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HomeMy WebLinkAbout19-30 Resolution No. 19-30 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH WBK ENGINEERING, LLC FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE 2019 RESURFACING CLIFFORD-WING PARK PROGRAM 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 an Agreement on behalf of the City of Elgin with WBK Engineering, LLC for professional services in connection with the 2019 Resurfacing Clifford-Wing Park Program, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: March 6, 2019 Adopted: March 6, 2019 Omnibus Vote: Yeas: 8 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk AGREEMENT THIS AGREEMENT is made and entered into this 6th day of March , 20 19 , by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and WBK Engineering, LLC (WBK), an Illinois limited liability company (hereinafter referred to as"ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the City of Elgin 2019 Resurfacing—Clifford-Wing Park(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 City Engineer of the CITY, herein after referred to as the"CITY ENGINEER". B. As part of this Agreement the ENGINEER will provide professional engineering services for the PROJECT which will include the following tasks: ▪ Topographic and Right-of-Way Survey • Geotechnical investigation • Conceptual preliminary design alternatives • Final Roadway Improvement Plans, Specifications and Cost Etimates • Bid&Contract Document Assistance C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A, and incorporated into this Agreement by this reference. 2. PROGRESS REPORTS A. An outline project milestone schedule is provided herein under. B. A detailed project schedule for the PROJECT is included as Attachment B,attached hereto, and incorporated into this Agreement by this reference. 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 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 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 CITY ENGINEER; 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(Not To Exceed Method) A. For services provided the ENGINEER shall be paid at the standard hourly rate of the personnel employed on this PROJECT as set forth in Attachment C hereto and incorporated by this reference, with the total fee not-to-exceed $138,080.50 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 way of written amendment to this Agreement executed by the parties. B. For outside services provided by other firms or sub consultants,the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER,plus 0%. The cost of any such outside services is included within the total not-to-exceed amount of$138,080.50 provided for in Section 4A above. C. Other components such as vehicle mileage and plan set reproduction costs will be covered under reimbursable expenses. The cost of any such reimbursable expenses is included within the total not-to-exceed amount of$138,080.50 provided for in Section 4A above. 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 ENGINEER. -2 - Date Estimate%Complete Estimated Value of Work Complete Estimated Invoice 3/31/18 25% $34,520.13 $34,520.13 4/30/18 25% $69,040.25 $34,520.12 5/31/18 25% $103,560.38 $34,520.13 6/30/18 15% $124,272.45 $20,712.07 7/31/18 10% $138,080.50 $13,808.05 Total 100% $138,080.50 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 section 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 section 6, 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. - 3 - 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 section 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 section 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, attorney's fees, damages or other relief, including but not limited to workers compensation claims, in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith,including negligence or omissions of employees or agents of the ENGINEER arising out of the performance of this Agreement. In the event of any 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 section shall survive any expiration 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. -4 - 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 obligatioqassumed 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. 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, thershall 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 physi al handicap, unless based upon a bona fide occupational qualification, and this requirement shall pply 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. - 5 - 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 section, sub-section, 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. 19. HEADINGS The headings of the several sections 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 - 6 - 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 br 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; E. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights ommission; 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. - 7 - 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 ENGINEER prior to the entry into and execution of this agreement. 27. 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. 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: B. As to ENGINEER: Ron Rudd Greg Chismark City Engineer Municipal Practice Principal City of Elgin WBK Engineering, LLC 150 Dexter Court 116 W. Main Street, Suite 201 Elgin, Illinois 60120-5555 St. Charles, IL 60174 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 legally authorized to work in 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 - 8 - 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. 30. EXECUTION This agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. For the purposes of executing this agreement, any signed copy of this agreement transmitted by fax machine or e-mail shall be treated in all manners and respects as an original document. The signature of any party on a copy of this agreement transmitted by fax machine or e-mail shall be considered for these purposes as an original signature and shall have the same legal effect as an original signature. Any such faxed or e-mailed copy of this agreement shall be considered to have the same binding legal effect as an original document. At the request of either party any fax or e-mail copy of this agreement shall be re-executed by the parties in an original form. No party to this agreement shall raise the use of fax machine or e-mail as a defense to this agreement and shall forever waive such defense. 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 ENGI► ER: Qy _ By: City Manager Name/Pri t: Greg Chismark Title: Municipal Practice Principal Att•s City Clerk F:\Legal Dept\Agreement\ENGINEERING AGREEMENT-FORM-clean-10-2-18.docx -9 - I ATTACHMENT A SCOPE OF SERVICES Attachment A Phase II Engineering - Roadway Maintenance and Rehabilitation for City of Elgin 2019 Resurfacing — Clifford-Wing Park Kane County, Illinois SCOPE OF SERVICES The City of Elgin is interested in retaining professional engineering services by WBK Engineering LLC for the Phase II Engineering for roadway maintenance and rehabilitation within two neighborhoods within the City of Elgin, Kane County, Illinois. 2019 RESURFACING - CLIFFORD-WING PARK: This project consists of two neighborhoods and three project areas located adjacent to Illinois Route 31 west of the Fox River in the City of Elgin. The first project area (Goethe Area) is located west of Illinois Route 31 with streets immediately north of Wing Street. The streets located north of Wing Street include Parkside Drive, Pine Street, Clark Street and Goethe Street. The roadways north of Wing Street primarily consist of an urban roadway section. In general, most of the streets have a sidewalk on both sides with some blocks having either monolithic curb and sidewalk or sidewalk adjacent to the roadway that serves as a barrier curb. The pavement condition north of Wing Street is observed to be in very poor condition, with flat cross slopes and areas of ponding. The second project area (Crystal / McClure) is located south of Wing Street and includes McClure Avenue and Crystal Avenue. These streets consist of a more traditional urban section with curb and gutter and sidewalk on both sides of the street. The third project area (Owasco Area) is a former unincorporated County neighborhood located east of Illinois Route 31 and just south of Big Timber Road. The streets in this neighborhood include Jerusha Avenue, Mabel Street, Teal Avenue, Genesee Avenue, Steel Street, Owasco Avenue, and a portion of Clifford Avenue. The roadways consist of a rural section with no sidewalk or curb and generally poor drainage conditions. The pavement condition has been observed to be in very poor to failing condition and range from steep to very flat in grade. Many mature trees exist within the subdivision, some near the roadway. The City is seeking to improve the condition of the streets within these three areas and is requesting assistance to determine if conventional roadway maintenance treatments are appropriate or if more significant rehabilitation and drainage improvements are necessary. The scope of work may include grind and overlay, skip patch curb repair, sidewalk (tripper) replacement, sidewalk ADA compliance or reconstruction of the pavement section, and could include minor drainage and utility improvements. The overall scope of the improvements will vary on each roadway segment depending on the preliminary investigation and engineering which will be prepared as part of this contract. Funds have been budgeted for these improvements in 2019. Attachment A The project limits are shown on the attached Location Map - Exhibit 2 and includes thirteen (13) roadway segments: Project Area 1 1. Parkside Drive —Wing Street to Pine Street 2. Pine Street— Parkside Drive to Clark Street 3. Clark Street—Wing Street to Goethe Street 4. Goethe Street— Clark Street to McClure Avenue Project Area 2 5. McClure Avenue —Wing Street to Lawrence Avenue 6. N. Crystal Avenue —Wing Street to Lawrence Avenue Project Area 3 7. Jerusha Avenue — Illinois Route 31 to east dead end 8. Mabel Street— Jerusha Avenue to Teal Avenue 9. Teal Avenue — Steel Street to Mabel Street 10. Genesee Avenue — Steel Street to east dead end 11. Steel Street— Jerusha Avenue to Owasco Avenue 12.Owasco Avenue — Steel Street to Clifford Avenue 13. Clifford Avenue — Owasco Avenue to Frazier Avenue The City of Elgin will use 100% local funding for the 2019 Resurfacing — Clifford-Wing Park project. The City anticipates a design phase Notice to Proceed in February or March of 2019 with final engineering plans and specifications ready for bid in the summer of 2019. We anticipate the stakeholders to be limited to City staff and the residents in the neighborhoods. We do not anticipate the need for State, City or Federal permits. SCOPE OF SERVICES WBK has identified the following elements as the essential components of the scope based on discussions with City staff: • Topographic and Utility Survey • Survey to establish ROW • Geotechnical Investigation • Existing Conditions Drawing / Data • Preliminary Engineering • Water Main & Sanitary Sewer Repair (discussion with City Staff) • Storm Sewer/ Drainage Improvements • Development of Roadway Improvements Plans, Specifications and Estimate for 2019 • Bid Assistance Each of these elements are organized into a task and described in more detail in the following paragraphs. Attachment A Topographic, Utility and Right-of-Way Survey for Select Areas We will utilize a one man survey crew with GPS and Robotic survey equipment to collect all physical features within the survey limits of each street within project areas 1 and 3. It should be noted that project area 2 (Crystal Avenue and McClure Avenue) will be excluded from the survey effort. The survey limits will extend twenty five (25)feet past the existing right-of-way each street. The topographic survey will also include all JULIE marked utilities, trees over six (6) inches in diameter, light poles, power poles, vaults, inlets, manhole covers, fire hydrants, utility structures, pavements, sidewalks, steps/ stairs, driveways, signage, culverts, etc. and elevations necessary for the existing condition drawing. The JULIE request will be coordinated with the geotechnical exploration. All structures that are accessible will be documented for material type, condition, size, and pipe material, size and the invert/depth. City utility atlases will be obtained to identify sewers, water main and services. We will also request assistance from the City Water Department to locate all water services and service valves. Utility marking will be recorded as part of the topo survey. All elevations will be on NAVD 88 datum. The horizontal datum used will be Illinois State Plane (East Zone). Property corners will be collected along both sides of the right-of-way. An Illinois Professional Land surveyor will analyze the found monuments to determine the true right-of-way of each street. From the survey data, an existing conditions drawing will be produced with right-of-way lines, one foot contours and spot elevations showing the drainage of the site. The existing conditions drawing will be used during the design engineering phase of the project. We will contact JULIE prior to field survey to obtain locations of utilities. We will also send introductory letters to all utilities to request utility maps and to inform them of the project so they may upgrade or provide maintenance of their facilities prior to construction. A base drawing will be created using the field survey data collected. The drawing will include all physical features within the project limits. A contour model will be developed from the survey points that will also be included in the base file. The contour model will be used in the development of the roadway typical section(s), plan and profile and working cross sections. WBK will perform a plan-in-hand field check to determine if any additional field survey is required to accurately depict the physical features of the project. Deliverable: The deliverable for this task is a base plan of existing conditions to be provided to the City as a PDF file. Geotechnical Investigation Through a specialized sub-contractor (Rubino Engineering) pavement cores & soil borings will be performed to provide a record of pavement thickness and types as well as the stability of subgrade soils. The borings will also determine the presence of groundwater and suitability of trench installation for storm sewer, sanitary sewer or water main. It is estimated that pavement cores 3 feet in depth will be taken approximately every 500 feet throughout all three areas and a total of 5 soil borings at 10 feet in depth will be drilled in project areas 1 and 3. CCDD sampling and preparation of LPC 662 or LPC 663 forms, as determined by the testing, will be included in this phase/task. Attachment A Deliverable: The findings will be presented in a geotechnical report including recommendations for roadway reconstruction. Also, provided will be appropriate LPC 662 or 663 forms for inclusion into bid documents. Preliminary Engineering/Project Alternatives Once the site survey and geotechnical investigation are complete the design team / design engineer will perform a site visit to identify project constraints and opportunities. A video record of existing conditions will be prepared for the project. Video recordings will be taken with a digital camera. Video recordings will be saved as an electronic file. The video recording will also be used as a record of visible utilities and for resident coordination as necessary. Based on data gathered, we will assess the findings and determine potential alternatives for construction with conceptual construction costs to assist City Staff in selecting the appropriate solutions and final project scope. During this task, WBK will complete a field assessment and determine field measurements and quantities for each street segment. We envision providing multiple alternatives for the Goethe and Owasco project areas. These alternative will evaluate cross sectional elements such as pavement width, pavement section and adjacent drainage conditions as well as roadway centerline slope. Pedestrian accommodations will also be evaluated with the intent to maintain current facilities only. Below are some of the potential options: • Roadway Resurfacing — Primarily grind and overlay at a suitable and typical depth with minimal base repair, and no drainage improvements. • Roadway Rehabilitation — In-place pavement recycling or pavement reconstruction at an appropriate depth based on existing conditions and design requirements with minor drainage improvements. • Roadway & Drainage Improvement—A combination of grind and overlay or pavement rehabilitation with significant drainage improvements focused on pavement preservation and safety. An overall evaluation of roadway drainage conditions will be performed utilizing the topographic survey, site visit observations and input from City staff. We will catalog issues and concerns and identify potential solutions. We will seek guidance from City staff on which issues should be addressed and resultant project scope. It is noted that a portion of Mabel Street is located within the 100 year floodplain of the Fox River. We will assess permit requirements as related to each alternative and present those requirements to City staff. Permit requirements could result in project delays or phasing and may cause additional engineering tasks outside the scope of this proposal. We will develop a project schedule for each alternative including projections for completion of engineering tasks, permit review expectations, bid advertisement, bid opening, council award, construction start and construction completion. Deliverable: We will prepare preliminary scope exhibits that may include an overall plan sheet for each project area, typical cross sections and preliminary cost estimates. WBK will meet with City staff to present our findings and conceptual costs. We anticipate, based on the Attachment A City's available budget and the conceptual costs, City Staff will select the appropriate alternative and scope for each area. This will be documented in a summary e-mail or memo to initiate final engineering. Water Main & Sanitary Sewer Repairs WBK will coordinate with the Engineering, Water and Public Services Departments to determine if there are any utility repairs to be included in the 2019 Resurfacing — Clifford- Wing Park project. The repairs for either the water distribution system or the sanitary sewer are expected to be minor in nature. The exact extent and scope of these items will be determine and outlined by City staff. After meeting with City staff these minor repairs would be incorporated into the final design, specifications and bid documents accordingly. Full scale replacement of the water main or sanitary sewer is not anticipated in any of the project areas at this time. Change in scope of the utility replacement causing the need for full scale final engineering can be performed as supplemental service. It should be noted that Sanitary Sewer Televising is NOT included in the scope of services. We will also coordinate specifically with the Water Department relative to lead water service replacement. This coordination includes identifying the likelihood of lead water services in the project areas as well as the application of City policy relative to disruption and lead water service replacement. It is anticipated that construction activities related to lead water service replacement will be contracted separately from the roadway construction contract and will be coordinated with the Roadway Improvement Plans but will not be included in the Roadway Improvement Plans noted herein. Deliverable: A summary e-mail to City staff outlining the water and sewer maintenance items to be included in the final engineering scope. Roadway Improvements Plans, Specifications and Estimate - 2019 Construction WBK will prepare final construction documents and plans for the 2019 Resurfacing —Clifford- Wing Park project for all streets based on our preliminary engineering, survey data, geotechnical report, and discussions with City staff regarding utility improvements, and our findings. Final engineering plans will be provided for Project Areas 1 and 3 based on anticipated work scope. The plans will be developed and submitted to the City as Three (3) separate submittals. The first submittal is a 50%submittal consisting of draft plan and profile drawings. The second submittal is a Pre-final submittal at ninety-five percent (95%) complete. The third submittal will be the final submittal at one hundred percent (100%) complete. This final submittal will include final quantity calculations, cost estimate, and special provisions. Because the construction activities in Project Area 2 (Crystal and McClure)are anticipated to be conventional grind and overlay, project specifications and exhibits are expected to be adequate. Final engineering plans are not anticipated for this area. The construction specifications and exhibits will be developed and submitted to the City as two (2) separate submittals. The first submittal will be the Pre-final submittal at ninety-five percent (95%) complete. The second submittal will be the final submittal and for this project at one hundred Attachment A percent (100%) complete. This final submittal will include final quantity calculations, cost estimate, and special provisions. The final plan set for Project Areas 1 and 3 is anticipated to include the following plan sheets: • Cover Sheet • General Notes • Quantities and typical sections/ restoration • Overall layout, alignment ties & benchmark • Plan and profile sheets • Grading & Utility Plan (minor improvements) • Soil Erosion & Sediment Control Plan & Details • Staging MOT • Details Specifications will be developed based on IDOT format special provisions. City specific requirements will be incorporated as directed. Front end bid documents will be provided by the City and incorporated into overall project documents suitable for bidding. Pay items and quantities will be developed and provided as part of the project documents. WBK will prepare quantity computations for the 100% submittal of the project for all project areas. The computed quantities will serve as the basis for the Summary of Quantities plan sheet and the engineering opinion of probable construction costs. The computations will be done in spreadsheet format utilizing Microsoft Excel. The Standard Specifications for Road and Bridge Construction, Supplemental Specifications and the Recurring Special Provisions will be cross checked to ensure that the appropriate pay items, methods of measurement and basis of payment are used. Final drainage evaluation of the roadway and adjacent areas will be performed in compliance with the Kane County stormwater ordinance and generally accepted engineering practices. WBK will review drainage data from prior tasks to include into the design plans. Drainage calculation will be prepared as necessary for City review and the project record. WBK will prepare an engineering opinion of probable construction cost for the final submittal of the project. Utilizing the pay items and quantities, opinions of costs will be produced. Itemized costs will be determined using available guides and bid tabulations from similar projects. In addition, the pay item reports with awarded prices from IDOT's website will be used to approximate current unit costs. A format acceptable to the City will be used to prepare the cost estimate and will include pay item description, unit, quantity, unit cost and total cost. WBK will develop a project schedule at the 100% complete stage including projections for permit review expectations, bid advertisement, bid opening, council award, construction start and construction completion. Deliverable: The deliverable for this task is the final set of project construction documents including advertisement, instructions to bidders, bid proposal form with quantities, general conditions, special condition and technical specifications, project schedule and engineer's opinion of cost to be delivered with 100% plans. WBK anticipates providing one full size plan Attachment A set, one half size plan set and a pdf of all construction documents to City staff at each of the 95% and 100% completion stages. Permits A City of Elgin stormwater permit is anticipated to be necessary as a result of Mabel Street being located with the 100 year floodplain of the Fox River. WBK will prepare the stormwater permit application and supporting documents and exhibits. It is not anticipated stormwater storage, compensatory storage or a wetland delineation will be required for the permit application and these elements are not included in the permit submittal. No other permits are anticipated or included in the project scope. It is possible that during planning or design additional permits are needed to lawfully complete the work. The cost of preparing permit applications and permit fees are considered supplemental services related to this project and scope. Deliverable: The deliverable for this task is City of Elgin Stormwater Permit Application. Bidding Assistance We will assist with management of the bid process working in conjunction with the City's Purchasing Department. This includes providing sets of drawings and specifications to be issued by the City to prospective bidders. A pre-bid meeting is not anticipated nor included in the scope at this time. We will receive bidder questions and requests for clarification and will prepare addenda as necessary to respond to the questions presented. Addenda will be issued to the City for official distribution to the bidders. We will assist the City at 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. We will prepare a tabulation of bids for distribution to City agencies and interested bidders. Following a review of all documents we will make a recommendation to the City for award of the construction contract. Finally, we will assist the City in the preparation of final contracts for execution by the successful bidder and the City. Deliverable: The deliverable for this task is documentation of all correspondence with bidders including addenda as necessary. Also included is a bid tabulation and notes on contractor evaluation as necessary. Meetings and Coordination Project kick-off meeting with the City of Elgin (assume 1 meeting). The work-hour estimate includes time associated with WBK design coordination meetings of the WBK project team (assume 4 meetings). The work-hour estimate includes time associated with WBK design coordination meetings with the City of Elgin during preliminary engineering (assume 2 meetings) and subsequent to the final engineering submittals at 50% and 95% (assume 2 meetings) Attachment A Deliverable: The deliverable for this task is meeting minutes or an e-mail summary of items discussed and conclusions reached for all meetings with City staff. EXCLUSIONS TO THE SCOPE OF SERVICES The foregoing outlines WBK's understanding of the Scope of Services desired by the City of Elgin. The following tasks or items are deemed unnecessary for this project and are excluded from this Scope and are considered as additional services if required by the City, or any other agency for the successful completion of the project. Tree Condition Survey/Wetland Determination An updated tree survey to determine species or condition of trees is not included in the scope at this time. There are assumed to be no wetlands impacts within the project limits. The cost of any wetland determination, permit application or mitigation strategy or costs are not included in this scope. Roadway Lighting/Electric Design No roadway lighting is included in the scope of this work. Additionally, no electric cable sizing or electric cable quantity is anticipated to be included in the scope of this project. No ancillary electric equipment is anticipated in the scope of this project. Permits Fees Permit fees are NOT included in the scope. This includes but is not limited to IEPA, Ecocat, etc. Public Engagement and Coordination We do not anticipate nor have included any time related to public engagement including a public open house. Construction Observation Construction Observation is not included in the scope. Meadow Ln 4 e°` � t•''�0] z 8 r a m - Hiller co Rd a t' aPI f_\ 'ao Narnin0''d• _J 1 u.1,1,a v ti� ' (7 Catn e.,a Big Timber Rd Jerusha Ave — Mabel St Raw Bluff Rd .. Teal Ave ;co . d Genesee Ave Co Owasco Ave —Clifford St • Slade Ann W Y - 4 8 Y m • c C Lincoln Ave Goethe St z Z 3 a • $ an C»n ( ,\} fovea St ‘, e Abe a i m Sabato 51 a U a J ena,Ara Suckey.St N ili Pine St v n 1 g — s Pans t A. St Parkside Dr, fD a ▪ ii,-,,-- Pala St - (f) g Ien.- T. i i Y .* a• z z ', Y d a D.mmmd 5' . 3 e 8 -..¢.nd$• Ara Pi t N.ueray ^ _ :Astra Si i n l a $ 2s f0 fd/ Ai I00,.I pia D - Ann St m (p z OakleyOrea. < 0 franAlin St t z ; b Z -f 5 Rig',St ! a Kimball S' Z _ Se PindM St e = 1. t .nc.qYa 5 E9'N 'Lawrence Ave. ..! ,.+,' , i:! •r9 : tN • High/an = Rill s t '' r.d 0. dAv .; t CLIENT CITY OF ELGIN TITLE OWN. EAM I CHKD. VRD 150 DEXTER COURT ELGIN 2019 JOB# ELGIN,ILLINOIS 60120 RESURFACING - 847.931.6100 CLIFFORD -WING PARK 190114 N - i°=1000' 116 ENGINEERING, LLC DATE Al B KIN 116 West Main Street,Suite 201 01/24/2019 St.Charles,Illinois 60174 STREET LOCATION MAP engineering (630)443-7755 EXHIBIT 2 ATTACHMENT B PROJECT SCHEDULE City of Elgin 2019 Resurfacing- WBKn srnartsheet Clifford-Win • Park Task Name Start End Date Q1 Q2 03 Date Jan Feb Mar Apr May Jun Jul Aug Sep — 2019 Elgin Street Program 02/27/19 07/08/19 2019 Elgin Street Pr( Committee of Whole Agenda 02/27/19 02/27/19 Committee of Whole Agenda City Council Meeting Agenda 03/06/19 03/06/19 City Council Meeting Agenda Project Kickoff 03/07/19 03/07/19 Project Kickoff Pavement Cores 03/07/19 03/20/19 Pavement Cores Survey(Topo,boundary) 03/07/19 03/27/19 Survey(Topp,boundary) Utility Coordination 03/28/19 04/03/19 1Utility Coordination Alternatives Development, 04/04/19 04/22/19 .Alternatives Development,Preliminary Sc Preliminary Scope Exhibit, Schedule&Estimate Elgin Coordination and Review 04/23/19 04/23/19 !jElgin Coordination and Review Final Construction Docs,Schedule 04/24/19 05/17/19 Final Construction Docs,Schedule &Estimate Let for Bid(Advertise) 05/20/19 06/03/19 Let for Bid(Advertise) Open Bids 06/04/19 06/04/19 +Open Bids Memo to Council for Agenda 06/14/19 06/14/19 Memo to Council for Agend Prepare Final Contracts 06/14/19 06/20/19 Prepare Final Contracts COW Review 06/26/19 06/26/19 COW Review Council Award 07/03/19 07/03/19 +Council Award Construction Begins 07/08/19 07/08/19 Construction Begins Exported on February 6,2019 3:36:41 PM CST Page 1 of 1 ATTACHMENT C COST ESTIMATE OF CONSULTING SERVICES - 12 - PHASE II ENGINEERING SERVICES City of Elgin 2019 Resurfacing -Clifford-Wing Park City of Elgin Route 0 Local Agency City of Elgin *Firm's approved rates on file with (DOT's Section 0 Bureau of Accounting and Auditing: Project 0 Job No. 0 Existing Structure No. 0 Complexity Factor(R) 0.0 Calendar Days 180 Method of Compensation: Standard Hourly Rate Date: 2/1/2019 Cost Estimate of Consultant's Services in Dollars In-House Element of Work Employee Classification Man- Hourly (MH)x Services by Direct Total Hours Rate Hourly Rate Others Costs (IHDC) 1 Topographic, Utility and ROW Survey $ 4,200.00 $ 600.00 $4,800.00 Engineer IV 9.0 $145.00 $1,305.00 $1,305.00 Engineering Technician III 182.0 $117.00 $21,294.00 $21,294.00 2 Geotechnical Investigation $ 19,150.00 $0.00 $19,150.00 Engineer VI 1.0 $194.00 $194.00 $194.00 Engineer IV 8.0 $145.00° $1,160.00 $1,160.00 3 Preliminary Engineering/Project Alternatives and Utility Evaluation $ - $53.70 $53.70 Engineer VI 16.0 $194.00 $3,104.00 $3,104.00 Engineer IV 90.0 $145.00 $13,050.00 $13,050.00 Engineering Technician III 72.0 $117.00 $8,424.00 $8,424.00 4 Roadway improvement Plans, Specifications and Estimate $ - $ 204.76 $204.76 Engineer VI 12.0 $194.00 $2,328.00 $2,328.00 Engineer IV 124.0 $145.00 $17,980.00 $17,980.00 Engineering Technician III 260.0 $117.00 $30,420.00 $30,420.00 5 Permitting and Environmental Coordination $ - $ - $0.00 Engineer VI 1.0 $194.00_ $194.00 $194.00 Engineer IV 12.0 $145.00 $1,740.00 $1,740.00 Engineering Technician III 8.0 $117.00 $936.00 $936.00 6 Bidding Assistance _ $ - $ 15.26 $15.26 Engineer VI 4.0 $194.00 $776.00 $776.00 Engineer IV 22.0 $145.00 $3,190.00 $3,190.00 7 Meetings And Coordination $ - $ 45.78 $45.78 Engineer VI 20.0 _ $194.00 $3,880.00 $3,880.00 Engineer IV _ 20.0 $145.00 $2,900.00 $2,900.00 Engineering Technician III 8.0 $117.00 $936.00 $936.00 Totals I 869.0 I I $ 113,811.00 $ 23,350.00 I $ 919.50 $ 138,080.50 EXHIBIT A Printed on 2/3/20196:55 AM Page 1 of 3 EXH A-HOURLY RATE Route WORK HOUR ESTIMATE FOR CONSULTING SERVICES Local Agency City of Elgin PHASE II ENGINEERING SERVICES Section City of Elgin 2019 Resurfacing -Clifford-Wing Park Project Description Engineer VI Engineer V Engineer IV Engineering Sub-Consultant In House Direct Technician III Costs Costs 1 Topoi raphic,Utility and ROW Survey 1.1 Survey a Horizontal&Vertical Control _ 8 b Project Area 3-Owasco 1 Field Data Collection 40 Download Field Data 4 Field Check 2 8 Base Sheet 1 32 ROW Survey $ 1,500.00 c Project Area 1-Goethe Field Data Collection 40 Download Field Data 4 Field Check 2 8 Base Sheet 1 24 ROW Survey $ 2,700.00 e Additional Pickup Field Survey 2 8 1.2 Utility Investigation(J.U.L.I.E.Design Locate Request&Utility Coordination) Contact JULIE 1 Introduction Letters and Location Exhibits 4 Verify non-JULIE facilities 1 SUB-TOTAL 191.0 9.0 182.0 $ 4,200.00 $ 600.00 PERCENT 5% 95% 2 Geotechnical Investigation 2.1 Geotechnical Investigation&CCDD Testing $ 19,150.00 a Layout locations&Coordinate with City 2 b Field adjustment/coordination 2 c Review report&discuss with City 1 4 SUB-TOTAL 9.0 1.0 8.0 $ 19,160.00 $ PERCENT 11% 89% 3 Preliminary Engineering I Project Alternatives and Utility Evaluation 3.1 Site Visit/Video Record 8 3.2 Field inspection of utilities,sidewalks and field measurements 4 40 3.3 Sanitary Sewer Evaluation Verify scope,location and size with City 4 3.4 Water Main Evaluation Verify scope,location and size with City 4 Lead Service Coordination _ 8 3.5 Storm Sewer Evaluation Evaluate Drainage conditions 2 12 3.6 Roadway Design Profile Evaluation 2 Pavement Section Design 1 12 Geometric review 1 12 3.7 Construction Considerations 2 12 3.8 Send Pre-final Plans to Utility Companies When Completed&QA 4 2 3.9 Preliminary Engineering Exhibits 1 8 24 3.1 Preliminary project schedule 1 2 3.11 Preliminary Engineering Cost Estimate 4 8 SUB-TOTAL 178.0 16.0 90.0 72.0 $ - $ 63.70 PERCENT 9% 51% 40% EXHIBIT A Printed on 2/3/20196:55 AM 2 of 3 HOURS BY TASK Route WORK HOUR ESTIMATE FOR CONSULTING SERVICES Local Agency City of Elgin PHASE II ENGINEERING SERVICES Section City of Elgin 2019 Resurfacing -Clifford-Wing Park Project Description Engineer VI Engineer V Engineer IV Engineering Sub-Consultant n House Direct Technician III Costs Costs 4 Roadway improvement Plans,Specifications and Estimate 4.1 Area 3(Owasco) Sht. Hrs/Sht. Total Chk. - Title Sheet 1 5 _ 5 4 _ 4 Index of Sheets,State Standards&General Notes _ 1 10 10 12 4 8 Summary of Quantities 1 10 10 , 6 2 4 Alignment,Ties&Benchmarks 1 10 10 8 8 Plan&Profile 5 15 75 52 12 40 Grading and Utility .. 2 _ 10 20 20 4 16 Erosion and Sediment Control Plan 3 12 36 20 4 16 Staging/MOT 1 12 12 12 4 8 Construction Details&SWPPP _ 2 7 14 20 4 16 Total Civil Sheets 17 r'ai( 192 154 4.2 Area 2(Goethe) Sht. Hrs/Sht. Total _ Chk. Index of Sheets,State Standards&General Notes 1 10 10 Summary of Quantities 1 _ 10 10 10 2 8 Alignment,Ties&Benchmarks 1 10 10 10 2 8 Plan&Profile 5 10 50 44 12 32 Grading and Utility 2 15 30 20 4 16 Erosion and Sediment Control Plan 3 _ 10 30 16 4 12 Staging/MOT 1 10 10 12 4 8 Construction Details&SWPPP 2 12 24 16 4 12 Total Civil Sheets 16 zA7castf 174 128 4.3 Area 2 Schedules and cross sections 4 4 - 4.4 Drainage Calcualtions 4 4.5 Quantity Computations 8 16 4.6 Contract Specifications(Pm-Final and Final-Two Submittals) 12 4.7 Prepare construction cost estimates(BLR 11510) 8 4.8 Prepare contract time estimates(BDE 220A) 4 4.9 Coordinate,Assemble&Submit Pre-Final and Final Plan Sets(Two Submittal) 2 8 4.10 Project Schedule(includes construction duraion evaluation) 2 8 4.11 QA Review j 8 4 8 4.12 Plan revisions as a result of City and stakeholder comments 2 4 8 SUB-TOTAL 396.0 12.0 124.0 260.0 $ - $ 204.76 PERCENT 3% 31% 66% 5 Permitting and Environmental Coordination _ 5.11City Stormwater Permit 1 12 8 SUB-TOTAL 21.0' 1.0 12.0 8.0 $ - $ PERCENT 5% 57% 38% 6 Biddinj Assistance _ 6.1 Document and Respond to Contractor RFI's 2 8 6.2 Bid Opening and bid tabulation and bid evaluation 6 6.3 Prepare Final Contracts,review send and deliver to City 2 8 SUB-TOTAL 26.0 4.0 22.0 $ - $ 16.26 PERCENT 15% 85% 7 Meetin s And Coordination - 7.1 Design Project Initiation(kickoff)Meetings(1 meeting @ 2 pens @ 4 hrs) 4 4 7.2 Design Coordination Meeting(4 meetings @ 3 pers @ 2 hrs each) 8 _ 8 8 7.3 City Coordination Meeting(4 meetings© pers©2 hrs each) 8 8 SUB-TOTAL 48.0 20.0 20.0 8.0 $ - $ 45.78 PERCENT 42% % 17% TOTALS 869.0, 64.0 285.0 630.0 $ 23,350.00 $ 919.50 PERCENT 6% 33% 61% EXHIBIT A Printed on 2/3/20196:55 AM 3 of 3 HOURS BY TASK