:ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST E L�G11 N CONSTRUCTION PHASE PROFESSIONAL ENGINEERING SERVICES net Coy IN INC atwwatcT BRIS TR 20-PHASE 2 GRAVITY EXTENSION City of Elgin,IL ENTITY: ENGINEERING SURVEYING DRAFTING ADMIN. WORK PRINCIPAL SENIOR SENIOR SENIOR ITEM COST WORK PROJECT ROLE: IN PROJECT PROJECT PROJECT PROJECT PROJECT PROJECT CAD PROJECT HOUR PER ITEM CHARGE MANAGER ENGINEER ENGINEER MANAGER SURVEYOR TECHNICIAN MANAGER TECHNICIAN ADMIN. SUMM. ITEM NO. WORK ITEM HOURLY RATE: $197 $191 $160 $137 $173 $149 $137 $173 $137: S70 CONSTRUCTION ENGINEERING 3.1 Construction Administration 11 61 33 - - - - - - 22 127 $ 20,638 3,2 Record Drawings - 4 4 - 12 - 16 - - - 36 $ 5,672 3.3 On-Site Inspection Services 6 38 432 6 - - - - 8 490 5 78,942 's•:,, '.• ''•.r:'. ''- -...' -:.. .Final Engineering Subtotal:. •-:. 17 r•.• ...103 ::'-` 099, v'c 6 -.-t,.'•; 11 r ru' • r.. 16. ..d 1' - - .k.-'30 n ...053 ^x_ 105,252 '19ilthtltPjarli 'IVT Rr71 • Ml - m . , TF1I al - MI . ,..al ' of - €11l CrIM •fmcrflI DIRECT EXPENSES ' LABOR SUMMARY Vehicle Costs($85 per day)= $ 3,900 Engineering Expenses. $ 98,884 Supplies 8 Misc._ $ 250 Surveying Expenses= $ 4,268 Geotechnical(Rubino)_ $ 3,800 Drafting Expenses= $ Administrative Expenses Expenses- $ 2.100 a "s- --1..,TOTAL'LABO0 EXPENSES. 5"'109,252' . ,. 4 • . DIRECT EXPENSES.• S..:•• "h7,75$ 0 Jia® REPORT TO MAYOR &MEMBERS OF CITY COUNCIL E LG I N THE CITY IN THE SUBURBS- AGENDA UBURBSAGENDA ITEM: 3 MEETING DATE: June 13, 2018 ITEM: Bowes Road Interceptor Sewer Trunk 20— Phase 2 Gravity Extension - Bid 18-028 ($1,190,000) OBJECTIVE: Continue long-range sanitary sewer improvements to service the City's west side development and capacity needs. RECOMMENDATION: Award the Bowes Road Interceptor Sewer Trunk 20 — Phase 2 Gravity Extension bid to V3 Con- struction Group, Ltd. of Woodridge, Illinois in the amount of$1,190,000. The Bowes Road Interceptor Sewer (BRIS) Trunk 20 Gravity Extension project is one element of the overall Sanitary Sewer Master Plan, and when completed will extend the existing BRIS trunk line approximately 2,900 lineal feet from the recently completed South Street extension northerly through the Otter Creek Shopping Center property. Staff recommends awarding the phase 2 constriction bid to V3 Construction Group in the amount of$1,190,000. Work is expected to be complete by the end of 2018. BACKGROUND In 2002, the City adopted a Sanitary Sewer Master Plan update which established long-range goals for the construction of sanitary sewer trunk lines to adequately serve the proposed and expected development within the City's northwest region, generally bounded by 1-90, Randall Road, MacDonald Road and Illinois Route 47. The City continues to implement the plan recom- mendations through both City and developer funded projects. BRIS—Trunk 20 will serve the area west of Randall Road and north of Route 20, plus an area west of Randall Road and south of Route 20 as far south as the Otter Creek Pumping Station, which is just north of Hopps Road. The northern and southern portions of BRIS—Trunk 20 are being con- structed by developers, with this middle section funded and constructed by the City. Jas 1 Engineering Enterprises, Inc. has developed the construction documents for the project, and has overseen the bidding process. A location map showing the limits of this project is shown in At- tachment A. OPERATIONAL ANALYSIS The project includes the construction of approximately 2,900 lineal feet of sanitary sewer main and associated structures. The main will be constructed in easements under agricultural land as well as asphalt paved parking lots. Restoration of all disturbed areas is included in this contract. The City received seven bids for the project. The bid summary for each bidder is included in At- tachment B.The bids ranged from a low of$1,190,000 to a high of$1,875,081 with the engineers estimate at $1,214,850. V3 Construction Group, Ltd. was the lowest responsive bidder for the bid. They have not previously worked for the City, but did receive very good recommendations from municipal and State of Illinois references, as well as private development references. The Engineer's Recommendation of Award letter is included as Attachment C. INTERESTED PERSONS CONTACTED Funk Properties, Ltd. (Grant of Easement) and Target Corp. (Grant of Easement) FINANCIAL ANALYSIS Staff recommends awarding the Bowes Road Interceptor Sewer Trunk 20 construction contract to V3 Construction Group, LTD. in the amount of$1,190,000. The 2018 Budget for the Sewer Development fund provides for the use of sewer impact fees to fund this project. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT# AMOUNT AMOUNT BUDGETED AVAILABLE Sewer Development . 440-0000-772.92-41 339689 $1,200,000 $1,200,000 LEGAL IMPACT Notices were published in the Daily Herald on May 15, 2018 and on the City's website. The bids were opened and read publicly on May 25, 2018. Seven bid packages were sold with the City receiving seven bidders for the project. V3 Construction Group, Ltd. was the lowest responsive bidder. Lib 2 ALTERNATIVES The City Council may choose to reject all bids. Additional direction will be necessary before the project could be repackaged and bid. NEXT STEPS 1. Execute the subject contract documents. 2. Issue notice to proceed. 3. Deliver notices of construction to each property within the project limits. 4. Complete construction scheduled in 2018. Originators: Mike Pubentz, Senior Engineer Ron Rudd, City Engineer Final Review: Debra Nawrocki, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, City Manager ATTACHMENTS A. Location Map B. Bid Tabulation C. Engineer's Recommendation of Award 3