HomeMy WebLinkAbout21-118 Resolution No. 21-118
RESOLUTION
AUTHORIZING EXECUTION OF AN AMENDMENT AGREEMENT NO. 5 WITH HR
GREEN, INC. FOR CONSTRUCTION ADMINISTRATION AND INSPECTION SERVICES
IN CONNECTION WITH THE 2020 COMBINED SEWER SEPARATION PROJECT-BLUFF
CITY BOULEVARD PHASE III
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. 5 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 III,a copy of which
is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: August 11, 2021
Adopted: August 11, 2021
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AMENDMENT AGREEMENT No.5
THIS AMENDMENT AGREEMENT No. 5 is hereby made and entered into this I Ith day of
Auist, 2021, 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
II; and an Amendment Agreement No. 4 dated March 18, 2020 to include construction
administration and inspection services for the 2020 combined sewer separation project — Bluff
City Boulevard Phase II;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 — Highland Ave., Chicago St., & Grove St.
Storm/Sanitary Backflow Preventers and to include certain professional services for additional
design, engineering, and project administration for the remaining service area (Bluff City
Boulevard Phase III Final Design Plans) which is directly adjacent to the original agreement
area; 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. 5;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, contract price for the
Amendment Agreement No. 4 was in the amount of $391,568.38, and the cost for additional
services to be provided pursuant to this Amendment Agreement No. 5 is in the amount of
$281,400.00; and
WHEREAS, the changes contemplated by this Amendment Agreement No. 5 are germane to the
Original Agreement as signed; and as amended by Amendment Agreement No. 1, Amendment
Agreement No. 2, Amendment Agreement No. 3, Amendment Agreement No. 4, and this
Amendment Agreement No. 5 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 gr
Original Agreement as modified by Amendment Agreement No.
g
1 and then by Amendment Agreement No. 2 and then by Amendment Agreement
No. 3 and then by Amendment Agreement No. 4 is hereby further amended by
adding the following additional subparagraph H thereto to read as follows:
`H. ENGINEER shall also perform the additional engineering services relating
to the PROJECT as outlined and described in Attachment A-4, dated July
6, 2021 and entitled, "SCOPE OF SERVICES — BLUFF CITY
BOULEVARD BASIN - PHASE III DESIGN, CONTRACT PLANS,
SPECIFICATIONS AND BIDDING SERVICES.";and Attachment A-5,
dated July 6, 2021 and entitled, "SCOPE OF SERVICES —
CONSTRUCTION ADMINISTRATION AND OBSERVATION
SERVICES FOR THE 2020 COMBINED SEWER SEPARATION
PROJECT — BLUFF CITY BOULEVARD PHASE II -
STORM/SANITARY BACKFLOW PREVENTERS AT HIGHLAND
AVE., CHICAGO ST., & GROVE ST."; 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-4 and Attachment
A-5".
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 and then by Amendment Agreement No. 4 is hereby further amended by
adding the following additional subparagraph to the end thereof:
"H. For the Supplemental Additional Services to be provided pursuant to this
Amendment Agreement No. 5, the CITY shall reimburse the ENGINEER
for such services in the total amount not-to-exceed the sum of
$281,400.00, 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. 5 are germane to the Original Contract as signed and this Amendment
Agreement No. 5 is in the best interests of the City of Elgin and is authorized by law.
5. That except as amended in this Amendment Agreement No. 5 the Original Agreement as
previously amended by Amendment Agreement No. 1 and Amendment Agreement No.2
and Amendment Agreement No. 3 and Amendment Agreement No. 4 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 Amendment Agreement No. 4 and the provisions in this
Amendment Agreement No. 5, the provisions of this Amendment Agreement No. 5 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 O IN CONSULT T
By. By:
City Manager
Attest: Attest: 40,64-
Cityty Clerk Its Secretary
=NAPO(JTANO
TNOTARYILLINOISMY CO0117122
ATTAC H ME NT A-4
SCOPE OF SERVICES— BLUFF CITY BOULEVARD BASIN - PHASE III
DESIGN, CONTRACT PLANS,SPECIFICATIONS AND BIDDING SERVICES
City of Elgin, IL
July06, 2021
PROJECT BACKGROUND/PROJECT UNDERSTANDING
HR Green, Inc. (ENGINEER) has been retained by the City of Elgin, Illinois (CITY) to provide
professional engineering services in connection with the Combined Sewer Separation Project —
Bluff City Boulevard Basin. The Bluff City Boulevard Basin is roughly described as the area
surrounded by Villa Street on the north, Cleveland Avenue and Harrison Street on the east, Bluff
City Boulevard on the south and Raymond Street on the west. The "Original Agreement" for the
professional services was approved and executed by the City on February 27, 2013. A Sewer
Separation Strategy was prepared for the entire basin as part of the scope of the Original
Agreement. Three (3) separate phases were identified as shown in the attached "Exhibit A —
Bluff City Boulevard Basin Phasing Plan". Phase I of the three phased project was completed in
Fall of 2017 which included construction of new storm sewers, sanitary sewers, and sewer
lining. Phase II of the three phased project was completed in Fall of 2020 which included
construction of new storm sewers, lowering of a existing sanitary sewer and sewer lining.
Phase II of the three phased project also included 60% level design for the Phase III project
limits. Exhibit A also shows portion of the basin previously separated prior to 2013. However,
sewer televising and/or sewer lining was not completed in these areas.
The CITY has now requested that professional engineering services be provided forthe last
phase (Phase III) to complete the following scope of services forthe Bluff City Boulevard Basin:
SCOPE OF SERVICES
For the purpose of scope and fee development, the light purple hatched area shown in Exhibit A
and identified as "Amendment No. 5 — Phase III Project Limits" was used. The scope and level
of effort required is based on approximately $4.5M to $5.OM opinion of probable budgetary
costs value broken down into three (3) budget categories as follows:
1) Storm Sewer Separation Improvements= $2.8M to $3.OM (Phase III)
2) Water Main Construction Improvements=$1.2M to$1.3M (Phase III)
3) Sanitary Sewer Lining (Existing Combination Sewer)_ $500K to $700K (Phase III)
Please note Construction Engineering Services are not included as part of the scope of services
and will be budgeted at a later date and upon letting of the project by the CITY. Also note that
the Construction Engineering Services will be completed under a separate amendment.
Upon issuance of a Notice to Proceed (NTP), the ENGINEER will prepare Final Engineering
Plans, Contract Documents with Specifications and Bidding Services for the project limits. The
ENGINEER will include completion of the following tasks under this scope of services:
Amendment#5—Scope of Services
Combined Sewer Separation Project—Phase III
Bluff City Boulevard Basin
City of Elgin, IL
Page 2 of 10
Task 1 —Kickoff Meeting
Task 2— Pickup Survey
Task 3—Geotechnical Services
Task 4—Sewer Televising Video Review
Task 5— Field Reconnaissance
Task 6— Utility Coordination
Task 7— Lead Service Verification
Task 8— Lead Service Replacements - Charts and Cross-Check with Potholing Results
Task 9— Pre-Final (90% Contract Plans)
Task 10— Final (100% Contract Plans)
Task 11 — Public Information Meeting
Task 12— Progress Meetings - (Pre-Final and Final Design)
Task 13 - Permitting
Task 14— Engineer's Opinion of Probable Construction Costs (EOPCC)
Task 15— Quality Assurance and Quality Control (QA-QC)
Task 16— Modeling Updates —Overall System
Task 17 - Bid Award and Assistance
Task 18 - Project Administration
Task 19— Design Allowance
A detailed scope of services for each of the tasks identified above along with deliverable is
provided below.
TASK 1 —KICKOFF MEETING
Scope of Work: The ENGINEER will prepare a meeting agenda for the project and distribute to
CITY prior to the scheduled kickoff meeting. ENGINEER will attend a kickoff meeting with the
CITY to discuss the project schedule, major deliverable milestones, and schedule based on
previously completed 60% engineering plans. ENGINEER will also setup an internal meeting
with the Design Team after the initial kickoff meeting with the CITY to coordinate the project
scope, schedule and expectations discussed with CITY staff.
Deliverable: Minutes of the meeting with the CITY will be prepared and distributed to all
attendees.
TASK 2- PICKUP SURVEY
Scope of Work: A detailed topographic survey of the project limits was previously completed
with the Phase II design. The scope of pickup survey will include spot verification of previously
completed survey on an as needed basis. The purpose of this scope of work is to allow for any
changes in alignment or field updates that may be required on the preliminary design alignment.
The pickup survey for the project will be performed using RTK GPS and robotic total stations
referenced to the Illinois State Plane Coordinate System — East Zone (NAD83). The
topographic survey will be completed in COMPANY's current standard version of AutoCAD Civil
3D format.
Amend ment#5—Scope of Services
Combined Sewer Separation Project—Phase III
Bluff City Boulevard Basin
City of Elgin, IL
Page 3 of 10
Deliverable: A CADD file will be updated of existing surveyed information and will be provided
to the CITY upon request for their use incorporating into GIS for the improvement area.
Items Not Included in the Scope: ROW acquisition, easement exhibits and/or plat of
easements, and appraisals and negotiations is not included in the scope. If these services
become necessary, ENGINEER can provide these services, upon approval by the CITY, as
supplemental services.
TASK 3- GEOTECHNICAL SERVICES
Scope of Work: ENGINEERwill subcontract with a qualified geotechnical consultant to provide
updated CCDD certification and letter of acceptance from a qualified facility to receive
uncontaminated spoil material generated onsite from trench excavation. Geotechnical borings
and pavement cores within the project area were previously completed in an earlier phase of the
project and verification of any of expired certifications will be addressed under this scope of
services.
Deliverable: PDF copies of the updated CCDD certification and acceptance letter will be
provided.
Items Not Included in the Scope: Additional Geotechnical Investigations or soil borings
including pavement cores are not included in the scope. If additional borings become
necessary, ENGINEER can provide these services, upon approval by the CITY, as
supplemental services.
TASK 4—SEWER TELEVISING VIDEO REVIEW
Scope of Work: Sewer Televising and Inspections were previously completed in an earlier
phase of the project; the ENGINEER will review with the CITY the deficiency segments
previously completed and include design improvement recommendations on each section of
pipe that was previously identified. ENGINEER has prepared and submitted a summary of
recommendation to document areas feasible for and requiring sewer lining versus spot repairs
via open cut methods. These recommendations will be then incorporated in the final design per
the CITY's preferred direction of improvement.
Deliverable: A spreadsheet has been previously submitted summarizing the video results and
deficiency segments. Per CITY direction the deficiency segment will be incorporated into the
pre-final and final design plans for CIPP areas. A tabulation of CIPP segment will be included
on the final engineering plans.
TASK 5— FIELD RECONNAISSANCE
Scope of Work: ENGINEER and CITY representatives will perform a walkthrough of the site
prior to finalizing the 90% design plans to verify the existing site conditions and noticeable site
conflicts with existing trees. Additional reconnaissance will be completed with the CITY based
on design layout modifications with existing conditions and to verify that the proposed
assumptions are accurate and constructible. The ENGINEER will also coordinate with the
Amendment#5—Scope of Services
Combined Sewer Separation Project—Phase III
Bluff City Boulevard Basin
City of Elgin, IL
Page 4 of 10
CITY's Forestry Department regarding existing parkway trees that are to be removed or remain
in place based on their tree evaluation recommendation of the tree's type and condition within
the project limits.
Deliverable: N/A
TASK 6—UTILITY COORDINATION
Scope of Work: The scope will include continuation of utility coordination with the CITY Utility
Department, Public Works and Franchise Utilities Owners to finalize utility locations and
possible conflicts in the field as plans are developed to pre-final and final stage.
Deliverable: ENGINEER will prepare and provide copies of transmitted submittal documents to
each of the identified franchise utility companies at each design stage submittal that are
involved within the project limits.
TASK 7—LEAD SERVICES VERIFICATION
Scope of Work: ENGINEER will subcontract with a contractor to provide potholing of existing
water services. Approximately 75 services are anticipated within the project limits needing
verification. Construction observation services will also be performed by ENGINEER.
• Vacuum Excavation (Hydro Excavating/Potholing) for existing utility exposure for City
Residential Water Services.
• Expose Existing Water Service B-Box(Residential) — Both sides of shut off valve to be
exposed to identify the material type (i.e., locate and record if any lead services on either
side of shutoff).
• Record/identify material type and limit excavated areas— Means/Method per Contractor
abilities and equipment.
• Verify service material type (Identity both the Municipal side versus the Homeowner's
side) and create log of recorded information based on home address and residential
street.
• CITY is requested to pre-mark the services.
• Daily Rate and subject to performance evaluation per day and ENGINEER/CITY has the
right to stop work after a complete day if they decide not to continue with project.
• Provide ENGINEER and CITY as additional insured for per agreement.
• Case by case understanding that various existing services may be skipped based on
existing conditions being underneath hardscape (driveways)or overhead utility conflicts.
For the purposes of this contract, an allowance of $30,000.00 has been provided in this task for
potholing of existing water services which will be utilized upon approval by the CITY. Similarly,
for the purposes of this contract, an allowance of $7,962.00 has been provided in this task for
construction observation services when performing the potholing of existing water services by
the subcontractor, which will be utilized upon approval by the CITY.
Deliverable: PDF copy of the water service investigation report along with excel spreadsheet
by addresses of the water service investigations to be provided.
Amendment#5—Scope of Services
Combined Sewer Separation Project—Phase III
Bluff City Boulevard Basin
City of Elgin, IL
Page 5 of 10
Items Not Included in the Scope: Potholing of existing water services beyond the 75 total is
not included in the scope. If any additional water service investigations become necessary,
ENGINEER can provide these services, upon approval by the CITY, as supplemental services.
TASK 8- LEAD WATER SERVICE REPLACEMENT
Scope of Work: Upon approval by the CITY, the ENGINEER will design the replacement of
lead service lines as part of this project. The design will be completed in in accordance with the
following assumptions and understanding:
• Lead services are anticipated within the project limits; approximately sixty-seven (67)
parcels are included for investigation and replacement. The number of parcels was
determined from aerial mapping and preliminary plans prepared for areas included for
final design in this contract.
• The engineering plans shall include removing and replacing the lead services including
water shut off (B-Boxes) from the main to the water shut off located near the existing
Right-of-Way.
• It is assumed that temporary construction easements will not be required from the parcel
owner.
• Prepare Excel spreadsheet summarizing by address the location, direction, type and
size for City and Contractor's reference. The ENGINEER to compile an overall Phase III
chart for replacement and cross-check with Lead Services Verification (TASK 7 above)
• Include appropriate information in the plans to show the existing service location and
replacement location.
Deliverable: Lead Service Investigation spreadsheet, replacement chart included on the
contract documents, and specifications for lead service replacement per CITY.
Items Not Included in the Scope: Boundary survey of private parcels and or
appraisals/negotiations with residents.
TASK 9& TASK 10— PRE-FINAL(90%)AND FINAL(100%) CONTRACT PLANS
Scope of Work: These services will include preparing pre-final and final contract plans,
specifications and bid documents to CITY Standards to insure the proper bidding and award of
a construction project. The specific scope for the contract plan services is further provided
below:
a. Design Standards: The Engineering and Contract Documents will be developed
according to applicable regulatory agency requirements. These include the following
design guidelines and ordinances:
• CITY of Elgin standards and details;
• Standard Specifications for Sewer and Water Main Construction in Illinois;
• IDOT Standard Specifications;
Amendment#5—Scope of Services
Combined Sewer Separation Project—Phase II I
Bluff City Boulevard Basin
City of Elgin, IL
Page 6 of 10
• IEPA NPDES Phase II regulations for Stormwater Pollution Prevention Plans
(SWPPP); and
• Kane County Stormwater Ordinance.
• Fox River Water Reclamation District (FRWRD)standard details if applicable.
b. Plans, Specification and Bid Documents: ENGINEER will develop and assemble the
contract plans and special provisions for a local letting based on the selection of the
construction limits and in accordance with the approved 60% plans previously
completed. Plans will be prepared in AutoCAD Civil 3D software. Plans will be
developed to predetermined milestones for submittal which will consist of pre-final (90%)
and final (100%) engineering plans and bid documents of the project limits. Comments
received will be addressed and a disposition of comments provided to the CITY. The
general nature of improvements within the project limits will include construction of new
storm or sanitary sewer, water main replacements, sanitary and water service
replacements, sewer lining, pavement patching and full width resurfacing along impacted
roadways.
A typical set of contract plans will include the following minimum sheets:
• Cover Sheet;
• Index/General Notes/Standards;
• Summary of Quantities;
• Typical Sections;
• Removal Plans;
• Plan and Profile Sheets;
• Schedules &Tags;
• Erosion Control Plan;
• Restoration Plans; and
• Standard CITY and IDOT Construction Details.
Typical Final Bid Documents will include:
• Bid forms - Notice to Bidders, Instructions to Bidders, Bonding and Insurance
Requirements
• Contract Terms and Conditions;
• Special Provisions;
• Stormwater Pollution Prevention Plan (SWPPP);
• Approved Permits; and
• Contract Plans.
c. Clean Construction or Demolition Debris (CCDD) Certification: This documentation
and certification was previously completed within the Bluff City Boulevard Basin -
Combined Sewer Separation Project - Phase II agreement and the ENGINEER will
coordinate with their Geotechnical Subconsultant (TASK 4) to provide an
updated/current certification if the previous documents expired based on the duration
between Phase 11 and Phase III construction plans.
Amend ment#5—Scope of Services
Combined Sewer Separation Project—Phase III
Bluff City Boulevard Basin
City of Elgin, IL
Page 7 of 10
TASK 11 — PUBLIC INFORMATION MEETING
Scope of Work: ENGINEER will work with CITY staff to schedule one (1) public informational
meeting for the project. ENGINEER will attend the public information meeting to solicit
feedback and to answer any questions pertaining to impacts to affected properties, project
duration and other pertinent items. The location for the public informational meeting will be
identified and organized by the CITY.
Deliverable: ENGINEERwill prepare necessary exhibits and handouts forthe public meeting.
TASK 12— PROGRESS MEETINGS
Scope of Work: Leading up to and at the following design milestones i.e. pre-final (90% plan
submittal), the ENGINEER will attend up to two (2) progress meeting at the CITY to coordinate
and discuss the CITY's review comments on the contract plans and specifications. This will
allow CITY Staff and ENGINEER to discuss design elements, project progress, permitting, and
costs at each of these above milestones to ensure that the project is progressing within budget
and on schedule.
Deliverable: ENGINEERwill prepare minutes of the meetings and distribute to all attendees.
TASK 13— PERMITTING
Scope of Work: ENGINEER will prepare the permit application and necessary supporting
documentation for permits relevant to this project which will include
• IEPA's Construction Permits for sanitary sewer (if applicable) and watermain
replacements;
• Kane County Stormwater Permit for 5,000 square-feet of hydrologic disturbance; and
• An NPDES Phase II IRL10 General permit for construction activity.
In addition and as necessary, coordination with Fox River Water Reclamation District (FRWRD)
is only anticipated if sanitary sewer is to be replaced/relocated. The current plans at this time
does not show replacement therefore not included in the scope.
Scope will include permit coordination with the regulatory agencies listed above.
Deliverable: One (1) copy of each of the permit application(s) will be provided for CITY
records.
Items Not Included in the Scope: For the purposes of the scope, it is assumed that permits
other than those noted above are not required and are therefore not included in the scope. If
additional permits are identified requiring substantial permitting efforts, ENGINEER can provide
these services, upon approval by the CITY, as supplemental services.
Amendment#5—Scope of Services
Combined SewerSeparation Project—Phase III
Bluff City Boulevard Basin
City of Elgin, IL
Page 8 of 10
TASK 14— ENGINEER'S OPINION OF PROBABLE CONSTRUCTION COSTS (EOPPC)
Scope of Work: An Engineer's Opinion of Probable Construction Cost (EOPCC) will be
prepared for CITY review with each stage of the submittal at the 90% and Final stages so that
the project stays within the CITY's construction budget. If any adjustments are needed in the
design plans including limits of construction adjustments, these discussions can occur early in
the process. A final EOPCC will be provided with the final plans and specifications and prior to
bid letting.
Deliverable: An Illinois Registered Professional Engineer (PE) signed and sealed EOPCC will
be provided.
TASK 15— QUALITY CONTROL AND QUALITY ASSURANCE(QC/QA)
Scope of Work
Quality Control and Quality Assurance (QC/QA): A QC/QA review will be completed prior to
90%, and final bid document submittal. A constructability review will also be completed by
qualified construction personnel.
Deliverable: Plan and document review with an Illinois Registered Professional Engineer (PE)
along with constructability review by qualified construction personnel.
TASK 16- MODELING UPDATES—OVERALL SYSTEM
Scope of Work: The scope of work will include the following for modeling updates:
Basin Hydrologic and Hydraulic Analysis:
Previously completed hydraulic models and sewer separation strategy was evaluated on best
available data that the CITY provided using GIS data including rims and invert elevations. As
detailed survey and project construction phases completed, the ENGINEER obtained more
recent record drawings throughout the project limits in 2020 for Phase I and Phase II that will be
required to input this data into the overall hydraulic model of the basin as part of this scope of
services.
Deliverable: Hydraulic model of the revised system in electronic format.
Items Not Included in the Scope: N/A
TASK 17- BID AWARD AND ASSISTANCE
Scope of Work: The scope of work will include preparing contract documents in the CITY's
format, which typically include construction plans and specifications, bid forms, instructions to
bidders, bonding and insurance requirements and applicable state or federal compliance.
During the bidding period, ENGINEER will answer questions raised by potential bidders and
issue any addenda, if necessary. ENGINEER will prepare bid tabulations to include all bids
received and opened at the bid opening. This will be submitted to the CITY within a twenty-four
hour time period and will include a recommendation for award.
Amendment#5—Scope of Services
Combined Sewer Separation Project—Phase III
Bluff City Boulevard Basin
City of Elgin, IL
Page 9 of 10
Deliverable: Bid Tabulation and recommendation for award letter will be provided.
TASK 18— PROJECT ADMINISTRATION
Scope of Work: This task will include management of the project scope, schedule and budget
including maintaining project documentation binder. A monthly progress report will be provided
to the CITY detailing activities completed in the prior month and activities anticipated to be
completed or undertaken in the following reporting period. The monthly progress report will
include project status in accordance with an approved schedule established for this project and
as included in Exhibit B — Project Schedule.
Deliverable: Monthly progress report will be submitted to the CITY.
TASK 19— DESIGN ALLOWANCE
The following tasks are not anticipated at this time and have been included as allowance in the
contract to serve as a reserve for added scope items on a case-by-case basis that becomes
known during the design stage by the ENGINEER and/or requested by the CITY and cannot be
foreseen at this time. The ENGINEER understands that utilizing the budget in the design
allowance will require prior approval by the CITY and would need to be incorporated by a
change order or amendment to the contract every time an item is identified out of scope. At the
CITY's discretion these Design Allowance funds may be re-allocated between tasks based on
project requirements. The Design Allowance is assigned by tasks as follows:
Task 19.1 — Miscellaneous Design Services:
Scope of Work: Miscellaneous design services may be needed as part of this project
including but not limited to:
• Work outside the project limits;
• Regulatory agency and stakeholder coordination other than those identified in the
contract;
• Additional meetings requested by the CITY or required by a regulatory agency;
• Additional field investigations other than those identified in the contract;
• Additional plan submittals as a result of revisions requested by the CITY;
• Exhibit preparation not previously identified by this scope of services;
• Others
As noted above, any added scope items that becomes known during the design stage by
the ENGINEER and/or requested by the CITY shall be identified by the ENGINEER and
reviewed by the CITY on a case by case basis. At this time, the ENGINEER has accounted
for a design allowance of $7,500.00 in the contract for Miscellaneous Design Services. At
the CITY's discretion the Design Allowance funds may be re-allocated between tasks based
on project requirements.
Amendment#5—Scope of Services
Combined SewerSeparation Project—Phase III
Bluff City Boulevard Basin
City of Elgin, IL
Page 10 of 10
Deliverable: To be determined based on the nature and scope of miscellaneous design
services.
Items Not Included in the Scope: N/A
ATTAC H ME NT A-5
SCOPE OF SERVICES
CONSTRUCTION ADMINISTRATION AND OBSERVATION SERVICES FOR THE
2020 COMBINED SEWER SEPARATION PROJECT — BLUFF CITY BOULEVARD
PHASE II - STORM/SANITARY BACKFLOW PREVENTERS AT HIGHLAND AVE.,
CHICAGO ST., & GROVE ST.
City of Elgin, IL
July06, 2021
PROJECT UNDERSTANDING
The "2020 Storm/Sanitary Backflow Prevention Project at Highland Ave., Chicago St., & Grove
St." is anticipated to go out forbid in July/August 2021. Project approval is anticipated for August
2021 with construction starting winter of 2021 or early spring of 2022 after the backf low prevention
valves are acquired which is anticipated to take up to 6-months. The project is anticipated to be
completed by end of March 2022. The scope of services includes providing construction
administration and inspection services forthe 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 forconstruction engineering were based upon the time required
for startup, construction observation, progress meetings, administration/coordination,
and project closeout, It is anticipated that the contractor will complete the project within
the contract working days or 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
H R Green will com plete a preconstruction video and photos of the proposed construction
area to documentthe 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.
Atta ch m e n t A-5
Scope of Services-Construction Engineering Services
2020 BCB Combined Sewer Separation-Backflow Prevention Project
Page 2 of 3
HR Green will mark, measure and document contract removal payment items prior to
the contractor starting work.
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.
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 H R 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.
D. Progress Meetings
HR Green will attend the weekly construction progress meetings with the City of Elgin,
the contractor, and subcontractors. The Construction Engineer will attend the
construction progress meetings, complete construction meeting agendas, and
construction meeting minutes.
E. Project Close Out
HR Green will prepare the 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 forfinal submittal.
F. Design Assistance/Shop Drawing Review
HR Green anticipates that the design Project Manager will provide 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.
Attach m e nt A-5
Scope of Services-Construction Engineering Services
2020 BCB Combined Sewer Separation-Backf low Prevention Project
Page 3 of 3
G. Record Drawing Services
The following is a breakdown of the various tasks associated with the record drawing
services, which will be completed by HR Green, Inc.:
HR Green will provide as-built survey of the project area (2020 Combined Sewer
Separation Project—Bluff City Boulevard Phase II Storm/Sanitary Backf low Preventers
at Highland Ave., Chicago St., & Grove St.). The scope will include obtaining the
installed or record information (As Built) of all the constructed improvements as well as
documenting field revisions if any. Approximately three (3) structures with backflaw
preventers are anticipated to be surveyed including storm sewer piping and connection.
The As-Built drawings will be prepared utilizing the construction drawings and a plan set
stamped "Record Drawing" 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 thirty-five(35) hours have been allotted for the as-built survey and GIS task of
this project.
Deliverable: A CADD file along with a shape file of existing surveyed utilities will be
provided to the CITY fortheir use incorporating into. GIS.
PDF of plan sheets showing record information will also be provided upon completion of
the Record Drawing Services.
ova\ ; N EXHIBIT A
REVISED SEWER SEPARATION
> STRATEGY AND PHASING PLAN
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Exhibit -Proposed-Ultimate A
Basin 006-Separation Strategy W<-A- E
290 145 0 290 Feet
O s S
1 inch=170 feet
® EXHIBIT B - PROJECT SCHEDULE A.
ELGIN
HRGreen BLUFF CITY BOULEVARD BASIN
COMBINED SEWER SEPARATION PROJECT- PHASE III (60%to Final)
FINAL ENGINEERING PLANS, CONTRACT DOCUMENTS AND BIDDING SERVICES
CONTRACT APPROVAL AND NOTICE TO PROCEED Week of August 30,2021
Task Descriptions START DATE I END DATE
Task 1 Kickoff Meeting(Internal and with City as followup to 60%design overview) Week of September 13,2021
Task 2 Pickup Survey Ongoing throughout the Project
Task 3 Geotechnical Subconsultant Services Ongoing throughout the Project
Task 4 Sewer Televising Video Review 20-Sep-21 20-Mar-22
Task5 Field Reconnaissance 4-Oct-21 22-Oct-21
Task 6 Utility Coordination 4-Oct-21 20-Mar-22
Task 7 Lead Service Verification 20-Sep-21 22-Oct-21
Task 81 Lead Service Replacements-Charts and Cross-Check with Potholing Results 25-Oct-21 13-Dec-21
Task 91 Pre-Final (90%) Engineering Plans 20-Sep-21 Week of 1/17/2022
CITY REVIEW OF 90%PLANS(3 WEEKS ALLOWED)AND PROGRESS MEETING Week of February 7,2022
Task 10I Final (100%)Contract Plans 14-Feb-22 I Week of 3/21/2022
CITY REVIEW OF 100%PLANS(3 WEEKS ALLOWED)AND PROGRESS MEETING Week of April 11,2022
Task 11 Public Information Meeting To be scheduled early in project(Tentative December 2021)
Task 12 Progress Meetings(2)-(90%and 100%at City) Week of February 3,2021 and Week of April 11,2022
Task 13 Permitting(Pre-Final-90%and Final) 4-Oct-21 20-Mar-22
Task 14 Engineer's Opinion of Probable Construction Costs(EOPCC)(90%and Final) To be submitted with 90%and Final Plans
Task 15 QA-QC(Pre-Final-90%and Final) To be completed with 90%and Final Plans
Task 16 Modeling Updates—Overall System(Phase I &II Record with Phase III Design) 20-Sep-21 22-Oct-21
Task 17 Bid Award and Assistance 25-Apr-22 12-May-22
Task 18 Project Administration 20-Sep-21 12-May-22
Task 19 Design Allowance I As needed throughout the Project
OVERALL SCHEDULE FOR FINAL ENGINEERING SERVICES 26-Aug-21 12-May-22
® MAN-HOUR AND FEE ESTIMATE A.-
HRGreen BLUFF CITY BOULEVARD BASIN - COMBINED SEWER SEPARATION PROJECT- PHASE III (60%to Final) 1- N
Task Descriptions Hours Labor Fee Sub- Direct Costs Total FEE
Consultant
FINAL ENGINEERING PLANS, CONTRACT DOCUMENTS AND BIDDING SERVICES (SEE ATTACHMENT A-4)
Task 1 Kickoff Meeting(Internal and with City-60%design overview) 15 $2,653 $2,653
Task 2 Pickup Survey 17 $2,491 $90 $2,581
Task 3 Geotechnical Subconsultant Services 4 $566 $3,500 $4,066
Task 4 Sewer Televising Video Review 20 $3,080 $3,080
Task 5 Field Reconnaissance 24 $4,152 $4,152
Task 6 Utility Coordination 30 $4,846 $4,846
Task 7 Lead Service Verification 46 $7,962 $30,000 $37,962
Task 8 Lead Service Replacements-Charts and Cross-Check with Potholing Results 18 $2,922 $220 $3,142
Task 9 Pre-Final(90%) Engineering Plans 580 $90,284 $480 $90,764
Task 10 Final(100%)Contract Plans 142 $22,696 $400 $23,096
Task 11 Public Information Meeting 26 $4,938 $140 $5,078
Task 12 Progress Meetings(2)-(90%and 100%at City) 24 $4,768 $170 $4,938
Task 13 Permitting 32 $4,932 $4,932
Task 14 Engineer's Opinion of Probable Construction Costs(EOPCC) 54 $9,172 $9,172
Task 15 Quality Assurance and Quality Control(QA-QC) 46 $8,398 $8,398
Task 16 Modeling Updates-Overall System 12 $2,484 $2,484
Task 17 Bid Award and Assistance 52 $8,776 $8,776
Task 18 Project Administration 34 $7,380 $7,380
Task 19 Design Allowance N/A $7,500 $7,500
Sub-Total for PreFinal&Final Plans with Specifications-90%&Final 1,176 $200,000 $33,500 $1,500 $235,000
GRAND TOTAL BLUFF CITY PER SCOPE IDENTIFIED ABOVE FOR PHASE 1111 1,176 $200,000 $33,500 $1,500 $235,000
Note:The fee for.Construction Administration,Record Drawings, and Inspection Services are not included. These will be provided and included as an amendment to the design contract
during the construction phase of the project.
® MAN-HOUR AND FEE ESTIMATE
HRGreen BLUFF CITY BOULEVARD BASIN - BACKFLOW PREVENTION-CONSTRUCTION ENGINEERING SERVICES ELG-IN
Sub-
Task Descriptions Hours Labor Fee Direct Costs Total FEE
Consultant
CONSTRUCTION ENGINEERING SERVICES(SEE ATTACHMENT A-5)
A. Construction Start-up and Review 10 $ 1,560.00 $ 1,560.00
B. Construction Observation-Utilities 8hrs/day 199 $ 30,095.00 $ 924.00 $ 31,019.00
C. Administration/Coordination 4 $ 540.00 $ 540.00
D. Progress Meetings at City 15
E. Project Close-out $ 2,435.00 $ 166.00 $ 2,601.00
10 $ 1,560.00 $ 100,00 $ 1,660.00
F. Design Assistance/Shop Drawing Review 4
$ 720.00 $ 720.00
G. Record Drawing Services 35 $ 5,500.00 $ 300.00 $ 5,800.00
SubConsultant for QA for HMA and PCC $2,500.00 $2,500.00
Sub-Total for Backflow Prevention 277 $ 42,410.00 $ 2,500.00 $ 1,490.00 $ 46,400.00
GRAND TOTAL BACKFLOW PREVENTION PER SCOPE IDENTIFIED ABOVE $ 46,400.00
Construction Engineering Assumptions:
1. Contract Letting=August,2021
2. Construction Backflow Preventer Inspection anticipated from February 18,2022 to March 15,2022(20 field days)
3. Punchlist and project close out(3 days)
4.Total Days On-Site for 1 RE Estimated=20 DAYS on-site
5. Construction Weekly Mtgs are included within the full day for RE
6. Construction Project Manager estimated at 2hrs per progress meeting(6 weeks=12 hrs)
7. QA Material Testing estimated at 5%of PH3 Fee($50K x 5%=$2500)
Record Drawing Assumptions:
1. Assumes a total of 5 sheets for the RD Set (Cover,OV,3-13F locations)