HomeMy WebLinkAbout97-155 Resolution No. 97-155
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT NO. 1 TO AN AGREEMENT WITH
HAMPTON, LENZINI AND RENWICK, INC.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Robert O. Maim, Interim 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 and Renwick, Inc .
for engineering services associated with the Randall Road
Sanitary Sewer and Water Main Extension Project, a copy of
which is attached hereto and made a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: June 11, 1997
Adopted: June 11, 1997
Omnibus Vote : Yeas 7 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AMENDMENT NO. 1
This Amendment No. 1 entered into this r 3 2 day of --U N i✓ , 1997,
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 May 10, 1996, 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 Randall Road Sanitary Sewer and Water Main Extension (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 and
observation 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
1.1:
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.
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.
1
5. Revise contract plans to provide record drawings of the improvement for
permanent record.
6. 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.D are amended to include additional payments to the ENGINEER
for Construction Phase services:
A. For services under paragraphs I.G and I.H above, the ENGINEER shall be reimbursed
at the rate of 2.85 times the direct hourly rate of personnel employed on this
PROJECT, with the Construction Phase fee not to exceed thirty-nine thousand dollars
($39,000) and the total Agreement, inclusive of this Amendment No. 1, not to
exceed fifty-eight thousand thirty-five dollars ($58,035), unless further modifications
to the Agreement are authorized in writing by the DIRECTOR.
D. 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 $ 6,405
Design Phase 9,440
Land Surveying Phase 3,190
Construction Phase 39.000
TOTAL $ 58,035
2
Paragraph IV. is further amended to add the following additional paragraph IV.G:
G. The Construction Phase fee has been calculated based upon Construction Phase
services to be furnished by the ENGINEER for 35 calendar days as determined during
the negotiation meetings, 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.
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: HE CITY OF ELGIN
li)
4
By By a$A( �L .•
City Clerk City Manager
(SEAL)
For the Engineer: yin
Dated this day of 1. 1, `� , A.D., 1997.
ATTEST: HAMPTON, LENZINI AND RENWICK, INC.
PO
BYl�. XA4475ht
By
S ecretary President
(SEAL)
3
ATTACHMENT A
AMENDMENT NO. 1
DUTIES OF THE CONSTRUCTION ENGINEER
GENERAL
The Construction Engineer services 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 contractor 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.
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. Schedules:
1. Work 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 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.
E. Conferences:
1. Conduct 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
subcontractors to review day-to-day requirements and problems. Maintain and
circulate copies of minutes thereof.
F. Contract Administration and Records:
1. Maintain at the job site orderly files for correspondence, reports of job conferences
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 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.
3. Record names, addresses, and telephone numbers of all contractors,
subcontractors, and major suppliers of equipment and materials.
G. Contractor Payment Requisitions:
Review applications for payment with contractor for compliance with the established
procedure for their submission, noting particularly their relation to the schedule of
values, work completed, and materials and equipment delivered at the site.
H. Change Orders:
Perform initial evaluation of change orders and submit same to Director with
recommendation and cost estimate breakdown for final approval and processing.
I. 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.
J. 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.
AMENDMENT NO. 1 ATTACHMENT B
CONSTRUCTION ENGINEERING NEGOTIATION MEETING
PROJECT: RANDALL RD SANITARY SEWER&WATER MAIN EXT.
MEETING DATE: 04107/97.&05/07/97
IN ATTENDANCE:
Client - City of Elgin •
Joe Evers - City of Elgin
Steve Pertzborn - City of Elgin
Doug Paulus - HLR
Bob Lenzini - HLR
ITEM DESCRIPTION
1. Calendar Days Services are to be Provided:
5,Weeks x 7 35 Days
2. Work Days Services are to be Provided
Total Days 35
Minus Sundays 5
Minus Saturdays 5
Total Weekdays Required 25
Total Saturdays Required .....
3. Hours Required Per Day for Construction Observation
Weekdays
Straight Time i;:::
Overtime ;:!:...
Equivalent Straight Time 14
Saturdays
Overtime
Equivalent Straight Time 12
Fila MAMA • RANRANVVM WR1 PA( F 1
• • AMENDMENT NO. 1 ATTACHMENT B
CONSTRUCTION ENGINEERING NEGOTIATION MEETING
PROJECT: RANDALL RD SANITARY SEWER&
MEETING DATE: 04107/97 &O5/O7197*;
4. Number of Construction Observers to be Provided:
Full Time -•
Part Time
HOURS SUBTOTAL THIS ITEM 480
5. Project Engineer Time Requirements:
Project Visits ; -•L Days/Week
Weekdays : I Hours/Day
Saturdays :;:-' '-'•-•• Hours/Day
HOURS SUBTOTAL THIS ITEM 5
6. Project Principal Time Requirements:
Weekdays :I .1 0'1 I : Hours/Week
HOURS SUBTOTAL THIS ITEM 0
7. Construction Staking Time Requirements:
2 Man Crew Yes (Yes/No)
HOURS SUBTOTAL THIS ITEM 104
8. Preconstruction Meeting Time Requirements
Project Principal ... Hours
Project Engineer 3 Hours
Project Observer 3 Hours
HOURS SUBTOTAL THIS ITEM 6
9. Project Documentation Time Requirements
Daily ¶ Hours
Payment Estimates 0 Hours/Month
Change Orders ¶ Hours/Month
Shop Drawings 0 Hours
HOURS SUBTOTAL THIS ITEM 10
10. Final Quantities Time Requirements
Field Measurement 4 Hours
Quantity Computations 2 Hours
HOURS SUBTOTAL THIS ITEM 6
FilA Name • RAN. ANWM WR1 PAnF 9
AMENDMENT NO. 1 ATTACHMENT B
CONSTRUCTION ENGINEERING NEGOTIATION MEETING
PROJECT: 'RANDALL RD SANITARY SEWER&WATER MAIN EXT
MEETING DATE: 04/47/97 8t O5/O7t97
11. Project Closing Documentation Time Requirements
Final Pay Estimate 0 Hours
Final Item Documentation 20 Hours
Balancing Change Order 0 Hours
Record Drawings 4 Hours
HOURS SUBTOTAL THIS ITEM 24
12. Subtotal of Above Hours 635
13. Project Administration 3.5% of subtotal 16
14. Conferences & Consultation 3.0% of subtotal 18
15. Clerical 3.0% of subtotal 13
16. TOTAL PROJECT MANHOURS 682
17. Quality Control: By CITY OF ELGIN
(Include in HLR agreement - No)
Fila Name • RANRANWM WR1 PAC;F
1\1
,1 ;t City of Elgin Agenda Item No.
v '
n 4=
44r1.0 ,
May 16 , 1997
TO: Mayor and Members of the City Council
FROM: Robert 0. Malm, Interim City Manager
SUBJECT: Engineering Services Agreement Amendment No. 1
with Hampton, Lenzini and Renwick for Motorola
Site Utilities
PURPOSE
The purpose of the memorandum is to provide the Mayor and mem-
bers of the City Council with information to consider amending
an agreement with Hampton, Lenzini and Renwick, Inc . (HLR) for
the construction-related engineering services associated with
the extension of water and sewer utilities along Randall Road
for the Motorola development, in the not-to-exceed amount of
$39, 000 . 00.
rm. BACKGROUND
At its meeting on April 24 , 1996 , City Council authorized an
agreement with HLR for the preparation of plans, specifications,
estimates and property plats for the extension of a 12-inch
water main and 24-inch interceptor sewer along Randall Road to
the northern boundary of the Motorola site. The new water main
and interceptor sewer will be installed in conjunction with the
Randall Road improvements that Kane County will be undertaking
in 1997 per an intergovernmental agreement between Kane County
and the City of Elgin, signed June 11, 1996 . Bids for the Ran-
dall Road project were opened on April 25, 1997 . The bid amount
for the site utility extensions is $345,878 . 00 . Copies of the
City Council memorandum and HLR' s initial agreement are attached
as Exhibit A.
Amendment No. 1 with HLR will increase the fee of the original
agreement to add construction engineering-related services to
monitor this project. Such services are detailed in Amendment
No. 1, and generally include: Coordination of work, on-site
full-time inspection, review of work, rejection of defective
work, monitoring of the work schedule, conduct weekly progress
meetings, record keeping, payment reviews, change order reviews,
etc.
em. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
6 - ,
Engineering Services Agreement Amendment No . 1
May 16, 1997
Page 2
r" U
kFINANCIAL IMPACT
D
The Amendment No. 1 to the agreement with HLR is in the not-to-
exceed amount of $39, 000 . 00 .
The project can be broken down as follows :
Water Sewer Total
Budget $140, 000 . 00 $365 ,000 . 00 $505,000 . 00
Engineering Services $ 9 , 517 . 50 $ 9 , 517 . 50 $ 19, 035 . 00
Construction/Inspection 5, 000 . 00 34 , 000 . 00 39 , 000 . 00
Actual Construction 122 , 903 . 60 222 , 974 . 40 345, 878 . 00
Total $137 , 421 . 10 $266 ,491 . 90 $403, 913 . 00
Costs associated with the site utility extensions total
$345, 878 . 00 . Pursuant to the City ' s intergovernmental agreement
with Kane County, all costs are to be paid 30 days after the
award of the work by IDOT, presumably by the end of May.
There are sufficient moneys available to fund this expenditure.
eift-
A copy of Amendment No. 1 is attached as Exhibit B.
LEGAL IMPACT
None.
Q
ALTERNATIVES
None.
RECOMMENDATION
It is recommended that the City Council authorize the City
Manager to execute the Amendment No. 3 with HLR, in the addition-
al not-to-exceed amount of $39 , 000 . 00, bringing the total agree-
ment amount to $58, 035 . 00 .
Respectfully submitted,
David L. Lawry, P7)
Direc • of PublicWorks
em
Roo0
6461tY1'114/L----,
= 0. Maim
InteJim City Manager
SP/do
Attachments