HomeMy WebLinkAbout20-37Resolution No. 20-37
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT NO. 4 WITH HR GREEN,
INC. FOR CONSTRUCTION ADMINISTRATION AND INSPECTION SERVICES IN
CONNECTION WITH THE 2020 COMBINED SEWER SEPARATION PROJECT -BLUFF
CITY BOULEVARD PHASE II
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. 4 on behalf of the City
of Elgin with HR Green, Inc. for construction administration and inspection services in connection
with the 2020 Combined Sewer Separation Project -Bluff City Boulevard Phase II, a copy of which
is attached hereto and made a part hereof by reference.
s/ David J. Kaptain
David J. Kaptain, Mayor
Presented: March 26, 2020
Adopted: March 26, 2020
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/ Kimberly Dewis
Kimberly Dewis, City Clerk
AMENDMENT AGREEMENT No. 4
THIS AMENDMENT AGREEMENT No. 4 is hereby made and entered into this 18 day of
March , 2020, by and between the City of Elgin, Illinois, a municipal corporation
(hereinafter referred to as the "CITY"), and HR Green, Inc. an Iowa corporation (hereinafter
referred to as `ENGINEER").
WHEREAS, the City and Engineer hereto have previously entered into an agreement dated
February 27, 2013 wherein the CITY engaged the ENGINEER to furnish certain professional
services in connection with the 2013 Combined Sewer Separation Project — Bluff City Boulevard
Phase I (hereinafter referred to as "the Original Agreement" and the "PROJECT"); and
WHEREAS, the CITY and ENGINEER hereto have previously entered an Amendment
Agreement No. 1 dated December 4, 2013, to include professional services for additional survey,
design, engineering, planning and project administration for the additional service area which are
directly adjacent to the original agreement area; and an Amendment Agreement No. 2 dated
September 23, 2015 to include construction administration and inspection services; and an
Amendment Agreement No. 3 dated September 12, 2018 to include certain professional services
in connection with the 2020 Combined Sewer Separation Project — Bluff City Boulevard Phase
11; and
WHEREAS, the CITY has determined that the proposed scope of the PROJECT should be
modified to add additional services for the construction administration and inspection services
for the 2020 Combined Sewer Separation Project — Bluff City Boulevard Phase II; and
WHEREAS, the parties hereto have each determined it to be in their interest to further amend
Original Agreement pursuant to this Amendment Agreement No. 4; and
WHEREAS, the contract price for the Original Agreement was in the amount of $211,750.00,
contract price for the Amendment Agreement No. 1 was in the amount of $124,089.00, contract
price for the Amendment Agreement No. 2 was in the amount of $698,515.78, contract price for
the Amendment Agreement No. 3 was in the amount of $729,556.00, and the cost for additional
services to be provided pursuant to this Amendment Agreement No. 4 is in the amount of
$391,568.38; and
WHEREAS, the changes contemplated by this Amendment Agreement No. 4 are germane to the
Original Agreement as signed; and as amended by Amendment Agreement No. 1, Amendment
Agreement No. 2, Amendment Agreement No. 3, and this Amendment Agreement No. 4 is in the
best interest of the CITY and is authorized by law.
NOW, THEREFORE, for and in consideration of the mutual undertakings as provided 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. "Section 1 of the Original Agreement as modified by Amendment Agreement No.
1 and then by Amendment Agreement No. 2 and then by Amendment Agreement
No. 3 is hereby further amended by adding the following additional subparagraph
G thereto to read as follows:
`G. ENGINEER shall also perform the additional engineering services relating
to the PROJECT as outlined and described in Attachment A-3, dated
February 20, 2020 and entitled, "SCOPE OF SERVICES —
CONSTRUCTION ADMINISTRATION AND INSPECTION
SERVICES FOR THE 2020 COMBINED SEWER SEPARATION
PROJECT — BLUFF CITY BOULEVARD PHASE IP' 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 A-3."
3. "Section 4 of the Original Agreement as modified by Amendment Agreement No.
1 and then by Amendment Agreement No. 2 and then by Amendment Agreement
No. 3 is hereby further amended by adding the following additional subparagraph
to the end thereof:
"G. For the Supplemental Additional Services to be provided pursuant to this
Amendment agreement No. 4, the CITY shall reimburse the ENGINEER
for such services in the total amount not -to -exceed the sum of
$391,568.38, regardless of the actual time or actual costs incurred by the
ENGINEER unless substantial modifications to the PROJECT are
authorized in writing by the CITY and approved by way of written
amendment to this Agreement."
4. The changes provided to the Original Agreement as provided in this Amendment
Agreement No. 4 are germane to the Original Contract as signed and this Amendment
Agreement No. 4 is in the best interests of the City of Elgin and is authorized by law.
That except as amended in this Amendment Agreement No. 4 the Original Agreement as
previously amended by Amendment Agreement No. 1 and Amendment Agreement No. 2
and Amendment Agreement No. 3 shall remain in full force and effect.
6. In the event of any conflict between the terms of the Original Agreement, the terms of
Amendment Agreement No. 1 and Amendment Agreement No. 2 and Amendment
Agreement No. 3 and the provisions in this Amendment Agreement No. 4, the provisions
of this Amendment Agreement No. 4 shall control.
IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment
Agreement as of the date and year first written above.
regrafrop-im
, W"A
Attes
City Clerk
CONSULTANT
By:
Attest:
Its 'Secretary --------------
OFFICIAL
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OFFICIAL SEAL
TINA NAPOLITANO
NOTARY PUBLIC - STATE OF ILLIN0IS
MY CO ----------------- I
MMISSION EXPIRES:10N7I12
ATTACHMENT A-3
FEBRUARY 20, 2020
SCOPE OF SERVICES
CONSTRUCTION ADMINISTRATION AND OBSERVATION SERVICES FOR THE
2020 COMBINED SEWER SEPARATION PROJECT — BLUFF CITY BOULEVARD PHASE II
Project Understanding
Bids for the "2020 Combined Sewer Separation Project — Bluff City Boulevard Phase II" were
received on February 19, 2020. The construction contract award is scheduled for consideration
at the City Council meeting on March 4, 2020. If approved at the City Council meeting, the
anticipated start date of construction is April 1, 2020 with a completion date of November 23,
2020. The scope of services includes providing construction administration and inspection
services for the construction duration.
Construction Administration and Observation Services
For the purposes of the contract scope and fee, the following estimates for construction duration
have been assumed.
The man-hours required for construction engineering were based upon the time required
for startup, construction observation, progress meetings, administration/coordination
and project close out. It is anticipated that the contractor will complete the project by the
contract completion date. Any additional work due to an extended schedule dictated by
the contractor's performance or unanticipated work due to site conditions shall warrant
a contract addendum.
The following is a breakdown of the various tasks associated with the construction administration
and inspection services, which will be completed by HR Green, Inc.:
A. Start Up
HR Green will complete a preconstruction video of the proposed construction area to
document the existing conditions prior to the start of construction. HR Green will also
utilize this time to prepare its filing system to contract documentation standards and
incorporate project specific information into construction management software for
project tracking and management.
The project startup also allows HR Green design and construction personnel time to
review the plans and specification prior to the start of the project, attend preconstruction
meeting with the contractor, City of Elgin and Fox River Water Reclamation District. HR
Green will coordinate with the City of Elgin to ensure notification requirements and
coordination with other governmental entities, stakeholders, and City's 311 contact
center.
HR Green will mark, measure and document contract removal payment items prior to
the contractor starting work.
A total of ninety-six (96) hours have been allotted to complete the project start up task.
Attachment A-3
Scope of Services - Construction Phase
2020 Combined Sewer Separation Project
Page 2 of 3
B. Construction Observation
HR Green will provide full-time Construction Observation Services on a time and
material, not -to -exceed contract amount basis. HR Green will be on-site to observe and
verify that items being constructed and materials being utilized are in general
conformance with the approved plans and specifications.
HR Green will complete Inspector's Daily Reports (IDRs) and a daily diary, measure and
document contract quantities, complete payment estimates, change orders, and weekly
reports. Weekly reports will be submitted to the contractor, and the City of Elgin. HR
Green will verify that all materials incorporated into this project are materials that are in
general conformance with the approved plans and specifications. HR Green shall keep
the City of Elgin informed as to the progress of construction.
HR Green will provide erosion and sedimentation control observation services on a
weekly basis and after a rainfall of '/2" or more or 6" or more of snow. HR Green will
document each observation and will direct the contractor to repair and/or replace
deficient erosion and sediment control measures.
HR Green anticipates that a Construction Engineer will be on site observing construction
and completing necessary documentation for ten (10) hours per day or fifty (50) hours
per week for twenty nine (29) weeks with adjustment made for holidays. A total of one -
thousand, four hundred fifty (1450) hours are allotted for a Construction Engineer. In
addition to a full-time Construction Engineer, an additional Construction Engineer is
planned for twenty four (25) hours per week for twenty nine (29) weeks. A total of seven
hundred twenty five (725) hours are allotted for a Construction Engineer. A Construction
Manager is planned for three (3) hours per week for twenty nine (29) weeks to provide
technical guidance to construction staff. A total of two -thousand two hundred sixty five
(2265) hours have been allotted for field construction observation for this project.
During the course of the construction, HR Green Construction Engineer will also
coordinate and provide notification of temporary shut-off and driveway/road closure, etc.
to all affected stakeholders within the project area including affected residents,
businesses, schools, and will also coordinate such notifications with the City's Project
Manager and 311 contact center as needed.
C. Administration/Coordination
This task will involve the oversight of the project by the HR Green Principal, Construction
Project Manager and will include the on-going review of the project execution,
documentation, schedule and budget, contract file management, and general
correspondence between HR Green, the City of Elgin, the contractor, and
subcontractors. HR Green has allotted eighty-eight (88) hours for the Project Manager.
D. Progress Meetings
HR Green will attend the weekly construction progress meetings as needed with the City
of Elgin, the contractor and subcontractors. HR Green anticipates that there will be
twenty-nine (29) progress meetings on site with the contractor and the City. A total of
one hundred sixteen (116) hours have been allotted for the Senior Construction Project
Manager and the Construction Engineer to attend the construction progress meetings,
Attachment A-3
Scope of Services - Construction Phase
2020 Combined Sewer Separation Project
Page 3 of 3
to complete construction meeting agendas, construction meeting minutes and
administrative support to review and finalize construction progress meeting agendas and
meeting minutes.
E. Project Close Out
HR Green anticipates approximately one hundred twenty (120) hours for completing the
project closeout and final documentation for this project. This task includes the
preparation of final job records in accordance with contract requirements. All quantity
measurements and calculations will be checked and cross referenced, evidence of
material inspection will be finalized, and field books and records will be indexed and
boxed for final submittal.
F. Design Assistance/Shop Drawing Review
HR Green anticipates that the design Project Manager and Project
Designer/Engineering Technician will provide approximately twenty-four (24) hours each
for design support and shop drawing review and respond to any Request for Information
(RFI) as a result of unknown revisions required due to differing site conditions. The
purpose of this support is to ensure that the field changes meet the intent of the overall
design and connection to future phases and revise sheets accordingly for construction.
A total of forty-eight (48) hours have been allotted for the Design Assistance/Shop
Drawing Review task of this project.
G. As Built Survey/GIS
HR Green will provide survey of the project area (2020 Combined Sewer Separation
Project — Bluff City Boulevard Phase II) as well as for the previously completed project
area for the Bluff City Boulevard Phase I. The scope will include obtaining the As -Built
of all the constructed utilities as well as documenting field revisions. Approximately four -
hundred (400) structures are anticipated to be surveyed including water main, sanitary
sewer and storm sewer structures. The As -Built drawings will be prepared utilizing the
construction drawings and a plan set stamped "As -Built" will be submitted to the City in
electronic pdf format. A shape file of the as -Built utility locations will also be submitted
for import into City GIS system. A total of two -hundred (200) hours have been allotted
for the as -Built survey and GIS task of this project.
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Exhibit C - Construction Engineering
Direct Costs
Construction Observation
In -House Direct Costs
Vehicle Use
225 days x $65.00 /day $14,625.00
Sub -Total $14,625.00
Total Mileage Direct Cost $14,625.00
Services by Others - Geotechnical Subconsultant
$20,000.00
Sub -Total $20,000.00
Total Services by Others $20,000.00