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Home My WebLink About24-46 Resolution No. 24-46 RESOLUTION AUTHORIZING EXECUTION OF AN AMENDMENT AGREEMENT NO. 1 WITH ENGINEERING ENTERPRISES, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE 2024 WOODBRIDGE RESURFACING 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 Amendment Agreement No. 1 on behalf of the City of Elgin with Engineering Enterprises, Inc., for professional services in connection with the 2024 Woodbridge resurfacing project, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: February 28, 2024 Adopted: February 28, 2024 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/ Kimberly Dewis Kimberly Dewis, City Clerk AMENDMENT AGREEMENT NO. 1 This Amendment Agreement No. 1 is made and entered into this 28th day of February , 2024, by and between the City of Elgin, an Illinois municipal corporation (hereinafter referred to as the "CITY"), and Engineering Enterprises, Inc., an Illinois corporation (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY and the ENGINEER have previously entered into an Agreement dated November 15, 2023 (hereinafter referred to as "Original Agreement") wherein the CITY engaged the ENGINEER to furnish certain professional services in connection with the 2024 Highbury Resurfacing Project(hereinafter referred to as the"PROJECT");and WHEREAS,upon further analysis of the PROJECT it was determined that the proposed resurfacing would conflict with future water main construction within the original project limits; and WHEREAS, the CITY strives for efficiency in our capital improvement programs and works to maximize the effectiveness of limited funding resources; and WHEREAS,staff has reviewed additional areas of need within the CITY and recommends revisions to the list of streets targeted for pavement resurfacing in 2024; and WHEREAS,the CITY has determined that the proposed name of the PROJECT should be revised to the 2024 Woodbridge Resurfacing Project to better reflect the revised limits of the road resurfacing project; and WHEREAS,the CITY has determined that the proposed scope of the PROJECT should be further modified to include additional supplemental professional engineering services relating to design engineering services as described herein (hereinafter referred to as "Additional Supplemental Services"); and WHEREAS,the total fees to be paid to the ENGINEER pursuant to the Original Agreement were in a total amount not to exceed$135,470; and WHEREAS, the parties have determined and agree that the total maximum payment for the Additional Supplemental Services described in this Amendment Agreement No.1 shall be in the not to exceed amount of$39,976; and WHEREAS, the parties hereto have determined and agree that the total fees to be paid to the ENGINEER pursuant to the Original Agreement and this Amendment Agreement No. 1 shall be in a total amount not to exceed $175,446; and WHEREAS, the changes contemplated by this Amendment Agreement No.1 are germane to the Original Agreement as signed, and this Amendment Agreement No. 1 is in the best interest of the City and is authorized by law. NOW, THEREFORE, for and in consideration of the mutual undertakings provided for herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged,the parties hereto agree as follows: 1. The above recitals are incorporated into and made a part of this Amendment Agreement No. 1 as if fully recited herein. 2. That the first "WHEREAS" clause in the Original Agreement is hereby amended by revising said first"WHEREAS"clause in its entirety to read as follows: "WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the 2024 Woodbridge Resurfacing Project,previously referred to as the 2024 Highbury Resurfacing Project(hereinafter referred to as the"PROJECT"); and". 3. That Section 1 of the Original Agreement is hereby amended by revising Subparagraph D and adding a new additional Subparagraph E thereto to read as follows: "D. An exhibit detailing the revised locations in which the work for the PROJECT will be completed,Location Map,is attached hereto as Attachment D-1,and incorporated into this agreement by this reference." "E. The Engineer shall provide the Additional Supplemental Services for the PROJECT to include but not be limited to site assessment and data collection for the revised project locations, topographic survey of the revised project locations, and the development and preparation of final a plan set,bid package,and cost estimates for resurfacing construction work associated with the revised PROJECT locations. Such Additional Supplemental Services to be performed by the ENGINEER pursuant to the Amendment Agreement No. 1 are outlined and described in Attachment A-1, attached hereto and made a part hereof." 4. That Section 2 of the Original Agreement is hereby amended by revising Subparagraphs A and B thereto to read as follows: "A. The following outlined project milestone schedule is provided hereunder for the Additional Supplemental Services to be performed pursuant to Amendment Agreement No. 1: a) Notice to Proceed: February 29, 2024 b) Submit Plans to 1DOT for Review: April 12,2024 c) Advertise for Bids: May 3,2024 d) Bid Opening: May 24, 2024 e) Award Construction Contract: June 12, 2024 • f) Start Construction: July 1,2024 g) End Construction: October 25,2024 B. The Engineer shall provide the Additional Supplemental Services provided for in Amendment Agreement No.1 in accordance with the schedule outlined herein in 2 Attachment B-1, 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 2.0 below." 5. That Section 4 of the Original Agreement is hereby amended by adding a new subparagraph E and payment schedule thereto to read as follows: "E. For the Additional Supplemental Services provided pursuant to Amendment Agreement No. 1, the Engineer shall be paid at the rates indicated on Attachment C-1, attached hereto and incorporated into this agreement by this reference, with the total fee not to exceed $39,976 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. For the purpose of clarification, the Original Agreement provided a total fee not to exceed $135,470, with the total amount to be paid to the Engineer pursuant to the Original Agreement and Amendment Agreement No. 1 now totaling$175,446. For outside services provided by other firms or subconsultants, the City shall pay the Engineer the invoiced fee to the Engineer.The cost of any such outside services is included within the total not-to-exceed amount of$39,976 provided for above. 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. Payment Schedule: Date Estimated% Estimated Value of Estimated Invoice Completion _ Work Completed Value March 15, 2024 25% _ $9,994 $9,994 April 26,2024 75% _ $29,982 $19,988 May 31,2024 100% $39,976 $9,994" 6. That except as expressly amended in this Amendment Agreement No. I, the Original Agreement shall remain in full force and effect. 7. That in the event of any conflict between the terms of this Amendment Agreement No. 1, and the Original Agreement, the terms of this Amendment Agreement No. 1 shall supersede and control. 3 IN WITNESS WHEREOF, the parties hereto have entered into and executed this Amendment Agreement No. 1 as of the date and year first written above. FORT FO THE ENGINEER: Y• Y• /77 - - ity Manager Name/Print: Bradley P. Sanderson, P.E. Title: Chief Operation Officer/President Att st: Engineering Enterprises, Inc. 52 Wheeler Road Sugar Grove, IL 60554 tty Clerk Legal Dept'Agreement\Amend Agr Nol-EngServAgr-EEI-Woodbridge Resurface-clean-2-19.24.docx 4 2024 Woodbridge Resurfacing Project City of Elgin Attachment A-1 — Scope of Services The City of Elgin requires Design Engineering services for the City's 2024 Woodbridge Resurfacing Project. A map of the roadways to be included in the program can be found in Attachment D-1 of this proposal. In order to successfully complete this project. various items will need to be addressed during the design engineering for this project. Our proposed scope of services will include the following: DESIGN ENGINEERING 1.1 Project Management and Coordination • Project Management and Coordination • Initial coordination with Illinois Department of Transportation (IDOT) for processing the project utilizing MFT funds including a Section Number Request. • Coordinate Final Scope with City • Subconsultant Coordination and Review 1.2 Project Meetings • Two (2) Progress Meetings with City Staff 1.3 Data Collection • Acquire and Review City Utility Data 1.4 Topographic Survey • Carnoustie Court • Castle Pines Circle • Indian Wells Circle 1.5 Develop Base Plan Sheets • Develop Base Plan Sheets Utilizing GIS & Aerials for Processing IDOT MFT Construction Section 1.6 Analyze/Finalize Roadway Rehabilitation Methods • Analyze Pavement Core Information • Analyze Hot-In-Place Recycling for Noland Road and +Weld Road Resurfacing • Recommend Roadway Improvements to City Staff for Approval 1.7 Public and Private Utility Coordination • Coordinate with Private Utilities Companies • Design JULIE 1.8 Site Assessment and Field Measurements • Review Asphalt, Curb, and Sidewalk Conditions • Review Sidewalk Corners for ADA Compliance • Utility Structure Inspections • Sign Inventory 2024 Woodbridge Resurfacing Project Engineering Agreement Attachment A-1— Scope of Services 1.9 Preparation of Final Plans, Specifications and Estimates • Preparation of Construction Plans in IDOT Format • Title Sheet • General Notes • Typical Sections • Summary of Quantities • Plan Sheets • Project Details • City Details • District One Details and IDOT Highway Standards • Prepare Construction Specifications • All required bidding and letting information • City special provisions and contracting information • Project specific special provisions • Preparation of Engineer's Opinion of Probable Construction Costs 1.10 Process Required Documents with IDOT for MFT Projects • Plan Set • Bid Package • BDE 213— Estimate of Cost • BLR 09110 — Resolution • BLR 09150 — Request for Expenditure/Authorization of MFT funds • D1 PI0019 — MFT Scoping Checklist 1.11 QC/QA of Final Plans & Bid Package • Final review of Plans and Quantities • Final review of Bid Package, Project Specifications and Estimate of Cost 1.12 Revisions and Disposition of Comments Based on IDOT Review • Submit Bid Package to IDOT for Approval • Prepare Disposition of Comments for Any Comments Provided by IDOT • Make Any Necessary Revisions 1.13 Bidding and Contracting • Prepare Bidders List • Address Bid Questions • Prepare Addenda • Prepare Bid Tab, Bid Summary. and Recommendation of Award • Prepare Contracts for IDOT Approval The following scope of services will be provided by EEI's subconsultant Rubino Engineering • Perform Pavement Cores • Prepare Pavement Core Summary Report • CCDD Analysis • Prepare LPC 662 Form 2024 woodbndge Resurfacing Project Engineenng Agreement Attachment A-1— Scope of Services EXCLUSIONS The above scope of services excludes the following: • Bidding (Coordinated/Managed by the City) • Resident Coordination The above scope for "2024 WOODBRIDGE RESURFACING PROJECT" summarizes the work items that will be completed for this contract. Additional work items. including additional meetings beyond the meetings defined in the above scope shall be considered outside the scope of the base contract and will be billed in accordance with the Standard Schedule of Charges. 2024 Woodbridge Resurfacing Project Engineenng Agreement Attachment A-1— Scope of Services ATTACHMENT B-1: ESTIMATED SCHEDULE CLIENT PROJECT NUMBER City of Elgin EG2308 PROJECT TITLE DATE PREPARED BY 2024 Woodbrid.e Resurfacing Project 1/25/24 CJO TASK TASK DESCRIPTION 2024 NO. FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC DESIGN ENGINEERING 1.1 Pro ect Mana•ement and Coordination 1.2 Project Meetin.s 1.3 Data Collection 1.4 Topographic Surve 1.5 Develop Base Plan Sheets 1.6 Analyze/Finalize Roadway Rehabilitation Methods 1.7 Public and Private Utility Coordination 1.8 Site Assessment and Field Measurements 1.9 Preparation of Final Plans. Specifications and Estimates 1.10 Process Required Documents with IDOT for MFT Projects 1.11 QC/QA of Final Plans & Bid Packa•e 1.12 Revisions and Disposition of Comments Based on IDOT Review 1.13 Bidding and Contracting Construction 4, 52 Wheeler Road Sugar Grove. IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.com ATTACHMENT C-1: ESTIMATED LEVEL OF EFFORT AND ASSOCIATED COST PROFESSIONAL ENGINEERING SERVICES CLIENT PROJECT NUMBER City of Elgin EG2308 PROJECT TITLE DATE PREPARED BY 2024 Woodbrid.e Resurfacin. Project 1/25/24 CJO TASK ROLE PIC PM SPE 1 PE SPT 2 SPT 1 ST ADMIN; TASK DESCRIPTION PERSON HOURS COST NO. RATE S244 $208 S182 S165 $170 S159 S138 S70 DESIGN ENGINERING 1.1 Project Management and Coordination 2 2 S 416 1.2 Project Meetings(3 Meetings) - $ 1.3 Data Collection(GIS,List of Known Issues, Etc.) 2 2 S 330 1.4 Topographic Survey _ - $ - 1.5 Develop Base Plan Sheets 2 24 40 66 S 10.770 1.6 Analyze/Finalize Roadway Rehabilitation Methods 2 2 S 330 1.7 Public and Private Utility Coordination - S - 1.8 Site Assessment and Field Measurements 4 14 80 98 S 16.580 1.9 Preparation of Final Plans,Specifications and Estimates - S - 1.10 Process Required Documents with IDOT for MFT Projects - $ - 1.11 QC/QA of Final Plans&Bid Package - S - 1.12 Revisions and Disposition of Comments Based on IDOT Review - S - 1.13 Bidding and Contracting - S - Design Engineering Subtotal: - 6 14 86 24 40 - - 170 $ 28,426 PROJECT TOTAL: I -I 6 I 14 I 86 I 24 I 40 I -I -II 170 I 28,426 EEI STAFF DIRECT EXPENSES PIC Principal In Charge Printing/Scanning= PM Project Manager Rubino(Cores&CCDD)= S 11.550 SPE 1 Senior Project Engineer PE Project Engineer DIRECT EXPENSES= $ 11,550 SPT 2 Senior Project Technician II SPT 1 Senior Project Technician I LABOR SUMMARY ST Senior Technician EEI Labor Expenses= $ 28,426 ADMIN Adminstrative Assistant TOTAL LABOR EXPENSES $ 28,426 TOTAL COSTS $ 39,976 52 Wheeler Road.Sugar Grove.IL 60554 Tel:630.466.6700 Fax:630.466.6701 www.eeiweb.com 2 1 . 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MJT (630) 466-6700 PATH: E LG I N N IGIStPUBLICtELGIN12023 www.eeiweb.com FILE: EG230e_Egn 202,R..ar.a,Roar.m M%0 THE CITY IN THE SUBUneS