HomeMy WebLinkAbout98-73 Resolution No. 98-73
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH HNTB CORPORATION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed to
execute an agreement on behalf of the City of Elgin with HNTB
Corporation for 1998/1999 bridge inspections and bridge
rehabilitation, a copy of which is attached hereto and made a
part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: March 25, 1998
Adopted: March 25, 1998
Omnibus Vote: Yeas 5 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
L
AGREEMENT
THIS AGREEMENT, is made and entered into this 3 014( day of
Al AID C 1f , 1998, by and between the CITY OF ELGIN, an
Illinois municipal corporation (hereinafter referred to as "CITY") and
HNTB Corporation (hereafter refereed to as "ENGINEER") .
WHEREAS, the CITY desires to engage the ENGINEER to furnish
certain professional services in connection with the preparation of
bridge rehabilitation contracts and inspection of highway bridges
(hereinafter referred to as the "PROJECT") .
AND
WHEREAS, the ENGINEER represents that he 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, in consideration of the mutual promises and
covenants contained herein, the sufficiency of which is hereby
acknowledged it is hereby agreed by and between the CITY and the
ENGINEER that the CITY does hereby retain the ENGINEER to act for and
represent it in all engineering matters involved in the PROJECT,
subject to the following terms and conditions and stipulations, to-
wit:
I . SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of
the Director of Public Works of the CITY, herein after
referred to as the "DIRECTOR".
B. The work under this project includes a routine field
inspection, evaluation, recommendation and preparation of
bridge records and cost estimates for the following
structures:
During the 1998 calendar year:
1 . Highland Avenue over the Fox River
2. Chicago Street over the Fox River
3. Villa Street over Poplar Creek
4. Bluff City Boulevard Over Poplar Creek
5. Villa Street over Willow Creek
6. Big Timber over Tyler Creek
During the 1999 calendar year:
1. Fletcher Drive over Tyler Creek
2. Royal Boulevard over Tyler Creek
3. Eagle Road over Tyler Creek
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4 . Kimball Street over the Fox River
5. National Street over the Fox River
6. Riverside Drive between Highland and Chicago
Work under this project also includes, to be completed in
1998, detail contract documents, estimates and plans to bid
the rehabilitation of the following structures:
1 . Highland Avenue over the Fox River
2 . Chicago Street over the Fox River
3. National Street over the Fox River
4 . Riverside Drive between Highland and Chicago
5. Villa Street over Poplar Creek
6. Bluff City Boulevard over Poplar Creek
7. Villa Street over Willow Creek
C. The professional services to be provided by the ENGINEER
under this Agreement have been divided into two phases as
follows:
1. The 1998 Bridge Inspections and the bridge
rehabilitation contracts as listed in paragraph I .B.
are funded under the cost-not-to-exceed fee identified
in Article IV, and as further identified in Attachment
B1.
2. The 1999 Bridge Inspections are not funded under the
cost-not-to-exceed, but will be funded by an amendment
to this Agreement as noted in paragraph IV.D. and as
identified in Attachment B1.
D. A more detailed Scope of Services is attached hereto as
Attachment A.
II . PROGRESS REPORTS
A. An outline project milestone schedule is provided herein
under:
1998 Inspections
Notice to Proceed March 12, 1998
Submit all 1998 Documents August 1, 1998
1998 Contract Documents
Notice to Proceed March 12, 1998
Submit all Contract Documents September 30, 1998
1999 Inspections
Notice to Proceed March 1, 1999
Submit all 1999 Documents August 30, 1999
B. A detailed project schedule for the Project is included as
Attachment C, attached hereto. Progress will be recorded on
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the project schedule and submitted monthly as a component of
the Status Report described in paragraph II .C. below.
C. The ENGINEER will submit to the DIRECTOR monthly a Progress
Report keyed to the Project Schedule. A brief narrative
will be provided identifying progress, findings and
outstanding issues.
III .WORK PRODUCTS
All work products prepared by the ENGINEER pursuant hereto
including, but not limited to, reports, 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 products for its records. Such work products are
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.
IV.PAYMENTS TO THE ENGINEER
A. For services provided in 1998, the ENGINEER shall be
reimbursed at the rate of 2. 9451 times the direct hourly
rate of personnel employed on this PROJECT plus reimbursable
expenses, with the total payment to the ENGINEER not to
exceed Fifty Thousand Five Hundred Twelve - ($50, 512 . 00)
dollars regardless of the actual costs incurred by the
ENGINEER unless substantial modifications to the scope of
the work are authorized by the CITY through a change order
or amendment.
B. A summary of the fee calculations is attached hereto as
Attachments Bl, B2, and B3.
C. 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 on Attachment B1, and
full payments for each task shall not be made until the task
is completed and accepted by the DIRECTOR.
D. For those services identified under the Scope of Services as
1999 Bridge Inspections and as further identified on
Attachment B1, the fee of Fourteen Thousand Nine Hundred
Forty - ($14, 940.00) dollars shall be added to this
Agreement by an amendment to this Agreement after a funding
appropriation for the 1999 Bridge Inspection work has been
enacted by the CITY.
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V. INVOICES
A. The ENGINEER shall submit invoices in a format approved by
the CITY. Progress reports (Paragraph II .C. 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 one year after termination of this Agreement.
VI .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 Article IV above.
VII . TERM
This Agreement shall become effective as of the date the
ENGINEER is given a written Notice to Proceed following
approval of the CITY' S corporate authorities and, unless
terminated for cause or pursuant to Article VI foregoing,
shall expire on the date the DIRECTOR 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 breach thereof by the ENGINEER.
VIII . 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
fifteen (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.
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IX. 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.
X. INDEMNIFICATION
The ENGINEER shall indemnify and save harmless the CITY, its
officers and employees from and against any and all loss,
liability and damages of whatever nature, including but not
limited to Workmens' s Compensation claims, in any way
resulting from or arising out of negligent actions or
omissions of the ENGINEER in connection herewith, including
but not limited to negligent actions or omissions of
employees or agents of the ENGINEER arising out of the
performance of professional services.
XI . NO PERSONAL L"IABILITY
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.
XII . INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide, pay
for and maintain in effect, during the term of this
Agreement, 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 Certificate 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 IX entitled
"Indemnification" shall be provided.
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B. Comprehensive Automobile Liability. The ENGINEER shall
provide, pay for and maintain in effect, during the term of
this Agreement, a policy of 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 Engineer' s
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.
XIII . 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.
XIV. NONDISCRIMINATION
In all hiring or employment made possible or resulting from
this Agreement, there shall be no discrimination against any
employee or applicant for employment because of sex, age,
race, color, creed, national origin, marital status, or the
presence of any sensory, mental or physical handicap, unless
based upon a bona fide occupational qualification, and this
requirement shall apply to, but not be limited to, the
following: employment advertising, layoff or termination,
rates of pay or other forms of compensation and selection
for training, including apprenticeship.
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 sex, race, color, creed, national origin, age except
minimum age and retirement provisions, marital status or the
presence of any sensory, mental or physical handicap. Any
violation of this provision shall be considered a violation
of a material provision of this Agreement and shall be
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grounds for cancellation, termination or suspension, in
whole or in part, of the Agreement by the CITY.
XV. 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.
XVI . 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.
XVII . NO CO-PARTNERSHIP OR AGENCY
It is understood and agreed that nothing herein contained is
intended or shall be construed to, in any respect, create or
establish the relationship of co-partners between the CITY
and the ENGINEER, or as constituting the ENGINEER as the
general representative or general agent of the CITY for any
purpose whatsoever or to constitute an employment
relationship between the parties hereto.
XVIII . SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-
paragraph, 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.
XIX. HEADINGS
The headings of the several paragraphs 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.
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XX. 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.
XXI . 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 .
XXII . 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.
XXIII. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in
the CITY' S employ or any work associated with the PROJECT.
XXIV. INTERFERENCE WITH PUBLIC CONTRACTING: P.A. 85-1295
The ENGINEER certifies hereby that it is not barred from
bidding on this contract as a result of violations of either
Section 33E-3 or Section 33E-4 of the Illinois Criminal
Code.
XXV. SEXUAL HARRASSMENT
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;
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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 must be provided to the Department of
Human Rights upon request. P.A. 87-1257 .
XXVI . 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.
XXVII . NOTICES
All 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:
JOSEPH EVERS, P.E.
City Engineer
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
CRAIG HETUE, S.E. , P.E.
HNTB Corporation
111 North Canal Street
Suite 880
Chicago, Illinois 60606-7252
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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
By �� 6�14--�G✓�--' By
City Clerk ity Manager
(SEAL)
T6 J )
For the ENGINEER:
Dated this _/04 day of f t,,6,t,ucx-gy A. D. ,
1998 .
ATTEST: HNTB CORPORATION
By By 4-7
Vice President
(SEAL) i 1,
lr; P'it ,c ;, 1i
Subscribed arid' sworn tobefore me
A /5. N/A n4.t�<-Q
Notary Public
EXHIBIT A
SCOPE OF SERVICES
EXHIBIT A
SCOPE OF SERVICES
I . PROJECT DESCRIPTION
This project consists of two separate phases: Phase I (inspection
phase) and Phase II (design phase) . The Phase I project objective
is to inspect and evaluate the existing bridges, update and submit
the required Illinois Department of Transportation (IDOT) inspection
forms and documentation, and prepare a letter report detailing the
inspection findings, summarizing the necessary repairs, and
providing an estimate of probable construction cost. The Phase II
project objective is to prepare contract plans or schematics and
specifications that are suitable for bidding which facilitate the
construction of the proposed bridge improvements .
HNTB will perform the following services pertaining to the project.
II .PHASE I SCOPE OF SERVICES
A. Data Collection
HNTB will collect and assemble the data, information, and
equipment necessary for performing the bridge inspections,
completing the IDOT documentation, and preparing the reports
required for this project. HNTB shall perform the following
services:
1 . Review available as-built plans and previous rehabilitation
plans for each bridge;
2 . Obtain copies of previous bridge inspection reports and IDOT
inspection forms from the City of Elgin for use during the
inspection in accordance with IDOT guidelines;
3. Arrange for inspection equipment and vehicle.
B. Bridge Inspection & Evaluation
HNTB will perform one (1) routine field inspection and evaluation
for the following twelve (12) bridges located in the City of
Elgin.
During the 1998 calendar year, the following six (6) bridges will
be inspected and evaluated:
1 . Highland Avenue over the Fox River
2 . Chicago Street over the Fox River
A-1
EXHIBIT A
SCOPE OF SERVICES
3. Villa Street over Poplar Creek
4 . Bluff City Boulevard over Poplar Creek
5. Villa Street over Willow Creek
6. Big Timber Road over Tyler Creek
During the 1999 calendar year, the remaining six (6) bridges will
be inspected and evaluated:
1 . National Street over the Fox River
2 . Kimball Street over the Fox River
3. Riverside Drive between Highland Avenue and Chicago Street
4 . Eagle Road over Tyler Creek
5. Fletcher Drive over Tyler Creek
6. Royal Boulevard over Tyler Creek
HNTB will perform the routine bridge inspections in accordance
with the "Bridge Inspector' s Training Manual" published by the
USDOT/FHWA, National Bridge Inspection Standards (NBIS) , and the
IDOT "Structure Information and Procedure Manual". The criteria
used to evaluate and condition rate the existing bridges will
conform to the IDOT "Structure Information and Procedure Manual".
Steel members will be visually inspected for rusting, pitting,
and section loss. Concrete substructure members above the
waterline will be visually inspected and randomly sounded to
locate deteriorated areas. The surface and underside of the
bridge deck and sidewalks will be visually inspected. The
approach roadways and guide rails will be visually inspected.
Deficiencies and deterioration will be measured, photographed,
and recorded on sketches for inclusion in the letter reports .
All notes and deficiencies will be recorded in English units .
Underwater inspection, hydraulic and analysis, scour assessment,
non-destructive testing, material testing, pavement cores, paint
adhesion testing, and geotechnical investigations are not
included in the scope of the inspections.
C. IDOT Forms and Documentation
A-2
EXHIBIT A
SCOPE OF SERVICES
During the same calendar year that each bridge is inspected, HNTB
will update and submit the following forms as required to the
City of Elgin and to IDOT for their records :
1. Inspection Appraisal Report (RIS-R104)
2 . Inventory Turnaround Report (RIS-R105)
3. Master Report (RIS-R107)
4 . Key Turnaround Route Report (RIS-R111)
5. Bridge Inspection Report form (BIR)
The City of Elgin will provide copies of these documents from
previous inspections to HNTB for use in the current inspection in
accordance with IDOT guidelines. HNTB will update, code, and
submit these forms to the City of Elgin and to IDOT in accordance
with IDOT and FHWA policies, procedures, and standards .
D. Inspection Reports
HNTB will prepare a letter inspection report for each structure.
This report will include the results from the field
investigation, recommendations for structure rehabilitation, and
an estimate of probable construction costs. The appendix to each
report will contain photographs, revised IDOT forms, and
inspection notes.
The reports will be prepared using Microsoft Word version 7 .
Estimates of probable construction cost will be prepared using
Microsoft Excel version 7 . The City of Elgin will receive
printed copies of the inspection reports.
Each report will be printed on 8-1/2 by 11 inch paper and
stapled. HNTB will submit five copies of a Pre-Final report (90%
complete) for each bridge for review by the City of Elgin. After
addressing the City' s comments, HNTB will submit five copies of
the final inspection report for each bridge.
III . PHASE II SCOPE OF SERVICES
A. Contract Document Description
Based on the scope of services in the City' s Request For Proposal
and the results from the bridge inspections, HNTB will prepare
construction bid documents in 1998 for the repair of the
following seven bridge structures :
A-3
EXHIBIT A
SCOPE OF SERVICES
1 . Highland Avenue over the Fox River
2 . Chicago Street over the Fox River
3. Villa Street over Poplar Creek
4 . Bluff City Boulevard over Poplar Creek
5. Villa Street over Willow Creek
6. National Street over the Fox River
7 . Riverside Drive between Highland and Chicago
These documents will consist of plans or schematics,
specifications, quantity calculations, and probable construction
cost estimates. The plans or schematics will be prepared in
sufficient detail to identify the general type of repair for the
particular bridge improvement. The specific locations of repairs
may be referenced from the inspection reports or determined in
the field by the City' s construction engineer. The
specifications will describe the various construction materials,
procedures, and systems used in the project. The documents will
outline the stages of construction required to complete the
repair project. The probable construction cost estimates will
define the contract pay items and will provide estimated
quantities and estimated probable unit costs.
B. Rehabilitation Scope
The following proposed repair scope may be amended depending upon
the results from the bridge inspections and the availability of
funding, and may require an amendment to the Agreement. The
rehabilitation of all seven bridges will be included in one set
of contract documents. IDOT standard drawings and details will
be referenced whenever possible. The following bridge
rehabilitation is proposed for this project:
1. Highland Avenue: Remove and recast unsound patches in
roadway. Remove and recast the entire sidewalk on each side
of the bridge.
2. Chicago Avenue: Remove and recast unsound concrete on the
fifth beam from the north in span 4 . Remove and recast the
entire sidewalk on each side of the bridge.
3. National Avenue: Repair spalled concrete areas, remove and
replace shim plates, rehabilitate (paint) the bridge
railings on each side of the structure, place vegetation on
the northwest embankment, and relocate the water runoff
inlet.
A-4
EXHIBIT A
SCOPE OF SERVICES
4 . Riverside Drive: Remove and replace the bituminous wearing
surface, seal PPC deck with waterproofing treatment and
joints with epoxy, remove and replace the deteriorated
concrete in center median, repair spalled concrete on PPC
deck beams and substructure, and inject various concrete
cracks with epoxy.
5. Villa Street (over Poplar Creek) : Remove debris from drain
and channel, remove areas of unsound/deteriorated concrete
and recast, inject concrete cracks with epoxy, and evaluate
the suitability of installing approach guardrail.
6. Bluff City Boulevard: Remove debris from channel; repair
spalled or fractured areas and inject concrete cracks with
epoxy on the spandrel walls, wingwalls, corners and
parapets; and evaluate the suitability of installing
approach guardrail.
7 . Villa Street (over Willow Creek) : Remove debris from drains
and channel, remove unsound/deteriorated concrete and
recast, inject cracks with epoxy, remove and replace the
existing parapets and bridge railings with the railing used
on the south side of the bridge, and evaluate the
suitability of installing approach guardrails.
Since HNTB will not inspect the Riverside Drive and National
Street structures until 1999, the location and amount of repair
and rehabilitation will be determined from previous inspection
reports provided to HNTB by the CITY. HNTB does not guarantee the
accuracy or completeness of these reports.
It is not anticipated that any special permits will be required
for the repairs previously listed. No in-stream work is being
contemplated on the Fox River, and the removal of minor debris
from Poplar Creek and Willow Creek (both non-navigable) should
not change the channel cross-section at any of the bridges.
Therefore, no U.S. Coast Guard nor Army Corps of Engineer 404
permits will be prepared by HNTB for this project.
C. Contract Document Standards
The contract documents will be prepared in English units, and
will refer to existing IDOT standard drawings, details, and
specifications. Various pay items and specifications will follow
the IDOT "Standard Specifications for Road and Bridge
Construction" adopted January 1, 1997 .
Specifications and estimates of probable construction cost will
be prepared on 8-1/2 x 11 inch paper using Microsoft Word version
7 and Microsoft Excel version 7. Schematics will be prepared on
8-1/2 x 11 inch paper for inclusion in the specifications. Plan
A-5
EXHIBIT A
SCOPE OF SERVICES
drawings prepared by HNTB will be in Microstation.dgn format on
full size (24 x 36 inch) mylar sheets.
D. Contract Document Deliverables
HNTB will submit two sets of preliminary documents (50% complete)
to the City of Elgin for review and comment. HNTB will
incorporate the City' s comments and will submit two sets of pre-
final documents (90% complete) to the City for review and
comment. HNTB will incorporate the City' s comments and will
submit two sets of final documents to the City. The final
documents will consist of two full size blue-line plan sets, one
set of full size original mylars, two copies of the
specifications with schematics if used, and two copies of the
probable construction cost estimates. An electronic copy of the
final plans, specifications, and cost estimate will also be
provided in the appropriate format.
E. Bid Assistance
HNTB will attend one project pre-bid meeting with the City of
Elgin and interested contractors, and will assist the City of
Elgin with award recommendation.
A-6
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ATTACHMENT B1
CITY OF ELGIN
1998 / 1999 BRIDGE INSPECTION & BRIDGE REHABILITATION
CONSULTANT: HNTB
ESTIMATED COST IN DOLLARS
NUMBER OVERHEAD IN-HOUSE SERVICES % OF
TASK OF PAYROLL & FRINGE DIRECT SUBTOTAL PROFIT(2) BY TOTAL GRAND
HOURS BENEFITS(1) COSTS OTHERS TOTAL
PHASE I ENGINEERING _
Data Collection 16 $424 $665 $50 $1,139 $151 $1,290 1.97% (3)
Year 1998 Inspections 92 $2,438 $3,825 $650 $6,913 $920 $7,833 11.97% (3)
Year 1998 Forms and Reports 68 $1,802 $2,828 $50 $4,680 $617 $5,297 8.09% (3)
Year 1999 Inspections 106 $2,809 $4,408 $700 $7,917 $1,053 $8,969 13.70% (4)
Year 1999 Forms and Reports 68 $1,802 _ $2,828 $50 $4,680 $617 $5,297 8.09% (4)
Management 8 $212 $333 $50 $595 $79 $674 1.03% (4)
PHASE I TOTAL 358 $9,487 $14,886 $1,550 $25,923. $3,437 $29,360 44.86%
PHASE II ENGINEERING 511 $12,014 $18,851 $580 $31,444 $4,648 $36,092 55.14% (3)
I
TOTALS 869 $21,501 $33,737 $2,130 $57,367 $8,084 $65,452 100.0%
(1) Based on overhead rate of 156.91%. (3) 1998 Fee is $50,512
(2) Profit is computed using a Complexity Factor of 0.035 (4) 1999 Fee is $14,940
FEE_EST.xls
ATTACHMENT B2
CITY OF ELGIN
1998/1999 BRIDGE INSPECTION & REHABILITATION
_ PHASE I PHASE II
HNTB PAYROLL AVERAGE INSPECTION & REPORTS CONTRACT DOCUMENTS
GRADE CLASSIFICATION HOURLY HOURS I % PART WEIGHTED HOURS % PART WEIGHTED
RATES I RATE RATE
23 VICE PRESIDENT $56.98 2 0.56% $0.32 2 0.39% $0.22
22 DEPARTMENT HEAD $40.20 2 0.56% $0.22 2 0.39% $0.16
21 PROJ. MANAGER II $36.07 18 5.03% $1.81 20 3.91% $1.41
20 SR. PROJ. ENGR/RESIDENT $34.41 42 11.73% $4.04 83 16.24% $5.59
19 PROJ. MANAGER I $31.22
18 SR. STAFF ENG. $29.11 130 36.31% $10.57 80 15.66% $4.56
17 ENGINEER III $25.08
16 STAFF ENGINEER $23.66
15 ENGINEER II $21.43 140 39.11% $8.38 92 18.00% $3.86
13 ENGINEER I $18.45
11 CADD OPER. IV $16.56 100 19.57% $3.24
10 ENGINEER/TECH. III $17.31 24 6.70% $1.16 132 25.83% $4.47
7 ENG. TECH. II $13.58
6 INSTRUMENT TECH. $10.37
TOTALS 358 100.00% $26.50 511 100.00% $23.51
FEE_EST.xls
ATTACHMENT B3
1998 / 1999 BRIDGE INSPECTION & BRIDGE REHABILITATION
CITY OF ELGIN
Estimate of Direct Costs
PHASE I ENGINEERING SERVICES
Management and Data Collection
2 Meetings x 1 Vehicle/ meeting x $50/vehicle = $100
1998 Inspections
Inspection Vehicle: 7 days @ $50/day = $350
Inspection Boat: 2 days @ $100/day = $200
Miscellaneous Expendables (Photography, developing, etc.) = $100
1998 Inspection Sub-Total = $650
1998 Reports, IDOT Forms, & Meeting Minutes
Printing & Reprographics $50
1999 Inspections
Inspection Vehicle: 8 days @ $50/day= $400
Inspection Boat: 2 days @ $100/day = $200
Miscellaneous Expendables (Photography, developing, etc.) = $100
1999 Inspection Sub-Total = $700
1999 Reports, IDOT Forms, & Meeting Minutes
Printing & Reprographics $50
Total for Phase I Engineering Services = $1,550
PHASE II ENGINEERING SERVICES
2 Meetings x 1 Vehicle/ meeting x $50/vehicle = $100
Submitals (based on 14 mylar drawings)
Preliminary: 2 sets x 14 bluelines @ $1 / blueline = $28
Pre-final: 2 sets x 14 bluelines @ $1 / blueline = $28
2 sets of specifications x 7 bridges x 30 pages @ $0.05 = $21
Final: 2 sets x 14 bluelines @ $1 / blueline = $28
2 sets of specifications x 7 bridges x 30 pages @ $0.05 = $21
1 set of original mylars x 14 mylars @ $25/ mylar= $350
Miscellaneous Printing / Diskettes $4
Total for Phase II Engineering Services = $580
EXHIBIT C
PROJECT SCHEDULE
ATTACHMENT C1
PROPOSED PROJECT SCHEDULE
CITY OF ELGIN
1998 / 1999 BRIDGE INSPECTION & BRIDGE REHABILITATION
1998 1999
WORK TASK MAR APR MAY JUNE JULY AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUNE JULY
PHASE I SERVICES
DATA COLLECTION
BRIDGE INSPECTION(1)
REPORTS&IDOT FORMS
PHASE II SERVICES
PRELIMINARY SUBMITTAL
PRE-FINAL SUBMITTALEl
FINAL SUBMITTAL
BID ASSISTANCE
PHASE III SERVICES(2)
PROJECT MANAGEMENT
MAR APR MAY JUNE JULY AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUNE JULY
REVIEW BY CITY OF ELGIN
NOTES: (1) WEATHER DEPENDENT
(2) 9-MONTH CONSTRUCTION SCHEDULE ASSUMED
OFF(
c.
+/\
'1. Agenda Item No.
17.
�. ,, City of Elgin
RATED FED'
February 27 , 1998
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Engineering Service Agreement with HNTB Corporation
for the 1998/1999 Bridge Inspections and Bridge
Rehabilitation
PURPOSE
The purpose of the memorandum is to provide the Mayor and
members of the City Council with information to consider
entering into an agreement with HNTB Corporation of Chicago to
provide engineering services associated with the inspection of
twelve City bridges and contract development for the rehabili-
tation of three City bridges .
BACKGROUND
In accordance with State requirements, this project will
provide required inspections of twelve City of Elgin bridges
over a two-year period. In the 1998 budget, the City Council
approved funds to inspect six bridges . In the 1999 budget,
et
staff will request funds to inspect six additional bridges .
The completion of the bridge inspections will maintain the
City' s compliance with State of Illinois requirements for
biennial bridge inspections .
P
This project will also provide bid documents, specifications ,
estimates and plan documents to rehabilitate. It is anticipat-
ed will include painting, concrete repairs
the rehabilitation
to sidewalks, decks and parapet walls, channel restoration and
deck resurfacing. The bridges to be inspected and rehabilitat-
ed are designated in the following table:
Eng. Service Agrmnt with HNTB Corp.
February 27, 1998
Page 2
Bridge/Crossing 1998 1999
1 . Big Timber/Tyler Creek Insp.
2 . Villa St. /Poplar Creek Insp. & Repairs
3 . Bluff City Blvd. /
Poplar Creek Insp.
4 . Villa St. /Willow Creek Insp. & Repairs
5 . Highland Ave. /Fox River Insp.
6 . Chicago St. /Fox River Insp.
7 . Fletcher Dr. /Tyler Creek Insp.
8 . Royal Blvd. /Tyler Creek Insp.
9 . Eagle Rd. /Tyler Creek Insp.
10 . Kimball St. /Fox River Insp.
11 . National St. /Fox River Repairs Insp.
12 . Riverside Dr.btw Highland Insp.
Five consulting firms were invited to submit proposals on the
bridge program. HNTB, Beling and WVP responded with proposals .
A staff selection committee evaluation of the three proposals
was conducted, which resulted in HNTB being selected as the
top-rated firm. A copy of the results of the selection process
is attached as Exhibit A.
Upon selection, HNTB met with staff to finalize the project
scope and negotiate their fee. The final negotiated fee is
$65,452 . The tabulation of costs shown in Exhibit B shows that
HNTB originally submitted a fee of $82 ,475 .
HNTB' s original fee included preparation of separate contract
documents for each of the bridges, whereas the other consul-
tants suggested a combined document that would allow all
repairs to be included in one contract. The HNTB proposal also
included several unnecessary meetings and inspections not
required by the State or vital to the maintenance of the
structures . By eliminating these nonessential items and by
focusing their efforts on a single contract document, 148
staff hours were eliminated from their fee proposal .
The estimated cost for a bridge inspection is between $2 ,700
and $3, 800, or for twelve bridges, $32,400 to $45,600 (based
on previous inspection programs) . The WVP fee proposal falls
significantly short of this range and did not cover all
requirements of the Request for Proposals . Staff compared
HNTB' s proposal with the second rated consultant, Beling
Consultants, and the consultant used on three of the previous
programs, Collins Engineers, Inc. of Chicago, Illinois . HNTB' s
proposal included the staff hours and the personnel similar to
those used by Collins . Because of Collins Engineer' s success
in obtaining approval from the Illinois Department of Trans-
portation, HNTB suggests continuing with using Registered
Professional Engineers to perform inspections . The Beling
.
Eng. Service Agrmnt with HNTB Corp.
February 27, 1998
Page 3
suggests the use of technical staff directed b
proposal 9g Y a
Registered Professional Engineer to perform inspections .
HNTB' s proposal also included a Structural Engineer inspection
of the bridges to identify future rehabilitation needs .
Beling' s proposal suggests only minimal inspection to satisfy
the Illinois Department of Transportation inspection require-
ments .
A copy of the proposed agreement is attached as Exhibit B.
Staff requested a proposal for a two-year period in order to
provide consistency in inspecting all of Elgin' s highway
bridges . New proposals will be taken in 2000 for the next
biennial inspection sequence.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
FINANCIAL IMPACT
VIA---
HNTB' s negotiated fee of $65,452 for bridge inspection and
bridge rehabilitation engineering services may be broken down
as follows :
ITEM AMOUNT ACCOUNT NUMBER
1998 Inspections Eng. $ 14,420 010-3311-752 . 30-03
1999 Inspections Eng. 14, 940 010-3311-752 . 30-03
1998 Bridge Rehab. Eng. 36, 092 395-1000-795 . 93-80
TOTAL $ 65,452
A total of $255,000 is included in account number
395-1000-795 . 93-80 for the rehabilitation of the National
Street Railing, Villa Street over Willow Creek parapet wall
reconstruction and Villa Street over Poplar Creek concrete
repairs . After using $36,092 for Bridge Rehabilitation Engi-
neering services to prepare contract documents, the remaining
$218, 098 ( $255, 000-$36,092 ) will be used to repair the afore-
mentioned three bridges .
This two year contract will include bridge inspection work in
1999 . Therefore sufficient funds should be budgeted in 1999 to
accomplish this work.
LEGAL IMPACT
t None.
' Eng. Service Agrmnt with HNTB Corp.
February 27, 1998
Page 4
ALTERNATIVES
As the biennial inspections are a legal requirement imposed
upon the City by the Federal Highway Administration and the
Illinois Department of Transportation, and as the City does
not have adequate staff time available to conduct the inspec-
tions or the contract preparation, there is no real alterna-
tive at this time other than to conduct this project through
contractual services .
RECOMMENDATION
It is recommended that the City Council approve the engineer-
ing agreement with HNTB Corporation and authorize staff to
execute the necessary documents .
R ectfully subm' ted,/
J ce A. Parker
City Manager
JE/do
Attachments