HomeMy WebLinkAbout08-197 Resolution No. 08-
197
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
HNTB CORPORATION FOR BRIDGE INSPECTION PROGRAM
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Olufemi Folarin,City Manager,and Diane Robertson,City Clerk,be and are hereby authorized and
directed to execute an agreement on behalf of the City of Elgin with HNTB Corporation for the
bridge inspection program, a copy of which is attached hereto and made a part hereof by reference.
s/Ed Scho
ck
Ed Schock, Mayor
Presented: August 27, 2008
Adopted: August 27, 2008
Omnibus Vote: Yeas: 4 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into thisiOl ay of 400S r,2008,by and between
the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and
HNTB Corporation(a Delaware corporation registered as a foreign corporation and authorized to do
business in the State of Illinois and hereinafter referred to as "ENGINEER").
WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional services in
connection with the routine biennial inspection of 14 highway bridges(hereinafter referred to as the
PROJECT); and
WHEREAS, the ENGINEER represents that it is in compliance with Illinois Statutes relating to
professional registration 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 mutually acknowledged to act for and
represent it in the engineering matters involved in the PROJECT as described herein,subject to the
following terms and conditions and stipulations, to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Director of Public
Works of the CITY, herein after referred to as the "DIRECTOR".
B. The professional engineering services to be performed by the ENGINEER under this
agreement include, but are not limited to, the following services:
1. The routine field inspection,completion of Illinois Department of Transportation
(IDOT) bridge inspection forms, and preparation of a bridge inspection report
with inspection findings and evaluation, rehabilitation recommendations, and
estimated probable construction costs for the following CITY highway bridges:
2008 Calendar Year
Highland Avenue over Fox River Chicago Street over Fox River
Villa Street over Willow Creek Shales Pky over Poplar Creek
Bluff City Blvd over Poplar Creek Villa Street over Poplar Creek
Big Timber Rd over Tyler Creek Highland Ave over Sandy Creek
2009 Calendar Year
Kimball Street over Fox River National Street over Fox River
Riverside Dr(betw Highland&Chicago) Royal Blvd over Tyler Creek
Eagle Road over Tyler Creek McLean Blvd over Tyler Creek
2. A preliminary scour assessment and evaluation of the existing National Street
bridge over the Fox River, including completion of the IDOT scour evaluation
form and the preparation of a Scour Evaluation Summary Report. A preliminary
scour assessment will include,but is not limited to,data collection of geological
and stream geomorphology information,and up to two evaluations one of which
will be based on IDOT's Bridge Scour Assessment Procedure. The tasks
associated with this scour evaluation are to be performed in 2008.
3. The professional services to be provided by the ENGINEER under this
Agreement have been divided into 2008 Calendar Year Services and 2009
Calendar Year Services. These services are funded under the Cost-Not-To
Exceed Fee identified in Section 4 of this Agreement.
4. The ENGINEER's inspections shall be limited to accessible areas of a structure
and shall be for structural evaluation only based upon readily available
information and observation of existing conditions. When making inspections of
a structure,it is required that certain assumptions be made regarding the existing
conditions, subsurface conditions or concealed elements of a structure. Due to
these limitations,ENGINEER cannot warrant or guarantee that it has discovered
all actual conditions concealed by same or all structural weaknesses, and will
base its recommendations upon its professional experience and opinions.
5. The ENGINEER shall perform these services with the same care, skill and
diligence as is normally possessed and exercised by member of the same
profession,currently practicing,under similar circumstances. No other warranty,
express or implied, is included in this Agreement or in any drawing,
specification, report, opinion, or other instrument of service, in any form or
media, produced in connection with the services.
C. A detailed Scope of Services is attached hereto and made a part hereof as Attachment
«A„
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder:
2008 Calendar Year Services
Anticipated Notice to Proceed Aug 15, 2008
Complete Data Collection Aug 22, 2008
Complete Routine Biennial Bridge Inspections Sept 27, 2008
Complete Preliminary Scour Evaluation for National St Sept 30, 2008
Complete Routine Bridge Inspection,Forms &Reports Oct 24, 2008
2009 Calendar Year Services
Anticipated Notice to Proceed June 1, 2009
Complete Data Collection June 15, 2009
Complete Routine Biennial Bridge Inspections July 15, 2009
Complete Routine Bridge Inspection,Forms &Reports Sept 1, 2009
B. A detailed project schedule for the Project is included as Attachment`B", attached
hereto and made a part hereof. Progress will be recorded on the project schedule and
submitted monthly as a component of the Status Report described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to the
project schedule.A brief narrative will be provided identifying progress,findings and
outstanding issues.
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3. WORK PRODUCTS
All work products prepared by the ENGINEER pursuant hereto including,but not limited to,
reports, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the 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.
4. PAYMENTS TO THE ENGINEER (Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of three(3.0)times the
direct hourly rate of personnel employed on this PROJECT, with the total fee,
including reimbursable expenses and sub-consultant fees, not to exceed $47,951
regardless of the actual costs incurred by the ENGINEER unless substantial
modifications to the scope of the work are authorized in writing by the DIRECTOR.
B. For outside services provided by other firms or subconsultants,the CITY shall pay
the ENGINEER the subconsultant's invoiced amount.
C. A summary of the ENGINEER's fee calculation,including a description and estimate
of the various reimbursable expenses is attached hereto and made a part hereof as
Attachment"C".
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 Attachment C,
and full payments for each task shall not be made until the task is completed and
accepted by the DIRECTOR.
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports (2C above) will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY to
inspect and audit all data and records of the ENGINEER for work done under this
Agreement. The ENGINEER shall make these records available at reasonable times
during the Agreement period, and for a year after termination of this Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any
time upon fifteen (15) days prior written notice to the ENGINEER. In the event that this
Agreement is so terminated, the ENGINEER shall be paid for services actually performed
and reimbursable expenses actually incurred prior to termination,except that reimbursement
shall not exceed the task amounts set forth under Paragraph 4 above.
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7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to
proceed and,unless terminated for cause or pursuant to Article 5,shall be deemed concluded
on the date the CITY determines in writing 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 DIRECTOR relative to a claim submitted by the ENGINEER, all work
required under this Agreement as determined by the DIRECTOR shall proceed without
interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement,such violation or breach shall
be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party, by reason of any default, fails within fifteen (15)days after
notice thereof by the other party to comply with the conditions of the Agreement,the other
party may terminate this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and
hold harmless the CITY,its officers,employees, agents,boards and commissions from and
against any and all claims, suits,judgments, costs, attorneys fees, damages or other relief,
including but not limited to workers compensation claims, in any way resulting from or
arising out of negligent actions or omissions of the ENGINEER in connection herewith,
including negligence or omissions of employees or agents of the ENGINEER arising out of
the performance of this Agreement. In the event of any action against the CITY,its officers,
employees, agents, boards or commissions, covered by the foregoing duty to indemnify,
defend and hold harmless such action shall be defended by legal counsel of the CITY's
choosing. The provisions of this paragraph shall survive any expiration,completion and/or
termination of this Agreement.
11. NO PERSONAL LIABILITY
No official, director,officer, agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provision of this Agreement or because of their
execution, approval or attempted execution of this Agreement.
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12. INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide,pay for and maintain in
effect,during the term of this Agreement,a policy of comprehensive general liability
insurance with limits of at least $1,000,000 aggregate for bodily injury and
$1,000,000 aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance naming
the CITY as additional insured. The policy shall not be modified or terminated
without thirty(30) days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled"Indemnification" shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance or
self-insurance programs afforded to the CITY. There shall be no endorsement or
modification of this insurance to make it excess over other available insurance,
alternatively,if the insurance states that it is excess or prorated,it shall be endorsed
to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. ENGINEER shall provide to CITY
Comprehensive Automobile Liability Insurance covering all owned,non-owned and
hired motor vehicles with limits of not less than$500,000 per occurrence for damage
to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineers Professional Liability
Insurance Covering claims resulting from error, omissions or negligent acts with a
combined single limit of not less than $1,000,000 per occurrence. A Certificate of
Insurance shall be submitted to the DIRECTOR as evidence of insurance protection.
The policy shall not be modified or terminated without thirty(30)days prior written
notice to the DIRECTOR.
13. CONSTRUCTION MEANS, METHODS, TECHNIQUES,SEQUENCES,
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means,methods,techniques,sequences or procedures,or for safety precautions
and programs in connection with the construction,unless specifically identified in the Scope
of Services.
14. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,there shall be no
discrimination against any employee or applicant for employment because of sex,age,race,
color,creed,national origin,marital status,of the presence of any sensory,mental or physical
handicap, unless based upon a bona fide occupational qualification, and this requirement
shall apply to, but not be limited to, the following: employment advertising, layoff or
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termination,rates of pay or other forms of compensation and selection for training,including
apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of
sex,race,color,creed,national origin, age except minimum age and retirement provisions,
marital status or the presence of any sensory,mental or physical handicap. Any violation of
this provision shall be considered a violation of a material provision of this Agreement and
shall be grounds for cancellation, termination or suspension, in whole or in part, of the
Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and
the assigns of the parties hereto; provided, however, that no assignment shall be made
without the prior written consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and
other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with
respect to each and every item,condition and other provision hereof to the same extent that
the ENGINEER would have been obligated if it had done the work itself and no assignment,
delegation or subcontract had been made. Any proposed subcontractor shall require the
CITY's advanced written approval.
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties hereto.
18. SEVERABILITY
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.
19. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define,limit or describe the
scope of intent of any provision of this Agreement, nor shall they be construed to affect in
any manner the terms and provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed,modified,discharged or extended except by
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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. There are no other
agreements,either oral or implied regarding the subject matter of this Agreement.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
22. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from the
DIRECTOR, nor will the ENGINEER make public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said documentation
becoming matters of public record.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any
work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result
of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid
rigging.
25. SEXUAL HARASSMENT
As a condition of this contract,the ENGINEER shall have written sexual harassment policies
that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse,investigative and complaint process available through the Illinois
Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights Act.
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A copy of the policies shall be provided by ENGINEER to the Department of Human Rights
upon request 775 ILCS 5/2-105.
26. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the 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.
27. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail,postage prepaid, addressed as follows:
A. As to CITY:
JOHN LOETE, P.E.
Director of Public Works
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
Craig Hetue, SE,PE
Project Manager
HNTB Corporation
111 North Canal Street, Suite 1250
Chicago, IL 60606
28. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance of this AGREEMENT that the
ENGINEER shall comply with all applicable Federal,State,City and other requirements of
law, including,but not limited to, any applicable requirements regarding prevailing wages,
minimum wage, workplace safety and legal status of employees. Without limiting the
foregoing, ENGINEER hereby certifies, represents and warrants to the CITY that all
ENGINEER'S employees and/or agents who will be providing products and/or services with
respect to this AGREEMENT shall be legal residents of the United States. ENGINEER shall
also at its expense secure all permits and licenses, pay all charges and fees and give all
notices necessary and incident to the due and lawful prosecution of the work, and/or the
products and/or services to be provided for in this AGREEMENT. The CITY shall have the
right to audit any records in the possession or control of the ENGINEER to determine
ENGINEER'S compliance with the provisions of this section. In the event the CITY
proceeds with such an audit the ENGINEER shall make available to the CITY the
ENGINEER'S relevant records at no cost to the CITY.
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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 EER:
By "liz - - BY
City Mana :r Vice re dent
Attest:
City Clerk
FALegal Dept\Agreement\ENGINEERING AGREEMENT-FORM-04-17-08.doc
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ATTACHMENT A
SCOPE OF SERVICES
ATTACHMENT A
SCOPE OF SERVICES
I. PROJECT DESCRIPTION
This project will include the routine inspection and evaluation of the CITY's 14 existing
highway bridges, update and submittal of the required Illinois Department of Transportation
(IDOT) inspection forms and documentation, and the preparation of bridge inspection reports
detailing the inspection findings, summarizing the necessary repairs, and providing an
estimate of probable construction cost.
This project will also include the preliminary scour assessment and evaluation of the existing
National Street bridge over the Fox River. If the preliminary scour assessment results in an
acceptable evaluation, HNTB will also complete the IDOT scour evaluation form.
HNTB will perform the following services pertaining to the project.
II. 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. Review the previous bridge inspection reports, and prepare copies of the previous
inspection reports for use during the inspection;
3. Organize inspection gear and equipment, and arrange for a boat to be used for the
visual inspection of the accessible underside elements at the structures over the
Fox River;
4. Obtain current copies of the IDOT inspection forms from the DOT Structure
Information Management System (SIMS) website. These forms will be used
during the actual inspections completed in accordance with IDOT guidelines.
B. Bridge Inspection &Evaluation
HNTB will perform one (1) routine field inspection and evaluation of the following
fourteen (14)bridges located in the City of Elgin.
During the 2008 calendar year, the following eight (8)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
A-1
ATTACHMENT A
SCOPE OF SERVICES
6. Big Timber Road over Tyler Creek
7. Highland Avenue over Sandy Creek
8. Shales Parkway over Poplar Creek
During the 2009 calendar year, the remaining six (6) bridges will undergo a routine
biennial inspection and evaluation:
1. National Street over the Fox River
2. Kimball Street over the Fox River
3. Riverside Drive between Highland Ave and Chicago Street
4. Eagle Road over Tyler Creek
5. Royal Boulevard over Tyler Creek
6. North McLean Boulevard over Tyler Creek
HNTB will perform the routine bridge inspections in accordance with the "Bridge
Inspector's Reference Manual"published by the USDOT/FHWA, National Bridge
Inspection Standards (NBIS), and the DOT "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 on the Big Timber Road and Shales Parkway structures, and the
corrugated metal at the McLean Boulevard structure will be visually inspected for
rusting, pitting, and section loss. The accessible concrete beams, girders, and arch
elements used on the other structures will be visually inspected for cracks, leaching,
spalling, and other deterioration.
Concrete substructure members above the waterline will be visually inspected and
randomly sounded to locate deteriorated areas. Abutments will be measured for
plumbness. The surface and underside of the bridge deck and sidewalks will be visually
inspected for cracking, heaving, leaching, spalling and other deterioration.
Bridge railings will be inspected for soundness, loose or missing rail sections, and loose
or missing anchor bolts securing the railing posts to the bridge structure. The approach
roadways and guide rails will be visually inspected for deterioration and anchorage to the
bridge structure.
Deficiencies and deterioration will be measured, digitally photographed, and recorded on
sketches for inclusion in the reports. The degree of deterioration will be compared with
the deterioration noted in the previous inspection reports to determine the recommended
course of action. All notes and deficiencies will be recorded in English units.
Hydraulic analysis and inspection, underwater inspections, the use of non-destructive
testing methods such as magnetic particle,ultrasound, or dye-penetrant, material testing,
pavement cores, paint adhesion testing, and geotechnical investigations are not
anticipated to be required for these biennial inspections, and have not been included in
this scope of services.
A-2
ATTACHMENT A
SCOPE OF SERVICES
The services for the preliminary scour assessment and evaluation of the National Street
structure are described in paragraph II-E of this Attachment. Scour assessment for the
other structures are not included in this scope of services.
C. DOT Forms and Documentation
Within 2 months of the field inspection, 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 (S 104)
2. Inventory Turnaround Report(S 105)
3. Key Route Turnaround Route Report (S 110)
4. Bridge Inspection Report form BBS-BIR-1 (MI)
HNTB will obtain copies of these documents from DOT-District 1 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.
The Bridge Record Report (form BLR 5903)is not required to be submitted to IDOT
District 1 as part of the biennial inspection, but will be included in the inspection report
for the City's reference. The Master Report(S 107)is automatically generated from
information provided from the first three reports listed above. Since the Master Report
contains no new information, it will not be included in the final report.
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 or
sketches as applicable.
The reports will be prepared using Microsoft Word software while estimates of probable
construction cost will be prepared using Microsoft Excel software. The City of Elgin will
receive two (2) printed copies of each inspection reports as well as an electronic copy of
each inspection report.
Each report will be printed on 8-1/2 by 11 inch paper, and either stapled or bound with a
plastic coil. 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.
E. Preliminary Scour Evaluation
HNTB will perform a scour assessment and evaluation of the existing National Street
bridge over the Fox River by performing the following tasks:
A-3
ATTACHMENT A
SCOPE OF SERVICES
Data Collection
HNTB will obtain estimated geological and stream geomorphology information by
utilizing various soil survey manuals and various governmental agency internet sites in
order to better estimate the site geology and the erosion/degradation potential of the
material located near the National Street bridge.
HNTB will review the information from FEMA, US Geological Society (USGS) and
IDOT-Water Resources to estimate river flow rates as well as past flooding along the Fox
River in the vicinity of the National Street structure. These agencies may also have
records from which the aggradation or degradation of the river stream bed may be
estimated.
HNTB will review existing plans, inspection data, and other available information for
National Street as well as the Chicago and Highland structures located just upstream from
National Street. This review will assist in determining items such as river depth, tributary
drainage area, channel opening at the bridge, and stream bed material based on visual
inspection.
Preliminary Scour Assessment and Evaluation
HNTB will use the information obtained during the Data Collection task to perform a
Bridge Scour Assessment Procedure (BSAP)task in accordance with general IDOT
guidelines outlined in IDOT's Circular Letter#96-7 dated April 22, 1996.
If a less than desirable scour evaluation rating is obtained using the BSAP,HNTB will
perform a Simplified Scour Analysis Method(SSAM) or apply some additional empirical
methods/calculations listed in the IDOT design manuals to evaluate the scour potential
at the National Street structure.
If the results from the BSAP or SSAM indicate that the National Street structure is not
scour critical according to the DOT classification ratings, HNTB will update the
necessary IDOT form and prepare a summary report as outlined in the following task
description.
If the results from the SSAM analysis indicate that the National Street structure is scour
critical according to the IDOT classification ratings, HNTB will notify the City personnel
about this result and will provide the City with a recommended additional course of
action. This additional course of action may include procurement and laboratory
analyses of soil borings, performing an underwater inspection to determine locations of
existing scour, and re-running a SSAM analysis again using updated parameters obtained
from the soil boring and underwater inspection activities. These additional services are
not in this contract at this time.
IDOT Form and Summary Report
If the Preliminary Scour Assessment and Evaluation results in an acceptable finding,
HNTB will update the IDOT Illinois Structure Information System (ISIS) database Item
A-4
ATTACHMENT A
SCOPE OF SERVICES
No. 113 "Scour Critical Evaluation" and submit this information to IDOT so that IDOT
can update their computer data base.
HNTB will also prepare a brief Summary Report that explains the procedures used during
the preliminary scour evaluation including: data used, sources of data, description of the
specific methodology(analytical or empirical) used during the evaluation and the final
results. HNTB will submit two (2)hard copies and one (1)electronic copy of this
summary report to the City for their records.
If the results from the SSAM analysis indicate that the National Street structure is scour
critical according to the DOT classification ratings,HNTB will notify the City personnel
about this result. Based on direction from the City, HNTB will complete the IDOT ISIS
database Item No. 113 and prepare the Summary Report indicating a scour critical rating,
or HNTB will wait until additional services have been performed before completing the
documentation associated with the scour evaluation of National Street over the Fox
River.
A-5
ATTACHMENT B
PROJECT SCHEDULE
ATTACHMENT B
CITY OF ELGIN
2008-2009 BRIDGE INSPECTION PROGRAM
ANTICIPATED SCHEDULE
2008
2008 Bridge Inspection Program AUGUST SEPTEMBER OCTOBER
PROJECT MANAGEMENT
DATA COLLECTION
Acquire/Review previous bridge inspection reports and data
Obtain IDOT inspection forms/prepare for new inspection
BRIDGE INSPECTIONS& EVALUATION
Highland Ave and Chicago St over the Fox River
6 Structures over various creeks
BRIDGE REPORTS& IDOT DOCUMENTATION City Review
QUALITY ASSURANCE/QUALITY CONTROL REVIEW
PRELIMINARY SCOUR EVALUATION OF NATIONAL ST BRIDGE (
2009
2009 Bridge Inspection Program JUNE JULY AUGUST
PROJECT MANAGEMENT
DATA COLLECTION
Acquire/Review previous bridge inspection reports and data
Obtain IDOT inspection forms/prepare for new inspection
BRIDGE INSPECTIONS& EVALUATION
Kimball St and National over the Fox River
3 Structures over various creeks and Riverside Drive
BRIDGE REPORTS& IDOT DOCUMENTATION City Review
QUALITY ASSURANCE/QUALITY CONTROL REVIEW
Notes: 1 -The dates for the 2009 services may be adjusted based on the actual Notice-to-Proceed for the 2009 services.
ATTACHMENT C
FEE
ATTACHMENT C
CITY OF ELGIN
2008 -2009 BRIDGE INSPECTION PROGRAM
ESTIMATE OF HNTB CONSULTANT FEE
2008 CALENDAR YEAR BRIDGES 2009 CALENDAR YEAR BRIDGES
LABOR PAYROLL & LABOR PAYROLL &
TASK DESCRIPTION HOURS RATE EXPENSES MULTIPLIER FEE HOURS RATE EXPENSES MULTIPLIER FEE
PROJECT MANAGEMENT 16 $55.00 $880 3.00 $2,640 13 $57.20 $744 3.00 $2,231
DATA COLLECTION 8 $45.00 $360 3.00 $1,080 6 $46.80 $281 3.00 $842
BRIDGE INSPECTIONS AND 60 $45.00 $2,700 3.00 $8,100 55 $46.80 $2,574 3.00 $7,722
EVALUATION
BRIDGE REPORTS AND 72 $40.00 $2,880 3.00 $8,640 54 $41.60 $2,246 3.00 $6,739
IDOT DOCUMENTATION
QUALITY ASSURANCE & 8 $54.00 $432 3.00 $1,296 6 $56.16 $337 3.00 $1,011
QUALITY CONTROL
1 PRELIMINARY SCOUR EVALUATION 40 $40.00 $1,600 3.00 $4,800
AT NATIONAL STREET BRIDGE
HNTB DIRECT EXPENSES $1,500 1.00 $1,500 $1,350 1.00 $1,350
(see next page)
SUBTOTALS 204 $28,056 134
$19,895
TOTAL HOURS 338
TOTAL FEE $47,951
ATTACHMENT C
CITY OF ELGIN
2008 -2009 BRIDGE INSPECTION PROGRAM
HNTB
ESTIMATE OF DIRECT EXPENSES
Kick-off Meetings, Management & Data Collection
2 Meetings x 1 vehicle/ meeting x$55/vehicle = $110
Year 2008 Bridge Inspections
Inspection Vehicle: 3 days x $65/day = $195
Inspection Boat
14-Ft Boat x $525/day x 1 Day = $525
Boat Operator x $55/hour x 8 hours = $440
Report and IDOT Form Printing (8 Bridges x $20/bridge) = $160
Mail, Messenger Service, Miscellaneous $70
Sub-total 2008: $1,500
Year 2009 Bridge Inspections
Inspection Vehicle: 3 days x $65/day = $195
Inspection Boat
14-Ft Boat x $525/day x 1 Day = $525
Boat Operator x $55/hour x 8 hours = $440
Report and IDOT Form Printing (6 Bridges x $20/bridge) = $120
Mail, Messenger Service, Miscellaneous $70
Sub-total 2009: $1,350
Total HNTB Direct Expenses: $2,850
The costs associated with inspecting the bridges are based on visual inspection.
The procurement of concrete deck cores and other non-destructive tests are not
anticipated for this project, and have not been included in the above estimated costs.
August 7, 2008
7
TO: Mayor and Members of the City Council
in,trttially,Stable
(:1),(;avtminor'
FROM: Olufemi Folarin, City Manager
John Loete, P.E., Public Works Director
SUBJECT: Engineering Service Agreement for 2008/2009 Bridge Inspection Program
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 to provide
engineering services associated with the inspection of City bridges.
RECOMMENDATION
It is recommended that the City Council approve the engineering agreement with HNTB
Corporation totaling $47,951 and authorize staff to execute the necessary documents.
BACKGROUND
This project provides for one above water inspection for each of 14 bridges over a two year
period and one underwater inspection for four bridges. The 2008 budget includes funding for the
inspection of eight highway bridges. In the 2009 budget, staff will request funds to inspect the
six remaining bridges. The completion of the highway bridge inspection program will maintain
the City's compliance with State of Illinois requirement for bridge inspection.
Seven consulting firms were invited to submit proposals on the bridge inspection program,
including T.Y. Lin International Inc., Lonco Inc., HLR-Hampton, Lenzini and Renwick, Inc.,
Collins Engineers Inc., HNTB Corporation, H.W. Lochner Inc., and CMT-Crawford Murphy &
Tilly Inc. Staff requested proposals for a two year period in order to provide consistency in
inspecting all of the Elgin's highway bridges and to coincide with State's inspection
requirements. A staff selection committee evaluated the four(4) submitted proposals with HNTB
Corporation being selected as the top-rated firm.
Upon selection, HNTB Corporation met with staff to finalize the project scope and negotiate
their fee. The final negotiated total fee for the two year duration of the agreement is $47,951.
The fee for 2008 is $28,056, and for 2009 is $19,895. A copy of the proposed Engineering
Services Agreement with HNTB Corporation is attached as Exhibit A.
Engineering Services Agreement for 2008-2009 Bridge Inspection Program
August 7, 2008
Page 2
The schedule for the bridge inspections is as follow:
No. Str. # Street/Crossing 2008 2009
1 045-3322 Big Timber Road/Tyler Creek ♦
2 016-6940 Bluff City Boulevard/Poplar Creek ♦
3 045-0058 Chicago Street/Fox River ♦
4 045-0059 Highland Avenue/Fox River ♦
5 Highland Avenue/ Sandy Creek ♦
6 016-6941 Shales Parkway/Poplar Creek ♦
7 016-0222 Villa Street/Poplar Creek ♦
8 016-2523 Villa Street/Willow Creek ♦
9 045-6305 Eagle Road/Tyler Creek
10 045-6301 Kimball Street/Fox River
11 045-6300 N. McLean Boulevard/Tyler Creek ♦
12 045-6304 National Street/Fox River ♦
13 045-6307 Riverside Drive between Highland and Chicago ♦
14 045-6306 Royal Boulevard/Tyler Creek ♦
A map showing the bridge locations is attached as Exhibit B.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
The cost of the two year agreement with HNTB Corporation will total $47,951. Funding for the
2008 portion ($28,056) of the Bridge Inspection Program is budgeted ($52,000) and available
($34,000) in the General Fund, account number 010-3311-752.30-03, "Architectural and
Engineering Contractual Services". The 2009 expenditure of$19,895 will be requested as part
of the next year's budget.
LEGAL IMPACT
None
Engineering Services Agreement for 2008-2009 Bridge Inspection Program
August 7, 2008
Page 3
ALTERNATIVES
1. The City Council may choose to approve the agreement for contractual services with
HNTB Corporation in the amount of$47,951.
2. The City Council may choose not to approve the agreement for contractual services with
HNTB Corporation, with possible consequences of State imposed penalties and
unchecked bridge deterioration.
3. The City Council may choose to request negotiation with a different consultant
engineering firm.
Respectfully submitted for Council consideration.
do
Attachment