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HomeMy WebLinkAbout94-170 Resolution No. 94-170 RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT NO. 1 TO AN AGREEMENT WITH HAMPTON LENZINI & RENWICK, INC . FOR THE NATIONAL STREET IMPROVEMENT PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute Amendment No. 1 to an agreement on behalf of the City of Elgin with Hampton, Lenzini & Renwick, Inc. for engineering services in connection with the National Street improvement project, a copy of which is attached hereto and made a part hereof by reference. s/ George VanDeVoorde George VanDeVoorde, Mayor Presented: June 22, 1994 Adopted: June 22, 1994 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk • n Agenda Item No. j" • /Oiyl o '.• ern 0l y n A�R�llD i�e1 June 2, 1994 • • TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Amendment No. 1 to Engineering Services Agreement with Hampton, Lenzini and Renwick, Inc. for Construction Engineering Services for National Street Improvements PURPOSE This memorandum will provide the Mayor and Council with information to consider authorizing an Amendment No. 1 with Hampton Lenzini and Renwick for construction engineering services for the National Street improvements. BACKGROUND The City Council entered into an engineering agreement with Hampton, Lenzini and Renwick at the October 27 , 1993 council meeting for the preparation of plans and specifications for National Street Improvement project. On May 25, 1994, City Council awarded a construction contract to Tri-On Construction for these improvements. This Amendment No. 1, increases the scope of the original agreement to add construction engineering related services. Such services are detailed in the Amendment No. 1, but generally include: coordination of the work, on-site full time inspection, review of the work, rejection of defective work, testing of materials, shop drawing approvals, monitoring of the work schedule, conducting week progress meetings, record keeping, payment reviews, change order reviews, etc. The Amendment No. 1 provides for two full time on-site inspectors, six days per week, 12 hours per day, in addition to normal project engineering time for other construction related activities. Addendum No. 1 Engineering Services Agreement HLR for Inspection Services National St. Improvements June 2, 1994 Page 2 FINANCIAL IMPACT The Construction Inspection will add $290,335.00 to the original Engineering Services agreement of $131,675 .00 bringing the total cost of Engineering Services to $422,010.00. Funds are budgeted in the 1993 General Obligation Bond issue (Account 392-0000-795.93-80, Project 339533) . LEGAL IMPACT None. RECOMMENDATION It is recommended that the City Council approve the Amendment No. 1 and authorize the City Manager to execute Amendment No. 1 at a cost not to exceed $290,335. Respectfully submitted, R chard B. Helwig City Manager JE/do Attachment r Amendment No. 1 This Amendment No. 1 entered into this 3nS day of9,4,4,L,t1994, by and between the City of Elgin, an Illinois municipal corporation (hereinafter referred to as "CITY" ) and Hampton, Lenzini and Renwick, Inc. (hereinafter referred to as "ENGINEER" ) , shall modify that Agreement dated 29 October 1993, whereby the ENGINEER was engaged by CITY to perform certain professional services in connection with the preparation of plans, specifications and estimates of cost for the National Street Improvements (hereinafter referred to as "PROJECT" ) . Whereas the CITY desires to expand the scope of services of the ENGINEER to include the furnishing of certain professional services in connection with the construction administration, observation and quality control of the construction phase of the PROJECT. In response to these additional services, certain revisions must be made to the Agreement. In compliance, therefore, the terms and conditions of the Agreement are modified as specifically set out below. All other parts of the Agreement remain unchanged. I. Scope of Services: Paragraph I .B is amended to include the following additional service: I .B In general, the additional services to be provided for the project shall consist of Construction Phase related activities . Paragraph I . is further amended to add the following additional paragraphs I .G, I .H and I . I : G. Construction Phase. The ENGINEER shall furnish or cause to be furnished a project engineer, construction observers and other technical personnel to perform the following: 1 . Continuous observation of the work and the Contractor' s operations for compliance with the plans and specifications as construction proceeds, but the ENGINEER does not guarantee the performance of the contract by the Contractor. 2 . Establishment and setting of lines and grades . -2- 3. Maintain a daily record of the Contractor' s activities throughout construction including sufficient information to permit verification of the nature and cost of changes in plans and authorized extra work. 4 . Supervision of construction observers, proportioning engineers and other engineering technical personnel and the taking and submitting of material samples . 5 . Revise contract plans to provide record drawings of the improvement for permanent record. 6 . Preparation and submission to the CITY in the required form and number of copies, all partial and final payment estimates, change orders, records and reports required by the CITY. 7 . The ENGINEER has not been retained or compensated to provide design and construction review services relating to the Contractor' s safety precautions or to means, methods, techniques or procedures the Contractor elects to use to complete his work. Omitted services include, but are not limited to, shoring, scaffolding, underpinning, temporary retainment or excavations and any erection methods and temporary bracing. H. A more Detailed scope of services entitled "Duties of the Construction Engineer" is attached to this Amendment No. 1 as "Attachment A" . I . That nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the CITY or the ENGINEER. The ENGINEER's services under this Agreement are being performed solely for the CITY' s benefit, and no other entity shall have any claim against the ENGINEER because of this Agreement or the performance or nonperformance of services hereunder. IV. PAYMENTS TO THE ENGINEER Paragraphs IV.A and IV.E are amended to include additional payments to the ENGINEER for Construction Phase services : A. For services under paragraphs IG and IH, above, the ENGINEER shall be reimbursed at the rate of 2 . 81 times the direct hourly rate of personnel employed on this PROJECT, with the Construction Phase fee not to exceed two hundred ninety thousand three hundred thirty-five dollars ($290, 335 . 00) and the total Agreement, inclusive of this Amendment No. 1, not to exceed four hundred twenty two thousand ten dollars ($422, 010 . 00) , unless -3- further modifications to the Agreement are authorized in writing by the CITY. E. The CITY shall make periodic payments to the ENGINEER, based upon actual progress, within 30 days after receipt 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. Preliminary Phase $ 10,925. 00 Design Phase 119,300.00 Bid Phase 1,450. 00 Construction Phase 290,335.00 TOTAL $ 422,010 . 00 Paragraph IV. is further amended to add the following additional paragraph IV. H: H. The Construction Phase fee has been calculated based upon Construction Phase services to be furnished by the ENGINEER for 140 calendar days as determined during the negotiation meeting, the results of which are attached hereto as "Attachment B" . The date of the first calendar day for this Agreement shall be the date services are first requested by the CITY. In the event PROJECT construction is suspended as recorded on the "Report of Starting and Completion Date, " the calendar days for this Agreement will also be suspended for a like amount of time. In the event the engineering services are not completed upon expiration of the stated calendar days and remaining funds are not sufficient to complete the PROJECT, adjustments in total compensation to the ENGINEER shall be determined through negotiation between the parties of this Agreement. -4- IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this Amendment No. 1 in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. For the City: ATTEST: THE CITY OF ELGIN By /, ; I 7 City Clerk City Manager (SEAL) For the Engineer: Dated thistAay of JUI,.)67 , A.D. 1994 . ATTEST: Hampton, enzini and Renwi, k, Inc. II By Pa.kakt-S By / 4 ►' 4 Scretary President (SEAL) ATTACHMENT A DUTIES OF THE CONSTRUCTION ENGINEER GENERAL The Construction Engineer serves as the City' s on-site field representative for the construction project. Services will include field observation, design interpretation and contract administration to determine compliance with contract drawings and specification. The Construction Engineer will work closely with and report to the Director. SPECIFICATIONS AND RESPONSIBILITIES A. Liaison and Contract Control : Assist the contractors in understanding the intent of the contract documents . Serve as the owner's representative with the contractors working principally through the contractor's Project Engineer and on-site Superintendent. Serve as the City' s liaison with other local agencies such as utility companies, businesses, etc. keeping them advised of the day-to-day activities . B. 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 . Advise Director of any work believed to be unsatisfactory, faulty or defective or not conforming to the requirements of the contract documents, or not meeting the requirements of any inspections, tests or approvals required to be made; and advise Director of action to be taken and if any special testing or inspection will be required. 3 . Verify that tests are conducted as required by the contract documents; observe, record and report to Director appropriate details relative to the test procedures . 4 . Advise the City of all required field tests such as concrete tests, asphalt tests and soil compaction tests . Analyze the results of the field and laboratory tests and advise the City of the suitability of the materials tested. -2- 5 . Accompany visiting inspectors representing public or other agencies having jurisdiction over the project, record the outcome of these inspections and report to Director. C. Contractor Suggestions 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 Director with any time or cost implications for final decision. D. Shop Drawings : 1 . Review and approve shop drawings and samples, the results of tests and inspections and other data which any contractor is required to submit, but only for conformance with the design concept of the project and compliance with the information given in the contract documents; advise the City on the acceptability of substitute materials and equipment proposed by contractor and receive and review ( for general content as required by the specifications) maintenance and operating instructions , schedules, guarantees, bonds and certificates of inspection which are to be assembled by contractor(s) in accordance with the contract documents . 2 . Record and maintain a shop drawing submittal and approval log and notify contractor whenever submittals are lacking or untimely. E. Schedules : 1 . Works with contractor to ensure that a workable construction schedule is developed and monitor schedule as construction progresses . Report progress and schedule deviations to Director. 2 . Review construction schedule, schedule of shop drawing submissions and schedule of values prepared by the contractor. Be alert to the construction schedule and to conditions which may cause delay in completion and report same to Director in sufficient time to make adjustments . -3- F. Conferences: 1 . Conducts periodic progress meetings (weekly) with all parties to review construction progress, design interpretations and overall progress . 2 . Arrange a schedule of on-site job work meetings with the general contractor and sub-contractors to review day-to-day requirements and problems . Maintain and circulate copies of minutes thereof. G. Contract Administration and Records : 1 . Maintain at the job site orderly files for correspondence, reports of job conferences, shop drawings and samples submissions, 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 . 2 . Keep a diary or log book, recording contractors ' 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 . 3 . Record names, addresses and telephone numbers of all contractors, sub-contractors and major suppliers of equipment and materials . H. Reports : Furnish Director written reports as identified in the IDOT Construction Manual . I . Contractor Payment Requisitions : Review applications for payment with contractor for compliance with the established procedure for their submission and forward them with recommendations to Director, noting particularly their relation to the schedule of values, work completed and materials and equipment delivered at the site. -4- J. Change Orders : Perform initial evaluation of change orders and submit same to Director with recommendation and cost estimate breakdown for final approval and processing. K. Record Drawings : Maintain an accurate record of all field conditions and upon completion of the project ensure that the design drawings are revised to show the as constructed condition. L. Final Completion: 1 . Together with the Director conduct a pre-final inspection and prepare and give to the contractor a pre-final punch list. Notify the Director in writing when all work is completed. 2 . Together with the Director and contractor conduct a final inspection. Prepare a final punch list. Notify the Director in writing when all work is completed and ready for final payment. ATTACHMENT B CONSTRUCTION ENGINEERING NEGOTIATION MEETING PROJECT: National Street — City of Elgin MEETING DATE: May 5, 1994 IN ATTENDANCE: Jim Kristiansen Elgin Joe Evers Elgin Doug Paulus HLR Bob Lenzini HLR Manhours Required Per Item 1. Calendar Days Services are to be Provided: 20 Weeks x 7 = 140 Days 2. Work Days: Total Days 140 Minus Sundays 20 Minus Saturdays 20 Total Weekdays 100 Each Saturdays 20 Each 3. Hours Required Per Day for Construction Observation: Weekdays 8 Regular + 4 Overtime = 12 (Use 14 hours to account for overtime pay.) Saturdays 8 Overtime (Use 12 hours to account for overtime pay.) 4. Number of Construction Observers to be Provided: 2 Full Time 3,280 0 Part Time 0 5. Project Engineer Time: Weekdays 4 Hours/Day Saturdays 4 Hours/Day 480 6. Project Principal Time: 0 Hours/Week 0 - 1 - ATTACHMENT B Manhours Required Per Item 7. Provide Construction Staking 3 Man Crew 792 8. Preconstruction Meeting Project Principal 0 Hours Project Engineer 6 Hours Project Observer 6 Hours 12 9. Documentation Requirements: Daily 1.5 Hours Payment Estimate 3 Hours/Month Change Orders 1 Hour/Month Shop Drawings 12 Hours 181 10. Final Quantities Measurement 52 Hours Computation 35 Hours 87 11. Closing Documentation Requirements: Payment Estimate 7 Hours Other Documents 440 Hours Record Drawings 12 Hours 459 12. Project Administration 2 5% of above subtotal 132 13. Conferences 3.0% of above subtotal 158 14. Clerical 3.0% of above subtotal 158 15. Total Manhour Requirements 5,739 16. Quality Control: By City of Elgin (TSC) (Include in HLR agreement _ Yes X No) 17. Provide $20,000 allowance for scheduling subconsultant. - 2 -