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HomeMy WebLinkAbout26-56 Resolution No. 26-56 RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT NO. 1 WITH THOMAS ENGINEERING GROUP, LLC FOR ADDITIONAL SUPPLEMENTAL PROFESSIONAL ENGINEERING SERVICES IN CONNECTION WITH THE 2025 PARKING LOT AND ALLEY MAINTENANCE PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5.02.020B(9)the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute an Amendment Agreement No. 1 on behalf of the City of Elgin with Thomas Engineering Group, LLC, for additional supplemental professional engineering services in connection with the 2025 parking lot and alley maintenance program, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: March 25, 2026 Adopted: March 25, 2026 Vote: Yeas: 8 Nays: 0 Abstain: 1 Attest: s/ Kimberly Dewis Kimberly Dewis, City Clerk AMENDMENT AGREEMENT NO. 1 THIS AMENDMENT AGREEMENT No. 1 is hereby made and entered into this 25 day of March ,2026,by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the "City"), and Thomas Engineering Group, LLC, an Illinois limited liability company (hereinafter referred to as"Engineer"). WHEREAS,the City and Engineer hereto have previously entered into an agreement dated August 27, 2025 (hereinafter referred to as "Original Agreement"),wherein the City engaged the Engineer to furnish certain professional services in connection with the 2025 Parking Lot and Alley Maintenance Program (hereinafter referred to as the"Project"); and WHEREAS, the City has determined that the proposed scope of the Project should be further modified to include the additional supplemental professional engineering services described herein in connection with the 2026 Parking Lot and Alley Maintenance Program (hereinafter referred to as"Supplemental Services"); and WHEREAS, the City has determined that the proposed name of the Project should be revised to the 2026 Parking Lot and Alley Maintenance Program to better reflect such Supplemental Services and the revised limits and scheduling of the Project; and WHEREAS,the Original Agreement provides for a maximum payment in an amount not- to-exceed $79,929.10; and WHEREAS,the parties hereto have determined and agree that the total maximum payment for the Supplemental Services described in this Amendment Agreement No. 1 shall be in an amount not to exceed $84,523.92;and WHEREAS,the changes contemplated by this Amendment Agreement No. 1 are germane to the Original Agreement as signed;and this Amendment Agreement No. 1 is in the best interests of City and is authorized by law. NOW,THEREFORE,for and in consideration of the mutual undertakings provided herein, and other good and valuable consideration,the receipt and sufficiency of which is hereby mutually acknowledged,the parties hereto agree as follows: 1. The above recitals are incorporated into and made part of this Agreement as if fully recited herein. 2. Paragraph 1 of the Original Agreement is hereby amended by adding a new subparagraph E thereto to read as follows: "E. The ENGINEER shall provide the additional engineering services to include preparation and plans and specifications for the CITY's 2026 Parking Lot and Alley Maintenance Program pursuant to Amendment Agreement No. 1. Such additional engineering services to be performed by the ENGINEER pursuant to Amendment Agreement No. 1 are outlined and 1 described in Attachment A-1,attached to Amendment Agreement No. 1 and incorporated into this Agreement this reference (hereinafter referred to as the"Supplemental Services"). 3. That paragraph 1 of the Original Agreement is hereby further amended by adding a new subparagraph F thereto to read as follows: "F. A Location Map for the Supplemental Services locations for the PROJECT is attached to Amendment Agreement No. 1 as Attachment D-1 and incorporated into this Agreement by this reference. 4. That paragraph 2 of the Original Agreement is hereby further amended by adding the following to the end of subparagraph B: "B. Engineer shall provide the Supplemental Services provided for in Amendment Agreement No. 1 in accordance with the schedule outlined herein and detailed in Attachment B-1 to Amendment No. 1, incorporated into this Agreement by this reference." 5. That paragraph 4 of the Original Agreement is hereby amended by adding the following subparagraph E and Payment Schedule to read as follows: "E. For the additional services provided for in Amendment Agreement No. 1 and described in Attachments A-1, Engineer shall be paid in accordance with this paragraph 4,with total fee not to exceed$84,523.92 for the services to be provided pursuant to Amendment Agreement No. 1, regardless of the actual time or actual costs incurred by the Engineer unless substantial modifications and scope of work are authorized in writing by the City and approved pursuant to a further written amendment to this Agreement.For the purposes of clarification,the total maximum fees to be paid to the Engineer pursuant to the Original Agreement and Amendment Agreement No. 1 total $164,453.02. The detailed basis of the additional fee associated with Amendment Agreement No. 1 is included in Attachment C-1 of Amendment Agreement No. 1 and is incorporated into this Agreement by this reference,and is based on hourly rates of personnel utilized. Payment Schedule for Supplemental Services ESTIMATED ESTIMATED VALUE ESTIMATED INVOICE DATE %COMPLETE OF WORK COMPLETE VALUE 5/1/2026 22 $18,276.64 $18,276.64 6/1/2026 43 $36,553.28 $18,276.64 7/1/2026 65 $54,829.92 $18,276.64 8/1/2026 77 $64,727.92 $9,898.00 9/1/2026 88 $74,625.92 $9,898.00 10/1/2026 100 $84,523.92 $9,898.00 Total 100% $ 84,523.92" 6. That except as amended in this Amendment Agreement No. 1, the Original Agreement shall remain in full force and effect. 7. That in the event of any conflict between the terms of the Original Agreement and the provisions in this Amendment Agreement No. 1, the provisions of this Amendment Agreement No. I shall control. 8. This Amendment Agreement No. I may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. This Amendment Agreement No. I may be executed electronically,and any signed copy of this Amendment Agreement No. 1 transmitted by facsimile machine,email,or other electronic means shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Amendment Agreement No. 1 transmitted by facsimile machine,email,or other electronic means shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment Agreement No. I as of the date and year first written above. CITY OF EL IN ENGINEER By: Zee/ By: v• 1 n � City a ages Name: 4t•S \IAA oESi y+.fE Its: 4esuP44— Attes • Attest: d/.//ZZ City lerl 1911 (Al Legal DeptWgreement\Thomas Eng-Amend Agr I-Parking Lot Alley Maintenance-Clean-3-17-26.docx 3 Attachment A-1 Scope of Services PROJECT UNIX: '1DING Based on recent correspondence from the City of Elgin, the 2026 Parking Lot and Alley Maintenance Program is anticipated to include pavement rehabilitation at up to eight(8)additional locations,including seven (7)alleys and one (I) parking lot, in addition to the four (4) locations originally included in the 2025 Parking Lot and Alley Maintenance Program that were not completed in 2025. The additional improvements are expected to consist of hot-mix asphalt (HMA) pavement resurfacing, utility structure frame and lid adjustments. intermittent subgrade repair and pavement patching, and potential ADA curb ramp upgrades at seven (7) alleys throughout the City, generally described as follows: . LaSalle Place between Wing Street and Kaskaskia Avenue—338 feet 2. LaSalle Place between Harlan Avcnuc and Kaskaskia Avenue 322 feet 3. Kaskaskia Avenue between Kane Avenue and the west terminus—390 feet 4. North Spring Street between Lovell Street and Center Street—346 feet 5. North Spring Street between Cooper Avenue and Slade Avenue 563 feet 6. North Spring Street between Slade Avenue and Lincoln Avenue—692 feet 7. Oakland Avenue between liberty Street and Preston Street—563 feet In addition, the existing parking lot located at the intersection of Fulton Street and Villa Street is anticipated to be included in the design scope. Improvements at this location are expected to consist of hot-mix asphalt(HMA) pavement resurfacing, intermittent subgrade repair and pavement patching,curb and gutter replacement, sidewalk replacement, PCC driveway apron replacement. in-kind pavement marking replacement,and potential ADA curb ramp upgrades. The budget for the combined 2025 and 2026 Parking Lot and Alley Maintenance Program is$500,000 for all improvements including construction costs and engineering.The Project will be locally funded. PROJECT APPROACH TEG's objective for this Project is to develop a comprehensive preliminary design and advance it into constructible plans, specifications, and cost estimates,while optimizing construction details to minimize field change orders and reduce risks to permit compliance,budget,and schedule. Before initiating any design activities,TEG will meet with the City to gain a deeper understanding of the project background.the City's goals.and any site-specific constraints,A thorough review of all available data and early identification of potential challenges will allow our team to navigate the design process more efficiently and effectively. The following Phase II design engineering Scope of Services,comprised of five(5)primary tasks,will be provided by TEG and subconsultants,where indicated, I. Data C'olleclion\Survey&Bascmapping 2, Geotcchnical Investigation(Rubino Engineering,Inc.) 3, Detailed Design and Site Civil Plans and Specifications and Rid Documents 4. Rid Assistance 5. Construction Engineering thomas engineering grout' :lc trrrvice at the highest grade TASK I—DATA COLLECTION/TOPOGRAPHIC SURVEY i BASEMAPPING The initial step in the design process will be to gather all available background information from the City and conduct a detailed surface. utility, and underground survey for each proposed parking lot and alley improvement location.This foundational data will ensure that the design is accurate,efficient,and well- coordinated with existing infrastructure. It is anticipated that the City will provide the following materials to support this effort: • Utility atlases • Record and as-built drawings(where available) TEG will utilize GPS survey equipment to collect critical surface features necessary for design. Within the project limits, and where appropriate. TEG will develop a comprehensive base map that includes digital terrain modeling for contours and profiles. In addition, survey control points will be established and provided for use during construction to support layout and quality control. Concurrently,TEG will initiate utility coordination with all private utility agencies that reside within the project limits.Utility conflicts and relocation are not anticipated based on the scope of work. TASK 2.GEOTECHNICAL INVESTIGATION TEG will coordinate pavement coring and gcotechnical testing services with our proposed geotcchnical subconsultant, Rubino Engineering, Inc. (Rubino). TEG proposes to obtain two (2) pavement cores at each of the eight (8) project locations to evaluate existing pavement thickness and inform the recommended pavement maintenance strategy. It shall be the Contractor's responsibility to retain the services of a Licensed Professional Engineer to provide certification on the Illinois Environmental Protection Agency (IEPA) Uncontaminated Soil Certification Forms LPC-662 or LPC-663. Accordingly, environmental screening services, including soil borings and laboratory testing for environmental compliance purposes,are not included within the scope of TEG's services. TASK 3—DETAILED DESIGN AND SITE CIVIL PLANS AND SPECIRCATIONS AND BID DOCUMENTS TEG will prepare all required construction documents, including plans, specifications.and cost estimates, for all project locations under a single bid package. The bid document will be developed in accordance with the Illinois Department of Transportation(IDOT)processes for Motor Fuel Tax(M FT)projects,or in another format as preferred by the City. The bid document will consist of the following components: 1. Engineering Plans a. Title Sheet b. General Notes/Index/Standards c. Summary of Quantities d. Typical Sections(Includes existing and proposed) e. Alignment.Ties,and Benchmarks f. Proposed Pavement,Grading,and Pavement Marking Plan g. Construction Details.City Standard Details h. IDOT Details(where applicable) Thomas englaeottial highest grade 2. Specifications a. BLR 12200 Local Public Agency Formal Contract Proposal b. BLR 12201 Schedule of Prices c. BLR 12230 Local Public Agency Proposal Bid Bond d. BLR 12320 Local Public Agency Formal Contract c. BLR 12321 Contract Bond f. BLR 12325 Certified Apprenticeship and Training Program g. BLR 12326 Affidavit of Illinois Business Office h. 13LR 11300 Check Sheet for Recurring Special Provisions i. I3LR 11310 Special Provisions j. BDE Special Provisions TASK 4-RID ASSISTANCE TEG will prepare complete contract documents suitable for bidding and construction,utilizing the City's preferred formatting standards. Final digital files will be provided to City staff upon completion. The City will manage all bid-related tasks in-house,including public advertisement,document distribution,and bid opening. During the bidding phase. TEG will remain available to respond to Requests for Information(RFIs)and will prepare any necessary addenda to the plans or specifications to clarify or revise the bid documents as needed. TASK 5-CONSTRUCTION ENGINEERING TEG proposes to provide comprehensive Phase III Construction Engineering Services for the 2026 Parking Lot and Alley Maintenance Program, specifically including resurfacing improvements at seven (7)alley locations. in addition to the four(4) locations originally included in the 2025 Parking Lot and Alley Maintenance Program that were not completed in 2025, which will he done under the original engineering agreement. The following Phase III construction engineering Scope of Services will be provided by TEG: 1. Preconstruction Services 2. Submittal Reviews 3. Construction Inspection 4. Post Construction Closeout Our fee estimate, provided herein, includes construction engineering hours based on having a full-time Resident Engineer present 9 hours per day for 15 working days (3 weeks)to oversee the construction of the Project. thomes engineering group Its . sltrvrce at ire highest grade ASSUMPTIONS\EXCLUSIONS NOT INCLUDED IN THE SCOPE OF SERVICES The following scope items are excluded from the Base Scope of Services. 1. Meetings with public officials, or other agencies. beyond those noted herein. are excluded from the base scope of services. 2. Environmental assessments. beyond those noted herein, are excluded from the base scope of services. 1 Soil borings and laboratory testing for environmental compliance purposes are not included within the scope of TEG's services. 4. Design of underground utility improvements. beyond routine frame and lid adjustments, are not anticipated to be a part of these improvements. 5. ComEd new business coordination for new electrical service connection is not anticipated. 6. All permit fees and/or application review fees shall be borne by the City of Elgin. 7, Any retaining wall design. structural tank design, or other designs requiring the Services of a structural engineer.are not anticipated. 8. The project is not located in a floodplain or a flood prone area. 9. Flood improvements and stonnwater conveyance improvements are not anticipated. 10. Wetland mitigation and/or preservation and tree identification are not anticipated. 11. Plats of Survey/Plats of Easements are not anticipated. 12. Quality Assurance Material Testing Services in not included in the base scope of services. 13. The Project is anticipated to be locally funded, therefore, administration through the Bureau of Local Roads and Streets(BLRS)is not anticipated. 14. Construction engineering services for the existing parking lot located at the intersection of Fulton Street and Villa Street are excluded from the base scope of services. Attachment B-1 Schedule TEG is prepare to commence design services immediately upon contract award to align with the City's desired advertisement timeline. Upon authorization,TEG's Project Manager will coordinate closely with the City's Project representatives to establish a detailed design and bidding schedule. The anticipated target completion date for final bid documents is May 29.2026,contingent upon the date of contract award and timely review by all panics.An approximate design Schedule is outlined below: • Contract Award March 2026 • Kick-Of Meeting March 2026 • Topographic Survey April 2026 • Initiate Utility Coordination April 2026 • Geotechnical Investigation(Rubino) April 2026 • 7S%y Design and Site Civil Plans April 2026 • City Review April 2026 • 100%Bid Documents \ray 29,2026 • Rid Assistance June 2026 • Bid Opening June 2026 • City Council/Construction Contract Award July 2026 • Construction Engineering August-September 2026 tho 1 ' i 5! ig i X M M M N N N N �Y M M .o e w Z S AA$ . C.o . 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"•pN g»f r"•w••awPm,Pat 1 WWI!l••TMnu03 W a2ewl4i7 IsOD ufll7 W Aa0 wea04d r ue1ap110VI raga Pug a01 PIMA, 9Z0R 2026 Parking Lot and Alley Malnttnana Program City of Elgin Cost Estimate of Consultant Services ------ Staff assolftotlots and Work Noun - hem L., --- ha�att TT Total ILOLaOoyFM ~a' Construction Chad CAD Survey RaddamWotkltoun WcMwa Ptlndpl pulp PM PM Samara Tadaddan Technician EKMr Total labor Fee $ 79323-92 Total Direct Cola $ Submruulttnn laubinotndaeerina,Mr) $ S,000.eO TOTAL PnOJECT COST MAUL I Attachment D-1 Location Maps 1. LaSalle Place Alley between Wing Street end Kaskaskia Avenue—338 feet 2. LaSalle Place Alley between Harlan Avenue and Kaskaskia Avenue-322 feet ..... 1 . . , 01,,.., 44b.e‘11,9111146 4 • -.. Ilif 1 i 4411114r . I . [Itit I Altai'•a, •- • a ' ,a.1•64601 R.. . ,., • -I. fr , . 1 . .,,, 0 I • R .. .. . .... . v , „ 4 '`.• ' • pa a ett, • . if . a I ' - _ *OM 4 • ' .1. ,. t II ., . • ' * 4 , .1, ,r, . . /Py - ' • I - 404 3. Kaskaskia Avenue Alley between Kane Avenue and the west terminus-390 feet `�* Y • , I. A • r ... t e *le M 111111- .n i t • t ► p 4. North Spring Street Alley between Lovell Street and Center Street-346 feet 3 . s p ‘•A ' 01 t. ‘ ,, /1* lio Ill • , iipili i 1 4 J p - . t w ti y 4 jai sr ile .. f1Ili c • " . 5. North Spring Street Alley between Cooper Avenue and Slade Avenue—563 feet j A lot 41/ 1111 Oscar PM 1z ti .Wr y 414k 44.1.t,' , 4 *4 / I I . ,6ii 4 , . - qv, , it ik. "W . 4 v. J(.,-.4, , _ ft. . • 6, North Spring Street Alley between Slade Avenue and Lincoln Avenue-692 feet Noult rb 1: t i 4 •spi, .,L IP' s . gill " — A. } f' •. , j ,Y 4 .. ti ilow ,,, i:, i 4 *I, , — . - , * Ilt _ y iiy .T i 7. Oakland Avenue Alley between Liberty Street and Preston Street—563 feet • 1l ,win r+ 4 A 4 N I r , ,... I ;j48 p 1 , t -; IIt ` P 1. 4 .:, r_."10 t. i I._ : �r. 1 i ti • 4 8. Parking lot located at the intersection of Fulton Street and Villa Street 1141111-1111 Lae tr .� +� 1/11,*4* 141 • 1414 ;fps it 11 4