HomeMy WebLinkAbout00-91 Resolution No. 00-91
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HNTB CORPORATION
FOR THE INSPECTION AND REHABILITATION OF BRIDGES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed
to execute an agreement on .behalf of the City of Elgin with
HNTB Corporation for the 2000/2001 bridge inspection and
rehabilitation project, a copy of which is attached hereto and
made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: April 12 , 2000
Adopted: April 12 , 2000
Omnibus Vote : Yeas 6 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
TH S AGREEMENT, is made and entered into this /7T(4 day of
/4 a ,` L , 2000, by and between the CITY OF ELGIN, an
Illinois municipal corporation (hereinafter referred to as
"CITY" ) and HNTB Corporation (hereafter refereed to as
"ENGINEER" ) .
WHEREAS, the CITY desires to engage the ENGINEER to furnish
certain professional services in connection with the preparation
of bridge rehabilitation contracts and inspection of highway
bridges (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, in consideration of the mutual promises and
covenants contained herein, the sufficiency of which is hereby
acknowledged it is hereby agreed by and between the CITY and the
ENGINEER that the CITY does hereby retain the ENGINEER to act for
and represent it in all engineering matters involved in the
PROJECT, subject to the following terms and conditions and
stipulations, to-wit :
I . SCOPE OF SERVICES
A. All work hereunder shall be performed under the
direction of the Director of Public Works of the CITY,
herein after referred to as the "DIRECTOR" .
B. The work under this project includes a routine field
inspection, evaluation, recommendation and preparation
of bridge records and cost estimates for the following
structures :
During the 2000 calendar year:
1 . Highland Avenue over the Fox River
2 . Chicago Street over the Fox River
3 . Villa Street over Poplar Creek
4 . Bluff City Boulevard Over Poplar Creek
5 . Villa Street over Willow Creek
6 . Big Timber over Tyler Creek
During the 2001 calendar year:
1 . Fletcher Drive over Tyler Creek
2 . Royal Boulevard over Tyler Creek
3 . Eagle Road over Tyler Creek
4 . Kimball Street over the Fox River
5 . National Street over the Fox River
6 . Riverside Drive between Highland and Chicago
7 . North McLean Boulevard over Tyler Creek
Work under this project also includes, to be completed
in 2000, detail contract documents, estimates and plans
to bid the rehabilitation of the following structures :
1 . Highland Avenue over the Fox River
2 . Chicago Street over the Fox River
3 . Riverside Drive between Highland and Chicago
Work under this project also includes, to be completed
in the year 2000, intermittent construction
administrative and construction engineering services
required for the repair and rehabilitation of the
Highland Avenue, Chicago Street and Riverside Drive
structures .
C . The professional services to be provided by the
ENGINEER under this Agreement have been divided into
two phases as follows :
1 . The 2000 Bridge Inspections, the bridge
rehabilitation contracts, and the intermittent
construction administration and engineering as
listed in paragraph I .B. are funded under the
cost-not-to-exceed fee identified in Article IV,
and as further identified in Attachment B1 .
2 . The 2001 Bridge Inspections are not funded under
the cost-not-to-exceed, but will be funded by an
amendment to this Agreement as noted in paragraph
IV.D. and identified in Attachment B1 .
D. A more detailed Scope of Services is attached hereto as
Attachment A.
II .PROGRESS REPORTS
A. An outline project milestone schedule is provided
herein under:
2000 Inspections
Notice to Proceed April 1, 2000
Submit Bridge Inspection Documents August 1, 2000
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2000 Contract Documents
Notice to Proceed April 1, 2000
Submit Bridge Repair Documents August 1, 2000
2000 Construction Administration
Notice to Proceed April 1, 2000
Complete Construction Engineering December 1, 2000
2001 Inspections
Notice to Proceed March 1, 2001
Submit Bridge Inspection Documents August 30, 2001
B. A detailed project schedule for the Project is included
as Attachment C, attached hereto . Progress will be
recorded on the project schedule and submitted monthly
as a component of the Status Report described in
paragraph II .C . below.
C. The ENGINEER will submit to the DIRECTOR monthly a
Progress Report keyed to the Project Schedule. A brief
narrative will be provided identifying progress,
findings and outstanding issues .
III .WORK PRODUCTS
All work products prepared by the ENGINEER pursuant
hereto including, but not limited to, reports, designs,
calculations, work drawings, studies, photographs,
models and recommendations shall be the property of the
CITY and shall be delivered to the CITY upon request of
the DIRECTOR provided, however, that the ENGINEER may
retain copies of such work products for its records .
Such work products are not 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.
IV.PAYMENTS TO THE ENGINEER
A. For services provided in 2000, the ENGINEER shall be
reimbursed at the rate of 3 . 0 times the direct hourly
rate of personnel employed on this PROJECT plus
reimbursable expenses, with the total payment to the
ENGINEER not to exceed Fifty-Four Thousand Two Hundred
Sixty-Two dollars ($54, 262 . 00) regardless of the actual
costs incurred by the ENGINEER unless substantial
modifications to the scope of the work are authorized
by the CITY through a change order or amendment .
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B. A summary of the fee calculations is attached hereto as
Attachments B1 and B2 .
C . 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 on
Attachment Bl, and full payments for each task shall
not be made until the task is completed and accepted by
the DIRECTOR.
D. For those services identified under the Scope of
Services as 2001 Bridge Inspections and as further
identified on Attachment B1, the fee of Nineteen
Thousand One Hundred Seventy-Five dollars ($19, 175 . 00)
dollars shall be added to this Agreement by an
amendment to this Agreement after a funding
appropriation for the 2001 Bridge Inspection work has
been enacted by the CITY.
V. INVOICES
A. The ENGINEER shall submit invoices in a format approved
by the CITY. Progress reports (Paragraph II .C. 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 one year after termination of
this Agreement .
VI.TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY
may terminate this Agreement at any time upon fifteen
(15) days prior written notice to the ENGINEER. In the
event that this Agreement is so terminated, the
ENGINEER shall be paid for services actually performed
and reimbursable expenses actually incurred prior to
termination, except that reimbursement shall not exceed
the task amounts set forth under Article IV above.
VII . TERM
This Agreement shall become effective as of the date
the ENGINEER is given a written Notice to Proceed
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following approval of the CITY' S corporate authorities
and, unless terminated for cause or pursuant to Article
VI foregoing, shall expire on the date the DIRECTOR
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 breach thereof by the ENGINEER.
VIII . NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional
compensation as a result of action taken by the CITY,
the ENGINEER shall give written notice of his claim
within fifteen (15) days after occurrence of such
action. No claim for additional compensation shall be
valid unless so made. Any changes in the ENGINEER' S
fee shall be valid only to the extent that such changes
are included in writing signed by the CITY and the
ENGINEER. Regardless of the decision of the DIRECTOR
relative to a claim submitted by the ENGINEER, all work
required under this Agreement as determined by the
DIRECTOR shall proceed without interruption.
IX. BREACH OF CONTRACT
If either party violates or breaches any term of this
Agreement, such violation or breach shall be deemed to
constitute a default, and the other party has the right
to seek such administrative, contractual or legal
remedies as may be suitable to the violation or breach;
and, in addition, if either party, by reason of any
default, fails within fifteen (15) days after notice
thereof by the other party to comply with the
conditions of the Agreement, the other party may
terminate this Agreement .
X. INDEMNIFICATION
The ENGINEER shall indemnify and save harmless the
CITY, its officers and employees from and against any
and all loss, liability and damages of whatever nature,
including but not limited to Workmens ' s Compensation
claims, in any way resulting from or arising out of
negligent actions or omissions of the ENGINEER in
connection herewith, including but not limited to
negligent actions or omissions of employees or agents
of the ENGINEER arising out of the performance of
professional services .
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XI . NO PERSONAL LIABILITY
No official, director, officer, agent or employee of
the CITY shall be charged personally or held
contractually liable under any term or provision of
this Agreement or because of their execution, approval
or attempted execution of this Agreement .
XII . INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide,
pay for and maintain in effect, during the term of this
Agreement, a policy of Comprehensive General Liability
Insurance 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
Certificate 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 IX entitled "Indemnification" shall be
provided.
B. Comprehensive Automobile Liability. The ENGINEER shall
provide, pay for and maintain in effect, during the
term of this Agreement, a policy of 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
Engineer' s Professional Liability Insurance covering
claims resulting from error, omissions or negligent
acts with a combined single limit of not less than
$1, 000, 000 per occurrence. A Certificate of Insurance
shall be submitted to the DIRECTOR as evidence of
insurance protection. The policy shall not be modified
or terminated without thirty (30) days prior written
notice to the DIRECTOR.
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XIII .CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES, AND SAFETY
The ENGINEER shall not have control over or charge of
and shall not be responsible for construction means,
methods, techniques, sequences or procedures, or for
safety precautions and programs in connection with the
construction, unless specifically identified in the
Scope of Services .
XIV. NONDISCRIMINATION
In all hiring or employment made possible or resulting
from this Agreement, there shall be no discrimination
against any employee or applicant for employment
because of sex, age, race, color, creed, national
origin, marital status, or the presence of any sensory,
mental or physical handicap, unless based upon a bona
fide occupational qualification, and this requirement
shall apply to, but not be limited to, the following:
employment advertising, layoff or termination, rates of
pay or other forms of compensation and selection for
training, including apprenticeship.
No person shall be denied or subjected to
discrimination in receipt of the benefit of any
services or activities made possible by or resulting
from this Agreement on the grounds of sex, race, color,
creed, national origin, age except minimum age and
retirement provisions, marital status or the presence
of any sensory, mental or physical handicap. Any
violation of this provision shall be considered a
violation of a material provision of this Agreement and
shall be grounds for cancellation, termination or
suspension, in whole or in part, of the Agreement by
the CITY.
XV. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall
be binding upon the successors and the assigns of the
parties hereto; provided, however, that no assignment
shall be made without the prior written consent of the
CITY.
XVI . DELEGATIONS AND SUBCONTRACTORS
Any assignment delegation or subcontracting shall be
subject to all the terms, conditions and other
provisions of this Agreement and the ENGINEER shall
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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.
XVII . NO CO-PARTNERSHIP OR AGENCY
It is understood and agreed that nothing herein
contained is intended or shall be construed to, in any
respect, create or establish the relationship of co-
partners between the CITY and the ENGINEER, or as
constituting the ENGINEER as the general representative
or general agent of the CITY for any purpose whatsoever
or to constitute an employment relationship between the
parties hereto .
XVIII. SEVERABILITY
The parties intend and agreed that, if any paragraph,
sub-paragraph, phrase, clause or other provision of
this Agreement, or any portion thereof, shall be held
to be void or otherwise unenforceable, all other
portions of this Agreement shall remain in full force
and effect .
XIX. HEADINGS
The headings of the several paragraphs of this
Agreement are inserted only as a matter of convenience
and for reference and in no way are they intended to
define, limit or describe the scope of intent of any
provision of this Agreement, nor shall they be
construed to affect in any manner the terms and
provisions hereof or the interpretation or construction
thereof .
XX. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the
entire Agreement of the parties on the subject matter
hereof and may not be changed, modified, discharged or
extended except by written amendment duly executed by
the parties . Each party agrees that no representations
or warranties shall be binding upon the other party
unless expressed in writing herein or in a duly
executed amendment hereof, or change order as herein
provided.
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XXI . APPLICABLE LAW
This Agreement shall be deemed to have been made in,
and shall be construed in accordance with the laws of
the State of Illinois .
XXII. NEWS RELEASES
The ENGINEER may not issue any news releases without
prior approval from the DIRECTOR, nor will the ENGINEER
make public proposals developed under this Agreement
without prior written approval from the DIRECTOR prior
to said documentation becoming matters of public
record.
XXIII. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants
in the CITY' S employ or any work associated with the
PROJECT.
XXIV. INTERFERENCE WITH PUBLIC CONTRACTING: P.A. 85-1295
The ENGINEER certifies hereby that it is not barred
from bidding on this contract as a result of violations
of either Section 33E-3 or Section 33E-4 of the
Illinois Criminal Code.
XXV. SEXUAL HARRASSMENT
As a condition of this contract, the ENGINEER shall
have written sexual harassment policies that include,
at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor' s internal complaint process including
penalties;
E. the legal recourse, investigative and complaint process
available through the Illinois Department of Human
Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and
commission;
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G. protection against retaliation as provided by Section
6-101 of the Human Rights Act .
A copy of the policies must be provided to the
Department of Human Rights upon request . P.A. 87-1257 .
XXVI . WRITTEN COMMUNICATIONS
All recommendations and other communications by the
ENGINEER to the DIRECTOR and to other participants
which may affect cost or time of completion, shall be
made or confirmed in writing. The DIRECTOR may also
require other recommendations and communications by the
ENGINEER be made or confirmed in writing.
XXVII . NOTICES
All notices, reports and documents required under this
Agreement shall be in writing and shall be mailed by
First Class Mail, postage prepaid, addressed as
follows :
A. As to CITY:
JOSEPH EVERS, P.E.
City Engineer
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
CRAIG HETUE, S .E. , P.E.
HNTB Corporation
111 North Canal Street
Suite 880
Chicago, Illinois 60606-7252
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IN WITNESS WHEREOF, the undersigned have placed their hands
and seals upon and executed this Agreement in triplicate as
though each copy hereof was an original and that there are no
other oral agreements that have not been reduced to writing in
this statement .
For the CITY:
ATTEST: THE CITY OF ELGIN
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By By 621APa-__
City Clerk F / City Manager
(SEAL)' `
For the ENGINEER:
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Dated this day of
A.D. , 2000 .
ATTEST: HNTB CORPORATION
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Vice President
(SEAL)
Subscr ' ed and sworn to before me
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Notary Public •• "OFFICIAL SEAL" i•
o PAMELA A. WAFFORD
Notary Public, State of Illinois •
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EXHIBIT A
SCOPE OF SERVICES
EXHIBIT A
SCOPE OF SERVICES
I . PROJECT DESCRIPTION
This project consists of three phases : Phase I (inspection
phase) , Phase II (design phase) , and Phase III (construction
administration and engineering phase) . The Phase I project
objective is to inspect and evaluate the CITY' s existing
bridges, update and submit the required Illinois Department of
Transportation (IDOT) inspection forms and documentation, and
prepare a letter report detailing the inspection findings,
summarizing the necessary repairs, and providing an estimate
of probable construction cost.
The Phase II project objective is to prepare contract plans or
schematics and specifications that are suitable for bidding
which facilitate the construction of the proposed bridge
improvements .
The Phase III project objective is to provide part-time
construction administrative and construction engineering
services to the CITY to monitor and document the construction
of the Highland Avenue, Chicago Street and Riverside Drive
bridge improvements .
HNTB will perform the following services pertaining to the
project .
II .PHASE I SCOPE OF SERVICES
A. Data Collection
HNTB will collect and assemble the data, information, and
equipment necessary to perform the bridge inspections,
complete the IDOT documentation, and prepare the reports
required for this project . HNTB shall perform the following
services :
1 . Review available as-built plans and previous
rehabilitation plans for each bridge;
2 . Obtain copies of previous bridge inspection reports
from the CITY for use during the inspection;
3 . Arrange for inspection equipment and vehicle;
4 . Contact IDOT-District 1 to obtain current copies of the
IDOT inspection forms to be completed in accordance
with IDOT guidelines .
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EXHIBIT A
SCOPE OF SERVICES
B. Bridge Inspection & Evaluation
HNTB will perform one (1) routine field inspection and
evaluation of the following thirteen (13 ) bridges located in
the City of Elgin.
During the 2000 calendar year, the following six (6) bridges
will be inspected and evaluated:
1 . Highland Avenue over the Fox River
2 . Chicago Street over the Fox River
3 . Villa Street over Poplar Creek
4 . Bluff City Boulevard over Poplar Creek
5 . Villa Street over Willow Creek
6 . Big Timber Road over Tyler Creek
During the 2001 calendar year, the remaining seven (7)
bridges will be inspected and evaluated:
1 . National Street over the Fox River
2 . Kimball Street over the Fox River
3 . Riverside Drive between Highland Avenue and Chicago Street
4 . Eagle Road over Tyler Creek
5 . Fletcher Drive over Tyler Creek
6 . Royal Boulevard over Tyler Creek
7 . North McLean Boulevard over Tyler Creek
HNTB will perform the routine bridge inspections in
accordance with the "Bridge Inspector' s Training Manual"
published by the USDOT/FHWA, National Bridge Inspection
Standards (NBIS) , and the IDOT "Structure Information and
Procedure Manual" . The criteria used to evaluate and
condition rate the existing bridges will conform to the IDOT
"Structure Information and Procedure Manual" .
Steel members will be visually inspected for rusting,
pitting, and section loss . Concrete substructure members
above the waterline will be visually inspected and randomly
sounded to locate deteriorated areas . The surface and
underside of the bridge deck and sidewalks will be visually
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EXHIBIT A
SCOPE OF SERVICES
inspected. The approach roadways and guide rails will be
visually inspected. Deficiencies and deterioration will be
measured, photographed, and recorded on sketches for
inclusion in the letter reports . All notes and deficiencies
will be recorded in English units .
Underwater inspection, hydraulic inspection and analysis,
scour assessment, non-destructive testing, material testing,
pavement cores, paint adhesion testing, and geotechnical
investigations are not included in the scope of the
inspections .
C . IDOT Forms and Documentation
During the same calendar year that each bridge is inspected,
HNTB will update and submit the following forms as required
to the City of Elgin and to IDOT for their records :
1 . Inspection Appraisal Report (RIS-R104)
2 . Inventory Turnaround Report (RIS-R105)
3 . Key Turnaround Route Report (RIS-R111)
4 . Bridge Inspection Report form (BM-BIR-90)
HNTB will obtain copies of these documents from IDOT based
on previous inspections for use in the current inspection in
accordance with IDOT guidelines . HNTB will update, code,
and submit these forms to the City of Elgin and to IDOT in
accordance with IDOT and FHWA policies, procedures, and
standards .
D. Inspection Reports
HNTB will prepare an inspection report for each structure.
This report will include an executive summary, description
of the structure, results from the field investigation,
evaluation of the inspection findings, recommendations for
structure rehabilitation, and an estimate of probable
construction costs . Appendices to each report will contain
a location map, inspection photographs, revised IDOT forms,
and inspection notes .
The reports will be prepared using Microsoft Word version 7 .
Estimates of probable construction cost will be prepared
using Microsoft Excel version 7 . The City of Elgin will
receive printed copies of the inspection reports as well as
an electronic copy of each inspection report .
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EXHIBIT A
SCOPE OF SERVICES
Each report will be printed on 8-1/2 by 11 inch paper and
stapled. HNTB will submit two copies of a Pre-Final report
(90% complete) for each bridge for review by the City of
Elgin. After addressing the City' s comments, HNTB will
submit two copies of the final inspection report for each
bridge.
III . PHASE II SCOPE OF SERVICES
A. Contract Document Description
Based on the scope of services in the City' s Request For
Proposal and the results from the year 2000 bridge
inspections, HNTB will update the previously prepared
construction bid documents for the repair of the following
three bridge structures :
1 . Highland Avenue over the Fox River
2 . Chicago Street over the Fox River
3 . Riverside Drive between Highland and Chicago
These documents will consist of plans or schematics,
specifications, quantity calculations, and probable
construction cost estimates .
The plans or schematics will be prepared in sufficient
detail to identify the general type of repair for the
particular bridge improvement . The specific locations of
repairs may be referenced from the inspection reports or
determined in the field by the City' s construction engineer.
The specifications will describe the various construction
materials, procedures, and systems used in the project . The
documents will outline the stages of construction required
to complete the repair project .
The probable construction cost estimates will define the
contract pay items and will provide estimated quantities and
estimated probable unit costs .
B. Rehabilitation Scope
The following proposed repair scope may be amended depending
upon the results from the bridge inspections and the
availability of funding, and may require an amendment to the
Agreement . The rehabilitation of the three bridges will be
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EXHIBIT A
SCOPE OF SERVICES
included in one set of contract documents . IDOT standard
drawings and details will be referenced whenever possible.
The following bridge rehabilitation is proposed for this
project :
1 . Highland Avenue: Remove and recast unsound patches in
roadway. Remove and recast the entire sidewalk on each
side of the bridge.
2 . Chicago Avenue: Remove and recast unsound concrete on
the fifth beam from the north in span 4 . Remove and
recast the entire sidewalk on each side of the bridge.
3 . Riverside Drive: Remove and replace the bituminous
wearing surface, seal PPC deck with waterproofing
treatment and joints with epoxy, remove and replace the
deteriorated concrete in center median, repair spalled
concrete on PPC deck beams and substructure, and inject
various concrete cracks with epoxy.
Since HNTB will not inspect the Riverside Drive structure
until 2001, the location and amount of repair and
rehabilitation will be based on the results from previous
inspections of this structure.
It is not anticipated that any special permits will be
required for the repairs previously listed. No in-stream
work is being contemplated on the Fox River; therefore, no
U. S . Coast Guard nor Army Corps of Engineer 404 permits will
be prepared by HNTB for this project .
C . Contract Document Standards
The contract documents will be prepared in English units,
and will refer to existing IDOT standard drawings, details,
and specifications . Various pay items and specifications
will follow the IDOT "Standard Specifications for Road and
Bridge Construction" adopted January 1, 1997 .
Specifications and estimates of probable construction cost
will be prepared on 8-1/2 x 11 inch paper using Microsoft
Word version 7 and Microsoft Excel version 7 . Schematics
will be prepared on 8-1/2 x 11 inch paper for inclusion in
the specifications . Plan drawings prepared by HNTB will be
in Microstation.dgn format on full size (24 x 36 inch) mylar
sheets .
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EXHIBIT A
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D. Contract Document Deliverables
HNTB will submit two sets of preliminary documents (50%
complete) to the City of Elgin for review and comment . HNTB
will incorporate the City' s comments and will submit two
sets of pre-final documents (90% complete) to the City for
review and comment . HNTB will incorporate the City' s
comments and will submit two sets of final documents to the
City. The final documents will consist of two full size
blue-line plan sets, one set of full size original mylars,
two copies of the specifications with schematics if used,
and two copies of the probable construction cost estimates .
An electronic copy of the final plans, specifications, and
cost estimate will also be provided to the City of Elgin.
E. Bid Assistance
HNTB will attend one project pre-bid meeting as requested
with the City of Elgin and interested contractors, and will
assist the City of Elgin with award recommendation.
IV.PHASE III SCOPE OF SERVICES
A. Construction Administration
HNTB will provide intermittent Construction Administrator
(CA) to serve as the City of Elgin' s representative, and
assist with the overall administration, coordination and
monitoring of the rehabilitation of the Highland, Chicago
and Riverside structures . The CA will perform the following
duties :
1 . Develop the guidelines for project control including
procedures for communication, coordination, submittals,
correspondence and pay requests;
2 . Monitor the contractor for general conformance with the
contractual requirements and monitor the work general
conformance with the plans, specifications, and other
regulations;
3 . Work with the contractor and the City to develop and
monitor a workable construction schedule, and monitor
the schedule;
4 . Maintain project files and submittal logs, prepare
written correspondence, prepare monthly status reports
for City review;
5 . Conduct monthly meetings with City staff and the
contractor to review progress, costs and changes; and
prepare/distribute minutes of project meetings;
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EXHIBIT A
SCOPE OF SERVICES
6 . Monitor project costs and advise the City, review and
process contractor payment requests, and review and
recommend change orders;
7 . Act as a liaison between the City and the public by
providing project information and status as required;
8 . Conduct the pre-final inspection, develop the pre-final
punch list, attend the final inspection, and
review/distribute the as-built or record drawings
furnished by the Contractor.
9 . Coordinate the preparation of the certification of
completion document and verification of waivers of lien
for the City' s use.
B. Construction Engineering
HNTB will provide intermittent Construction Engineering (CE)
services to the City of Elgin. The CE will serve as the
City' s on-site representative, and will be responsible for
general field inspection, design interpretation, inspection
and testing, general coordination and monitoring of the
rehabilitation of the Highland, Chicago and Riverside
structures . The CE will perform the following duties :
1 . Perform on-site construction observation as required,
and review the contractor' s work for general
conformance with the contract documents;
2 . Reject defective work and ask contractor to correct
unsatisfactory work;
3 . Provide on-site material inspection for concrete
repairs and bituminous surfacing; and verify that the
testing required by the contract documents is conducted
properly;
4 . Review and process shop drawing and sample submittals,
and maintain a submittal and approval log;
5 . Review and monitor the construction schedule for
conformance with the contract requirements;
6 . Attend monthly meetings with the CA, City of Elgin
staff and the Contractor to review overall project
status and schedule;
7 . Maintain project correspondence records, log books,
project contact information;
8 . Prepare monthly progress reports, review contractor' s
payment request, and review change order requests;
9 . Attend the pre-final inspection, develop the pre-final
punch list, attend the final inspection, and
review/distribute the as-built drawings furnished by
the Contractor.
HNTB anticipates that full-time construction observation by
the CE will be required during the following construction
activities :
A-7
I
EXHIBIT A
SCOPE OF SERVICES
1 . Concrete pours for the formed concrete repairs, curb
and median repairs, and sidewalk replacement;
2 . Placement of bituminous wearing surface on Riverside
Drive;
3 . Injection of cracks with epoxy.
Depending on the construction schedule established by the
Contractor, the remaining work items may be accomplished
through intermittent field observations and site visits .
HNTB shall be given forty-eight (48) hours advanced notice
by the Contractor prior to any construction activity so that
proper construction inspection can be arranged.
HNTB will not be responsible for the Contractor' s means,
methods, techniques or procedures used during the
construction of the project, or for site safety. HNTB will
not have the authority to stop the Contractor from working.
HNTB will not be in control of the construction work.
A-8
I •
EXHIBIT B
FEE
ATTACHMENT B 1
CITY OF ELGIN
2000 / 2001 BRIDGE INSPECTIONS & BRIDGE REHABILITATION
ESTIMATE OF CONSULTANT FEE
NUMBER LABOR PAYROLL&
TASK DESCRIPTION OF HOURS RATE EXPENSES MULTIPLIEI FEE
PHASE I ENGINEERING
MANAGEMENT&DATA COLLECTION 32 $40.00 $1,280 3.0 $3,840
YEAR 2000 BRIDGE INSPECTIONS 84 $30.00 $2,520 3.0 $7,560
YEAR 2000 FORMS &REPORTS 60 $30.00 $1,800 3.0 $5,400
YEAR 2001 BRIDGE INSPECTIONS 104 $30.00 $3,120 3.0 $9,360
YEAR 2001 FORMS &REPORTS 72 $30.00 $2,160 3.0 $6,480
DIRECT COSTS $2,740 1.0 $2,740
TOTAL PHASE I ENGINEERING 352 $35,380
PHASE II ENGINEERING
MODIFICATION/UPDATE DOCUMENTS 48 S28.00 S1.344 3.0 $4,032
DIRECT COSTS $275 1.0 $275
TOTAL PHASE II ENGINEERING 48 $4,307
PHASE III ENGINEERING
CONSTRUCTION ADMIN/ENG'RG 35() $30.00 $10,500 3.0 $31,500
DIRECT COSTS $2,250 1.0 $2,250
TOTAL PHASE III ENGINEERING 350 $33,750
GRAND TOTAL 750 $73,437
• •
ATTACHMENT B2
CITY OF ELGIN
2000 / 2001 BRIDGE INSPECTIONS &BRIDGE REHABILITATION
ESTIMATE OF DIRECT COSTS
PHASE I ENGINEERING
Management&Data Collection
2 Meetings x 1 Vehicle/meeting x$50/vehicle= $100
Year 2000 Bridge Inspections.Reports&Forms
Inspection Vehicle: 5 days @$50/day= $250
Inspection Boat:
14-Ft Boat @$425/day x 1 day= $425
Boat Operator/Transport--8 Hrs @ $50/Hr= $400
Photography,Developing&Expendables: $100
Report and Form Printing&Reprographics $100
Year 2001 Bridge Inspections,Reports&Forms
Inspection Vehicle: 6 days @$50/day= $300
Inspection Boat:
14-Ft Boat @$425/day x 1 day= $425
Boat Operator/Transport--8 Hrs @ $50/Hr= $400
Photography,Developing&Expendables: $120
Report and Form Printing&Reprographics $120
Total for Phase I Engineering Services $2,740
PHASE II ENGINEERING
Contract Document Submittals
Preliminary:2 sets x 7 bluelines @$1/blueline= $14
Pre-Final: 2 sets x 7 bluelines @$1/blueline= $14
2 sets of specifications x 100 pages x$0.1 = $20
Final: 2 sets x 7 bluelines @$1/blueline= $14
2 sets of specifications x 100 pages x$0.10= $20
1 set of original mylars x 7 mylars x$25/mylar= $175
Diskettes/Miscellaneous $18
Total for Phase II Engineering Services $275
PHASE III ENGINEERING
50 Site Visits @$35/Visit= $1,750
Miscellaneous Printing,Photography,Expenses $500
Total for Phase III Engineering Services $2,250
4
EXHIBIT C
PROJECT SCHEDULE
•
ATTACHMENT C1
PROPOSED PROJECT SCHEDULE
CITY OF ELGIN
2000 / 2001 BRIDGE INSPECTION & BRIDGE REHABILITATION
2000 2001
WORK TASK MAR APR MAY JUNE JULY AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUNE JULY AUG
PHASE I SERVICES
DATA COLLECTION
BRIDGE INSPECTION(1)
REPORTS&IDOT FORMS
PHASE II SERVICES
PRELIMINARY SUBMITTAL **
PRE-FINAL SUBMITTAL
FINAL SUBMITTAL
BID ASSISTANCE
PHASE III SERVICES(2)
PROJECT MANAGEMENT
MAR APR MAY JUNE JULY AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUNE JULY AUG
REVIEW BY CITY OF ELGIN
NOTES: (1) WEATHER DEPENDENT
(2) 4-MONTH CONSTRUCTION SCHEDULE ASSUMED
1
" City of Elgin
Agenda Item No.
II
9n0 ATEDFEisry,
March 10 , 2000
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Engineering Service Agreement with HNTB Corporation
for the 2000/2001 Bridge Inspections and Bridge
Rehabilitation
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider entering into an
agreement with HNTB Corporation of Chicago to provide engineering
services associated with the inspection of 13 City bridges and
contract development for the rehabilitation of three City bridges .
BACKGROUND
In accordance with State regulations, this project will provide
required inspections of 13 City of Elgin bridges over a two-year
period. In the 2000 budget, the City Council approved funds to
inspect six bridges . In the 2001 budget, staff will request funds
to inspect seven additional bridges . The completion of the bridge
inspections will maintain the City' s compliance with State of
Illinois requirements for biennial bridge inspections .
The project will also provide bid documents, specifications,
estimates and plan documents to rehabilitate three bridges,
Highland Avenue bridge, Chicago Street bridge and the portion of
Riverside Drive between Highland Avenue and Chicago Street . It is
anticipated the rehabilitation will include concrete repairs to
sidewalks on the Chicago Street and Highland Avenue bridges and the
deck, parapet walls and deck surface on the Riverside Drive bridge.
Once these three bridges are rehabilitated, all City highway
bridges, except Eagle Road, will be in excellent condition and
should not need major repairs for the next decade . The Eagle Road
bridge serves three homes and the Eagles Club and requires
replacement . Because the bridge serves little traffic and will
cost approximately $ . 5 million, the City has put the replacement on
hold until the Eagle property develops . The bridges to be
inspected and rehabilitated are designated in the following table .
Engineering Service with HNTB Corp.
March 10, 2000
Page 2
Bridge/Crossing 2000 2001
1 . Big Timber/Tyler Creek Insp.
2 . Villa St . /Poplar Creek Insp.
3 . Bluff City Blvd. /Poplar Creek Insp.
4 . Villa St . /Willow Creek Insp.
5 . Highland Ave . /Fox River Insp. & Repair
6 . Chicago St . /Fox River Insp. & Repair
7 . Fletcher Dr. /Tyler Creek Insp.
8 . Royal Blvd. /Tyler Creek Insp.
9 . Eagle Rd. /Tyler Creek Insp.
10 . Kimball St . /Fox River Insp.
11 . National St . /Fox River Insp.
12 . Riverside Dr. btw Highland Repair Insp.
13 . N. McLean Blvd. /Tyler Creek Insp .
Five consulting firms were invited to submit proposals on the
bridge program. HNTB, Lonco, Teng, Collins and HLR all responded
with proposals . A staff selection committee evaluation of the five
proposals was conducted, which resulted in HNTB being selected as
the top-rated firm. A copy of the results of the selection process
is attached as Exhibit A.
Upon selection, HNTB met with staff to finalize the project scope
and negotiate their fee. The final negotiated fee is $73, 437 . The
tabulation of costs shown in Exhibit B shows HNTB' s fee to be
similar to that submitted by two firms and significantly higher
than that submitted by the other two firms. However, the Teng fee
does not include construction inspection costs which, if included,
would result in a fee similar to HNTB' s . HLR' s proposal included
the use of junior engineers and only part-time construction
observation. One of the factors that the committee felt was
important was the use of structural engineers and senior engineers
in their inspection and observation. The tabulation of fees is
shown in Exhibit B.
A copy of the proposed agreement is attached as Exhibit C.
Staff requested a proposal for a two-year period in order to
provide consistency in inspecting all of Elgin' s highway bridges .
New proposals will be taken in 2002 for the next biennial
inspection sequence . Beginning in 1996, the City went to a two
year program to coincide with the States two-year annual inspection
requirement . Of the three "two-year" programs, Collins Engineers
of Chicago completed the first, HNTB completed the second and is
recommended to complete the third. Prior to the "two-year" program
the City also utilized Alfred Benesch and Associates of Chicago.
Engineering Service with HNTB Corp.
March 10, 2000
Page 3
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None .
0WW/ _FINANCIAL IMPACT
HNTB ' s negotiated fee of $73 , 437 for bridge inspection and bridge
rehabilitation engineering services may be broken down as follows :
Item AMOUNT ACCOUNT NUMBER
2000 Inspections Eng. $16, 205 010-3311-752 . 30-03
2001 Inspections Eng. $19, 175 010-3311-752 . 30-03
2000 Bridge Rehab. Eng. S38 , 057 270-0000-791 . 93-80
Total $73 , 437
A total of $360, 000 is included in account number 270-0000-791 . 93-
80 , project number 339563 , for the rehabilitation of the Chicago
Street and Highland Avenue bridges over the Fox River and Riverside
Drive between Chicago and Highland. After using $38, 057 for Bridge
Rehabilitation Engineering services to prepare contract documents
and inspection of the rehabilitation, the remaining $321, 943
($360 , 000 - $38, 057) will be used to repair the aforementioned
three bridges .
This two-year contract will include bridge inspection work in 2001 .
Therefore sufficient funds would need to be budgeted in 2001 to
fund this work.
LEGAL IMPACT
None .
ALTERNATIVES
As the biennial inspections are a legal requirement imposed upon
the City by the Federal Highway Administration and the Illinois
Department of Transportation, and as the City does not have
adequate staff time available to conduct the inspections or the
contract preparation, there is no real alternative other than to
conduct this project through contractual services .
Engineering Service with HNTB Corp.
March 10, 2000
Page 4
RECOMMENDATION
It is recommended that the City Council approve the engineering
agreement with HNTB Corporation and authorize staff to execute the
necessary documents .
Re ectfully submit ,
J ce . Parker
City Manager
JE/pn
Attachments
EXHIBIT A
Selection Results
QUALIFICATIONS RATING SHEET
2000-2001 BRIDGE INSPECTION AND REHABILITATION
CONSULTANTS
Lonco Teng Collins
Joe Steve Haresh John Omar Joe Steve Haresh John Omar Joe Steve Haresh John Omar
EVALUATION FACTORS WEIGHT Evers Pertzborn Modi Loete Santos Evers Pertzborn Modi Loete Santos Evers Pertzborn Modi Loete Santos
Knowledge and Experience 0-15 12 11 10 6 12 12 13 12 6 11 12 13 13 4 10
Project Manager 0-10 7 8 6 8 10 8 9 8 8 10 8 8 8 7 9
Specialized Experience 0-15 9 10 9 6 12 13 12 11 5 12 10 12 12 5 10
Scope of Services 0-15 12 13 10 7 12 10 12 13 6 12 12 13 11 5 14
Innovation 0-20 10 10 12 10 12 10 10 15 11 14 12 10 11 10 9
Level of Effort 0-15 12 8 8 6 9 10 10 12 5 10 11 11 10 4 9
Familiarity with Conditions 0-10 7 6 6 10 3 8 8 6 10 7 9 9 7 10 10
TOTALS 0-100 69 66 61 53 70 71 74 77 51 76 74 76 72 45 71
CONSULTANTS
HNTB I HLR
Joe Steve Haresh John Omar Joe Steve Haresh John Omar
EVALUATION FACTORS WEIGHT Evers Pertzborn Modi Loete Santos Evers Pertzborn Modi Loete Santos •
Knowledge and Experience 0-15 13 13 14 8 9 13 11 12 6 8
Project Manager 0-10 10 9 9 9 9 10 8 8 8 8
Specialized Experience 0-15 13 13 13 8 9 14 10 10 6 9
Scope of Services 0-15 12 14 13 9 15 10 10 14 6 10
Innovation 0-20 10 10 12 11 8 10 10 14 10 8
Level of Effort 0-15 12 10 11 8 9 10 8 11 6 9
Familiarity with Conditions 0-10 10 10 9 10 9 10 7 8 10 8
•
TOTALS 0-100 80 79 81 63 77 64 77 52 60
AVERAGE SCORE SHEET
2000-2001 BRIDGE INSPECTION AND REHABILITATION
CONSULTANTS
Lonco Teng Collins HNTB HLR
SELECTION TEAM
Joe Evers 1 3 5 9 7
Steve Pertzborn 3 5 7 9 1
Haresh Modi 7 6 3 9 6
John Loete 7 3 1 9 5
Omar Santos 5 9 7 3 1
TOTAL SCORE 23.00 26.00 23.00 39.00 20.00
AVERAGE SCORE 4.60 5.20 4.60 7.80 4.00
Notes: Assign Scores based on the following formula:
(9 - Highest, 7 - Second, 5 - Third, 3 - Fourth, 1 - Lowest)