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HomeMy WebLinkAbout09-217 Resolution No. 09-217 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH ENGINEERING ENTERPRISES, INC. FOR THE BIG TIMBER ROAD FROM MC LEAN BOULEVARD TO ILLINOIS ROUTE 31 (STATE STREET) RESURFACING PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R. Stegall, 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 for the Big Timber Road from McLean Boulevard to Illinois Route 31 Resurfacing Project,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: October 14, 2009 Adopted: October 14, 2009 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk AGREEMENT THIS AGREEMENT is hereby made and entered into this /1-i ' day of 2009, by and between the CITY OF ELGIN, Illinois, a municipal corporation (hereinafter referred to as "CITY")and Engineering Enterprises, Inc., an Illinois corporation (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the CITY's Federal Aid Big Timber Road(McLean Blvd. to State Street) Local Agency Pavement Preservation (LAPP) Improvements(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, for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the CITY and ENGINEER hereby agree that the CITY hereby retains ENGINEER to act for and represent CITY in the engineering matters involved in the PROJECT as set forth herein, subject to the following terms, conditions and stipulations: I. 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 "DIRECTOR." B. The ENGINEER shall furnish professional engineering services following federal aid procedures including but not limited to a topographic survey of the project limits, examination of current conditions within the PROJECT limits, investigate soil or pavement conditions by borings,preparation of a preliminary PROJECT plan and cost estimate,review of that preliminary PROJECT plan with City staff, preparation of final design drawings and contract documents for the LAPP roadway improvements, processing of all required submittals to appropriate government agencies, evaluating bids received and preparing recommendation for contract award. C. A detailed Scope of Services is attached hereto and made a part hereof as Attachment ''A - 2 - II.PROGRESS REPORTS A. ENGINEER shall comply with the PROJECT milestone outline schedule described below. B. A detailed PROJECT schedule for the PROJECT is attached hereto and made a part hereof as Attachment "A", which PROJECT schedule shall be adhered to by ENGINEER, and which shall be of essence of this Agreement. Progress relative to the aforementioned PROJECT schedule shall be recorded and submitted on a monthly basis to CITY by ENGINEER as a component of the status report described in subsection C below. C. The ENGINEER will submit to the DIRECTOR a monthly status 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 to the ENGINEER. IV. PAYMENTS TO THE ENGINEER(Not To Exceed Method) A. For services provided the ENGINEER shall be paid at the hourly rate for the classifications of personnel who perform work on this PROJECT, with the total fee not to exceed $ 65,000.00 regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are made and amendments to the maximum payment provided for herein. The calculation of the not to exceed cost plus the Standard Schedule of Charges is of the essence of this Agreement, and is attached hereto and made a part hereof as Attachment "B." B. For outside services provided by other firms or sub-consultants, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER. Any such invoiced fees to ENGINEER shall be included with and construed as part of the above-referenced maximum payable amount. C. All costs are included in the not to exceed fee including direct costs. D. The CITY shall make periodic payments to the ENGINEER based upon actual - 3 - progress within 30 days after receipt and approval of invoice. Said periodic payments to the ENGINEER shall not exceed the amounts shown in the following schedule,and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. PAYMENT NO. 1 - $45,000.00 Kick-Off Meeting with City, Introduction of Project Team Discuss Project Schedule with IDOT and Receive Section Numbers Complete Topographic Survey Obtain Terracon Phase II Cores/Boring Proposal Perform Field Visits/Lay Out Core Locations Terracon On Site to Perform Cores/Boring Work Preliminary Information Submittal to IDOT Prepare Plans &Specifications in Accordance with LAPP Guidelines Progress Meeting with City Obtain Terracon Phase III Testing Proposal Prepare Draft Phase III Engineering Agreement for City Staff Review Internal QC/QA of Plans &Specifications Submit Preliminary PS&E to City& IDOT(Bureau of Local Roads - Marilin Solomon)** 6- Plans(11x17) 6-Specifications (Special Provisions, BDE Special Provisions, LR SP, Check Sheets,etc.) 2- BDE 220A—Estimate of Time Required 2- Estimate of Cost(with percentage by line item breakdown) 2 - BDE 213 —Estimate of Cost(with prices) 2 -BDE 213—Estimate of Cost(without prices) Submit to CMAP and State Clearinghouse Additional Submittal to IDOT(Bureau of Local Roads -Temi Latinwo) Job Number Request Form Draft Phase III Engineering Agreement(BLR 05611) Draft Joint Agreement(BLR 05310) PAYMENT NO. 2 - $20,000.00 Receive Review Comments from City&IDOT Complete Revisions to Plans &Specifications Internal QC/QA of Plans&Specifications Final PS&E Submittal to IDOT(Bureau of Local Roads- Marilin Solomon) 1 -Plans (Full Size &Mylar) 2 -Plans(11x17) 4 -Specifications (Special Provisions, BDE Special Provisions, LR SP, Check Sheets, etc.) 4 -BDE 220A—Estimate of Time Required 4- BDE 213—Estimate of Cost(with prices) 1 -4 - 3 - BDE 213 —Estimate of Cost(without prices) 3 - Cost Breakdowns for the LSUM Items 1 - Dispositions of Comments IDOT's Original Markups V. INVOICES A. The ENGINEER shall in voices submit m oices in a format approved by the CITY. Progress reports as provided for herein shall be included. 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. 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; provided, however, that such payment shall not exceed the total fee maximum or task amounts set forth under Paragraph IV above. VII. 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 VI or IX, shall be deemed concluded on the date the CITY determines that all of the ENGINEER's work under this agreement is completed and accepted by CITY. 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. 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 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 -5 - 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 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 such 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 termination, completion or expiration of this agreement. 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 written in occurrence form 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. • - 6 - Such Certificate of Insurance shall include,but not be limited to,coverage for the obligations assumed by ENGINEER pursuant to Article X herein entitled "Indemnification". Such above-referenced 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 written in occurrence form 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. 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, of the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit • -7 - 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 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. XVII. 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, except to such extent as may be specifically provided for herein. 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 - 8 - 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. 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. 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. 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 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. XXV. 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; • - 9 - 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 775 ILCS 5/2-105. 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. 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 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. XXVIII. 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: - 10 - THOMAS W. TALSMA Vice President Engineering Enterprises, Inc 52 Wheeler Road Sugar Grove, Illinois 60554 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 BY Y LII City Clerk City Manager (SEAL) For the ENGINEER: Dated this 8th day of September, A.D., 2009 A iTBST: B / ► �i Ul Byt Y Sep Vice President (SEAL) ATTACHMENT A City of Elgin Big Timber Road LAPP Improvements(Potential Reallocated ARRA Funding) • McLean Boulevard to State Street(IL 31) Project Scope and Tentative Schedule' • September 2009 Scope of Services Work Item Projected Dates Prepare Draft Phase II Engineering Agreement for City Staff Review 9/8/2009 Submit Phase II Engineering Agreement to City Council for Approval gill/2009 City Council Approves Phase II Engineering Agreement TBD Kick-Off Meeting with City,Introduction of Project Team 9/18/2009 Obtain Section Number/Potential Kick-Off Meeting at IDOT TBD Obtain Topographic Survey 9/21/09-9/25/09 Obtain Terracon Phase II Cores/Boring Proposal 9/21/2009 Perform Reid Visits/Lay Out Core Locations 9/23/2009 Terracon On Site to Perform Cores/Boring Work 9/25/2009 Prepare Plans&Specifications in Accordance with LAPP Guidelines 9/28/09-10/9/09 Preliminary Information Submittal to IDOT(Bureau of Local Roads-Solomon) 10/6/2009 BLR 33410-Local Agency Pavement Preservation(LAPP)Approval • • Location Map Existing and Proposed Typical Sections Progress Meeting with City 10/6/09(Approx.) Internal QC/CIA of Plans&Specifications 10/6/09-10/16/09 Submit Pre-Screening Submittal to City&IDOT(Bureau of Local Roads-Marilin Solomon) 10/9/2009 1-Plan Sets(11x17) 1-Specifications(Special Provisions,BDE Special Provisions,LR SP,Check Sheets,etc.) 1-BDE 220A-Estimate of Time Required 1-Estimate of Coat(with percentage by line item breakdown) 1-BDE 213-Estknate of Cost(with prices) 1•BIDE 213-Estimate o1 Coat(without prices) 1-Cost Breakdown for the LSUM Items Job Number Request Form Submittal to!DOT(DOT.01.BLRSO IIllnois.gov) 10/9/2009 Complete Revisions to Plans&Specifications from Pre-Screen Subrrittal 10/14/09-10/16/09 Submit Pre-Final PS&E to City&IDOT(Bureau of Local Roads-Medlin Solomon)" 10/16/2009 8-Plan Sets(11xt7) • 8-Specifications(Special Provisions,BOE Special Provisions,LR SP,Check Sheets,etc.) 8•BDE 220A-Estimate of Time Required 8-Estimate of Cost(with percentage by line item breakdown) 8-BDE 213-Estimate of Cost(with prices) 8-BDE 213-Estimate of Cost(without prices) 8-Cost Breakdowns for the LSUM Items Receive Review Comments from City&100r-ASSUMES 6 WEEK REVIEW TIME 11/25/2009 Complete Revisions to Plans&Specifications from Pre-Final Submittal 11/30/09-12/4/09 Obtain Terracon Phase Ill Testing Proposal 11/30/2009 Prepare Draft Phase III Engineering Agreement and Joint Agreement for State/City Review 12/4/2009 Internal OC/CA of Plans&Specifications 12/7/09-12/11/09 Final PS&E Submittal to IDOT(Bureau of Local Roads-Marilin Solomon) 12/14/2009 1-Plan Set(Full Size&Mylar) 2-Plan Sets(11x17) 4-Specifications(Special Provisions,BDE Special Provisions,LR SP,Check Sheets,etc.) 4-BDE 220A-Estimate of Time Required 4-Estimate of Cost(with percentage by line item breakdown) 4-BDE 213-Estimate of Cost(with prices) 3-BCE 213-Estimate of Cost(without prices) 3-Cost Breakdowns for the LSUM Items 1-Dispositions of Comments !DOTS Original Markups Draft Agreement Submittal to IDOT(DOT.DI.BLRSOillinois.gov) 12/14/2009 Draft Phase III Engineering Agreement(BLR 05611) Draft Joint Agreement(BLR 05310) Submit to CMAP and Slate Clearinghouse 12/14/2009 Submit Phase III Engineering Agreement&Joint Agreement to City Council for Approval 1/20/2010 i City Reviews.Processes and Approves Agreements 1/20/10-2/17/t0 Submit Phase III Engineering Agreement&Joint Agreement to IDOT for Approval 2/18/2010 Stale Letting 3/5/2010 Project Award 3/26/2010(Approx.) Project Execution 4/18/2010(Approx.) Preconstruction Meeting at IDOT 4/23/2010(Approx,) Construction Begins 4/26/2010(Approx.) 'All dates are subject to change Per Region One's Letting Schedule,plans should be first submitted by October 18,2009 for the March 5,2010 letting• GiPublk:\Elgim2009hE00908 Big Timber Road LAPP(McLean Blvd.to State St.)\ExhibitsWttachment A Project Scope and Schedule ENGINEERING ENTERPRISES,INC. Attachment B-Summary of Professional Engineering Services DATE: 818/2 CONSULTING ENGINEERS ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST ENTERED BY: TVW PROFESSIONAL ENGINEERING SERVICES-PHASE II ENGINEERING Big Timber Road LAPP Project , McLean Boulevard to State Street(IL 31) City of Elgin,Kane and Cook Counties,Illinois ENGINEERING _ DRAFTING SURVFYINO ADMIN. Ea E3 E-2 El P4 P4 Pa E-1 T4 T4 T4 E-1 P-6 T-4 T-3 Ad WORK WORK SENOR SENIOR SENOR ' SENIOR' SENIOR SENOR ITEM COST ITEM PRINCIPAL PRINCIPAL PROJECT PROJECT PROJECT PROJECT PROJECT PROJECT PROJECT PROJECT PROJECT PROJECT PROJECT PROJECT SENIOR ADMW. HOUR PER NO, WORK ITEM ENGINEER ENGINEER MANAGER MANAGER ENGINEERN-9 ENGINEER I ENGINEER MANAGER TECH TBCIW. TECNN. MANAGER SURVEYOR I TECHK TECeN ASSIST. BUNK ITEM 'WORK PHASE ENGINEERING t.01 Conduct Pro ect Kick-oft Meeting with City Staff and IDOT 4 4 4 2 14 $ 1,824 t 02 Perform Topouraphl0 Survey 16 24 36 36 tt.Y j 11,820 1.03 TPerform FleurRaviaw/Confirm Conditions 18 te_ 1/348_ 8 5,808 1.04'Obtain and Review Ez90 0g Pavement Thickness Data 4 4 3 468 1.05 rPrepare and Submit Prehmiriary Information to!DOT 4 4 12 8 1,488 1.06 Prepare Plans 8 Specifications in Accordance with LAPP Guidelines 4 16 80 36 40 176$ 20,378 1.07'Conduct Progress Meeting with C1N Stag 4 4 4 6 18 ; 2,128 1.08'Internal OC/QA of Plans and s:«citicatione 2 E to $ 1.42e 1.09'IDOT Adminstrative Prc ect CoQKlIrlpt.on 8 32 24 64 5 8,520 1.10'Prepare Documents and Submit to CIy1Ap End Stale Cleamirrohouse 4 4 1.11 -Prepare and Sumbit Revised(Final)PSBE to CM Staff and IDOT 8 16 6 j2 8 1 604 8 50 ; 5.604 ,Design rs~�i u En5irre.tng Total 0 1E 4 98 0 _ 1600 60 0 0 52 0 16 24 34 38 14 518 $ 60,492 Pro}ect Total I 0 I 1e 1 4 I 96 I 0 I 160 1 60 1 0 I o I 62 1 o I 16 I 24 I $6 I 36 1 14 1 516 1$ 80,492 FEE SCHEt. LE AS OF O1/01168 DIRECT COSTS Senior Pnrcr a:Engineer Ea 0 Nara 0 $171 per hots f0 Poi pke 51.500 M PC Er �. 91^eB E-3 18 hoursO $162 par tour Al' $2.918 Slppkes 8 Ikea. $500 Senior Propcl Hanauer E-2 4 tour O $150 per hour a $600 Terracon;GeutecMacal) $3 000 ProteclManager E-1 112 hours O $138 per hour$15458 sgirlorr?Meet Entlneer/Planner.Surveyor II P-6 0 tours 0 $128 Par haw.' $0 PSenior PTolecl Ervprawr/Planner/Surveyor I P-5 184 hours O 9117 per ho r $21,528 DIRECT EXPENSES. $4,500 roiecl Enpneer/Planner/Surveyor Pa 60 hours O $108 ` per hour= $SO 'Senior Project TecMidan II T4 0 tours • Sill raw.) 80 I� Senior Pro-ect Technician 1 T-5 52 tours • $108 Per hour.' $5,616 Protect Technician chrc0 T-3 36 hours • 'Project senior T hrnda0 309 per lour.; $3.684 r -. 4c T-3 38 hams O S90 wlmour= $3244 -. Adm,Nstraave Assistant A3 14 hours • $78 per hour_ $1 092 ns . HOURLY TOTAL. 616 TOTAL EEI LABOR 1 $80,492 TOTAL LABOR EXPENSESE LABOR = TOTAL CONTRACT COSTS.- ,,,, GP IcUElpnt000FEG0406139 T1nt4r riow LAPP(Atiren E91 to Sure Sr l'Ear tae4Manman B-Sumrnay d Nolo...Engineering$rnsw•B994044 91EGOe0S 52 Wheeler Road • Sugar41°Pir Grove, IL 60554 TEL: 630 / 466-6700 FAX: 830 / 468-6701 ATTACHMENT C wwW,eeiweb.com Englnaering January 1, 2008 Enterprlsas, Inc. EMPLOYEE DESIGNATION CLASSIFICATION HOURLY RATE Senior Principal E-4 $171.00 Principal E-3 $162.00 Senior Project Manager E-2 $150.00 Project Manager E-1 $138.00 Senior Project Engineer/Planner/Surveyor II P-6 $126.00 Senior Project Engi;eer/Planner/Surveyor I P-5 $117.00 Project Engineer/Planner/Surveyor P-4 $108.00 Senior Engineer/Planner/Surveyor P-3 $ 99.00 Engineer/Planner/Surveyor P-2 $ 90.00 Associate Engineer/Planner/Surveyor P-1 $ 81.00 Senior Project Technician 11 T-6 $117.00 Senior Project Technician I T-5 $108.00 Project Technician T-4 $ 99.00 Senior Technician T-3 $ 90.00 Technician T-2 $ 81.00 Associate Technician T-1 $ 72.00 Administrative Assis ant A-3 $ 78.00 CREW RATES, VEHICLES AND REPROGRAPHICS 1 Man Field Crew with Standard Survey Equipment $129.00 2 Man Field Crew with Standard Survey Equipment $201.00 1 Man Field Crew with RTS or GPS * $159.00 2 Man Field Crew with RTS or GPS * $231.00 Vehicle for Construction Observation $ 15.00 In-House Scanning and Reproduction $0.25/Sq. Ft. (Black & White) $1.00/Sq. Ft. (Color) `RTS=Robotic Total Station 7 GPS=Global Positioning System (iTr•ub' Elgin 2n.rG:1,00S 941 Prir.*r Road tyPP;h^:';i.ean B?- .tc:Stat8 Si:.)Agraerlo.tt`.STADS0'08.DOC Consulting Engineers Specializing in Civil Engineering and Land Surveying G \�� City of Elgin Agenda Item No. .411)FE0 • September 17, 2009 TO: Mayor and Members of the City Council '"�' FROM: Sean R. Stegall, City Manager d. ,� City Commuter?! Stable ,I" David Lawry, General Services roup Director SUBJECT: Design Engineering Services with Engineering Enterprises, Inc. for Big Timber Road from McLean Boulevard to Illinois Route 31 (State Street) PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider an agreement with Engineering Enterprises, Inc. (EEI) for design engineering services for the resurfacing of Big Timber Road from McLean Boulevard to Illinois Route 31 (State Street). RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute the Engineering Services Agreement with EEI in the not-to-exceed amount of$65,000. BACKGROUND On March 24, 2009, EEI, on behalf of the City, submitted an application to the Kane/Kendall Council of Mayors (KKCOM) for the use of federal funds from the Surface Transportation Program (STP) to resurface Big Timber Road from Illinois Route 31 (State Street) to Randall Road. Due to funding constraints, the project limits were reduced to the section between McLean and Big Timber Road. An agreement for the design of this section was awarded to EEI at the May 13, 2009 City Council meeting. KKCOM reviewed the application and has noted the project as a top priority to receive funding in 2010 from its Local Agency Pavement Preservation Projects (LAPP) program. This program provides federal funding in the amount of 80% of the cost of construction and construction engineering. The local agency is responsible for the cost of design engineering and 20% of the construction and construction engineering cost. In early October it is expected that the KKCOM will reallocate un-programmed funds to various agencies. The un-programmed funds are a result of agencies not able to encumber their funds and a result of good bid prices not requiring all of the estimated funding. It is staff's belief that with the reallocation, the section of Big Timber between McLean and Randall will have its funding source changed from LAPP (80%) to American Reinvestment and Recovery Act (ARRA) (100%). The section of Big Timber from McLean to Illinois Route 31 (State Street) • Big Timber from McLean to Illinois Route 31 Design Engineering September 17, 2009 Page 2 will be eligible for those LAPP funds or ARRA funds if sufficient funds are available for reallocation. The KKCOM advertised a call for projects in 2008. The City presented 10 projects of which Summit was ranked number one and Big Timber was ranked third. The second ranked project is in North Aurora and is currently programmed for funding. By authorizing the subject agreement, a design can be submitted to IDOT prior to KKCOM reallocation and places Elgin in a very good position to receive additional funding given the projects previous rank and given a completed design. The estimated construction/construction engineering total cost for this project is $1,330,000. The City's 20% share is applied to the construction cost of $1,100,000 and to the phase III engineering cost of $165,000 for a total local agency cost of $253,000. In addition, the City must pay 100% of the cost of design engineering ($65,000) for a total local agency cost of $318,000. In order to ensure that the federal funds are secured and allocated in 2010, the City must complete plans and specifications and have the project ready for a March 5, 2010 bid letting. The subject Engineering Services Agreement with EEI will accomplish that task. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None FINANCIAL IMPACT The agreement with EEI will total $65,000. This project was not originally budgeted but can be accommodated as a result of reallocating funds originally budgeted for the Spartan Drive Section 2 Construction project. The total current budget for Spartan Drive Section 2 Construction project is $5,033,680 with $4,678,835 encumbered for the construction of Spartan Drive and $354,844 remains available in account number 276-0000-791.93-80, Major Repairs/Public Ways, project number 339783. Spartan Drive Section 2 costs were divided evenly between the City of Elgin and Elgin Community College. Therefore, the $354,844 balance is truly only half that amount or $177,422. A budget transfer will be required to utilize these funds for Big Timber from McLean Boulevard to Illinois Route 31 (State Street) design engineering. The City's 20% share of the cost of construction and engineering observation on the Big Timber project (approximately $253,000) is not budgeted and will need to be included as part of the requests in the upcoming 2010 budget process. Unless additional funds or a new funding source is secured, a previously funded project will need to be postponed or eliminated to undertake this project. Big Timber from McLean to Illinois Route 31 Design Engineering September 17, 2009 Page 3 EGAL IMPACT None ALTERNATIVES 1. The City Council may choose to approve the Engineering Services Agreement with Engineering Enterprises Inc. in the amount of$65,000. 2. The City Council may choose not to approve the Engineering Services Agreement with Engineering Enterprises Inc. in the amount of$65,000. Respectfully submitted for Council consideration. Attachments �OFB4C o M .'a. Memorandum City of Elgin a;Pp......, \ • `9PA TED Vt*. Date: October 21, 2009 To: Cyndy Fowler,Administ ssistant From: Jennifer Quinton, Deputy City Clerk Subject: Resolution No. 09-217, Adopted at the October 14, 2009, Council Meeting Enclosed you will find the agreement listed below. Please retain a copy for your records. If you have any questions please feel free to contact our office 847-931-5660 and we will do our best to assist you. Thank you. • Agreement with Engineering Enterprises, Inc. for the Big Timber Road from McLean Boulevard to Illinois Route 31 (State Street) Resurfacing Project