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HomeMy WebLinkAbout22-157 Resolution No. 22-157 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH BURNS & MCDONNELL ENGINEERING COMPANY, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE ALFT LANE & RANDALL ROAD IMPROVEMENTS 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 Burns & McDonnell Engineering Company, Inc., for professional services in connection with the Alft Lane & Randall Road improvements project, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: September 14, 2022 Adopted: September 14, 2022 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk AGREEMENT THIS AGREEMENT is made and entered into this 14 day of September,20 22 ,by and between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as"CITY") and Burns &McDonnell Engineering Company,Inc., a Missouri corporation authorized to do business in the State of Illinois, (hereinafter referred to as"ENGINEER"). WHEREAS,the CITY has previously entered into an agreement with the ENGINEER dated April 14,2021,to furnish certain professional engineering services in connection with the Alft Lane & Randall Road Intersection Improvement Project (hereinafter referred to as the "Original Agreement" and the"Project"); and WHEREAS, the CITY has also previously entered into a second agreement with the ENGINEER dated March 9,2022,to furnish certain additional professional services in connection with the Alft Lane&Randall Road Intersection Improvement Project(hereinafter referred to as the "Second Agreement"); and WHEREAS, the CITY desires to engage the ENGINEER to furnish certain additional construction engineering services for the PROJECT as hereinafter described; 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 Director of Public Works of the CITY,herein after referred to as the"DIRECTOR". B. The Scope of Services for the PROJECT shall include, but are not limited to preconstruction meeting coordination, coordination with contractor, City, and residents/businesses, construction observation, and all necessary project documentation. C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A, and incorporated into this Agreement by this reference. D. This Agreement with the ENGINEER is germane to the Original Agreement and to the Second Agreement with the ENGINEER with respect to the PROJECT as signed and this Agreement is in the best interest of the CITY and authorized by law. 2. PROGRESS REPORTS A. An outline project milestone schedule is provided hereinunder. a. Bid Opening—July 28, 2022 b. Construction Contract Award by City Council—August 24,2022 c. Pre-Construction Meeting—August 19, 2022 d. Start Construction—September 2, 2022 e. Construction Completion—November 15,2022 B. A detailed project schedule for the PROJECT is included as Attachment 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 DIRECTOR;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 rate of 3.0 times the direct hourly rate of personnel employed on this PROJECT,with the total fee not to exceed $168,179 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.A cost breakdown of the services to be provided by the ENGINEER detailing said not to exceed amount is attached hereto as Attachment C,and incorporated into this Agreement by this reference. -2- B. For outside services provided by other firms or subconsultants,the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER, plus ten percent(10%). The cost of any such outside services is included within the total not-to-exceed amount of $168,179 provided for in Section 4A above. C. Other fee components include reimbursable expenses such as translation services, vehicle charges,and printing,The cost of any such reimbursable expenses is included within the total not-to-exceed amount of$168,179 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 schedule, and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. DATE EST. % EST.VALUE OF EST.INVOICE COMPLETE WORK VALUE COMPLETE September 30,2022 40% $67,271.60 $67,271.60 October 31,2022 40% $134,543.20 $67,271.60 November 30, 2022 20% $168,179 $33,635.80 TOTAL 100% $168,179.00 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 - 3 - 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. 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 -4- 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. 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,maintain and pay for during the term of this Agreement the following types and amounts of insurance: A. Comprehensive Liability. 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. - 5 - 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. 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/AFFIRMATIVE ACTION The ENGINEER will not discriminate against any employer or applicant for employment because of race, color, religion, sex, national origin, age, ancestry, order of protection status, familial status, marital status, physical or mental disability, military status, sexual orientation, or unfavorable discharge from military service which would not interfere with the efficient performance of the job in question. ENGINEER shall take affirmative action to comply with the provisions of Elgin Municipal Code Section 5.02.040 and will require any subcontractor to submit to the CITY a written commitment to comply with those provisions. ENGINEER shall distribute copies of this commitment to all persons who participate in recruitment, screening, referral and selection of job applicants and prospective subcontractors. ENGINEER agrees that the provisions of Section 5.02.040 of the Elgin Municipal Code, 1976,as amended,is hereby incorporated by reference,as if set out verbatim. 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 race,color,religion, sex,national origin,age,ancestry,order of protection status,familial status,marital status,physical or mental disability, military status, sexual orientation, or unfavorable discharge from military service. Any violation of this paragraph 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 - 6 - 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. 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 constitutes 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. - 7- 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. 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 - 8 - DIRECTOR may also require other recommendations and communications by the ENGINEER be made or confirmed in writing. 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, P.E. Stephen T. Crede Public Works Director Department Manager City of Elgin Burns&McDonnell Engineering Company,Inc. 150 Dexter Court 1431 Opus Place, Suite 400 Elgin, IL 60120-5555 Downers Grove, IL 60515 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. COUNTERPARTS AND 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. This Agreement may be executed electronically,and any signed copy of this Agreement transmitted by facsimile machine or email 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 facsimile machine or email shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. 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: ",f Gu, By By: City Manager Name/Print: Stephen Crede Title: Department Manager r",f City Clerk Legal llept\Agreement\ENGINEERING AGREEMENT-FORM-clean-8-10-22.docx - 10- ATTACHMENT "A" CONSTRUCTION ADMINISTRATION AND CONSTRUCTION ENGINEERING ACTIVITIES FOR ALFT LANE & RANDALL ROAD IMPROVEMENTS PROJECT A. CONSTRUCTION ADMINISTRATION 1. General: The Construction Administrator will serve as the City of Elgin's representative for the entire construction project as assigned by the City.As such he will function as an extension of the City's staff and be responsible for overall implementation and management of the project. The Construction Administrator will provide all Level 1 management services. These services are defined as all management functions and requirements over and above the daily routine project requirements. They will include implementation of City policies,program administration, coordination and monitoring of consultants and contractors providing overall management control and direction to insure completion of the construction project in accordance with the City's objectives of cost,time and quality. The Construction Administrator will work closely with and report to the Director of Public Works or his designee. 2. Location This project is a joint venture between the City of Elgin's Public Works Department, Water Department and Kane County Division of Transportation (KDOT). The following streets/areas are scheduled to be included in the Alft Lane&Randall Road Improvements Project: a. Alft Lane: From Capital Street to Randall Road b. Randall Road (NB): From Alft Lane to Westfield Drive 3. Specific Duties and Responsibilities: a. Project Control: Establish and maintain lines of communication, authority, and procedures for coordination among the City, Director, Design Engineer, Contractors, and Construction Engineer as needed to carry out the project construction requirements. b. Additional Services: When required, identifies the need for, and assists the City in selecting and retaining professional services of a surveyor,testing laboratories and other special consultants, and coordinates these services during their performance. Page 1 of 6 c. Contract Requirements: Administrates and monitors for the Director, contractors and other project consultants,the contractual requirements for items such as insurance, bonds, and general conformance with governmental regulations, including minority compliance. d. Construction Monitoring: Monitors the work of contractors and construction engineer to ensure adequate quality control of the construction work and compliance with the design drawings, specifications and other required regulations. e. Scheduling: Works with the contractor and Construction Engineer to ensure that a workable construction schedule is developed and agreed to by all parties. Provide for continuous monitoring of the schedule as construction progresses. Identify potential variances between scheduled and probable completion dates. Review schedule for work not started or incomplete and recommend to the Director, Construction Engineer and contractors, adjustments in the schedule to meet the probable competition date. Together with the Construction Engineer determine the adequacy of the contractor's personnel and equipment and the availability of materials and supplies to meet the schedule. Recommend courses of action to the Director when requirements of a contract are not being met. f. Administration: Handle all project administrative correspondence including preparation of all written documents and correspondence requiring the City's and Director's signature and authorization. Maintain a file on all project correspondence and records to include daily construction reports prepared by the Design Engineer's field Construction Engineer. g. Contractor's Payment: Review and process for payment,through the Director, all applications by contractors and design consultants for progress and final payments. i. Change Orders: Recommend necessary or desirable changes to the Director and the Design Engineer,review requests for changes, and handle all administrative aspects to include contractor negotiations, formal preparation and submission with recommendation to the Director. J. Cost Control: Monitors all project costs and revises and refines the initially approved changes as they occur and develop cash flow reports and forecasts as needed. Page 2 of 6 k. Job Meetings: Conduct periodic (weekly in general)progress meetings with all associated parties to review construction progress,procedures, scheduling, design interpretation, problem areas and overall coordination. 1. Reports: Provide a timely weekly status reporting system to keep the City abreast of all aspects of the project which will: a)emphasize problem areas to the Director on a by-exception basis; and b)present solutions for the problems which will enable management to make decisions on a go-or-no-go basis. m. Public Information: Provides advance and current information to the public as necessary and appropriate. Works with citizens and businesses directly impacted by contractor to protect citizen's interests. n. Final Completion: Together with the Design Engineer and Construction Engineer conduct and develop a pre-final inspection and develop a pre-final punchlist for the contractor. Upon completion of the pre-final punchlist notify the Director that a final inspection is in order. Attend the final inspection with the Director and contractors.Advise the Director when all punchlist work resulting from the final inspection has been completed. Recommend,prepare, and process all final pay estimates through the Director. B. CONSTRUCTION ENGINEER 1. General: The Design Engineer may serve as the City's on-site construction representative for the construction project as the Construction Engineer. He will be responsible for the general control and field inspection of the construction project and will provide all Level 2 management services. These services are defined as all management functions required for day to day control of the project. They will include field inspection, design interpretation, contract administration and general coordination and control of the day to day construction activities of the contractor to insure timely completion and quality construction in strict compliance with contract drawings and specifications. The Construction Engineer will work closely with and report to the Construction Administrator. 2. Specific Duties and Responsibilities a. Liaison and Contract Control: Assist the contractors in understanding the intent of the contract documents. Serve as the City's representative with the contractors working principally through the Page 3 of 6 contractor's project engineer and on-site superintendent. Serve as the City's liaison with other local agencies, utility companies, state agencies,businesses, etc. keeping them advised of day to day activities. b. Resident/Business Notification: 1) Create and distribute bilingual(English and Spanish)resident notification letters prior to the start of construction to make persons in areas impacted by construction aware of the upcoming work. Update Elgin's 311 Construction Command Page daily with project status. Coordinate with all residents as necessary through the project paying particular attention to residents with mobility issues that are brought to the Engineer's attention. 2)Notify and coordinate with businesses in areas impacted by construction. c. Review of Work,Rejection of Defective Work, Inspection and Testing: 1) Conduct on-site observations of the work in progress to determine that the project is proceeding in accordance with the contract documents and that completed work will conform to the requirements of the contract documents. 2) Instruct contractor to correct any work believed to be unsatisfactory, faulty or defective or does not conform to the requirements of the contract documents,or does not meet the requirements of any inspections,tests or approval required to be made; and advise Construction Administrator of action taken and if any special testing or inspection will be required. 3) Verify that tests are conducted as required by the contract documents and in presence of the required personnel, and that contractors maintain adequate record thereof, observe, record and report to Construction Administrator appropriate details relative to the test procedures. 4) Perform or cause to have performed as applicable, all required field tests such as concrete tests and hot mix asphalt compaction tests and ensure such tests are made by as may be specified.Analyze the results of all field and laboratory tests to determine the suitability of materials tested. 5) Accompany visiting inspectors representing public or other agencies having jurisdiction over the project,record the outcome of these inspections and report to Construction Administrator. d. Contractors SuLaestions and Requests: Consider and evaluate suggestions and requests for modifications in drawings and specifications which may be submitted by the contractor and make recommendations to the Construction Administrator with any time and cost implications for final decision. Page 4 of 6 e. Schedules: Review construction schedule and schedule of values prepared by the contractor. Be alert to the construction schedule and to the conditions which may cause delay in completion and report same to the contractor and the Construction Administrator in sufficient time to make adjustments. f. Pre-Construction Photos: Prepare a photo log of the entire project limits prior to the start of construction operations. g. Conferences: Attend periodic progress meetings scheduled by the Construction Administrator with all associated parties to review the overall project status and problems. h. Contract Administration and Records: 1) Handle all day to day contract administration and associated correspondence in accordance with the established procedures. 2) Maintain at the job site orderly files for correspondence,reports of job conferences,reproductions of original contract documents including all addenda, change orders, field orders, additional drawings issued subsequent to the execution of the contract documents,progress reports, and other project related documents. 3) Keep a diary or log book,recording contractor's hours on the job site,weather conditions,data relative to questions of extras or deductions, list of visiting officials,daily activities, decisions, observations in general and specific observations in more detail as in the case of observing test procedures. 4) Record names, addresses and telephone numbers of all contractors, sub- contractors and major suppliers of equipment and materials. 5) Complete all necessary documentation on a daily basis,which includes daily construction summary emails to the City. 6) Prepare and distribute weekly reports consisting of the week's work and any anticipated change in project schedule. Distribute via email to the City and post on City's 311 Construction Command Page. i. Reports: Furnish Construction Administrator written reports as required of progress of the work and contractor's compliance with the approved progress schedule. Page 5 of 6 j. Contractors Payment Requisition: Review applications for payment with contractor for compliance with the established procedure for their submission and forward them with recommendations to Construction Administrator,noting particularly their relation to the schedule of values,work completed and materials and equipment delivered to the site. k. Governmental Policies: Review contractor EEO policies and other governmental mandated programs to ensure contractor compliance with the governing regulations. 1. Change Orders: Perform initial evaluation of change orders and submit same to Construction Administrator with recommendation and cost estimate breakdown for final approval and processing. in. Final-Comlletion: 1) Together with the Construction Administrator conduct and prepare a pre-final inspection and give to the contractor a pre-final punchlist. Thereafter ensure that the contractor completes same in an expeditious fashion.Notify the Construction Administrator in writing when all work is completed and ready for final payment. 2) Together with the Construction Administrator conduct a final inspection with Public Works Operations,Project Manager and the general contractor. Prepare a final punchlist and thereafter ensure that the contractor completes same in an expeditious fashion.Notify the Construction Administrator in writing when all work is completed and ready for final payment. n. As-Built Documents Coordinate with Contractor following final completion and create as-built documentation to be shared with the City. Page 6 of 6 Attachment"B" Alft Lane& Randall Road Improvements Project E LG I N August 9, 2022 THE CRY IN THE SUBURBS 2022 PROPOSED PROJECT TASKS July August September October November December Bid Opening(July 28th,2022) Notice To Proceed-Bums&McDonnell Contract Award-Contractor(August 11,2022) Construction Duration(Completion:November 15,2022) Bid Opening Notice to Proceed Issued Contract Award-Contractor BURNS,MSDONNELL_ Construction Attachment"C" Cih of Elgi Pmf..i...I Engineering Service.N, Alf,L—d R,,d,ll R.,d Improvement.Project ELGIN August 9,2022 THE CITV IN THE SUB VRBS 011 0. 11.1 11.1 Mt 0%) 2. P-j-Ad—Z�C- 3. F—P . J. %,kly P—11..11W BURNS S �\MSDONNELL