HomeMy WebLinkAbout19-112 Resolution No. 19-112
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT NO. 1
WITH TROTTER AND ASSOCIATES FOR PROFESSIONAL SERVICES IN
CONNECTION WITH THE 2019 COLLECTOR STREET RESURFACING PROGRAM
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that
an exception to the requirements of the procurement ordinance is necessary and in the best
interest of the city; and
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are
hereby authorized and directed to execute Amendment Agreement No. 1 on behalf of the City of
Elgin with Trotter and Associates, for professional services in connection with the 2019
Collector Street Resurfacing Program, a copy of which is attached hereto and made a part hereof
by reference.
s/ David J. Kaptain
David J. Kaptain, Mayor
Presented: July 24, 2019
Adopted: July 24, 2019
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AMENDMENT AGREEMENT NO. 1
THIS AMENDMENT AGREEMENT No. 1 is hereby made and entered into this 24 thday
of July , 2019,by and between the City of Elgin, Illinois, a municipal corporation
(hereinafter referred to as the "City"), and Trotter and Associates, an Illinois corporation
(hereinafter referred to as "Engineer").
WHEREAS,the City and Engineer hereto have previously entered into an agreement dated
March 6, 2019 (hereinafter referred to as "Original Agreement"), wherein the City engaged the
Engineer to furnish certain professional services in connection with the City of Elgin 2019
Collector Street Resurfacing Program (hereinafter referred to as the "Project"); and
WHEREAS, the City has determined that the proposed scope of the Project should be
further modified to include the additional Supplemental Professional Engineering Services
described herein (hereinafter referred to as "Supplemental Services"); and
WHEREAS,the Original Agreement provides for a maximum payment of$98,000.00; and
WHEREAS,the parties hereto have determined and agree that the total maximum payment
for the Supplemental Services described in this Amendment Agreement No. 1 shall be in the
amount of$208,110.50; and
WHEREAS, the changes contemplated by this Amendment Agreement No. 1 are 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 undertakings provided herein,
and other good and valuable consideration,the receipt and sufficiency of which is hereby mutually
acknowledged, the parties hereto agree as follows:
1. The above recitals are incorporated into and made part of this Agreement as if fully recited
herein.
2. Section 1 of the Original Agreement is hereby further amended by adding a new additional
subparagraph D thereto to read as follows:
"D. The ENGINEER shall provide additional engineering services to
include design services beyond those identified in the original agreement
and required to finalize the project design, and construction engineering
services for the resurfacing of the streets and roadways included within the
PROJECT, which shall include the construction engineering services to be
provided as those tasks described within Attachment A-1 hereto, attached
hereto and made a part hereof (hereinafter referred to as the "Additional
Supplemental Services") for the following streets/roadways within the City
of Elgin:
• Larkin Avenue, S. McLean Blvd. to Monroe Street (just short of
Highland Ave.)
• Davis Road, IL Rte. 31 to 689' +1- west.
• W. Chicago Street, N. Clifton Avenue to Hamilton Avenue.
The ENGINEER shall perform such Additional Supplemental Services
according to the schedule as set forth in Attachment C-2."
3. That Section 2 of the Original Agreement is hereby further amended by adding the
following to the end of Subparagraph B:
"Engineer shall provide the Additional Supplemental Services provided for in Amendment
Agreement No. 1 in accordance with the schedule outlined herein and detailed in
Attachment B-1."
4. That Section 4 of the Original Agreement is hereby amended by adding the following
paragraph E and Payment Schedule to read as follows:
"E. For services described in Attachments A-1 and C-1,Engineer shall be paid at an hourly
rate for the classifications of personnel who perform work on this Project; provided,
however, that Engineer shall be paid a total maximum fee of$208,110.50 for the services
to be provided pursuant to this Amendment Agreement No. 1, regardless of the actual time
or actual costs incurred by the Engineer unless substantial modifications and scope of work
are authorized in writing by the City and approved pursuant to a further written amendment
to this Agreement. All costs are included in the not to exceed fee including direct costs,
additional design services requested by the City in the amount of$18,000.00, and for the
services as described in the Rubino Engineering, Inc. proposal dated June 11, 2019 in the
amount of$14,152.50. For the purposes of clarification, the total fees to be paid to the
Engineer pursuant to the Original Agreement and this Amendment Agreement No. 1 now
total $306,110.50. The detailed basis of the additional fee associated with Amendment
Agreement No. 1 is included in Attachment C-1 and is based on hourly rates of personnel
utilized."
Payment Schedule for Additional Supplemental Services
ESTIMATED ESTIMATED VALUE ESTIMATED INVOICE
DATE %COMPLETE OF WORK COMPLETE VALUE
8-1-2019 22% $45,784.00 $45,784.00
9-1-2019 35% $72,838.00 $27,054.00
10-1-2019 55% $114,460.00 $41,622.00
11-1-2019 70% $145,677.00 $31,037.00
12-1-2019 100% $208,110.50 $62,613.50
Total 100% $208,110.50
5. That except as amended in this Amendment Agreement No. 1 the Original Agreement shall
remain in full force and effect.
6. 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 No. 1 as of the date and year first written above.
CITY O COONNSULTANT
By: . / / ` f / Br
•
City Manager Colin Shulick, CFO
Trotter and Associates
At s • Attest: `�
4/(efid3,( A
City Clerk Its 1,xecut ve Assistant
Attachment A-1
CONSTRUCTION ADMINISTRATION
AND
CONSTRUCTION ENGINEERING ACTIVITIES
A. CONSTRUCTION ADMINISTRATION
I. General: The Construction Administrator will serve as the City of Elgin's representative
for the entire construction project as assigned by the City. As such he will function as an
extension of the City's staff and be responsible for overall implementation and
management of the project. The Construction Administrator will provide all Level I
management services. These services are defined as all management functions and
requirements over and above the daily routine project requirements. They will include
implementation ofCity policies, program administration. coordination and monitoring of
consultants and contractors providing overall management control and direction to insure
completion of the construction project in accordance with the City's objectives of cost,
time and quality.The Construction Administrator will work closely with and report to the
Director or his designee.
2. Specific Duties and Responsibilities:
a. Project Control:
Establish and maintain lines of communication, authority. and procedures for
coordination among the City. Director, Design Engineer, Contractors. and
Construction Engineer as needed to carry out the project construction requirements.
Provide a pre-construction video ofthe entire project.
b. Additional Services:
When required. identifies the need for, and retains professional services of a
surveyor, testing laboratories and other special consultants. and coordinates these
services during their performance.
c. Contract Requirements:
Administrates and monitors for the Director, contractors and other project
consultants. the contractual requirements for items such as insurance, bonds, and
general conformance with governmental regulations, including minority compliance.
d. Construction Monitoring:
Monitors the work ofcontractorsand construction engineer to insure adequate quality
control of the construction work and compliance with the design drawings,
specifications and other required regulations.
e. Scheduling:
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Works with the contractor and Construction Engineer to ensure that a workable
construction schedule is developed and agreed to by all parties. Provide for continuous
monitoring (WEEKLY UPDATES) of the schedule as construction progresses. Identify
potential variances between scheduled and probable completion dates. Review
schedule for work completed, not started or incomplete and recommend to the Director.
Construction Engineer and contractors, adjustments in the schedule to meet the
probable competition date. Provide summary reports of each monitoring and document
all changes in schedule.
Together with the Construction Engineer determine the adequacy of the contractor's
personnel and equipment and the availability of materials and supplies to meet the
schedule. Recommend courses of action to the Director when requirements of a
contract are not being met.
f. Shop Drawings:
Monitor the submittal of all shop drawings, catalog cuts and material selections by
the contractors and coordinate timely approval of the same by the Design Engineer.
Review and monitor on a continuing basis the delivery status of critical material and
equipment so as to prevent unnecessary delays.
g. Administration:
Handle all project administrative correspondence including preparation ()fall written
documents and correspondence requiring the City's signature and authorization.
Maintain a file on all project correspondence and records to include daily
construction reports prepared by the Design Engineer's field Construction Engineer.
h. Contractor's Payment:
Review and process for payment, though the Director. all applications by contractors
and design consultants for progress and final payments.
t. Change Orders:
Recommend necessary or desirable changes to the Director and the Design Engineer,
review requests for changes, and handle all administrative aspects to include
contractor negotiations, formal preparation and submission with recommendation to
the Director.
J. Cost Control:
Monitors all project costs and revises and refines the initially approved changes as
they occur and develop cash flow reports and forecasts as needed.
k. Job Meetings:
Conduct periodic (weekly in general) progress meetings with all associated parties to
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review construction progress, procedures, scheduling, design interpretation, problem
areas and overall coordination.
I. Reports:
Provide a timely weekly status reporting system to keep the City abreast ofall aspects
of the project which will: a) emphasize problem areas to the Director on a by-
exception basis; and b) present solutions for the problems which will enable
management to make decisions on a go-or-no-go basis.
m. Public Information:
Provides advance and current information to the public as necessary and appropriate.
Works with citizens directly impacted by contractor to protect citizen's interests.
n. Final Completion:
Together with the Design Engineer and Construction Engineer conduct a pre-final
inspection and develop a pre-final inspection and develop a pre-final punchlist for the
contractor. Upon competition of the pre-final punchlist notify the Director that a final
inspection is in order. Attend the final inspection with the Director and contractors.
Advise the Director when all punchlist work resulting from the final inspection has
been completed. Recommend. prepare, and process all final pay estimates through the
Director and insure final invoice is submitted to the Director within 30 calendar days
of the completion date.
o. As-built Drawings:
Review as-built drawings prepared by the Construction Engineer to insure adequate
information has been given to facilitate on-going maintenance work by the City.
Coordinate distribution of copies to the City Engineering, Public Works Operations
and Water Divisions as appropriate. A hard copy sufficient for review and electronic
format sufficient to download into the city's data base map required as final as-built
drawings.
B. CONSTRUCTION ENGINEER
I. General: The Design Engineer may serve as the City's on-site construction representative
for the construction project as the Construction Engineer. He will be responsible for the
general control and field inspection of the construction project and will provide all Level 2
management services. These services are defined as all management functions required for
day to day control of the project. They will include field inspection, design interpretation,
contract administration and general coordination and control ofthe day to day construction
activities of the contractor to insure timely completion and quality construction in strict
compliance with contract drawings and specifications. The Construction Engineer will
work closely with and report to the Construction Administrator.
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2. Specific Duties and Responsibilities
a. Liaison and Contract Control:
Assist and provide guidance to the contractors in understanding the intent of the
contract documents. Serve as the City's representative with the contractors working
principally through the contractor's project engineer and on-site superintendent.
Serve as the City's liaison with other local agencies, utility companies, state agencies,
businesses, etc. keeping them advised of day to day activities.
b. Review of Work. Rejection of Defective Work. Inspection and Testing:
I) Conduct on-site observations of the work in progress to determine that the project
is proceeding in accordance with the contract documents and that completed work
will conform to the requirements of the contract documents.
2) Instruct contractor to correct any work believed to be unsatisfactory, faulty or
defective or does not conform to the requirements of the contract documents, or does
not meet the requirements of any inspections, tests or approval required to be made:
and advise Construction Administrator of action taken and if any special testing or
inspection will be required.
3) Verify that tests are conducted as required by the contract documents and in
presence of the required personnel. and that contractors maintain adequate record
thereof; observe, record and report to Construction Administrator appropriate details
relative to the test procedures.
4) Perform or cause to have performed as applicable, all required field tests such as
concrete tests. soil compaction tests and insure such tests are made by as may he
specified. Analyze the results of all field and laboratory tests to determine the
suitability of materials tested. Unless the consultant has incorporated the Clean
Construction and Demolition Debris (CCDD) into the construction documents.
he/she shall be responsible for all costs to properly meet the requirements of the law.
5) Accompany visiting inspectors representing public or other agencies having
jurisdiction over the project, record the outcome of these inspections and report to
Construction Administrator.
c. Contractors Sug2estions and Requests:
Consider and evaluate suggestions and requests for modifications in drawings and
specifications which may be submitted by the. contractor and make
recommendations to the Construction Administrator with any time and cost
implications for final decision.
d. Shop Drawings:
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1) Review and approve shop drawings and samples, the results of tests and inspections
and other data which any contractor is required to submit, but only for conformance
with the design concept of the project and compliance with the information given in
the contract documents: determine the acceptability of substitute materials and
equipment proposed by contractor(s); and receive and review (for general content as
required by the specifications) maintenance and operating instructions, schedules.
guarantees, bonds and certificates of inspection which are to be assembled by
contractor(s) in accordance with the contract documents.
2) Record and maintain a shop drawing submittal and approval log and notify
contractor whenever submittals are lacking or untimely.
e. Schedules:
Review construction schedule. schedule of shop drawing submissions and schedule
of values prepared by the contractor. Be alert to the construction schedule and to
the conditions which max, cause delay in completion and report same to the
contractor and the Construction Adm in istrator in sufficient time to make
adjustments.
Conferences:
I) Attend periodic progress meetings scheduled by the Construction Administrator
with all associated parties to review the overall project status and problems.
2) Arrange a schedule of on-site job work meetings with the general contractor and
sub-contractors to review day to day requirements and problems. Maintain and
circulate copies of minutes thereof.
g. Contract Administration a n d Records:
I) Handle all day to day contract administration and associated correspondence in
accordance with the established procedures.
2) Maintain at the job site orderly files for correspondence, reports of job
conferences, shop drawings and sample submissions, reproductions of original
contract documents including all addenda, change orders, field orders, additional
drawings issued subsequent to the execution of the contract documents, progress
reports, and other project related documents.
3) Keep a diary or log book, recording contractor's hours on the job site, weather
conditions, data relative to questions of extras or deductions, list of visiting officials,
daily activities, decisions, observations in general and specific observations in more
detail as in the case of observing test procedures.
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4) Record names, addresses and telephone numbers ofall contractors. sub-contractors and
major suppliers of equipment and materials.
Ih. Reports:
Furnish Construction Administrator written reports as required of progress of the
work and contractor's compliance with the approved progress schedule and schedule of
shop drawing submissions.
i. Contractors Payment Requisition:
Review applications for payment with contractor for compliance with the established
procedure for their submission and forward them with recommendations to
Construction Administrator, noting particularly their relation to the schedule of
values, work completed, and materials and equipment delivered to the site.
J. Governmental Policies:
Review contractor EEO policies and other governmental mandated programs to
insure contractor compliance with the governing regulations.
k. Change Orders:
Perform initial evaluation of change orders and submit same to Construction
Administrator with recommendation and cost estimate breakdown for final approval and
processing.
I. As-built Drawings:
Maintain an accurate record of all field conditions and upon completion of the project
insure that the design drawings are revised to show the true as-built condition.
m. Final-Completion:
I) Together with the Construction Administrator conduct a pre-final inspection and
prepare and give to the contractor a pre-final punch list. Thereafter insure that the
contractor completes same in an expeditious fashion. Notify the Construction
Administrator in writing when all work is completed and ready for final payment.
2) Together with the Construction Administrator conduct a final inspection with the City
Engineer, Public Works Operations, and Water Division as appropriate, Project
Manager and the general contractor. Prepare a final punch list and thereafter insure that
the contractor completes same in an expeditious fashion. Notify the Construction
Administrator in writing when all work is complete and ready for final payment.
2019 City of Elgin Collector Street Resurfacing Program - Construction - ATTACHMENT B - 1
Trotter and Associates, Inc.
Project Lead: Phil Kazimier
Project Start Date: 7/15/2019(Monday)
Today's Date: 7/3/2019(Wednesday)
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Work Cal Days Days N N 0 N 0 0 N CO 0 N
WBS Task Lead Start End Days %Done Days Done Left Color 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
1 2019 Collector Street Resurfacing Program-Design PRK Mon 7/15/19 Frl 11/15/19 90 qAM 124 0 124 b MIIIIMEIMMINIIIMINIMMIIIIIIIM
1.1 Larkin Avenue Mon 7/15/19 Mon 9/23/19 50 aiill 71 0 71 1 4.-1111111.....1
1.2 West Chicago Street Mon 9/16/19 Fri 10/11/19 20 am 26 0 26 1 ...III
1.3 Davis Road Mon 10/14/19 Fri 11/01/19 15 am 19 0 19 1 ..
1.4 Punch List Mon 11/04/19 Thu 11/07/19 4 4 0 4 1
1.5 Punchlist Completion and Final Inspection Fri 11/15/19 Fri 11/15/19 1 1 0 1 1
2019 Collector Street Resurfacing Program -Attachment C-1
Estimated Person Hours
By Task& Classification
90 Working Days at 10 Hours per Day
Task/Description Project Project Engineer I Staff Hours Costs
Manager Coordinator _
2019 Collector Street Resurfacing Program-Construction
1 Addional Engineering Design Services $18,000.00
2 Pre-Construction Video 4 4
3 Pre-Construction & Progress Meetings 16 40 56
4 Shop Drawings 6 6
5 Construction Observation 180 1020 1200
6 Documentation 90 90
7 QA Material Testing 6 6 $14,152.50
8 Construction Administration &Coordination 40 10 50 $350.00
9 Contractor Pay Requests 16 16
10 Change Orders 4 4
11 Pre-Final Punchlist 12 12
12 Final Walkthrough 2 4 6
13 Contract Closeout 2 16 18
Total Hours 240 10 1218 1,468
Hourly Rate$/HR $186 $186_ $106
Labor Cost $44,640 $1,860 $129,108 TOTAL= $175,608.00
Note:Direct Costs Trotter and Associates-$18,000 Additional Engineering Design Services
Note:Direct Costs Trotter and Associates-$350 Incidentals, Copying, Mail
Note:Direct Costs Rubino Engineering-$14,152.50 QA Material Testing
PROJECT TOTAL $208,110.50
Trotter and Associates, Inc.
Proposed 2019 Schedule of Hourly Rates- Exhibit A
Classification 2019 Billing
Rate
Engineering Interr $ 54 00
Engineer Level I 5 10600
Engineer Level 11 $ 11800
Engineer Lev el III $ 12900
Engineer Level IV $ 14400
Engineer Level V $ 163 00
Engineer Level VI $ 188 00
Engineer VII $ 198 00
Engineer VIII $ 224 00
Principal Engineer $ 228 00
Technician Level I $ 98 00
Technician Level II $ 11200
Technician Level III $ 13000
Technician Level IV $ 14200
Senior Technician $ 156 00
GIS Specialist I $ 98 00
GIS Specialist II $ III 00
GIS Specialist Ill $ 14600
Clerical Level I $ 64 00
Clerical Level II $ 76 00
Clerical Level III $ 88 00
Survey Technician Level I $ 66 00
Survey Technician Level I. $ 79 00
Survey Crew Chief $ 15600
Professional Land Surveyor $ 188 00
Department Director $ 186 00
Foreman'• $ 185 00
Prevailing Wage Survey Worker•• $ 181 00
Sub Consultants
Reimbursable Expenses
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