HomeMy WebLinkAbout23-139 Resolution No. 23-139
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH FEHR GRAHAM AND
ASSOCIATES, LLC FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE 2023
PARKING LOT AND ALLEY MAINTENANCE PROGRAM
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 Fehr
Graham and Associates, LLC, for professional services in connection with the 2023 parking lot
and alley maintenance program, a copy of which is attached hereto and made a part hereof by
reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: June 28, 2023
Adopted: June 28, 2023
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 28 day of June , 20 23 , by
and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY")and Fehr Graham and Associates,LLC,an Illinois limited liability company (hereinafter
referred to as"ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with the 2023 Parking Lot and Alley Maintenance Program (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 Director of Public
Services of the CITY,herein after referred to as the"DIRECTOR".
B. Engineering Services to include the following:
• Single Bid Package complete with exhibits, typical pavement sections,
and applicable IDOT BLR forms.
• Full time resident engineer services during construction, including
documentation of contract quantities, daily reports, pay estimates,
punchlists, and close out documents.
• Materials Testing Services.
C. A detailed Scope of Services for the PROJECT is attached hereto as Attachment A,
and incorporated into this Agreement by this reference.
D. An exhibit presenting the Proposed Project Locations for the PROJECT is attached
hereto as Attachment D, and incorporated into this Agreement by this reference.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
• Notice to Proceed Issued to Fehr Graham—June 29,2023
• Begin Field Data Collection—July 3,2023
• Begin Master Planning Bluff City Cemetery—July 3,2023
• Begin Design Engineering—July 3,2023
• Submit 90%Design to City Staff for Review—July 24,2023
• Advertise Project for Bidding—July 28,2023
• Open Bids—August 10,2023
• Award Contract—August 23,2023
• Pre-Construction Meeting—September 4,2023
• Begin Construction—September 11, 2023
• Construction Substantial Completion—October 27,2023
• Construction Final Completion—November 3,2023
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 3.3 times the direct
hourly rate of personnel employed on this PROJECT, with the total fee not to
exceed $102,225 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 breakdown demonstrating the estimate of efforts required
to complete the design and construction engineering services related to the
PROJECT and their associated costs is included as Attachment C, attached hereto,
and incorporated into this Agreement by this reference.
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B. For outside services provided by other firms or subconsultants,the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER, plus 15%. The cost of any
such outside services is included within the total not-to-exceed amount of$102,225
provided for in Section 4A above.
C. The cost of any such reimbursable expenses, such as printing and vehicle fees, is
included within the total not-to-exceed amount of$102,225 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 Estimated% Estimated Value of Estimated
Completion Work Completed Invoice Value
7/7/2023 20% $20,445 $20,445
8/11/2023 20% $40,890 $20,445
9/8/2023 10% $51,113 $10,223
10/6/2023 20% $71,558 $20,445
11/10/2023 20% $92,003 $20,445
11/8/2023 10% $102,225 $10,222
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.
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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
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,
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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.
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/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
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.
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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.
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.
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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 DIRECTOR may also require other recommendations and communications by the
ENGINEER be made or confirmed in writing.
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28. NOTICES
.III 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. Jason Stoll, P.E.
Public Services Director Principal/Branch Manager
City of Elgin Fehr Graham and Associates,LLC
150 Dexter Court 515 Lincoln Highway, Rochelle,
Elgin, Illinois 60120-5555 IL 61068
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.
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IN WITNESS WHEREOF, the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
E3y By
City Manager N m rin . ason T. Stoll
Title: Principal
A est:
City Clerk
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FEHRGR�'.",'�M
ATTACHMENT A
May 31, 2023
Mr. Mike Pubentz, P.E.
City of Elgin—Public Services Director
1900 Holmes Rd.
Elgin, IL 60123-1200
Attn: Mr. Max Heidgen
Re: Proposal for Professional Engineering Services
City of Elgin-2023 General Maintenance Alleys&Parking Lots
Dear Mr. Pubentz,
Fehr Graham is pleased to provide you with this proposal for professional engineering services.The City
of Elgin's 2023 General Maintenance Alleys and Parking Lots project will include the following locations
in need of repair:
1. 169 Dexter Avenue Alley
2. Freemont Street Alley
3. Augusta Avenue Alley
4. Pindar Street Alley
5. McClure Avenue Alley
& Fire Station#2 Parking Lot
7. Lower Unilever Parking Lot
All alley projects,except for 169 Dexter Avenue Alley,are expected to include primarily HMA pavement
removal and resurfacing with strategic patching for base repair(the 169 Dexter Alley will receive
improvements to an existing retaining wall adjacent to the alley instead).The parking lot projects will
include HMA pavement removal, resurfacing, patching for base repair,and strategic curb and gutter
replacements where needed.The Lower Unilever Parking lot design was completed by Fehr Graham in
2022 and will go out for bid in 2023.
In addition to the alleys and parking lots identified above,design and construction engineering services
will be provided for roadway improvements at Bluff City Cemetery(945 Bluff City Blvd). Fehr Graham
will review and complete a planning document(complete with cost estimates)for a phased program to
implement pavement resurfacing improvements to the various roads within the cemetery.The work in
2023 will start after the planning document is approved by the Elgin Parks and Facilities Superintendent.
This will include plans,specifications,bid documents,and construction engineering services for what is
determined as Phase I of the improvements program. From the initial feedback we received from the
Elgin Parks and Facilities Superintendent,their annual program budget will be approximately$200,000.
SCOPE OF SERVICES
Fehr Graham will provide the City of Elgin with the following services:
Design Engineering will include the development of a single bid package used for bidding and
construction purposes.The single bid package will contain work related to the alleys, parking lots, and
work at Bluff City Cemetery. The bid package will consist of the following:
515 Lincoln Highway ; Rochelle,IL 61068 I p:815.562.9087 I f:815.562.4233 I fehrgraham.com
In"ii_IJ hX['( {(nc, .k,z10[,
May 31,2023
Mr. Mike Pubentz,City of Elgin Public Services Director
Proposal for professional engineering services
Page 2
BLR 12200, Local Public Agency Formal Contract Proposal
BLR 12201,Schedule of Prices
BLR 12230, Local Public Agency Proposal Bid Bond
BLR 12320, Local Public Agency Formal Contract
BLR 12321,Contract Bond
BLR 12325,Apprenticeship and Training Program Certification
BLR 12326,Affidavit of Illinois Business Office
BLR 11300, Check Sheet for Recurring Special Provisions
BLR 11310 Project-specific special provisions
BIDE Special Provisions(current year letting period)
Attachments:
Project location maps
Typical pavement sections
Exhibits showing limits of pavement resurfacing, base repair,and other
maintenance improvements
Engineering plans for retaining wall improvements
Other Design Engineering services will include:
Limited topographic surveys, primarily for 169 Dexter Avenue Alley related to retaining wall
improvements.
Pavement cores of all alleys and parking lots to support design services and development of
typical pavement sections.
Coordination of bidders/City,publishing addenda,and bid procurement.This includes
advertising costs and implementing Requests for Interpretation(RFI).
Prepare tabulation of bids(BLR 12315)and recommendation for award to the City of Elgin.
Construction Engineering will involve:
Execution of contract documents with the City and awarded contractor.
Full-time construction observation and documentation services during construction.
(Project documentation will follow Illinois Department of Transportation(IDOT)standards for
documentation of contract quantities and other City requirements as specified by the client)
Materials testing services.
Preparation and distribution of bilingual resident/business construction notification letters.
Language translation services(from English to Spanish)to be provided by TraduccidnNow.
Preparation and submission of partial and final payment estimates,change orders, records,and
other reports/correspondence.
Pay estimates submitted to the City will require partial,final lien waivers from
contractors and subcontractors;as well as,copies of submitted certified payroll.
Fehr Graham will complete a review of certified payroll submittals from the
contractor. Deviations from required prevailing wage requirements will be reported
to the City.
Final close-out documentation and reports will be recorded.All daily field reports and other
documentation will be delivered to City for their files.
Daily and weekly construction updates to the Construction Command page on the City's
Salesforce platform that outlines construction work completed,a construction work that is
scheduled,and any impacts to traffic and/or driveway and parking lot access
May 31,2023
Mr.Mike Pubentz,City of Elgin Public Services Director
Proposal for professional engineering services
Page 3
Coordinating with and responding to City resident/business concerns,comments,and questions
as needed
EXCLUSIONS
The following items are not included in the scope of services proposed here:
Boundary/ROW/Topographic Surveys for all project locations.
Traffic Studies.
Pavement Designs.
Environmental Assessments and Studies.
Archeologic Surveys.
Design of roadway improvements(i.e. reconstruction improvements beyond General
Maintenance activities).
National Pollutant Discharge Elimination System (NPDES) permitting and erosion control
inspections.
FEES
Based upon the information available,we will complete the scope of services,as outlined in this
proposal,on a time and materials basis for the not-to-exceed(NTE)fee of$102,225 as per the
breakdown below:
Design Engineering
Alleys&Parking Lots $21,357
Bluff City Cemetery $14,762
Subtotal $36,119
Construction Engineering
Alleys&Parking Lots $39,482
Bluff City Cemetery $24,130
Subtotal $63,612
Contingency(2.5%) $2,494
Total Estimated Costs(NTE Fee) $102,225
SCHEDULE
Fehr Graham can initiate this project immediately upon receipt of formal authorization to proceed.
AUTHORIZATION
I trust that the information we have provided is in line with your expectations. If you would like us to
proceed with this project, please execute the attached Agreement for Professional Services and return a
copy to my attention.
Fehr Graham is willing to commit the necessary resources to this project to meet the strict deadlines
associated with this grant program.We are looking forward to working with the City of Elgin on this
project.
Sincerely,
i
May 31,2023
Mr.Mike Pubentz,City of Elgin Public Services Director
Proposal for professional engineering services
Page 4
Jason T.Stoll
Principal
JTS:sjm
Enclosure: Agreement for Professional Services
N:\Proposals\2023\Jason Stoll\Elgin,City of\Attachments\City of Elgin-2023 Alleys&Parking Lots General Maintenance Proposal 2023.4.27.docx
FEHRGRAJ-1 M
ENGINEERING&ENVIRONMENTAL
ATTACHMENT B
PROJECT SCHEDULE
CITY OF ELGIN PARKING LOTS&ALLEYS GM PROJECT, 2022
5/31/2023
N N
N N N N N W O N ry
Task Nr4N N d o d a
a Q' W t � UW
z° o
Notice to Proceed/Engineering Services Contract Award(June 29,2023)
Begin Field Data Collection(July 3,2023)
Begin Master Planning-Bluff City Cemetary(July 3,2023)
Begin Design Engineering(July 3,2023)
Submit 90%Design to City Staff for Review(July 24,2023)
Advertise Project for Bidding(July 28,2023)
Open Bids(August 10,2023)
Award Contract(August 23,2023)
Preconstruction Meeting(September 4,2023)
Begin Construction(September 11,2023)
Construction Substantial Completion(October 27,2023)
Construction Final Completion(November 3,2023)
FEHR G1:V..-:A
ENGINEERING&ENVIRONMENTAL ATTACHMENT C
MANHOURS ESTIMATE, DESIGN&CONSTRUCTION ENGINEERING SERVICES
ELGIN 2023 ALLEYS,PARKING LOTS AND BLUFF CITY CEMETERY IMPROVEMENTS
4/26/2023
1S BS LK YJ or TJ RM BM SM
DirectProject
Principal In Manager or Engineering Survey Crew(I- Project Project Reimbursable
TOTALTASK Charge Structural Eng. StaffEngineer CADTechnician man) Coordinator Assistant Expense (DE)
Project Administration&Management 10 2 $ $ - $1,388.00
Initial Kickoff Meeting 4 4 $ $ - $1,340.00
Limited Topographic Surveys 4 12 $ $ 740.00 $2,800.00
Pavement Cores
$ 2,500.00 $ 375.00 $2,875.00
Schedules&Summaries of Quantities,Estimates of Cost 2 24 40 $ - $ 600.00 $8,616.00
Bid Proposal Booklet&Specifications 2 4 16 $ $ $2,740.00
Bid Procurement Services(Bid Tab,RFIs,Addenda,Ads) 2 8 $ $ $1,158.00
QA/QC 2 $ $ $440.00
Total Hours 2 8 44 44 12 24 2 136
Billing Rate Direct Wages $220.00 $212.00 $123.00 $116.00 $133.00 $114.00 $79.00
Costs $440.00 $1,696.00 $5,412.00 $5,104.00 $1,596.00 $2,736.00 $158.00 $2,500.00 $1,715.00 1 $21,357.00
1S BS LK Yl or TJ RM BM TBD
DirectProject
Principal In Manageror Resident Survey Crew(1- Project Project Reimbursable
TASK Charge/PM Structural Eng. Staff Engineer Engineer Man) Coordinator Assistant Expense (DE) TOTAL TASK COST
Execution of Contract Documents 12 2 $ $ $1,526.00
Preconstruction Meeting 4 4 4 $ $ $1,992.00
Full-Daily Observation&Documentation Services 2 4 100 $ $ $17,216.00
Final Walk-thru,punchlist,close out documentation 2 32 $ $ 480.00 $6,120.00
Payment Applications,Certified Payroll Review 2 16 25 4 $ $ 240.00 $6,438.00
Materials Testing Services $ 5,000.0o $ 750.00 I $5,750.00
QA/QC 2 $ $ $440.00
Total Hours 2 10 8 152 0 37 6 215
Billing Rate Direct Wa es $220.00 $212.00 $123.00 $163.00 $133.00 $114.00 $79.00
Costs $440.00 $2,120.00 $984.00 $24,776.00 $0.00 $4,218.00 $474.00 $5,000.00 $1,470.00 $39,482.00
JS BS LK YJ or TJ RM BM SM
Project
Principal In Manager or Engineering Survey Crew(I- Project Project Reimbursable Direct Expense
TASK Charge Structural Eng. Staff Engineer CAD Technician Man) Coordinator Assistant Expense (DE) TOTAL TASK COST
Project Administration&Management $ $ $0.00
Initial Kickoff Meeting $ $ _ $0.00
Limited Topographic Surveys $ $ 500.00 $500.00
Pavement Cores $ 5,000.00 $ 750.00 $5,750.00
Master Plan,Phasing Document with Cost Estimates 2 8 16 $ - $ 240.00 $3,520.00
PH I Schedules&Summaries of Quantities,Estimates of Cost 2 4 24 $ $ 360.00 $4,060.00
Ph I Bid Proposal Booklet&Specifications 4 $ $ - $492.00
N:\Proposals\2023Uason StolNElgin,City of\Attachments\Attachment C-ManhoursEst.xlsx
PH I Bid Procurement Services(Bid Tab,RFIs,Addenda,Ads) $ $ $0.00
QA/QC 2 $ $ $440.00
Total Hours 4 2 16 40 0 0 0 62
Billing Rate Direct Wages $220.00 $212.00 $123.00 $116.00 $133.00 $114.00 $79.00
Costs $880.00 $424.00 $1,968.00 $4,640.00 $0.00 $0.00 $0.00 $5,000.00 $1,850.00 $34,762.00
Project
Principal In Manager or Resident Survey Crew(1- Project Project Reimbursable Direct Expense
TASK Charge/PM Structural Eng. Staff Engineer Engineer Man) Coordinator Assistant Expense (DE) TOTAL TASK COST
Execution of Contract Documents $ $ $0.00
Preconstruction Meeting $ _ $ _ $0.00
Full-Daily Observation&Documentation Services 2 4 80 $ $ - $13,956.00
Final Walk-thru,punchlist,close out documentation 2 20 $ $ 300.00 $3,984.00
Payment Applications,Certified Payroll Review $ $ - $0.00
Materials Testing Services $ 5.000.00 $ 750.00 $5,750.00
QA/QC 2 $ $ $440.00
Total Hours 2 4 4 100 0 0 0 110
Billing Rate Direct Wages $220.00 $212.00 $123.00 $163.00 $133.00 $114.00 $79.00
Costs $440.00 $848.00 $492.00 $16,300.00 $0.00 $0.00 $0.00 $5,000.00 $1,050.00 $24,130.00
Total Estimated Fee $99,731
Contingency(2.5%) $2,493
N:\Proposals\2023Uason Stoll\Elgin,City oflAttachments\Attachment C-ManhoursEst.xlsx
ATTACHMENT D
2023 Parking Lot and Alley Maintenance Program
Proposed Project Locations - 4/10/2023
169 Dexter Ave Alley - Retaining Wall
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169 Dexter Ave Alley - Retaining Wall
Field Photos - 8/17/2022
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ATTACHMENT D
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LOCATION MAPS
ATTACHMENT D
Fire Station No2
All HMA Parking Lots
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LOCATION MAPS
ATTACHMENT D
Lower Unilever Parking Lot
(included in original 2022 Parking Lot and Alley Maintenance Program)
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Bluff City Cemetery
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LOCATION MAPS