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HomeMy WebLinkAbout19-119 Resolution No. 19-119 RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT NO. 1 WITH HAMPTON, LENZINI AND RENWICK, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE 2019 STREET RESURFACING PROGRAM — SWAN 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 an Amendment Agreement No. 1 on behalf of the City of Elgin with Hampton, Lenzini and Renwick, Inc., for professional services in connection with the 2019 Street Resurfacing Program—SWAN, a copy of which is attached hereto and made a part hereof by reference. s/ David J. Kaptain David J. Kaptain, Mayor Presented: August 14, 2019 Adopted: August 14, 2019 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk . AMENDMENT AGREEMENT NO. l THIS AMENDMENT AGREEMENT No. 1 is hereby made and entered into this 14th day of August , 2019, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the "City"), and Hampton, Lenzini and Renwick, a Delaware corporation, authorized to do business in the State of Illinois (hereinafter referred to as "Engineer"). WHEREAS,the City and Engineer hereto have previously entered into an agreement dated February 27,2019(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 Street Resurfacing Program - SWAN (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$64,330.00;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$192,966.00; 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 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"). The ENGINEER shall perform such Additional Supplemental Services according to the schedule as set forth in Attachment C-1." 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$192,966 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. 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 $257,296.00. 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 as described in Attachment D-1." Payment Schedule for Additional Supplemental Services ESTIMATED ESTIMATED VALUE ESTIMATED INVOICE DATE %COMPLETE OF WORK COMPLETE VALUE July 30, 2019 5% $9,648.30 $9,648.30 August 30, 2019 30% $57,889.80 $48,241.50 September 30, 2019 55% $106,131.30 $48,241.50 October 30, 2019 80% $154,372.80 $48,241.50 November 30, 2019 95% $183,317.70 $28,944.90 December 30, 2019 100% $192,966.00 $9,648.30 TOTAL $192,966.00 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. I as of the date and year first written above. CITY OF .IN CONSULTANT By: L% ��fi/' By: City Manager Its nsert tit P(e * i- lcab A -s • Attest:�� City Cler Its Executive Assistant �r o'p. rr�ertl ATTACHMENT A-1 SCOPE OF SERVICE 2019 ELGIN RESURFACING PROGRAM -SWAN Hampton,Lenzini and Renwick, Inc.(HLR)is pleased to submit the following scope of service for the 2019 Resurfacing Program. It is understood that the following streets will be included in the resurfacing program: • North/South Streets o S. Commonwealth Avenue from Morgan Street to South Street (Approximately 1,350 feet) o Marguerite Street from Morgan Street to South Street (Approximately 1,550 feet) o Wilcox Avenue from Route 20 to South Street(Approximately 2,500 feet) o Vandalia Street from Orange Street to Walnut Avenue (Approximately 1,300 feet) o Wabash Avenue from Orange Street to Walnut Avenue(Approximately 1,300 feet) o Gertrude Street from Morgan Street to Walnut Avenue (Approximately 1,650 feet) o Union Street from approx. 125 ft South of Union Court to South Street(Approximately 650 feet) o S. Commonwealth Avenue from Eerie Street to Larkin Avenue(Approximately 2,800 feet) • East/West Streets o Kate Street from Marguerite Street to Vandalia Street (Approximately 950 feet) o Washburn Street from S. Commonwealth Avenue to Moseley Street - Omit Washburn from Jewett Street to Orchard Street due to concurrent projects) (Approximately 2,700 feet) o Oak Street from Marguerite Street to Jewett Street(Approximately 2,000 feet) o Orange Street from S. Commonwealth Avenue to Jewett Street(Approximately 2,400 feet) o Union Court(Approximately 700 feet) o Unnamed Alley between Adams Street and Morgan Street from Wilbur Street to Lindburg Court (Approximately 2,000 feet) • Total Resurfacing Length=23,850 feet=4.5 miles The program also includes the channelization improvements at the intersection South Street / Walnut Avenue / Marguerite Street. This will include minor pavement reconstruction,curb and gutter, and sidewalk for the improvement necessary to provide right-turn only from Northbound Marguerite and Westbound South Street. Below is the proposed Scope of Services for the 2019 Elgin Resurfacing Project. 1. Contractor Document Submittals: HLR will review contractor submittals such as shop drawings and mix designs and make recommendation to the City on their approval or rejection. 2. Project Start: HLR will coordinate construction start with the Contractor(s), the City, local businesses/residents, and any other impacted stakeholders. 3. Project Layout: HLR will layout the project limits and location of improvements prior to Contractor mobilization for all resurfacing limits,sidewalk replacement,and curb and gutter replacement. 4. Construction Observation: HLR's Resident Engineer will monitor all work being done to ensure construction is completed according to the intent of the plans and project specifications. a. Materials Testing: HLR will coordinate materials testing services with a subconsultant and review all testing reports. b. Materials Inspection: HLR will collect all material documentation and review to ensure compliance. c. Documentation: HLR will complete all necessary documentation on a daily basis. d. Weekly Reports: HLR will prepare and distribute weekly reports consisting of the week's work and any anticipated change in project schedule. e. Contractor/Sub-consultant Submittals: HLR will review all certified payrolls and invoices to confirm accuracy. f. Resident Coordination: HLR will update Elgin 311 with project status and includes coordination with all residents as necessary through the project. Particular attention will be given to residents with mobility issues. 5. Project Close-out: HLR will ensure the project is closed out in a timely manner and construction is 100% complete. a. Punch-list: HLR will prepare the final punch list with City staff, submit to the contractor, and ensure timely completion of remaining items. b. As-Builts: HLR will prepare any necessary as-built drawings. c. Final Documentation: HLR will prepare and submit final pay estimates, review contractor final invoicing, and submit Final Documentation Packet to the City 6. Follow-Up: HLR will follow up with the City to ensure the project has closed out successfully and confirm our services are fully completed under the current agreement ATTACHMENT B-1 DETAILED PROJECT SCHEDULE 2019 ELGIN RESURFACING PROGRAM The following is the anticipated schedule for this project: • Bid Opening—July 5, 2019 • Bid Award—July 24, 2019 • Pre-Construction Meeting—August 12, 2019 • Beginning of Construction—August 19, 2019 • Construction Completion—November 11,2019 ATTACHMENT C-1 -COST BREAKDOWN lLIW R CITY OF ELGIN PROPOSED ENGINEERING SERVICES 2019 ELGIN STREET RESURFACING -SWAN Employee Classification Task Description E6 El T3 T2 SUR SUR Al Direct Costs Hours Fee 1. CONSTRUCTION ENGINEERING Project Administration and QA/QC 16 16 $ 2,720.00 Pre-Construction Services Pre-Construction Meeting 2 8 8 I 18 $ 1,996.00 Kick-Off/Resident Meetings 2 8 8 18 $ 1,996.00 Construction Notification Letters 2 8 8 8 26 $ 2,492.00 Utility Coordination 2 8 8 18 $ 1,996.00 Project Setup and Quantity Review 2 48 48 I 98 $ 10,276.00 Construction Services Verify Construction Layout 12 16 16 44 $ 5,064.00 Construction Observation/Documentation(11 weeks of construction 10 270 440 270 990 $ 106,680.00 with 5-10 hours of overtime per week) Traffic Control/Site Cleanliness Monitoring 40 40 $ 4,880.00 Progress Meetings 4 8 12 $ 1,656.00 Stakeholder Coordination 4 40 44 $ 5,560.00 QA Material Testing(Rubino Engineering) $ 20,000.00 0 $ 20,000.00 Post-Construction Services Punchlist and Final Inspection 8 24 18 I 50 $ 6,178.00 Final Agreement to Quantities 2 24 18 I 44 $ 5,158.00 As-Built Drawings 1 8 8 I 17 $ 1,986.00 Permit Closing and Job Box Submittal 5 64 54 123 $ 14,328.00 Total 60 350 740 368 16 16 8 $ 20,000.00 1558 $ 192,966.00 6/20/2019 1 of 1 ATTACHMENT D-1 EMPLOYEE CLASSIFICATIONS AND RATES 2019 ELGIN RESURFACING PROGRAM Employee Classification 2019 Rates PRINCIPAL $ 210.00 ENGINEER 6 $ 170.00 ENGINEER 5 $ 152.00 ENGINEER 4 $ 145.00 ENGINEER 3 $ 125.00 ENGINEER 2 $ 105.00 ENGINEER 1 $ 85.00 STRUCTURAL 2 $ 187.00 STRUCTURAL 1 $ 150.00 TECHNICIAN 3 $ 122.00 TECHNICIAN 2 $ 105.00 TECHNICIAN 1 $ 75.00 INTERN/TEMPORARY $45.00 LAND ACQUISITION $ 122.00 SURVEY 2 $ 125.00 SURVEY 1 $ 100.00 ENVIRONMENTAL 2 $ 130.00 ENVIRONMENTAL 1 $ 70.00 ADMINISTRATION 2 $ 122.00 ADMINISTRATION 1 $62.00 These rates will remain in effect through December 31, 2019. In the event our services are required after that date, we will submit revised rates to be utilized through December 31, 2020.