HomeMy WebLinkAbout96-303 Resolution No. 96-303
RESOLUTION
APPROVING CHANGE ORDER NO. 1 IN THE CONTRACT WITH
PETER J. O'BRIEN & COMPANY FOR THE LIBRARY PARKING LOT
WHEREAS, the City of Elgin has heretofore entered into a
contract with Peter J. O'Brien & Company for the library
parking lot; and
WHEREAS, it is necessary and desirable to modify the
terms of the contract as is described in Change Order No. 1,
attached hereto.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, City Manager,
be and is hereby authorized and directed to execute Change
Order No. 1, a copy of which is attached hereto and made a
part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: October 23, 1996
Adopted: October 23, 1996
Omnibus Vote: Yeas 7 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
ELGIN,ILLINOIS
PROJECT# STO8b
24 September 1996
CHANGE ORDER NO. 1
SCOPE: Miscellaneous utility,concrete, asphalt landscape and irrigation modifications.
REASONS FOR CHANGE: Accommodate conditions of the existing streets adjacent to the project and improve
the interface between the new parking lot and an existing building adjacent to the project.
SUMMARY OF CHANGES IN CONTRACT AMOUNT: The amount of the contract will be revised as
follows:
ITEM ADD
1. Concrete curb and walk modifications $15,307.50
2. Storm sewer and electrical modifications $14,451.55
3. Automatic irrigation system $23,231.70
Subtotal $52,990.75
ITEM DEDUCT
1. Landscape modifications ($31,645.75)
2. Concrete curb and walk modifications ($11,845.00)
Subtotal ($43,490.75)
SUMMARY:
Original Contract Sum $533,000.00
Net Change by Change Order $ 9,500.00
Contract Sum to Date $542,500.00
SCHEDULE:
The original contract completion date of 15 September 1996 will be increased by fourteen(14)days to
29 September 1996 as a result of this change order.
CHANGE ORDER NO.1
September 24, 1996
Page 2
OTHER CONTRACT PROVISIONS: All other contract provisions shall remain the same.
Agreed to this oSLday of , 1996.
Recommended:
ENGINEERING DIVISION
By:
Date: Q"otT!9
Accepted:
Party of the Second Part(Peter J.O'Brien&Company)
By:
Tide: Q .S I p tea'~('
Date: 9- C. (-7,0
Approved:
CITY OF ELGIN
Party of the First Parc(City Manager)
gy:
VC6'4442--c( i _ /+i
Title:
Date: � cJ
AMPk:117665 011canrskol.doe
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Agenda Item No.
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/41, 11Y
October 2, 1996
TO: Mayor and Members of the City Council
FROM: Richard B. Helwig, City Manager
SUBJECT: Change Order No. 1 - Library Parking Lot
PURPOSE
The purpose of the memorandum is to provide the Mayor and
members of the City Council with information to consider
approving a change order adding an irrigation system and
adjusting contract quantities to the parking lot contract with
Peter J. O'Brien & Co.
BACKGROUND
The City Council awarded the subject project to Peter J.
O'Brien & Co. on June 26, 1996 . The project includes the
construction of a parking lot, including lighting and
landscaping, to provide 109 parking stalls to replace those
that will be lost in the existing lot south and east of
Kimball and Grove when Kimball Street is widened.
Included in the original bid from Peter J. O'Brien was an
alternate for an irrigation system. Because the base bid plus
the alternate would have exceeded the budgeted amount for the
project, the alternate for the irrigation system was not
awarded. Subsequent to the bid award, the Engineering
Division, working with Johnson, Johnson and Roy (JJR) , the
firm providing engineering services, and Peter J. O'Brien have
been able to reduce costs to allow for installation of an
irrigation system. Savings will be obtained from a reduction
in the initial bid price of the irrigation system, adjustments
to certain contract quantities and a reduction in fees
received by JJR for engineering services . An amendment to
JJR's construction services agreement for a reduction in fees
is under a separate Council memorandum.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
Change Order No. 1
Library Parking Lot
Page 2
emk FINANCIAL IMPACT
This project #333099 is being funded from Account
#275-0000-791 . 93-80. The budget for this project is $575,000 .
Obligations will be as follows :
Amendment #1 - Engineering Construction $ 41,500. 00
Services Agreement with JJR
Construction Contract with Peter J. $533, 000 . 00
O'Brien
Amendment #2 - Engineering Construction (-) $ 9,500 .00
Services Agreement with JJR (Under a
separate City Council Memorandum)
Change Order No. 1 - Irrigation System (+) $ 9,500. 00
Bid Notice- $ 185 .00
Elgin Courier News
R S Used Oil Services, Inc. $ 894 . 00
TOTAL $575,579 . 00
A copy of Change Order No. 1 and Amendment #2 is included for
your information. There are sufficient dollars available from
savings on other projects to cover the $579 difference.
LEGAL IMPACT
None.
ALTERNATIVES
None.
RECOMMENDATION
It is recommended that the City Council approve the attached
Change Order No. 1 in the amount of $9,500. 00 and request the
City Manager and City Clerk to execute the document on behalf
of the City.
Respectfully submitted,
David Lawry, P.
Director of Pub • orks
% --cc..1.z.2_ 61,c2.1
Richard B. Helwig
City Manager
SP/do
Attachments
• JJR/
30 West Monroe Street, Suite 1010
Chicago, Illinois 606032405
312 641 0770
312 641 6728 FAX
Planning
Landscape Architecture
Urban Design
Civil Engineering
Environmental Services
Johnson Johnson&Roy/inc
24 September 1996
Mr. David Lawry, P.E. rorFgaawr1/4-q-j
City of Elgin 11
Engineering Division SEP 2 7 1996
150 Dexter Court
Elgin, Illinois 60120 CITY OF ELGIN
Re: Library Parking Lot - STO8b ENGINEERING DEPT.
17665.01
Dear Dave:
Based upon the review of the proposed work and the prices submitted by Peter J.
O'Brien & Co., JJR recommends the City of Elgin accept the proposals for miscellaneous utility,
concrete, asphalt, landscape and irrigation modifications to the Library Parking Lot. The
Change Order for$9,500 is attached.
Sincerely,
JOHNSON JOHNSON & ROY/inc
andall A. Machelski
Senior Associate
Attachment
AMP1c.iproject117665 Olicorreslm70924dtdoc
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A Member of The Smith Group, Inc.
Ann Arbor/Chicago/Detroit/Madison/Phoenix/Washington D. C.
JJR/
30 West Monroe Street. Suite 1010
Chicago, Illinois 60603-2405
312 641 0770
312 641 6728 FAX
Planning
Landscape Architecture
Urban Design
Civil Engineering
Environmental Services
Johnson Johnson&Ro linc
24 September 1996
Mr. David Lawry, P.E.
City of Elgin
Engineering Division
150 Dexter Court
Elgin, Illinois 60120
Re: .Library Parking Lot - STO8b
17665.01
Dear Dave:
Attached is Amendment No. 2 for the Engineering Services Agreement between the City of
Elgin and Johnson Johnson & Roy/inc (JJR). JJR is recommending the City of Elgin accept a
reduction in JJR fees for observation of the Library Parking Lot. This reduction will ensure the
project does not exceed the City's budget due to the increase in the cost for construction
necessitated by unforeseen conditions adjacent to the project.
If you have any questions, please contact our office. JJR looks forward to working with the City
in completing the construction of the Library Parking Lot.
Sincerely,
JOHNSON JOHNSON & ROY/inc
Randall A. Machelski
Senior Associate
Attachment
AMPIc:Iprgect117665 011coneslim924d12.doc
r •
A Member of The Smith Group, Inc.
Ann Arbor/Chicago/Detroit/Madison/Phoenix/Washington D. C.
24 September 1996
CITY OF ELGIN, ILLINOIS
LIBRARY PARKING LOT- STO8b
ENGINEERING SERVICES AGREEMENT AMENDMENT NO. 2
This Amendment No. 2 entered into this day of , 1996, by and
between the City of Elgin, an Illinois Municipal Corporation (hereinafter referred to as "CITY")
and Johnson Johnson & Roy/Inc (JJR), Consulting Engineers (hereinafter referred to as
"ENGINEER"), shall modify that Agreement dated February 23, 1995, whereby the ENGINEER
was engaged by CITY to perform certain professional services in connection with the
preparation of plans, specifications, estimates of cost, and construction related engineering
services for the Elgin Library Lot (hereinafter referred to as "PROJECT").
Whereas the payment to the ENGINEER for construction engineering-related services was
included in the Agreement and Amendment No. 1, and the CITY desires to modify the
payments to the ENGINEER in connection with the construction administration, construction
observation and quality control of the construction phase of the PROJECT.
In response to these 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 in Attachment A2.
Attachments 1 and Al of the Agreement are hereby amended to include the following
Attachment A2.
rik
Johnson Johnson&Roy/inc
ATTACHMENT A2
The Scope of Services for the Library Lot is based upon the following assumptions:
1. Construction would begin in the first week of July 1996.
2. Substantial Completion for Construction would be by 1 October 1996 and Final
Completion would be no later than 15 November 1996.
PHASE V. CONSTRUCTION PHASE
5.1 JJR shall commence Construction Phase services and responsibilities
upon the award to a contractor of one contract for construction of the
project and terminate such services at the end of the contractor's final
completion.
5.2 JJR shall have access to the'construction at all times for the purpose of
carrying out and performing duties and responsibilities provided for in
this agreement.
5.3 JJR shall provide on-site construction observation and administration
(In services to maintain and improve the progress and quality of the work
and shall determine if the work is proceeding in accordance with the
Contract Documents. On the basis of such on-site observations, JJR
shall keep the Owner informed with written field reports of the progress
and quality of the work and shall guard the Owner against defects or
deficiencies in the work of the Contractor. JJR shall not have control 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 work, or for the acts or omissions of the
Contractor, subcontractors or any other persons performing any of the
work, or for the failure of any of them to carry out the work in accordance
with the Contract Documents.
5.4 JJR shall establish a project directory, identify all parties involved in the
construction process and their responsibilities.
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5.5 JJR shall maintain orderly files for correspondence, reports of job
conferences, shop drawings and samples, reproductions of original
Contract Documents including all work directive changes, addenda,
change orders, field orders, additional drawings issued subsequent to
the execution of the contract, JJR's clarifications and interpretations of
the Contract Documents, progress reports, and other project-related
documents.
Johnson Johnson&Roy/inc
2
5.6 JJR shall receive and comment on Contractor's list of subcontractors and
recommend acceptance/rejections to Owner.
5.7 JJR shall obtain, review and forward to Owner contract bond from
Contractor, have Contractor file certificate of insurance with Owner, have
Contractor secure and pay for all required permits and obtain, review and
approve Contractor's progress schedule.
5.8 JJR shall, prior to the first application for payment, review the
Contractor's schedule of values and provide written comments to the
Owner and Contractor.
5.9 JJR shall use our best efforts to review and return all shop drawings and
submittals as promptly as possible in less than fourteen (14) calendar
days from receipt by JJR. All actions will be entered into the submittal
log.
5.10 Review of specified Contractor's submittal (such as shop drawings),
product data and materials), is for the limited purpose of checking for
conformance with the information given and the design concept
expressed in the Contract Documents. Review of such submittals is not
conducted for the purpose of determining the accuracy and completeness
of details such as dimensions and quantities or for substantiating
instructions for installation or performance of equipment or systems
designed by Contractor, all of which remain the responsibility of
Contractor to the extent required by the Contract Documents. JJR's
review shall not constitute approval of safety precautions or construction
means, methods, techniques, sequences or procedures. When
professional certification of performance characteristics of materials,
systems or equipment is required by the Contract Documents, JJR
shall be entitled to rely upon such certification to establish that the
materials, systems or equipment meet the performance criteria required
by the Contract Documents.
5.11 JJR shall review the percentage of the work for verifying the accuracy of
the Contractor's monthly application for payment. Any discrepancies
Where applicable, Contractor shall submit Consent of Surety. JJR shall
check waiver of lien.
5.12 JJR shall promptly review and check the inspection reports and the
periodic field test reports and data provided by the testing and inspection
entity. JJR shall promptly advise the Owner in writing of defects or
deficiencies in the quality of the work as indicated by such testing and
inspection reports.
Johnson Johnson&Roy/inc
3
.
5.13 JJR shall attend meetings with the Owner and Contractor and shall
prepare and distribute minutes of such meetings.
5.14 JJR shall prepare and distribute bulletins, change orders, clarifications
and supplemental instructions for changes to the Contract Documents,
as required during the Construction Phase.
5.15 JJR shall participate in one nursery inspection or inspection, tagging or
otherwise approving plant material for use on the project.
5.16 JJR shall verify that tests, equipment and systems startups and operating
and maintenance training sessions are conducted in the presence of
appropriate personnel, and that Contractor maintains adequate records ]
thereof.
5.17 JJR shall conduct one inspection and issue a Certificate of Substantial
Completion setting forth the date of substantial completion identifying the
"Punch List" of incomplete or unsatisfactory items remaining to be
completed.
5.18 JJR shall verify that certificates, maintenance and operation manuals and
other data required to be assembled and furnished by Contractor are
applicable to the items actually installed and in accordance with the
Contract Documents, and have this material delivered to Owner prior to
final payment for the work.
5.19 JJR shall conduct one subsequent inspection to determine the Contractor
has satisfactorily completed all "Punch List" items, and has otherwise
complied with the Contract Documents.
5.20 JJR shall receive from Contractor the final application for payment along
with release of liens, consent of surety, and verify that all other conditions
of the contract have been met and issue final certificate for payment of
Contractor.
5.21 JJR shall review all as-built drawings and all appropriate manuals and
written warranties as required by the Contract Documents for compliance
with such documents and transmit to Owner.
5.22 JJR shall consult with Owner during the warranty period and make
recommendations concerning inadequate performance of materials,
systems and equipment under warranty.
r
Johnson Johnson&Roy/Inc
4
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5.23 JJR shall visit the site prior to the expiration of the Contractor's one (1)
year warranty and guaranty period to verify that the work, and any
remedial warranty or guaranty work, has been completed in accordance
with the Contract Documents and assist Owner in administering
corrective action from the Contractor.
ADDITIONAL SERVICES
The following are excluded from the above-listed Basic Services. Additional Services shall be
provided if and when authorized by the Owner in writing, in advance of performance.
1. Prepare record documents or as-builts, based on information furnished by the
Contractor, including significant changes in the work made during construction.
EXTRA SERVICES
In addition to performing the Basic Services and additional services described above, JJR will
be available to provide Extra Services during the period of this contract, including but not limited
to the following:
1. Preparing written or graphic material for an/or attending public or private hearings,
meeting, or conferences with public, quasi-public or private persons, groups, or
agencies for the purpose of presenting the plans or any other like action, except as
specifically provided in the final Work Plan.
2. Preparing drawings, reports and/or slides required because of revisions in the project
program of criteria when such revisions are inconsistent with approvals or instructions
previously given; or performing services required to prepare alternate schemes for
Client's consideration beyond those described in the description of services.
3. Coordinating and/or reviewing work of any and all other performance services for the
project retained by the Client, and by any other person or organization on behalf of the
Client, except as specifically provided in the final Work Plan.
4. Preparation or coordination of presentation quality perspectives, renderings, or models
other than those provided in the course of the work and prepared by the Client's
request.
5. Providing services similar to those set forth herein before and not otherwise covered by
the contract.
Extra Services are to be compensated separately.
Johnson Johnson&Roy/inc
5
elmk
REMUNERATION
basic Services
The Client shall compensate JJR for the Scope of Services described herein on an hourly
basis. The maximum labor fee for this project is outlined below.
Construction Phase
a. Basic Services through Substantial Completion $21,000.00
(15 weeks at 16 hours per week at $65 per hour) $15,600
(15 weeks at 4 hours per week at $55 per hour) $ 3,300
(15 weeks at 4 hours per week at $35 per hour) $ 2,100
b. Basic Services from Substantial Completion $ 4,462.50
through Final Completion
(5 weeks at 6.5 hours per week at $65 per hour) $ 2,112.58
(5 weeks at 6 hours per week at $55 per hour) $ 1,650.00
(5 weeks at 4 hours per week at $35 per hour) $ 700.00
c. Terracon Services $ 2,490.00
d. Coordination of Terracon $ 900.00
(JJR, 10 hours @ $90 per hour)
LABOR $28,852.50
REIMBURSABLES $ 3.147.50
TOTAL (NOT-TO-EXCEED) $32,000.00
Teimbursables
In addition to the labor fees, we recommend that an estimated budget of$3,147.50 established
for reimbursable expenses.
Extra Services
For Extra Services, JJR will be compensated at the hourly rate described in the attached JJR
Standard Fee and Reimbursable Schedule for the actual hours worked by JJR staff.
The terms and conditions of the current contract for the parking lot shall also apply to the
contract amendment.
rik This document may serve as an agreement between us and you may indicate your acceptance
by returning an authorization to proceed.
Johnson Johnson&Roy/Inc
6
IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and
executed this Agreement 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, ILLINOIS
By By
City Clerk City Manager
(SEAL) (SEAL)
For the ENGINEER:
Dated this 716.clay of -•-e="rt,rriifir •2.— , AD., 1996.
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ATTEST: JOHNSON JOHNSON & ROY/inc
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By if/(1 " t By
Debra Mitchell Randall Machelski
Senior Vice President Project Manager
r
Johnson Johnson&Roy/Inc
7
STANDARD FEE AND REIMBURSEMENT SCHEDULE
JOHNSON JOHNSON & ROY/inc
CHICAGO, ILLINOIS
1 FEBRUARY 1996
PROFESSIONAL AND TECHNICAL STAFF •
Senior Principal $125.00/hour
Principal $110.00/hour
Senior Associate $90.00/hour
Associate $80.00/hour
Senior Professional Staff/Level 2 $80.00/hour
Senior Professional Staff/Level 1 $65.00/hour
Professional Staff/Level 2 $58.00/hour
Professional Staff/Level 1 $48.00/hour
Senior Technical Staff $45.00/hour
Technical Staff $36.00/hour
These billing rates are subject to semi-annual review and revision.
A surcharge of fifty percent (50%) will be added to hourly rates for expert witness testimony and/or
for participation at hearings, depositions, etc.
REIMBURSABLE EXPENSES
r"" Mileage $0.31/mile
Travel and Subsistence Cost
Telephone, Telex, Telecopy, etc. Cost
Postage, Handling, etc. Cost
Copies (8-1/2" x 11") $0.10/copy
Color Copies (8-1/2" x11") Cost + 10%
Color Copies (11" x 17") Cost+ 10%
Electrostatic Copies Cost + 10%
Plotting Cost + 10%
Reproduction and Printing Cost+ 10%
Materials Cost + 10%
Equipment Rental Cost
Subcontract Services Cost + 10%
INVOICES
Progress invoices shall be issued monthly and payment is due upon receipt. Balances remaining
unpaid after thirty (30) days are subject to a monthly finance charge of 1% (12% annually) until
paid.
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Johnson Johnson&Roy/'tic