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1 •
Resolution No. 11-93
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT NO. 1 WITH
COLLINS ENGINEERS, INC. FOR THE 2010-2011 BRIDGE
INSPECTION AND MAINTENANCE PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall, City Manager, and Jennifer Quinton, Acting City Clerk, be and are hereby
authorized and directed to execute Amendment Agreement No. 1 with Collins Engineers, Inc. on
behalf of the City of Elgin for the 2010-2011 Bridge Inspection and Maintenance Project,a copy of
which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: June 8, 2011
Adopted: June 8, 2011
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Jennifer Quinton
Jennifer Quinton, Acting City Clerk
AMENDMENT AGREEMENT No. 1
THIS AMENDMENT AGREEMENT No. 1 is hereby made and entered into this 8th day of
June , 2011, by and between the City of Elgin, Illinois, a municipal corporation
(hereinafter referred to as the "City"), and COLLINS ENGINEERS, INC., an Illinois
professional service corporation (hereinafter referred to as "Engineer").
WHEREAS, the City and Engineer hereto have previously entered into an agreement dated May
26, 2010 (hereinafter referred to as "ORIGINAL AGREEMENT"), wherein the City engaged the
Engineer to furnish certain professional services in connection with the 2010-2011 Bridge
Inspection and Maintenance Agreement (hereinafter referred to as the "Project"); and
WHEREAS, the parties hereto have determined it to be in their best interest to amend Original
Agreement; and
WHEREAS, the City has determined that the proposed scope of the Project should be modified
to include Bridge Scour Analysis, Bridge Data Collection, and Bridge Record File (hereinafter
referred to as "Additional Services"); and
WHEREAS, the Original Agreement provides for a maximum payment of$92,233.38; and
WHEREAS, the parties hereto have determined and agree that the total maximum payment for
the Additional Services described in this Amendment Agreement No. 1 shall be in the amount of
$73,544.34; and
WHEREAS, the Original Agreement as amended by this Amendment Agreement No. 1 will
provide for a total amount of$165,777.72 which constitutes an increase of 80 percent (%) over
the amount of the Original Agreement; and
WHEREAS, the circumstances necessitating the change in performance contemplated by this
amendment were not reasonably foreseeable at the time Original Agreement was signed; the
change contemplated by this Amendment Agreement No. 1 is germane to the Original
Agreement as signed; and this Amendment Agreement No. 1 is in the best interests of City and is
authorized by law.
NOW, THEREFORE, for and in consideration of the mutual promises and covenants provided
for herein, and other good and valuable consideration, the sufficiency of which is hereby
mutually acknowledged, the parties hereto agree as follows:
1. The above recitals are incorporated into and made a part of this agreement as if fully
recited hereby.
2. That Section 1 of the Original Agreement is hereby amended by adding the following
subparagraph D to read as follows:
"D. The Engineer shall provide Additional Services for the Project which includes
bridge scour assessment and analysis, bridge scour countermeasures, data collection from
bridge structures and establish an electronic bridge records file."
3. That Section 1 of the Original Agreement is hereby amended by adding the following
subparagraph E to read as follows:
"E. Engineer shall furnish Additional Services for the Project as outline herein and
• detailed in Attachment A-1."
4. That Section 2 of the Original Agreement is hereby amended by adding the following
subparagraph D:
"D. Engineer shall provide the Additional Services and all its products before
December 31, 2011."
5. That Section 4 of the Original Agreement is hereby amended by adding the following
paragraph F to read as follows:
"F. For Additional Services described in Attachment A-1, Engineer shall be paid at a
rate of 2.85 times the direct hourly rate of personnel employed on the Project at a
dollar amount of $73,544.34 with a total fee for the Original Agreement as
amended by this Amendment Agreement No. 1 of$165,777.72, regardless of the
actual time or actual costs incurred by the Engineer unless substantial
modifications to the Scope of Work are authorized in writing by the City. The
detailed basis of the additional fee associated with Amendment Agreement No. 1
is included in Attachment B-1 and is based on hourly rates of personnel utilized."
6. That except as amended in this Amendment Agreement No. 1 the Original Agreement
shall remain in full force and effect.
7. That in the event of any conflict between the terms of the Original Agreement, and the
provisions in this Amendment Agreement No. 1, the provisions of this Amendment
Agreement No. 1 shall control.
IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment
Agreement as of the date and year first written above.
CITY OF ELGIN CONSULTANT
By:arc r� /�
City Manager - Its P sident
Attest: Attest:
Acting C. Clerk Its e etary
- 1
ATTACHMENT A-1
2010-2011 BRIDGE INSPECTION AND MAINTENANCE AGREEMENT
AMENDMENT AGREEMENT No. 1 - Supplemental Scope of Services
The tasks to be performed under the Amendment to the 2010-2011 Bridge Inspection and
Maintenance Program are required due to federal regulations that have been implemented by the
Federal Highway Administration(as the National Bridge Inspection Standards—NBIS) to ensure
compliance with the Code of Federal Regulations. The items to be performed in 2011 as part of
this supplement are:
• Perform Bridge Scour Assessment Procedure (BSAP) for Shales Parkway over Poplar
Creek Structure Number(SN) 016-6941. The scour assessment consists of preparing
engineering calculations to determine the proper scour rating that is required to be
included in the bridge inventory database.
• Perform Bridge Scour Assessment Procedure (BSAP) for Eagle Road over Tyler Creek
SN 045-6305. This is the same work that is mentioned above for SN 016-6941.
• Perform Level II Scour Analysis and provide plans for countermeasures for Kimball
Street over the Fox River SN 045-6301. This work includes determining the estimated
scour elevation and preparing contract documents that detail the necessary scour
countermeasures.
• Gather inventory data and complete all Illinois Department of Transportation(IDOT)
initial inspection/inventory forms for Bowes Creek Blvd over IL Central Railroad SN
045-6023. This work was never performed at the completion of the bridge's construction
and is required for inclusion in the bridge inventory database.
• Perform initial inspection and gather inventory data and perform Bridge Scour
Assessment Procedure (BSAP) for South Street over Otter Creek SN 045-6310. This is
the same work that is mentioned above for SN 016-6941 and for SN 045-6023.
• Establish an electronic bridge file with bridge records for each structure. Scan the
documents and organize pertinent structure information into PDF files. The electronic
bridge file could be updated with each year's inspection/repair/damage information as
required by NBIS Guidelines.
COST PLUS FIXED FEE
COST ESTIMATE OF CONSULTANT SERVICES
FIRM Collins Engineers Inc. DATE 05/03/11
PSB OVERHEAD RATE 1.7
PRIME/SUPPLEMENT COMPLEXITY FACTOR 0
DBE OVERHEAD IN-HOUSE Outside SERVICES %OF
DROP ITEM MANHOURS PAYROLL & DIRECT FIXED Direct BY DBE TOTAL GRAND
BOX FRINGE BENF COSTS FEE Costs OTHERS TOTAL TOTAL
(A) (B) (C) (D) (E) (F) (G) (H) (B-G)
Planning w/IDOT 12 647.64 1,198.13 663.70 2,509.47 3.41%
Inspections/Scour 308 13,962.00 25,829.72 39,791.72 54.11%
Electronic Bridge File 80 3,143.20 5,814.92 8,958.12 12.18%
Management, QA/QC 10 638.98 1,182.12 1,821.10 2.48%
Geotechnical (Sub) 15,463.93 15,463.93 21.03%
Survey(Sub) 5,000.00 5,000.00 6.80%
n
2
m
Z
co
Subconsultant DL 0.00 0.00 0.00% N
TOTALS 410 18,391.82 34,024.89 663.70 0.00 0.00 20,463.93 0.00 73,544.34 100.00%
DBE 0.00%
.
ATTACHMENT B-lb
PAYROLL RATES
FIRM NAME Collins Engineers, Inc. DATE May 3, 2011
PRIME/SUPPLEMENT
PSB NO.
ESCALATION FACTOR 3.00%
CLASSIFICATION CURRENT RATE PROPOSED RATE CALCULATED RATE
Senior Engineer (E5) $54.81 $56.45
Engineer (E3) $40.47 $41.68
Junior Engineer (El) $26.00 $26.78
CADD Technician $29.76 $30.65
•
�I PORT TO MAYOR& MEMBERS OF CITY COUNCIL E LG I NJ
THE CITY IN THE SUBURBS"
AGENDA ITEM: B
MEETING DATE: May 25, 2011
ITEM:
Amendment No. 1 to the Agreement with Collins Engineers, Inc. Adding Services to the 2010-
2011 Bridge Inspection and Maintenance Program
($73,544)
OBJECTIVE:
Ensure the city's bridge infrastructure is safe, properly inventoried and in compliance with fed-
eral and state regulations and guidelines.
RECOMMENDATION:
Amend the current professional services agreement with Collins Engineers, Inc. to add the addi-
tional services in the amount of$73,544.
BACKGROUND
The original agreement with Collins Engineers, Inc. (Collins) for the 2010-2011 Bridge Inspection
and Maintenance Program consisted of above-water inspection for fourteen bridges and con-
struction management for maintenance work on thirteen bridges. Above-water inspections in-
clude inspection of the bridge deck, support beams and pier probing for any undermining. Con-
struction management includes contract document preparation, field observation for mainten-
ance and repair work based upon the inspections. The original engineering services agreement
for the subject project in the amount of $92,233.38 was awarded by city council on May 26,
2010.
The pier probing inspection at the Kimball Street Bridge indicated considerable scour in the ten
piers—particularly the downstream section—exposing the supporting piles. These findings trig-
gered a "below acceptable" ranking in the Illinois Department of Transportation (IDOT) data-
base. IDOT accordingly requested a plan of action to remedy this situation and ensure the safe-
ty of the bridge and its users. In order to provide a plan of action, a comprehensive analysis is
needed to determine the appropriate work remedy (Level II Scour Analysis).
Due to bridge characteristics and time frame, IDOT directed the city to update the "Bridge
Scour Assessment Procedure" for the Shales Parkway and Eagle Road bridges. The city, as the
bridge owner, is mandated by federal and state law to comply with the request from IDOT. The
additional services include assessment of bridge scour, design of scour countermeasures, col-
lection of bridge data and creation of an electronic bridge inventory database for all city
bridges. The additional services will allow Collinsto investigate, evaluate, provide specific coun-
termeasures and prepare contract documents to be bid by the city to correct any identified
scour problem. A separate construction project will be required to implement the countermea-
sures. Amendment No. 1 will provide the bid documents to bid the construction project.
When a new bridge is accepted for ownership by the city, it's maintenance becomes subject to
IDOT's regulations. (By example, after the Bowes Creek Boulevard Bridge over the Illinois Cen-
tral Railroad was accepted by the city, it became subject to IDOT rules.) All new bridges require
an "initial inspection form" to be completed and filed with IDOT this year. In addition, the IDOT
database system triggered an "initial inspection form" to be filed for the existing South Street
culvert, just west of Randall Road. As indicated previously, federal and state law mandates a
bridge owner to respond and comply. The additional services will allow Collinsto gather inven-
tory data and complete mandated and applicable IDOT forms.
In an effort to improve IDOT's bridge infrastructure database and ensure bridge safety and
functionality, IDOT and the Federal Highway Administration often update bridge owner's du-
ties, responsibilities and requirements. A comprehensive electronic bridge file with bridge data,
plans, inspection reports, inspection schedule and other information for each structure has re-
cently been mandated by IDOT. The amendment for additional services will allow Collins to
compile the information and create the electronic bridge file in compliance with IDOT and fed-
eral regulations. This comprehensive electronic bridge file will allow the city to manage the ex-
isting and future bridge infrastructure by consolidating current paper base files into a single dig-
ital file. In addition, all bridge files will be kept in a larger digital file.
This electronic bridge file will allow staff to more efficiently schedule inspections, schedule and
track maintenance and repairs and record upgrades and changes. In addition, it allows staff to
comply with IDOT's mandates. Attachment A is a location map of bridges that require scour
analysis and countermeasures and a list of the city's bridges under IDOT mandates.
OPERATIONAL ANALYSIS
The amendment to Collins' professional services agreement, included as Attachment B, will
provide for the bridge scour assessment and scour susceptibility for the Shales Parkway, Kimball
Street and Eagle Road bridges. It will also update the inventory data for the Bowes Creek Boule-
vard and South Street bridges. In addition, an electronic bridge file will be created which will
contain inventory data for all of the city's bridges, under IDOT regulations, in compliance with
the Federal Highway Administration's National Bridge Inspection Standards.
The scour assessment and countermeasure design will provide the city with bid specifications
to address bridge deterioration due to natural erosion. If the identified deficiencies are not ad-
dressed, the piles supporting the bridge below the river level will eventually fail. Failure would
require complete closure of the Kimball bridge and would result in much costlier repairs. The
2
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comprehensive bridge file will allow easy data retrieval, inspection scheduling, database up-
dates and better budget planning.
INTERESTED PERSONS CONTACTED
None.
FINANCIAL ANALYSIS
Amendment No. 1 to the Agreement with Collins Engineers, Inc. will total $73,544.34. Of the
total, $20,463.93 will fund geotechnical and survey work, $39,791.72 will fund scour analysis
and countermeasures design, $8,958.12 will fund electronic bridge file work and $4,330.57 will
fund administrative cost.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
Riverboat 275-0000-791.93-36 339996 $200,000 $114,834
LEGAL IMPACT
None.
ALTERNATIVES
The city council may choose not to authorize Amendment No. 1 to the Agreement with Collins
Engineers, Inc. and direct staff to request proposals from other engineering firms to perform
the required services.
NEXT STEPS
1. Execute the amendment.
2. Issue directive to the engineering firm to begin work.
3
Originators: Omar Santos, Engineer I
Joe Evers, City Engineer
David L. Lawry, Public Services Director
Final Review: Colleen Lavery, Chief Financial Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Approved:
Sean R. Stegall, City Manager
ATTACHMENTS
A. Project location map and bridge list
B. Amendment No. 1 to Agreement
4
Exhibit A
A-1 Location Map — Scour Inspection & Analysis
A-2 Bridge Inventory List
EXHIBIT A-1 - SCOUR INSPECTION & ANALYSIS
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(Kane)
Elgin Streets (Cook)
. ,., Elgin City Limits
-• ; ._ KIMBALL STREET OVER ` ;
3 w Water
FOX RIVER BRIDGE
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EAGLE ROAD OVER ;,.
TYLER CREEK BRIDGE 1 ,
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EXHIBIT A-2 BRIDGES INVENTORY LIST
# STRUCTURE NUMBER STREET NAME FEATURE
1 045-3322 BIG TIMBER ROAD TYLER CREEK
2 016-6940 BLUFF CITY BOULEVARD POPLAR CREEK
3 045-6023 BOWES CREEK BOULEVARD ILLINOIS CENTRAL RR
4 045-0058 CHICAGO STREET FOX RIVER
5 045-3131 CRAWFORD ROAD BOWES CREEK
6 045-6302 DAMISCH ROAD TYLER CREEK
7 045-6305 EAGLE ROAD TYLER CREEK
8 045-0059 HIGHLAND AVENUE FOX RIVER
9 045-3144 HIGHLAND AVENUE PINGREE CREEK
10 HIGHLAND AVENUE SANDY CREEK
11 045-6301 KIMBALL STREET FOX RIVER
12 045-6308 LYLE AVENUE TYLER CREEK
13 045-6300 MCLEAN BOULEVARD TYLER CREEK
14 045-6304 NATIONAL STREET FOX RIVER
15 045-6307 RIVERSIDE DRIVE PARKING GARAGE
16 045-6306 ROYAL BOULEVARD TYLER CREEK
17 016-6941 SHALES PARKWAY POPLAR CREEK
18 045-6310 SOUTH STREET OTTER CREEK
19 016-0222 VILLA STREET POPLAR CREEK
20 016-2523 VILLA STREET WILLOW CREEK
Exhibit B
Amendment No. 1 to Engineering Service Agreement
2010-2011 Bridge Inspection and Maintenance
Program
AMENDMENT AGREEMENT No. 1
THIS AMENDMENT AGREEMENT No. 1 is hereby made and entered into this day of
, 2011, by and between the City of Elgin, Illinois, a municipal corporation
(hereinafter referred to as the "City"), and COLLINS ENGINEERS, INC., an Illinois
professional service corporation (hereinafter referred to as"Engineer").
WHEREAS, the City and Engineer hereto have previously entered into an agreement dated May
26, 2010 (hereinafter referred to as"ORIGINAL AGREEMENT"), wherein the City engaged the
Engineer to furnish certain professional services in connection with the 2010-2011 Bridge
Inspection and Maintenance Agreement(hereinafter referred to as the "Project"); and
WHEREAS, the parties hereto have determined it to be in their best interest to amend Original
Agreement; and
WHEREAS, the City has determined that the proposed scope of the Project should be modified
to include Bridge Scour Analysis, Bridge Data Collection, and Bridge Record File (hereinafter
referred to as"Additional Services"); and
WHEREAS,the Original Agreement provides for a maximum payment of$92,233.38; and
WHEREAS, the parties hereto have determined and agree that the total maximum payment for
the Additional Services described in this Amendment Agreement No. 1 shall be in the amount of
$73,544.34; and
WHEREAS, the Original Agreement as amended by this Amendment Agreement No. 1 will
provide for a total amount of$165,777.72 which constitutes an increase of 80 percent (%) over
the amount of the Original Agreement; and
WHEREAS, the circumstances necessitating the change in performance contemplated by this
amendment were not reasonably foreseeable at the time Original Agreement was signed; the
change contemplated by this Amendment Agreement No. 1 is germane to the Original
Agreement as signed; and this Amendment Agreement No. 1 is in the best interests of City and is
authorized by law.
NOW, THEREFORE, for and in consideration of the mutual promises and covenants provided
for herein, and other good and valuable consideration, the sufficiency of which is hereby
mutually acknowledged,the parties hereto agree as follows:
1. The above recitals are incorporated into and made a part of this agreement as if fully
recited hereby.
2. That Section 1 of the Original Agreement is hereby amended by adding the following
subparagraph D to read as follows:
"D. The Engineer shall provide Additional Services for the Project which includes
bridge scour assessment and analysis, bridge scour countermeasures, data collection from
bridge structures and establish an electronic bridge records file."
3. That Section 1 of the Original Agreement is hereby amended by adding the following
subparagraph E to read as follows:
"E. Engineer shall furnish Additional Services for the Project as outline herein and '
detailed in Attachment A-1."
4. That Section 2 of the Original Agreement is hereby amended by adding the following
subparagraph D:
"D. Engineer shall provide the Additional Services and all its products before
December 31, 2011."
5. That Section 4 of the Original Agreement is hereby amended by adding the following
paragraph F to read as follows:
"F. For Additional Services described in Attachment A-1, Engineer shall be paid at a
rate of 2.85 times the direct hourly rate of personnel employed on the Project at a
dollar amount of $73,544.34 with a total fee for the Original Agreement as
amended by this Amendment Agreement No. 1 of$165,777.72, regardless of the
actual time or actual costs incurred by the Engineer unless substantial
modifications to the Scope of Work are authorized in writing by the City. The
detailed basis of the additional fee associated with Amendment Agreement No. 1
is included in Attachment B-1 and is based on hourly rates of personnel utilized."
6. That except as amended in this Amendment Agreement No. 1 the Original Agreement
shall remain in full force and effect.
7. That in the event of any conflict between the terms of the Original Agreement, and the
provisions in this Amendment Agreement No. 1, the provisions of this Amendment
Agreement No. 1 shall control.
IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment
Agreement as of the date and year first written above.
CITY OF ELGIN CONSULTANT
By: By:
City Manager Its President
Attest: Attest:
City Clerk Its Secretary
ATTACHMENT A-1
2010-2011 BRIDGE INSPECTION AND MAINTENANCE AGREEMENT
AMENDMENT AGREEMENT No. 1 - Supplemental Scope of Services
The tasks to be performed under the Amendment to the 2010-2011 Bridge Inspection and
Maintenance Program are required due to federal regulations that have been implemented by the
Federal Highway Administration (as the National Bridge Inspection Standards—NBIS)to ensure
compliance with the Code of Federal Regulations. The items to be performed in 2011 as part of
this supplement are:
• Perform Bridge Scour Assessment Procedure(BSAP)for Shales Parkway over Poplar
Creek Structure Number(SN)016-6941. The scour assessment consists of preparing
engineering calculations to determine the proper scour rating that is required to be
included in the bridge inventory database.
• Perform Bridge Scour Assessment Procedure (BSAP) for Eagle Road over Tyler Creek
SN 045-6305. This is the same work that is mentioned above for SN 016-6941.
• Perform Level II Scour Analysis and provide plans for countermeasures for Kimball
Street over the Fox River SN 045-6301. This work includes determining the estimated
scour elevation and preparing contract documents that detail the necessary scour
countermeasures.
• Gather inventory data and complete all Illinois Department of Transportation (IDOT)
initial inspection/inventory forms for Bowes Creek Blvd over IL Central Railroad SN
045-6023. This work was never performed at the completion of the bridge's construction
and is required for inclusion in the bridge inventory database.
• Perform initial inspection and gather inventory data and perform Bridge Scour
Assessment Procedure (BSAP) for South Street over Otter Creek SN 045-6310. This is
the same work that is mentioned above for SN 016-6941 and for SN 045-6023.
• Establish an electronic bridge file with bridge records for each structure. Scan the
documents and organize pertinent structure information into PDF files. The electronic
bridge file could be updated with each year's inspection/repair/damage information as
required by NBIS Guidelines.
COST PLUS FIXED FEE
COST ESTIMATE OF CONSULTANT SERVICES
FIRM Collins Engineers Inc. DATE 05/03/11
PSB OVERHEAD RATE 1.7
PRIME/SUPPLEMENT COMPLEXITY FACTOR 0
DBE OVERHEAD IN-HOUSE Outside SERVICES %OF
DROP ITEM MANHOURS PAYROLL & DIRECT FIXED Direct BY DBE TOTAL GRAND
BOX FRINGE BENF COSTS FEE Costs OTHERS TOTAL TOTAL
(A) (B) (C) (D) (E) (F) (G) (H) (B-G)
Planning w/IDOT 12 647.64 1,198.13 663.70 2,509.47 3.41%
Inspections/Scour 308 13,962.00 25,829.72 39,791.72 54.11%
Electronic Bridge File 80 3,143.20 5,814.92 8,958.12 12.18%
Management,QA/QC 10 638.98 1,182.12 1,821.10 2.48%
Geotechnical (Sub) 15,463.93 15,463.93 21.03%
Survey(Sub) 5,000.00 5,000.00 6.80%
c�
m
Z
c
Subconsultant DL 0.00 0.00 0.00%
TOTALS 410 18,391.82 34,024.89 663.70 0.00 0.00 20,463.93 0.00 73,544.34 100.00%
DBE 0.00%
ATTACHMENT B-lb
PAYROLL RATES
FIRM NAME Collins Engineers, Inc. DATE May 3, 2011
PRIME/SUPPLEMENT
PSB NO.
ESCALATION FACTOR 3.00%
CLASSIFICATION CURRENT RATE PROPOSED RATE CALCULATED RATE
Senior Engineer (E5) $54.81 $56.45
Engineer (E3) $40.47 $41.68
Junior Engineer (El) $26.00 $26.78
CADD Technician $29.76 $30.65
ELGIN
THE CITY IN THE SUBURBS`
DATE: June 16, 2011
TO: Omar Santos, Engineer I
FROM: Jennifer Quinton, Acting City Clerk
SUBJECT: Resolution No. 11-93, Adopted at the June 8, 2011, Council Meeting
Enclosed you will find the agreement listed below. Please distribute this agreement to the other
party and keep a copy for your records if you wish. 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.
• Resolution 11-93 Adopted Authorizing Execution of Amendment Agreement No. 1 with
Collins Engineers, Inc. for the 2010-2011 Bridge Inspection and Maintenance Project