HomeMy WebLinkAbout21-175 Resolution No. 21-175
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HR GREEN, INC. FOR
PROFESSIONAL SERVICES IN CONNECTION WITH THE EAST CHICAGO STREET
SANITARY SEWER SERVICE LINING PROJECT
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 Agreement on behalf of the City of Elgin with HR
Green, Inc., for professional services in connection with the East Chicago Street sanitary sewer
service lining project, a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: December 1, 2021
Adopted: December 1, 2021
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 1st day of December, 20 21 , by
and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY")and HR Green,Inc.,an Iowa corporation,authorized to do business in the State of Illinois;
(hereinafter referred to as "ENGINEER").
WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional
engineering services in connection with E. Chicago Street Sanitary Sewer Service Lining Project
(hereinafter referred to as the PROJECT); and
WHEREAS, the ENGINEER represents that it is in compliance with Illinois Statutes
relating to professional registration of individuals and has the necessary expertise and experience
to furnish such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by and between the CITY and the ENGINEER
that the CITY does hereby retain the ENGINEER for and in consideration of the mutual promises
and covenants contained herein, the sufficiency of which is hereby acknowledged to act for and
represent it in the engineering matters involved in the PROJECT as described herein, subject to
the following terms and conditions and stipulations,to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Public Works
Director of the CITY, herein after referred to as the"DIRECTOR".
B. The scope of work will include professional engineering design services to prepare
construction and bidding documents for a late spring 2022 letting and construction
administration and observation services.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment
A-1 for Professional Engineering Design Services and Attachment A-2 for
Construction Administration and Observations Services, Overall Project Location
Map is shown in Exhibit D showing the project start and project end, attached
hereto, and incorporated into this Agreement by this reference.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
• City Board Approval—November 17th, 2021.
• Notice to Proceed—Following Board Approval for Design Services.
• Bid Letting—Anticipated for late Spring 2022.
• Construction —Anticipated May 2022 start.
B. A detailed project schedule for the PROJECT is included as Exhibit B, attached
hereto, and incorporated into this Agreement by this reference. Progress will be
recorded on the project schedule and submitted monthly as a component of the
Status Report described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to
the project schedule. A brief narrative will be provided identifying progress,
findings and outstanding issues.
3. WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including, but not limited to,
reports, plans, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the CITY ENGINEER; provided, however, that the ENGINEER may retain copies of
such work product for its records. ENGINEER'S execution of this Agreement shall constitute
ENGINEER'S conveyance and assignment of all right,title and interest, including but not limited
to any copyright interest, by the ENGINEER to the CITY of all such work product prepared by
the ENGINEER pursuant to this Agreement. The CITY shall have the right either on its own or
through such other engineers as determined by the CITY to utilize and/or amend such work
product. Any such amendment to such work product shall be at the sole risk of the CITY. Such
work product is not intended or represented to be suitable for reuse by the CITY on any extension
to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY
without liability or legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER(Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the bill rate of personnel
employed on this PROJECT as estimated by the Manhour and Fee Estimates shown
in Exhibit C-1 and Exhibit C-2 attached hereto, and incorporated into this
Agreement by this reference,with the total fee not to exceed$96,450.00 regardless
of the actual costs incurred by the ENGINEER unless substantial modifications to
the scope of the work are authorized in writing by the DIRECTOR, and approved
by way of written amendment to this Agreement executed by the parties.
B. For outside services provided by other firms or subconsultants,the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER,plus 0%. The cost of any such
outside services is included within the total not-to-exceed amount of$96,450.00
provided for in Section 4A above.
C. Mileage and Printing Costs are included as reimbursable costs. The cost of any
such reimbursable expenses is included within the total not-to-exceed amount of
$96,450.00 provided for in Section 4A above.
D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the amounts shown in the following
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schedule, and full payments for each task shall not he made until the task is
completed and accepted by the DIRECTOR.
Date Estimated Estimated Value of Estimated
Percent Complete Work Completed Invoice Value
12/31/2021 15% $15,000.00 $14,467.50
01/31/2022 30% $15,000.00 $28,935.00
02/28/2022 40% $8,500.00 $38,580.00
03/31/2022 50% $10,000.00 $48,255.00
04/30/2022 60% $15,000.00 $57,870.00
05/28/2022 70% $15,000.00 $67,515.00
06/31/2022 80% $10,000.00 $77,160.00
07/30/2022 100% $7,950.00 $96,450.00
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports(2C above)will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY
to inspect and audit all data and records of the ENGINEER for work done under
this Agreement. The ENGINEER shall make these records available at reasonable
times during the Agreement period, and for a year after termination of this
Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time
upon fifteen (15)days prior written notice to the ENGINEER. In the event that this Agreement is
so terminated, the ENGINEER shall be paid for services actually performed and reimbursable
expenses actually incurred prior to termination, except that reimbursement shall not exceed the
task amounts set forth under section 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to proceed
and, unless terminated for cause or pursuant to section 6, shall be deemed concluded on the date
the CITY determines that all of the ENGINEER's work under this Agreement is completed. A
determination of completion shall not constitute a waiver of any rights or claims which the CITY
may have or thereafter acquire with respect to any term or provision of the Agreement.
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8. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action taken
by the CITY,the ENGINEER shall give written notice of his claim within 15 days after occurrence
of such action. No claim for additional compensation shall be valid unless so made. Any changes
in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing
signed by the CITY and the ENGINEER. Regardless of the decision of the DIRECTOR relative
to a claim submitted by the ENGINEER, all work required under this Agreement as determined
by the DIRECTOR shall proceed without interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach shall be
deemed to constitute a default, and the other party has the right to seek such administrative,
contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if
either party,by reason of any default,fails within fifteen(15)days after notice thereof by the other
party to comply with the conditions of the Agreement, the other party may terminate this
Agreement. Notwithstanding the foregoing, or anything else to the contrary in this Agreement,
with the sole exception of an action to recover the monies the CITY has agreed to pay to the
ENGINEER pursuant to section 4 hereof, no action shall be commenced by the ENGINEER
against the CITY for monetary damages. ENGINEER hereby further waives any and all claims or
rights to interest on money claimed to be due pursuant to this Agreement and waives any and all
such rights to interest which it claims it may otherwise be entitled pursuant to law, including, but
not limited to,the Local Government Prompt Payment Act(50 ILCS 501/1,et seq.), as amended,
or the Illinois Interest Act(815 ILCS 205/1,et seq.),as amended. The parties hereto further agree
that any action by the ENGINEER arising out of this Agreement must be filed within one year of
the date the alleged cause of action arose or the same will be time-barred. The provisions of this
section shall survive any expiration,completion and/or termination of this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and hold
harmless the CITY, its officers,employees,agents,boards and commissions from and against any
and all claims, suits,judgments, costs, attorneys fees, damages or other relief, including but not
limited to workers compensation claims, in any way resulting from or arising out of negligent
actions or omissions of the ENGINEER in connection herewith,including negligence or omissions
of employees or agents of the ENGINEER arising out of the performance of this Agreement. In
the event of any action against the CITY, its officers, employees, agents, boards or commissions,
covered by the foregoing duty to indemnify, defend and hold harmless such action shall be
defended by legal counsel of the CITY's choosing. The provisions of this section shall survive any
expiration and/or termination of this Agreement.
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11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or held
contractually liable under any term or provision of this Agreement or because of their execution,
approval or attempted execution of this Agreement.
12. INSURANCE
The ENGINEER shall provide, pay for and maintain during the term of this Agreement the
following types and amounts of insurance:
A. Comprehensive Liability. The ENGINEER shall provide, pay for and maintain
in effect, during the term of this Agreement, a policy of comprehensive general
liability insurance with limits of at least$1,000,000 aggregate for bodily injury and
$1,000,000 aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance
naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty (30)days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled"Indemnification" shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance
or self-insurance programs afforded to the CITY. There shall be no endorsement
or modification of this insurance to make it excess over other available insurance,
alternatively,if the insurance states that it is excess or prorated, it shall be endorsed
to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned, non-owned and hired motor vehicles with limits of
not less than $500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineers Professional
Liability Insurance Covering claims resulting from error, omissions or negligent
acts with a combined single limit of not less than $1,000,000 per occurrence. A
Certificate of Insurance shall be submitted to the DIRECTOR as evidence of
insurance protection. The policy shall not be modified or terminated without thirty
(30)days prior written notice to the DIRECTOR.
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13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means, methods, techniques, sequences or procedures, or for safety precautions and
programs in connection with the construction, unless specifically identified in the Scope of
Services.
14. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement, there shall be no
discrimination against any employee or applicant for employment because of sex,age,race,color,
creed,national origin,marital status, of the presence of any sensory, mental or physical handicap,
unless based upon a bona fide occupational qualification, and this requirement shall apply to, but
not be limited to, the following: employment advertising, layoff or termination, rates of pay or
other forms of compensation and selection for training, including apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any services
or activities made possible by or resulting from this Agreement on the grounds of sex,race,color,
creed, national origin, age except minimum age and retirement provisions, marital status or the
presence of any sensory, mental or physical handicap. Any violation of this provision shall be
considered a violation of a material provision of this Agreement and shall be grounds for
cancellation,termination or suspension, in whole or in part,of the Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and the
assigns of the parties hereto; provided, however, that no assignment shall be made without the
prior written consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other
provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to
each and every item,condition and other provision hereof to the same extent that the ENGINEER
would have been obligated if it had done the work itself and no assignment, delegation or
subcontract had been made. Any proposed subcontractor shall require the CITY's advanced
written approval.
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership,joint venture, employment or
other agency relationship between the parties hereto.
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18. SEVERABILITY
The parties intend and agreed that, if any section, sub-section,phrase,clause or other provision of
this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all
other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several sections of this Agreement are inserted only as a matter of convenience
and for reference and in no way are they intended to define, limit or describe the scope of intent of
any provision of this Agreement,nor shall they be construed to affect in any manner the terms and
provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitute the entire Agreement of the parties on the subject
matter hereof and may not be changed, modified, discharged or extended except by written
amendment duly executed by the parties. Each party agrees that no representations or warranties
shall be binding upon the other party unless expressed in writing herein or in a duly executed
amendment hereof, or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in and shall be construed in accordance with
the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any
rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois.
22. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from the DIRECTOR,
nor will the ENGINEER make public proposals developed under this Agreement without prior
written approval from the DIRECTOR prior to said documentation becoming matters of public
record.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work
associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a
violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging.
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25. SEXUAL HARASSMENT
As a condition of this contract,the ENGINEER shall have written sexual harassment policies that
include,at a minimum,the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment,utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies shall be provided by ENGINEER to the Department of Human Rights upon
request(775 ILCS 5/2-105).
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance Abuse
Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy shall be
provided to the DIRECTOR prior to the entry into and execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and to
other participants which may affect cost or time of completion, shall be made or confirmed in
writing. The DIRECTOR may also require other recommendations and communications by the
ENGINEER be made or confirmed in writing.
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28. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and shall be
mailed by First Class Mail,postage prepaid, addressed as follows:
A. As to CITY: B. As to ENGINEER:
Mike Pubentz Ajay Jain, P.E., C.F.M
Public Works Director Vice President
City of Elgin HR Green, Inc,
150 Dexter Court 1391 Corporate Drive, Suite 203
Elgin, Illinois 60120-5555 McHenry, IL 60050
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and understood that
in connection with the performance of this Agreement that the ENGINEER shall comply with all
applicable Federal, State, City and other requirements of law, including, but not limited to, any
applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal
status of employees. Without limiting the foregoing, ENGINEER hereby certifies,represents and
warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing
products and/or services with respect to this Agreement shall be legally authorized to work in the
United States. ENGINEER shall also at its expense secure all permits and licenses,pay all charges
and fees and give all notices necessary and incident to the due and lawful prosecution of the work,
and/or the products and/or services to be provided for in this Agreement. The CITY shall have the
right to audit any records in the possession or control of the ENGINEER to determine
ENGINEER'S compliance with the provisions of this section. In the event the CITY proceeds
with such an audit the ENGINEER shall make available to the CITY the ENGINEER'S relevant
records at no cost to the CITY. ENGINEER shall pay any and all costs associated with any such
audit.
30. EXECUTION
This agreement may be executed in counterparts, each of which shall be an original and all of
which shall constitute one and the same agreement. For the purposes of executing this agreement,
any signed copy of this agreement transmitted by fax machine or e-mail shall be treated in all
manners and respects as an original document. The signature of any party on a copy of this
agreement transmitted by fax machine or e-mail shall be considered for these purposes as an
original signature and shall have the same legal effect as an original signature. Any such faxed or
e-mailed copy of this agreement shall be considered to have the same binding legal effect as an
original document. At the request of either party any fax or e-mail copy of this agreement shall be
re-executed by the parties in an original form. No party to this agreement shall raise the use of fax
machine or e-mail as a defense to this agreement and shall forever waive such defense.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
9
FOR THE CITY: FOR THE ENGINEER:
By� /G e By:
Richard G. Kozal, City Manage
Name/Print: Ajay Jain, PE, CFM
Title: Vice President—Practice Leader
Attest:
Kimberly Dewis y Clerk
J:\2021\211414\Admin\Contract\Cl ient\01-Engineering_Agreement-E-Chicago-St-Services-REV 110321-Final.docx
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ATTACHMENT A-1
SCOPE OF SERVICES
PROFESSIONAL ENGINEERING DESIGN SERVICES FOR THE
E. CHICAGO ST. SANITARY SEWER SERVICE LINING PROJECT
City of Elgin, IL
November 3, 2021
PROJECT BACKGROUND/PROJECT UNDERSTANDING
HR Green, Inc. (ENGINEER) has been requested by the City of Elgin, Illinois (CITY) to provide
professional engineering services agreement in relation to the E. Chicago Sanitary Sewer
Service Lining Project. Chicago Street is an FAU Route 1321 and was reconstructed from
Center Street (Villa Street) to Liberty Street in late 2020. The purpose of this request is for the
CITY to proactively upgrade the existing private sanitary sewer services within the
reconstruction project limits by proposing Cured In Place Pipe (CIPP) lining of the sanitary
sewer services. Approximately sixty (60) services are anticipated needing CIPP lining. The
lining of the services is expected to extend from the main line and stop at a new cleanout to be
installed within the Right-of-Way (ROW). The lining of the services will avoid future reactionary
and expensive repairs within the newly reconstructed roadway section. Exhibit D shows the
overall project limits.
The CITY has requested that professional engineering design services be provided to prepare
construction and bidding documents for a late spring 2022 bid letting and summer construction.
The ENGINEER is to complete the following scope of services for the E. Chicago St. Sanitary
Sewer Service Lining Project as identified below:
SCOPE OF SERVICES
The ENGINEER will include completion of the following tasks under this scope of services:
Task 1 - Kickoff Meeting
Task 2 - Data Collection
Task 3- Sewer Televising Video Review
Task 4- Field Reconnaissance
Task 5- Utility Coordination
Task 6- Field Investigation/Property Owner Coordination
Task 7 - Preliminary (60%) Contract Plans
Task 8— Pre-Final (90%) and Final (100%) Contract Plans
Task 9 - Public Information Meeting
Task 10- Progress Meetings
Task 11 - Engineer's Opinion of Probable Construction Costs (EOPCC)
Task 12 - Quality Assurance and Quality Control (QA-QC)
Task 13- Bid Award and Assistance
Task 14 - Project Administration
Task 15- Design Allowance
Task 16 - Construction Administration and Observation Services (See Attachment A-2 for
additional breakdown of scope of services)
Attachment A-1
Scope of Services-Engineering Services
E. Chicago St. Sanitary Sewer Service Lining Project
City of Elgin, IL
Page 2 of 8
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. 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— DATA COLLECTION
Scope of Work: The following data will be collected or obtained from the CITY for the
purposes of developing and assembling the construction and bidding documents:
• Previously completed sewer televising video and inspection reports of the project limits
for verification of the sanitary service location off the main line;
• Property/Parcel list by address including owner of record for project coordination
throughout the project design and construction duration, and;
• Electronic copy of the previously completed Record Drawings Plans prepared by
Engineering Enterprises, Inc. that will be used for engineering plan sheet setup.
Deliverable: N/A
TASK 3—SEWER TELEVISING VIDEO REVIEW
Scope of Work: Sewer Televising and Inspections were previously completed in an earlier
design phase of the project; the ENGINEER will review the post construction televising of the
sewer to verify the location of each private sanitary sewer service connection that was
previously shown and include in the record drawings plans prepared by others. ENGINEER will
prepare an overall list of sanitary sewer services by address and assumed length with cleanout
location recommendations that will be incorporated in the final engineering plans.
Deliverable: An excel spreadsheet has been previously submitted by the CITY summarizing
the sanitary sewer service results, date the service was repaired, and if the service was
televised. Per CITY direction, all sanitary sewer services under the reconstructed roadway
section of E. Chicago St from Center St to Liberty St. will be lined as part of the project. A
tabulation of CIPP service segment will be included on the final engineering plans.
Attachment A-1
Scope of Services-Engineering Services
E. Chicago St. Sanitary Sewer Service Lining Project
City of Elgin, IL
Page 3 of 8
TASK 4— FIELD RECONNAISSANCE
Scope of Work: ENGINEER and CITY representatives will perform a walkthrough of the site
prior to finalizing the 60% design plans to verify the existing site conditions and noticeable site
conflicts for proposed improvements. Additional reconnaissance will be completed with the
CITY, as needed, to verify that the proposed improvements are reasonable and constructible.
The ENGINEER will also coordinate with the CITY's Historic Preservation Planner (Christen
Sundquist) regarding the proposed improvements within the project limits based on the project
being located within the Historical District.
Deliverable: N/A
TASK 5— UTILITY COORDINATION
Scope of Work: The scope will include utility coordination with the CITY Utility Department,
Public Works and Franchise Utilities Owners to finalize the clean out locations for the sanitary
sewer services and possible conflicts in the field as plans are developed to pre-final and final
stage.
Deliverable: Submit copies of contract plans to each of the identified franchise utility
companies and CITY at each design stage milestone for review and coordination of utilities.
TASK 6— FIELD INVESTIGATION/PARCEL OWNER COORDINATION
Scope of Work: The following assumptions have been made in preparing the scope for this
task:
• Approximately sixty (60) parcels are included for investigation and lining. The number of
parcels were determined from address list provided by the CITY and prior engineering
improvement plans prepared by others. The ENGINEER as part of this scope will verify
the total number of impacted services and the proposed location of cleanouts within the
project limits as identified above.
• The engineering plans shall include installation of a proposed cleanout. The location of
the proposed clean out is to be located either within the parkway, if space is available
and not occupied by a utility conflict or hardscape feature. Alternate location would be
nearest to the existing ROW line. The exact location of the clean out is to be
coordinated in the field and with the CITY and the parcel owner during the 60%
engineering plan preparation. It is anticipated that the location of the clean out may also
fall entirely within private property; in such case the purpose of this task would be to
coordinate with the parcel owner. Coordination for such efforts will be included within this
scope of work as requested by the CITY.
Attachment A-1
Scope of Services-Engineering Services
E. Chicago St. Sanitary Sewer Service Lining Project
City of Elgin, IL
Page 4 of 8
• It is assumed that parcel owner will not be awarded any payment for access and for
entering upon their lands to install the proposed cleanout and therefore appraisal and
negotiations is not included in the scope.
• A boundary survey of the parcel for access or easement exhibits is not included in the
scope.
• It is assumed that contractor will be required to restore the disturbed areas to existing
conditions and no additional improvements, requiring additional design on private
property, will be required.
• It is assumed that temporary access will be required on private property for construction
purposes. ENGINEER will prepare the necessary exhibits showing the location and
extent of temporary access. Individual parcel owner coordination will be completed by
the ENGINEER with the CITY's approval and signoff. Preparation of a temporary or
permanent easement plat is not included in the scope. CITY will confirm with their legal
department regarding the appropriate instrument to secure the temporary access
required to complete the scope of work for construction. "Right of Entry Easement" or
"Temporary Use Permit" was referenced by the CITY and final process for temporary
access documents are to be determined during the design stage development in
consultation with the CITY's legal department.
• ENGINEER's scope of services shall include the following:
o Complete up to sixty (60) individual building inspection(s) to document, by
photograph, the service location within the building, exit orientation or direction, and
service size if visible or via floor clean out if available. It is assumed that parcel
owner will readily provide access to the inside of the building for inspection purposes.
Up to a maximum of two (2) attempts will be made to enter the building.
o Prepare up to approximately sixty (60) notification letters (English and Spanish) for
CITY and parcel owner coordination purposes.
o Prepare Excel spreadsheet summarizing by address the location, direction, type (if
known) and size (if known) for City and Contractor's reference.
o Coordinate and attend meetings with the owners of up to sixty (60) parcels to present
and deliver temporary access documents along with opt in/opt out agreement forms
for sewer service lining options. CITY to provide agreement forms as approved by
the CITY Legal department.
o Include appropriate information in the plans to show the existing service location. It
is assumed that contractor will be required to restore the disturbed areas to existing
conditions and no additional improvements will be required on private property.
Deliverable: Sanitary Sewer Service Investigation spreadsheet; building inspection as needed;
notification letters, plans and specifications for sanitary sewer service lining from main line to
proposed cleanout. CITY to provide "Right of Entry Easement" or "Temporary Use Permit" and
opt in/opt out Agreements to ENGINEER to coordinate with parcel owner prior to construction
stage.
Attachment A-1
Scope of Services-Engineering Services
E. Chicago St. Sanitary Sewer Service Lining Project
City of Elgin, IL
Page 5 of 8
Items Not Included in the Scope: Boundary survey of parcels, temporary and permanent
easement plats, and appraisals and negotiations.
TASK 7 & TASK 8 — PRELIMINARY (60%), PRE-FINAL (90%) AND FINAL (100%)
CONTRACT PLANS
Scope of Work: These services will include preparing preliminary, 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, and;
• IDOT Standard Specifications.
b. Plans, Specification and Bid Documents: ENGINEER will develop and assemble the
contract plans and specifications for a local letting. Plans will be prepared in AutoCAD
software. Plans will be developed to predetermined milestones for submittal which will
consist of preliminary (60%), pre-final (90%) and final (100%) engineering plans.
Comments received will be addressed and a disposition of comments will be provided to
the CITY. The improvements within the project limits will include construction of sanitary
sewer service lining, sidewalk removal and replacement (as necessary), and driveway or
apron patching, and restoration of disturbed grassy areas with Sod.
Note: Engineering Plans will be prepared using the electronic pdf copies of the As-Built
and Design Plans prepared by others. Redline of the applicable sheets form the As-Built
and Design plans will be included in the Engineering Plans to provide information
pertaining to sanitary sewer service lining and associated improvements.
A typical set of contract plans will include the following minimum sheets:
• Cover Sheet;
• Index/General Notes/Standards;
• Summary of Quantities;
• Removal Plans (as necessary);
• Plan and Profile Sheets (developed from record drawings/design plan sheets by
others);
• Schedule or summary of sanitary sewer services;
• Erosion Control Plan (as necessary for disturbed areas);
• Restoration Plans; and
• Standard CITY and IDOT Construction Details as necessary
Attachment A-1
Scope of Services-Engineering Services
E. Chicago St. Sanitary Sewer Service Lining Project
City of Elgin, IL
Page 6 of 8
Typical Final Bid Documents will include:
• Bid forms - Notice to Bidders, Instructions to Bidders, Bonding and Insurance
Requirements
• Contract Terms and Conditions;
• Special Provisions;
• Approved Permits; and
• Contract Plans.
TASK 9— 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. It is our experience that public meetings held close to or
within the project limits (if possible) will solicit greater turnout and feedback and as a result, a
better coordinated and successful project.
Deliverable: ENGINEER will prepare necessary exhibits and handouts for the public meeting.
TASK 10— PROGRESS MEETINGS
Scope of Work: ENGINEER will attend up to one (1) 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. Up to two (2) additional progress meetings can be held via
zoom, if required.
Deliverable: ENGINEER will prepare minutes of the meetings and distribute to all attendees.
TASK 11 — 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 the 60%, 90% and 100% submittals. If any adjustments are
needed in the design plans including limits of construction adjustments, these discussions can
occur early in the process.
Deliverable: An Illinois Registered Professional Engineer (PE) signed and sealed EOPCC will
be provided.
Attachment A-1
Scope of Services-Engineering Services
E. Chicago St. Sanitary Sewer Service Lining Project
City of Elgin, IL
Page 7 of 8
TASK 12—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 60%, 90% and 100%submittals. A constructability review will also be
completed by qualified construction personnel.
Deliverable: N/A.
TASK 13 - 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. The ENGINEER will review the bid tabulations of all bids
submitted electronically by the bidding contractor via the CITY's online bidding system and
verify references to similar work. This will be submitted to the CITY within a twenty-four-hour
time period and will include a recommendation for award.
Deliverable: Bid Tabulation review, verify Contractor reference to similar work, and
recommendation for award letter will be provided.
TASK 14— 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 15— 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.
Scope of Work: Miscellaneous design services may be needed as part of this project including
but not limited to:
Attachment A-1
Scope of Services-Engineering Services
E. Chicago St. Sanitary Sewer Service Lining Project
City of Elgin, IL
Page 8 of 8
• Work outside the project limits;
• Pickup Survey as needed;
• 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; and
• Other additional services requested by the CITY and not identified in the contract.
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 $5,000.00 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.
Deliverable: To be determined based on the nature and scope of miscellaneous design
services.
Items Not Included in the Scope: N/A
ITEMS NOT INCLUDED IN THE SCOPE OF WORK
• Surveying
• Additional Sanitary Sewer Televising or Testing Services
• Potholing Services or Exploratory Excavation Services
• Geotechnical Soil Borings
• Clean Construction or Demolition Debris (CCDD) Certification (LPC-662)
• Temporary and/or permanent easement plats
• Appraisals and negotiations
J:\2021\211414 Admin\Contract\Client\02-Attachment_A-1_Design-Scope of Services-REV110321-Final.docx
ATTACHMENT A-2
SCOPE OF SERVICES
CONSTRUCTION ADMINISTRATION AND OBSERVATION SERVICES FOR THE
E. CHICAGO ST. SANITARY SEWER SERVICE LINING PROJECT
City of Elgin, IL
November 3, 2021
PROJECT BACKGROUND/PROJECT UNDERSTANDING
HR Green, Inc. (ENGINEER) has been requested by the City of Elgin, Illinois (CITY) to provide
professional engineering services agreement in relation to the E. Chicago Sanitary Sewer
Service Lining Project. Chicago Street is an FAU Route 1321 and was reconstructed from
Center Street (Villa Street) to Liberty Street in late 2020. The purpose of this request is for the
CITY to proactively upgrade the existing private sanitary sewer services within the
reconstruction project limits by proposing Cured In Place Pipe (CIPP) lining of the sanitary
sewer services. Approximately sixty (60) services are anticipated needing CIPP lining. The
lining of the services is expected to extend from the main line and stop at a new cleanout to be
installed within the Right-of-Way (ROW). The lining of the services will avoid future reactionary
and expensive repairs within the newly reconstructed roadway section. Exhibit D shows the
overall project limits.
The CITY has also requested that construction administration and observation services be
provided for summer construction. The ENGINEER is to complete the following scope of services
for the E. Chicago St. Sanitary Sewer Service Lining Project as identified below:
CONSTRUCTION ADMINISTRATION AND OBSERVATION SERVICES
For the purposes of the contract scope and fee, the following estimates for construction duration
have been assumed.
• A six (6) week construction schedule is anticipated from start of construction to final
completion (approximately 30 working days). See Exhibit B for assumed schedule and
Exhibit C-2 for Man-Hour estimates.
• The man-hours required for construction administration and observation services are
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 and within the assumed six (6)
week construction schedule. 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.:
Attachment A-2
Scope of Services-Construction Administration
E. Chicago St. Sanitary Sewer Service Lining Project
Page 2 of 2
A. Start Up
ENGINEER will complete a preconstruction video of the proposed construction area to
document the existing conditions prior to the start of construction. ENGINEER will
review contract documents and review contractor submittals and schedules.
The project startup also allows ENGINEER design and construction personnel time to
review the plans and specification prior to the start of the project, attend preconstruction
meeting with the contractor and CITY. HR Green will coordinate with the CITY to ensure
notification requirements and coordination with residents, stakeholders, and City's 311
contact center.
B. Construction Observation
ENGINEER will provide full-time Construction Observation Services on a time and
material, not-to-exceed contract amount basis. ENGINEER 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.
ENGINEER will complete 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. ENGINEER will verify that all materials
incorporated into this project are materials that are in general conformance with the
approved plans and specifications. ENGINEER shall keep the CITY informed as to the
progress of construction.
ENGINEER anticipates a construction technician will be on site observing construction
and completing necessary documentation for eight (8) hours per day. During the
construction, ENGINEER will also coordinate and provide notification of temporary
service outage to all affected stakeholders within the project area and will also
coordinate such notifications with the City's Project Manager and 311 Contact Center.
C. Administration/Coordination
This task will involve the oversight of the project by the ENGINEER's Project Manager
and will include the on-going review of the project execution, documentation, schedule
and budget, contract file management, and general correspondence between
ENGINEER, CITY, the contractor, and subcontractors.
D. Progress Meetings
ENGINEER will attend the weekly construction progress meetings as needed with the
CITY, the contractor, and subcontractors. The ENGINEER will complete construction
meeting agendas, and construction meeting minutes.
J:12021\211414\Admin\Contract\Client\03-Attachment_A-2_Construction-Scope of Services-REV110321-Final.docx
EXHIBIT B -PROJECT SCHEDULE ,1,
HRGreer E. CHICAGO ST. SANITARY SEWER SERVICE LINING PROJECT ELGIN
FINAL ENGINEERING PLANS, CONTRACT DOCUMENTS AND BIDDING SERVICES
CONTRACT APPROVAL AND NOTICE TO PROCEED 17-Nov-21
Task Descriptions START DATE END DATE
Task 1 Kickoff Meeting(Internal and with City) Week of November 29,2021 (After Holiday)
Task 2 Data Collection Ongoing throughout the Project
Task 3 Sewer Televising Video Review 29-Nov-21 31-Dec-21
Task 4 Field Reconnaissance 29-Nov-21 25-Mar-22
Task5 Utility Coordination 31-Dec-21 25-Mar-22
Task 6 Field Investigation 6-Dec-21 18-Feb-22
Task 7 Preliminary(60%)Engineering Plans 29-Nov-21 Week of 1/17/2022
CITY REVIEW OF 60%PLANS(3 WEEKS ALLOWED) Week of 1/17/2022 4-Feb-22
Task 8 Final(100%)Contract Plans 4-Feb-22 21-Feb-22
CITY REVIEW OF 100%PLANS(2 WEEKS ALLOWED) 21-Feb-22 4-Mar-22
Task 9 Public Information Meeting Tentative February 2022
Task 10 Progress Meetings-(Preliminary Design) Week of January 17,2022
Task 11 Engineer's Opinion of Probable Construction Costs(EOPCC) To be submitted with 60%and Final Plans
Task 12 Quality Assurance and Quality Control(QA-QC) To be completed with 60%and Final Plans
Task 13 Bid Award and Assistance 4-Mar-22 8-Apr-22
Task 14 Project Administration 22-Nov-21 8-Apr-22
Task 15 Design Allowance As needed throughout the Project
OVERALL SCHEDULE FOR FINAL ENGINEERING SERVICES 17-Nov-21 8-Apr-22
CONSTRUCTION ENGINEERING SERVICES
CITY CONTRACTOR NOTICE TO PROCEED-T.B.D. Estimate for Week of May 9th,2022
Task Descriptions START DATE END DATE
Task 1 A. Construction Start-up and Review Week of May 16th,2022
Task 2 B. Construction Layout and Verification 16-May-22 10-Jun-22
•
Task 3 C. Construction Observation-Utilities(8hrs/day) 16-May-22 30-Jun-22
Task 4 D. Administration/Coordination 16-May-22 30-Jun-22
Task5 E. Meetings at City(Pre-Construction and Progress Meetings) 16-May-22 24-Jun-22
Task 6 F. Final Inspection 20-Jun-22 24-Jun-22
Task 7 G. Project Close-out 24-Jun-22 1-Jul-22
OVERALL SCHEDULE FOR FINAL ENGINEERING SERVICES 16-May-22 1-Jul-22
*This schedule was prepared to include reasonable allowances for review and approval times required by the CITY and public authorities having jurisdiction
over the project. This schedule shall be equitably adjusted as the project progresses,allowing for changes in the scope of the project requested by the CITY
or for delays or other causes beyond the control of ENGINEER.
IEXHIBIT C-1 -MAN-HOUR AND FEE ESTIMATE ,t
HRGreen E.CHICAGO ST.SANITARY SEWER SERVICE LINING PROJECT-DESIGN ENGINEERING SERVICES E LG I N
Task Descriptions Hours Labor Fee Sub- Direct Costs Total FEE
Consultant
FINAL ENGINEERING PLANS,CONTRACT DOCUMENTS AND BIDDING SERVICES(SEE ATTACHMENT A-1)
Task 1 Kickoff Meeting(Internal and with City) 7 $1,307 $70 $1,377
Task 2 Data Collection 6 $1,008 $1,008
Task 3 Sewer Televising Video Review 8 $1,200 $1,200
Task 4 Field Reconnaissance 13 $2,111 $150 $2,261
Task 5 Utility Coordination 10 $1,498 $50 $1,548
Task 6 Field Investigation-Sanitary Sewer Service Coordination with Parcel Owner(Cleanout) 72 $11,012 $330 $11,342
Task 7 Preliminary(60%Contract Plans) 47 $7,387 $50 $7,437
Task 8 Pre-Final(90%)and Final(100%Contract Plans) 53 $8,759 $100 $8,859
Task 9 Public Information Meeting 5 $911 $70 $981
Task 10 Progress Meetings-(Preliminary Design) 9 $1,511 $70 $1,581
Task 11 Engineer's Opinion of Probable Construction Costs(EOPCC) 15 $2,318 $2,318
Task 12 Quality Assurance and Quality Control(QA-QC) 5 $966 $966
Task 13 Bid Award and Assistance 20 $3,212 $3,212
Task 14 Project Administration 16 $3,648 $3,648
Task 15 Design Allowance N/A $5,000 $5,000
Sub-Total for Preliminary&Final Plans with Specifications-60%&Final 286 $51,848 $0 $890 $52,738
GRAND TOTAL FOR DESIGN ENGINEERING SERVICES 286 $51,848 $0 $890 $52,738
: r>E EXHIBIT C-2-MAN-HOUR AND FEE ESTIMATE
E. CHICAGO ST.SANITARY SEWER SERVICE LINING PROJECT-CONSTRUCTION ENGINEERING SERVICES ELGIN
Task Descriptions Hours Labor Fee Sub- Direct Costs Total FEE
Consultant
CONSTRUCTION ENGINEERING SERVICES(SEE ATTACHMENT A-2)
A. Construction Start-up and Review 8 $1,200 $1,200
B. Construction Layout and Verification 8 $1,200 $1,200
C. Construction Observation-Utilities(8hrs/day) 240 $36,000 $1,041 $37,041
D. Administration/Coordination 4 $690 $100 $790
E. Meetings at City(Pre-Construction and Progress Meetings) 10 $1,710 $201 $1,911
F. Final Inspection 6 $970 $970
G. Project Close-out 4 $600 $600
Sub-Total for Construction Engineering Services 280 $42,370 $0 $1,342 $43,712
GRAND TOTAL FOR CONSTRUCTION ENGINEERING SERVCIES 280 $42,370 $0 $1,342 $43,712
Construction Engineering Assumptions:
1. Contract Letting=Late Spring
2. Construction E.Chicago Street-30 Field Days
3.Construction Weekly Mtgs are included within the full day for RE
4. Construction Project Manager estimated at 1 hrs per week(6 weeks=6 hrs)
Ii ji... I Exhibit D - Location Map JL
Project: E. Chicago St. from Center St. to Liberty St. E LG I N
HR G ree n. THE CITY IN THE SUBURBS
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