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HomeMy WebLinkAbout26-98 Resolution No. 26-98 RESOLUTION AUTHORIZING EXECUTION OF AN AMENDMENT AGREEMENT NO. 1 WITH HR GREEN, INC. FOR ADDITIONAL SUPPLEMENTAL SERVICES FOR CONSTRUCTION ADMINISTRATION AND OBSERVATION IN CONNECTION WITH THE NATIONAL STREET BRIDGE REHABILITATION PROJECT 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 HR Green, Inc., for additional supplemental services for construction administration and observation in connection with the National Street Bridge Rehabilitation Project, a copy of which is attached hereto and made a part hereof by reference. s/ David J. Kaptain David J. Kaptain, Mayor Presented: June 10, 2026 Adopted: June 10, 2026 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk AMENDMENT AGREEMENT No. 1 THIS AMENDMENT AGREEMENT No. 1 is hereby made and entered into this 10 day of Jun ,2026,by and between the City of Elgin, Illinois,a municipal corporation(hereinafter referred to as the "CITY"), and HR Green, Inc. an Iowa corporation (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY and ENGINEER hereto have previously entered into an agreement dated January 28,2026,wherein the CITY engaged the ENGINEER to furnish certain professional services ("hereinafter referred to as"Original Agreement") in connection with the National Street Bridge Rehabilitation Project(hereinafter referred to as"the"PROJECT"); and WHEREAS, the CITY has determined that the proposed scope of the PROJECT should be modified to add additional supplemental services for construction administration and observation services for the PROJECT; and WHEREAS,the parties hereto have each determined it to be in their interest to further amend the Original Agreement pursuant to this Amendment Agreement No. 1; and WHEREAS,the contract price for the Original Agreement was in the amount of One Hundred Seventy-Nine Thousand Nine Hundred and Seventy-Four Dollars ($179,974.00); and the cost for additional services to be provided pursuant to this Amendment Agreement No. 1 is in the amount of Two Hundred Sixty-Eight Thousand Six Hundred and Sixty Dollars and Sixty-Five Cents ($268,660.65); 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 interest of the CITY and is authorized by law. NOW, THEREFORE, for and in consideration of the mutual undertakings as provided herein, and other good and valuable consideration, the sufficiency of which is hereby mutually acknowledged, the parties hereto agree as follows: 1. The above recitals are incorporated into and made a part of this agreement as if fully recited hereby. 2. Section 1 of the Original Agreement is hereby further amended by adding the following additional subparagraph Dthereto to read as follows: "D. ENGINEER shall perform the additional engineering services relating to the PROJECT as outlined and described in Attachment A-1,dated April 28, 2026 and entitled"Construction Administration and Observation—National Street Bridge Rehabilitation Project";attached hereto and made a part hereof(hereinafter referred to as the"Supplemental Services"). The ENGINEER shall perform such Supplemental Services according to the schedule as set forth in Attachment A-1." 3. Section 4 of the Original Agreement is hereby further amended by adding the following additional subparagraph E to the end thereof: "E. For the Supplemental Services to be provided pursuant to Amendment Agreement No. 1,the CITY shall reimburse the ENGINEER for such services in the total amount not-to-exceed the sum of Two Hundred Sixty-Eight Thousand Six Hundred and Sixty Dollars and Sixty-Five Cents ($268,660.65), regardless of the actual time or actual costs incurred by the ENGINEER unless substantial modifications to the PROJECT are authorized in writing by the CITY and approved by way of written amendment to this Agreement." 4. The changes provided to the Original Agreement as provided in this Amendment Agreement No. 1 are germane to the Original Contract as signed and this Amendment Agreement No. 1 is in the best interests of the City of Elgin and is authorized by law. 5. That except as amended in this Amendment Agreement No. 1 the Original Agreement shall remain in full force and effect. 6. 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. 1 shall control. IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment Agreement as of the date and year first written above. CITY CONSULTANT RN-: By: C IIv` Manager Atte.' : Attest: i Clerk Its Secretary legal Dept'.Agreement'Nattonal St Bridge Rehab-Amendment Agr Nol-Clean-5-7-26 docx i-19j HRGreen. Attachment A-1 PROFESSIONAL SERVICES AGREEMENT For Construction Administration and Observation - National Street Bridge Rehabilitation Project Mr. Aaron Neal Public Works Director City of Elgin 1900 Holmes Road Elgin, IL 60123-1200 (847) 931-6099 Mr. Kevin Berry, P.E. HR Green, Inc. 1391 Corporate Drive, Suite 203 McHenry, IL 60050 Project Number 2503224.01 C April 28. 2026 Version 2.3 02052021 TABLE OF CONTENTS 1.0 PROJECT UNDERSTANDING 2.0 SCOPE OF SERVICES 3.0 DELIVERABLES AND SCHEDULES INCLUDED IN THIS AGREEMENT 4.0 ITEMS NOT INCLUDED IN AGREEMENT/SUPPLEMENTAL SERVICES 5.0 SERVICES BY OTHERS 6.0 CLIENT RESPONSIBILITIES 7.0 PROFESSIONAL SERVICES FEE Version2.3 02052021 Professional Services Agreement National Street Bridge Rehabilitation Project—CE&I 2503224.01 C April 28, 2026 HRGreen=; Page 1 of 1.0 Project Understanding 1.1 General Understanding The project is located along National Street within the City of Elgin (CITY). HR Green Inc. (ENGINEER) understands the work will include bridge preservation/rehabilitation work on Structure Number 045-6304, National Street over the Fox River. ENGINEER understands the CITY is using local funds for the cost of the bridge preservation/rehabilitation improvements. ENGINEER understands the bridge is 76 years old and the last major rehabilitation work was completed 35 years ago. ENGINEER understands the CITY is advertising for bids with a letting date of May 14, 2026 to provide rehabilitation improvements to the bridge. The project includes bridge deck latex overlay, bridge deck grooving, concrete superstructure repairs, bridge structure repairs, bridge bearing replacement, repairing and painting of bridge railing, and miscellaneous items of work in accordance with the contract plans and specifications. ENGINEER will provide a qualified Construction Engineer to observe and verify that items being constructed, and materials being utilized are in general conformance with the approved plans and specifications. the IDOT Standard Specifications for Road and Bridge Construction, and the Manual on Uniform Traffic Control Devices for Streets and Highways; latest edition. 1.2 Design Criteria/Assumptions The repair design plans were prepared by ENGINEER and generally conform to IDOT Standards for the various items as shown in the latest versions of the IDOT Bridge Manual, and the IDOT Structural Services Manual. IDOT Standard Specifications will govern the performance of the work. 2.0 Scope of Services The CITY agrees to employ COMPANY to perform the following services: 2.1 CONSTRUCTION ADMINISTRATION ANI) OBSERVATION A. Project Start Up ENGINEER will complete a preconstruction video of the proposed construction area to document the existing conditions prior to the start of construction. ENGINEER will also utilize this time to prepare its filing system to contract documentation standards and incorporate project specific information into construction management software for project tracking and management. The project startup also allows ENGINEER construction personnel time to review the plans and specification prior to the start of the project, attend preconstruction meeting with the CITY and contractor. ENGINEER will coordinate with the CITY to ensure notification requirements and coordination with other governmental entities, Version2.3 02052021 I Professional Services Agreement National Street Bridge Rehabilitation Project—CE&I 2503224.01 C April 28, 2026 H RG reen Page 2 of 4 stakeholders, and CITY's 311 contact center. ENGINEER will mark, measure and document contract removal payment items prior to the contractor starting work. A total of 35 hours have been allotted to complete the project start up task. B. Construction Observation ENGINEER will provide full-time Construction Observation Services on a time and material, not-to-exceed contract amount basis. ENGINEER will be on-site to observe and verify that items being constructed and materials being utilized are in general conformance with the approved plans and specifications. ENGINEER will complete Inspector's Daily Reports (IDRs) and a daily diary, measure and document contract quantities, complete payment estimates, change orders, and weekly reports. Weekly reports will be submitted to the CITY and contractor. ENGINEER will verify that all materials incorporated into this project are materials that are in general conformance with the approved plans and specifications. ENGINEER shall keep the CITY informed as to the progress of construction. ENGINEER will provide erosion and sedimentation control observation services on a weekly basis and after a rainfall of or more or 6" or more of snow. ENGINEER will document each observation and will direct the contractor to repair and/or replace deficient erosion and sediment control measures. ENGINEER anticipates that a Construction Engineer will be on site observing construction and completing necessary documentation for an average of 9 hours per day or 45 hours per week for 20 weeks with adjustment made for holidays. A total of 870 hours are allotted for a Construction Engineer. ENGINEER anticipates that a project surveyor for a total of 12 hours. A total of 882 hours are allotted for Construction Observation. C. Progress Meetings ENGINEER will attend the weekly construction progress meetings with the CITY and contractor. ENGINEER anticipates that there will be 16 progress meetings on site. An average of 2 hours per meeting have been allotted for the Area Construction Manager to attend the construction progress meetings, to complete construction meeting agendas, construction meeting minutes and administrative support to review and finalize construction progress meeting agendas and meeting minutes. Construction Engineer will also attend these meetings which the hours for the Construction Engineer are included in the construction observation task. A total of 32 hours have been allotted for the Progress Meeting task of this project. D. Design Assistance / Shop Drawing Review ENGINEER anticipates that the design Project Manager and Engineer of Record will provide design support and shop drawing review and respond to any Request Version2.3 02052021 Professional Services Agreement National Street Bridge Rehabilitation Project-CE&I 2503224.01 C April 28.2026 H RG reen. Page 3 of 4 for Information (RFI) as a result of unknown revisions required due to differing site conditions. The purpose of this support is to ensure that the field changes meet the intent of the overall design. A total of 40 hours have been allotted for the Design Assistance/Shop Drawing Review task of this project. E. Record Drawing Services ENGINEER will provide record drawings of the National Street Bridge Rehabilitation Project. The scope will include obtaining the As-Built of all the improvements constructed as well as documenting field revisions. The record drawings will be prepared utilizing the construction drawings and will be submitted to the CITY in electronic pdf format. A total of 8 hours have been allotted for the Record Drawing Services task of this project. F. Project Administration / Coordination This task will involve the oversight of the project by the ENGINEER's Principal and Area Construction Manager and will include the on-going review of the project execution. documentation, schedule and budget, contract file management, and general correspondence between ENGINEER. the CITY, the contractor, and subcontractors. A total of 18 hours have been allotted for the Project Administration / Coordination task of this project. G. Project Close Out ENGINEER will complete the project closeout and final documentation for this project. This task includes the preparation of final job records in accordance with contract requirements. All quantity measurements and calculations will be checked and cross referenced. evidence of material inspection will be finalized. and field books and records will be indexed and boxed for final submittal. A total of 28 hours have been allotted for the Project Close Out task of this project. 3.0 Deliverables and Schedules Included in this Agreement The schedule for construction observation will be in accordance with the contractor's work schedule. CITY anticipates the construction duration to begin on July 6. 2026 with a contractual end date of November 20. 2026. Final Project records will be organized, boxed. and indexed for submission to the CITY. 4.0 Items not included in Agreement/Supplemental Services The following items are not included as part of this AGREEMENT: A. Railroad Right of Access Agreements Version2.3 02052021 Professional Services Agreement National Street Bridge Rehabilitation Project—CE&I 2503224 01C HRGreen. April ge. 204 Page 4 of 4 B. Survey C. Environmental permitting D. No coordination with IDOT is required Supplemental services not included in the AGREEMENT can be provided by ENGINEER under separate agreement, if desired. 5.0 Services by Others ENGINEER will utilize Rubino Engineering for QA Material Testing. 6.0 Client Responsibilities CITY shall provide the following items: 1. Review of plans, specifications and information submitted by the Engineer. 2. Coordination with the residents, businesses, and other stakeholders. 3. Review and approval of pay estimates and change orders. 7.0 Professional Services Fee 7.1 Invoices Invoices for ENGINEER's services shall be submitted on a monthly basis. 7.2 Extra Services Any service required but not included as part of this AGREEMENT shall be considered extra services. Extra services will be billed on a Time and Material basis with prior approval of the CITY. 7.3 Exclusion This fee does not include attendance at any meetings or public hearings other than those specifically listed in the Scope of Services. These service items are considered extra and are billed separately on an hourly basis. 7.4 Fee and Payment The CITY AGREES to pay ENGINEER on the following basis: Time and Materials Not to Exceed $268,660.65, as detailed in Exhibit A. Version2.3 02052021 MAN•HOUR AND FEE ESTIMATE 1 NATIONAL STREET-BRIDGE REHABILITATION PROJECT-CONSTRUCTION OBSERVATION SERVICES E LOIN T a.k 3240,0t.0. lan MoNVwh Sorry Schwarz I,vk.. NM* YOrmrk Ikea. tabor 1a0 Sub-Consultant DO ect Cats Total RT Assoc Met fl•.,n 1.4 C.,o.I PM R.a.O.nt Erq,ne=r Aann. CONSTRUCTION ENGINEERING SERVICES A P.opcl Son Up + a w Y. S 1157060 1 6.57050 IIConN,ucl.o OM.naton I. 'K2 S .II 431 2 S 6.10300 S 210 531 22 D Pro9,N.4Nblp.II Ct. .. 1. S 8 432 03 S 1 440 00 S 907200 E D.MOn AMan•.Shop 0..w .+p R..e.. a a. Y. a- S 6 06S 00 S 1006 00 F Rococo Drasong Sono. < a • S 15605' $ 156267 G P,pac1 Aa,vra a.e0Cev4ro• a < •• S 339702 S 5.39702 10 Prett ClNaS 7000 S 604004 1 06 404.n01 TN.: S S':^0(.r 1 S MOM CO M!-TOMS 4 k 00 O2 Nt 0 0 14 0 0 0 INS 1 34/.014 tS 1 14.404 N 1 1410 N S MA NI 94004 1 300.00 t 243.60 t 243.00 1 31700 1 10222 1 24011 $ 13110 1 13.77 S 111.61 1 11.13 1 113.10 1 01.13 8.0 1 1100.00 1 2.37160 $ 10.14000 1 1.11400 1 • $ 222.211.44 1 1 - 1 L868.60 t 1 1 1141.02 1 10.000,00 1 1,01000 1 240.140 45 GRANO TOTAL n•u6N Con.tr°chop Lngln.erin0 A..umplan.: I COmr0cl Lotting May la,2026 2.C0040o001l 0u0100(SIN July 6,2026/Co.OMbon 140Y0mb.120.2026) 3.Man op and I.1oul 12 days) 3 Punc01N 0.3 wooed NON out 13 60F0) I TO4r Day.t>'S•.1o••RE E113m1100 C 100 DAYS o0.0. S.T010 DON 00.144 4 Ce 3W acOon Thin•0 Day.onal• S.COMIIIIc100 NM.T Nfy6 art nc\ON sar4n 6v U elary 4 RE 6 Car0Yucaen P.11000 44u01r OWl1116 M D01 OM.w.ny OOpNN m..fcn0116rn.Mnp.•2 671=321N1 7 OA Maim.T.1tp•66636 10 at 110000 EXHIBIT A-DIRECT COSTS ELGIN-NATIONAL STREET BRIDGE REHABILITATION PROJECT ELGIN,IL CONSTRUCTION ENGINEERING SERVICES DATE: 04/28/26 DIRECT COSTS $90/day vehicle fee $ 90.000 HRG to IDOT CLIENT Job Site Constr.Trips 0 0 90 Mtgs Trips 16 Const.Subtotal: $8,100.00 Meetings= $1,440.00 MISC QA Material Testina(Rubino Enalneerinal $10,000 Postage Allowance=$150 $70.00 Subtotal $10,070.00 TOTAL: $19,610.00