91-0814 Clark Dietz RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
CLARK DIETZ, INC. FOR WATER DISTRIBUTION SYSTEM IMPROVEMENTS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that George VanDeVoorde, Mayor, and Dolonna Mecum,
City Clerk, be and are hereby authorized and directed to
execute an agreement on behalf of the City of Elgin with Clark
Dietz, Inc. for water distribution system improvements, a copy
of which is attached hereto and made a part hereof by
reference.
s/ George VanDeVoorde
George VanDeVoorde, Mayor
Presented: August 14, 1991
Adopted: August 14 , 1991
Omnibus Vote: Yeas 6 Nays 0
Recorded:
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
CITY OF ELGIN AGREEMENT
WATER DISTRIBUTION
SYSTEM IMPROVEMENTS
ENGINEERING SERVICES AGREEMENT
Clark Dietz, Inc. (called "CDI" herein), hereby propose to furnish to the City of Elgin,
Illinois (called the"OWNER" herein)the professional engineering services for the water
distribution system improvements (hereinafter called the"PROJECT").
SERVICES OF CDI
CDI will serve as the OWNER'S professional engineering representative in those phases of the
PROJECT to which this Agreement applies,and will give consultation and advice to the OWNER
during the performance of his services.
CDI agrees to perform the following professional services in connection with the PROJECT.
Meet with the OWNER'S staff to review the scope of work and to gather all information available
including reports, plans, etc.
Review previously prepared studies, reports, plans and specifications with regard to the
current projects.
Prepare preliminary project cost estimate to be used for budget purposes.
Perform topographical survey and utility survey for all water main and facility locations.
Meet with the OWNER to establish the actual water main and facility location for each segment
of the PROJECT based on utility locations, right-of-way, connections, availability, etc.
Prepare final design drawings and specifications for four(4) water main segments, one (1)
elevated water storage segment and one (1) booster station segment in the form of bidding
documents. The documents will be prepared to provide separate bids for each segment.
Submit review plans to the OWNER.
After OWNER review, make final revisions to plans and specifications.
Submit final plans and specifications to the Illinois EPA and to other appropriate agencies for
their review. All work will be performed in accordance with the appropriate regulations and
standards.
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CITY OF ELGIN AGREEMENT
WATER DISTRIBUTION
SYSTEM IMPROVEMENTS
Assistance with or negotiations for acquisition of easements and court appearances or other
assistance with condemnation proceedings for easement acquisition or services associated with
the preparation of property surveys, right-of-way surveys or other legal surveys associated
with the description or acquisition of project sites or easements.
Providing renderings, exhibits or models for the PROJECT.
Preparing documents for alternate bids requested by the OWNER or documents for out-of-sequence
work.
Additional services resulting from the PROJECT involving more than six (6) separate
construction contracts.
THE OWNER'S RESPONSIBILITIES
The OWNER will:
Provide full information as to his requirements for the PROJECT.
Designate in writing a person to act as the OWNER'S representative with respect to the work to
be performed under this Agreement;and such person shall have complete authority to transmit
instructions, receive information, interpret and define the OWNER'S policies and decisions with
respect to materials, equipment elements and systems pertinent to the work covered by this
Agreement.
Guarantee access to and make all provisions for CDI to enter upon public and private lands as
required for CDI to perform his work under this Agreement.
Examine all studies, reports, sketches,addenda,estimates, specifications,drawings, proposals
and other documents presented by CDI and shall render decisions pertaining thereto with a
reasonable time so as not to delay the work of CDI.
Furnish CDI all maps availabe to the Owner which show existing utilities in the PROJECT areas.
Submit documentation provided by CDI to all governmental authorities having jurisdiction over
the PROJECT and such other individuals or bodies as may be necessary for completion of the
PROJECT.
Furnish,or direct CDI in writing to provide at the Client's expense, necessary additional
services or other services as which the Client and CDI agree are required for project
completion.
Pay all costs incidental to advertisement for bids and obtaining bids or proposals from
contractors.
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CITY OF ELGIN AGREEMENT
WATER DISTRIBUTION
SYSTEM IMPROVEMENTS
PAYMENTS TO CDI
Payments for Engineering Services
The OWNER will pay CDI the lump sum amount of Three Hundred Twenty Six Thousand Three Hundred
Dollars ($326,300)for all of the segments listed below:
- West Zone Water Mains
- Elgin Mental Health,Judson College and Berkley Street Water Mains
- Shale Parkway and Summit Street Water Mains
- Congdon Avenue Water Main
- Congdon Avenue Booster Station
- Beverly Road Elevated Water Tower
Additional Services
Payment of direct labor costs times a factor of 2.90 for services rendered by employees working
on the project.
Payment for outside consulting and/or professional services performed by a Subconsultant at
actual invoice cost to CDI plus 15 percent for administrative costs. Written client approval
will be obtained before authorizing these services.
Payment of in-house computer software used on behalf of the project at CDI standard rates.
Payment for direct expenses incurred on behalf of the project at actual cost to CDI plus 10
percent for administrative costs.
Methods and Times of Payment.
Payment to CDI shall be monthly based upon estimated percentages of completion and the
Additional Services. All monies not paid the Engineer within 60 days of when due hereunder
shall bear interest at the rate of 12% per annum.
Estimates.
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CITY OF ELGIN AGREEMENT
WATER DISTRIBUTION
SYSTEM IMPROVEMENTS
Since CDI has no control over the cost of labor, materials or equipment, or over the
Contractor's methods of determining prices, or over competitive bidding or market conditions,
the estimates of construction cost provided for herein are to be made on the basis of his
experience and qualifications and represent his best judgment as a design professional familiar
with the construction industry, but CDI cannot and does not guarantee that bids or the PROJECT
construction cost will not vary from cost estimates prepared by him.
Clark Dietz, Inc. hereby certifies that they are not barred from making an offer to Contract as
a result of a violation of Section 33E-3 or 33E-4 of Chapter 38 of the Illinois Revised
Statutes.
Clark Dietz, Inc. hereby certifies that it is not delinquent in the payment of any tax
administered by the Illinois Department of Revenue.
IN WITNESS WHEREOF the parties hereto have made and executed this Agreement
this /may of___C 1991.
CLIENT: ENGINEER:
CITY/ ELGIN CLARK DIETZ, INC.
fIr 6/e/ /1742 ---
Mayor / b:ere
A lin ST:
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• CITY OF ELGIN AGREEMENT
WATER DISTRIBUTION
SYSTEM IMPROVEMENTS
EXHIBIT A
DUTIES, RESPONSIBILITIES AND LIMITATIONS OF THE AUTHORITY
OF THE RESIDENT PROJECT REPRESENTATIVE
A. GENERAL
1. The Resident Project Representative is CDI's Agent and shall act under the
supervision and direction of CDI. He shall confer with CDI regarding his
actions,and shall generally communicate with the OWNER only through CDI.
B. DUTIES AND RESPONSIBILITIES
The Resident Project Representative shall:
1. Schedule: Review the construction schedule prepared by the Contractor for
compliance with the contract and give written advice to CDI concerning the
contractor's construction progress.
2. Conferences: Attend preconstruction conferences. Arrange a schedule of
progress meetings and other job conferences as required in consultation with CDI
and notify those expected to attend in advance. Maintain and circulate copies
of records of the meetings.
3. Liaison: (a) Serve as CDI's liaison with the Contractor working principally
through the Contractor's field superintendent.
(b) Assist CDI in obtaining from the OWNER additional details or information,
when required at the job site for proper execution of the work.
4. Approvals: When required, assist CDI in obtaining from the Contractor a list of
his proposed suppliers and subcontractors.
5. Samples: Assist CDI in obtaining field samples of materials delivered to the
site which are required to be furnished,and keep record of actions taken by
CDI.
6. Shop Drawings
(a) Receive approved shop drawings and other submissions from CDI; record data
received, maintain a file of the drawings and submissions, and check
construction for compliance with them.
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CITY OF ELGIN AGREEMENT
WATER DISTRIBUTION
SYSTEM IMPROVEMENTS
(b) Alert the Contractor's field superintendent when he observes materials or
equipment being installed before approval of shop drawings or samples,where
such are required,and advise CDI when he believes it is necessary to disapprove
work as failing to conform to the Contract Documents.
7. Review of Work, Inspections and Tests
(a) Conduct on-site observations of the work in progress for CDI as a basis
for determining that the PROJECT is proceeding in accordance with the Contract
Documents.
(b) Verify that tests, including equipment and systems start-up,which are
required by the Contract Documents,are conducted and that the Contractor
maintains adequate records thereof; observe,record and report to CDI
appropriate details relative to the test procedures and start-ups.
(c) Accompany visiting inspectors representing public or other agencies having
jurisdiction over the PROJECT, record the outcome of these inspections and
report to CDI.
8. Records
(a) Maintain at the job site orderly files for correspondence, reports of job
conferences,shop drawings and other submissions, reproductions of original
contract documents including all addenda, change orders and additional drawings
issued subsequent to the award of the contract, CDI's interpretations of the
Contract Documents, progress reports, and other PROJECT related documents.
(b) Keep a diary or logbook, recording hours on the job site,weather
conditions, list of visiting officials,daily activities, decisions,
observations in general,and specific observations in more detail as in the case
of observing test procedures.
(c) Record names,addresses and telephone numbers of all Contractors,
subcontractors,and major material suppliers.
(d) Maintain a set of drawings on which authorized changes are noted and
deliver to CDI at the completion of the PROJECT.
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CITY OF ELGIN AGREEMENT
WATER DISTRIBUTION
SYSTEM IMPROVEMENTS
9. Reports
(a) Furnish CDI periodic reports as required of progress of the PROJECT and
the Contractor's compliance with the approved construction schedule.
(b) Consult with CDI in advance of scheduled major tests or start of important
phases of the PROJECT.
10. Payment Requisitions: Review applications for payment with the contractor for
compliance with the established procedure for their submission and forward them
with recommendations to CDI, noting particularly their relation to the work
completed and materials and equipment delivered at the site.
11. Guarantees, Certificates, Maintenance and Operation Manuals: During the course
of the work,assemble Guarantees, Certificates, Maintenance and Operation
Manuals and other required data to be furnished by the Contractor and upon
acceptance of the PROJECT,deliver this material to CDI for his approval and
forwarding to the OWNER.
12. Completion:
(a) Prior to final inspection, submit to the Contractor a list of observed
items requiring correction and verify that each correction has been made.
(b) Conduct final inspection in the company of CDI and the OWNER and prepare a
final list of items to be corrected.
(c) Verify that all items on final list have been corrected and make
recommendations to CDI concerning acceptance.
C. LIMITATIONS OF AUTHORITY
Except upon written instructions of CDI the Resident Project Representative:
1. Shall not authorize any deviation from the Contract Documents.
2. Shall not undertake any of the responsibilities of the Contractor,the
subcontractors or the Contractor's field superintendent.
3. Shall not expedite the work for the Contractor.
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CITY OF ELGIN AGREEMENT
WATER DISTRIBUTION
SYSTEM IMPROVEMENTS
4. Shall not advise on or issue directions relative to any aspect of the
construction technique or sequence.
5. Shall not authorize the OWNER to occupy the PROJECT in whole or in part prior to
final acceptance of the work.
6. Shall not participate in specialized field or laboratory tests.
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CITY OF ELGIN AGREEMENT
WATER DISTRIBUTION
SYSTEM IMPROVEMENTS
CLARK DIETZ, INC.
SCHEDULE OF DIRECT SALARY RATES
TITLE HOURLY RATE RANGE
President, Executive Vice President 40.00
Dept. Manager, Project Director,
Sr. Project Manager 26.00 30.00
Project Manager,Staff Architect,
Construction Manager 25.00 28.00
Project Engineer, Project Architect,
Asst. Project Manager 21.00 25.00
Senior Engineer, Senior Architect 18.00 21.00
Engineer,Architect, Sr. Designer 12.50 18.00
Designer, Senior Drafter, Senior CADD Operator 12.00 15.50
Drafter,CADD Operator 10.00 12.00
Field Engineer, Field Inspector 13.75 18.00
Engineering Assistant 9.50 13.00
Estimator,Specification Writer 13.50 16.00
Word Processor,Secretary,Clerical,Accounting 7.50 13.00
Notes:
This schedule covers most of our employees. Some changes in job titles and salaries may
occur due to employee changes. Salary rates are subject to change on anniversary date of
hire.
The rates in this schedule are subject to review and adjusted as necessary, but not
sooner than three months after the date of this schedule.
El •
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E� Agenda Item No. /:::
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0,9gIED FE8
TO: Mayor and Members of the City Council
FROM: City Manager
DATE: July 17, 1991
SUBJECT: ENGINEERING SERVICES FOR 1992 WATER DISTRIBUTION
SYSTEM IMPROVEMENTS
PURPOSE:
This memorandum will provide the Mayor and Council with
information to consider in authorizing a contract with Clark
Dietz, Inc. , for engineering services for the 1992 water
distribution system improvements as identified in the request
for proposals dated July 1991.
Irk BACKGROUND:
At the Committee of the Whole meeting of June 12, 1991, the
City Council authorized the Water Department to seek proposals
from four previously identified engineering firms for the
following water distribution system projects:
1. West zone water mains. The water master plan
currently being developed by the consulting firm of
Black & Veatch has identified several major water
mains that need to be installed forming the basic grid
system for the new west zone water district. The
first major section runs from U.S. Route 20 north to
the Alft Lane water tower and continues underneath I90
tollroad north to the limit of the proposed
developments, approximately 13,400 feet of 16-inch and
20-inch main. A second section is from the
intersection of this north/south line and Big Timber
within Big Timber to Randall Road, approximately 3,400
feet of 24-inch water main. The third section is from
the north/south line at U.S. Route 20 east in Route 20
to the existing 24-inch water main at Randall Road,
approximately 6,000 feet of 24-inch water main.
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2 . Shales Parkway water main including Summit Street.
This project would extend by approximately 1,300 feet
the 24-inch water main in Summit Street east to the
Shales Parkway right of way and provide for the design
of the 20-inch water main to extend approximately
7,200 feet south in the Shales Parkway right of way to
approximately U.S. Route 19 .
3. Elgin Mental Health Center water main. This project
would extend a water main approximately 2,700 feet
from the 12-inch water main passing under Route 20 at
approximately Gertrude Street east and tying into the
12-inch water main on South State. Street. This main
would traverse the northern property _limits of the
Elgin Mental Health Center.
4 . West side/Judson 20-inch water main. This project
would extend a 20-inch water main approximately 3,500
feet from the existing 30-inch low service water line
prior to its passage underneath the Fox• River
bordering the college property on the east and south
and connecting to the 10-inch water line in State
Street.
5. Berkley Street water main. This project would extend
a 12-inch main approximately 1,500 feet from the
16-inch main in Belmont Street to the 8-inch main in
Second Street.
6. Beverly Road elevated tower. Pending development on
the east side of Elgin and the necessity for a new
east zone pressure district, a 0.5 million gallon
water tower would need to be constructed at
approximately Beverly Road and Congdon Avenue. This
tower will have an overflow elevation of 975 feet.
7. Congdon Avenue booster station. Pending the
development as noted in the above item and the timing
thereof, a booster station would also have to be
constructed to create this new east pressure zone.
This booster station would be located approximately at
the site of the existing Congdon Avenue water tower.
This station will be equipped with three pumping
units. Two units shall have a rated capacity of
approximately 1 MGD (700 GPM) and the third a rated
capacity of approximately 2 MGD (1,400 GPM) . Control
and telemetry functions will be similar and compatible
A70
with existing systems.
Page 3
8 . Congdon Avenue water main. This project would provide
for construction of a water main to connect the
proposed tower at Beverly Road and the Congdon Avenue
booster station. This would require approximately
7,500 feet of 16-inch water main.
On July 16, 1991, three proposals were received and evaluated
for compliance with the RFP. The attached letter from Black &
Veatch indicates the firm's decision not to compete for this
particular project. City staff has reviewed the three proposals
and finds that all comply with the provisions of the RFP.
Engineering for item #6, Beverly Road elevated tower, #7,
Congdon Avenue booster station, and #8, Congdon Avenue water
main, will not commence until so directed by the City pending
developmental need for these facilities .
FINANCIAL IMPACT:
The Water Department's 1991 budget contains $550,000 for
engineering services for water distribution system
rik improvements. The low proposal, as submitted by Clark Dietz,
Inc. , totals $326,300. The following itemizes the three
proposals:
Consoer
Clark-Dietz HNTB Townsend
West Zone $ 96,500 $110,227 $149,000
Shales/Summit 37,200 46,454 51,500
EMHC, Judson, Berkley 38,700 49,626 51,500
Booster, Tower, Mains 153,900 149,567 183,400
TOTAL $326,300 $355,874 $435,400
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RECOMMENDATION:
It is recommended that the Water Department be directed -to
develop a contract with Clark Dietz, Inc. , for a price not to
410f
exceed $326, 00 '^. •roviding engineering services for 1992
water di i• on s ste ' provements.
111,1.4. A4 (::- LfL
City 71'.•er +"11k,
LLR:LED: jk 01140717 . 191
cc: Melford A. Dahl, City Engineer
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Attachment
11q,"
BLACK & VEATCH
84W Ward Parkway,P.O.Box No.8405,Kansas City,Missouri 64114,(913)339-20W
July 12, 1991
Mr. Larry E. Deibert .'" •"
Director of Water Operations
City of Elgin
150 Dexter Court V;suet
Elgin, Illinois 60120-5555 JUL f;
Dear Mr. Deibert: CITY OF ELGIN
WATER DEPARTMENT
This letter is in reply to your Request for Proposal for Water
Distribution System Improvements, dated July 1991, for the City of
Elgin. After thorough consideration and our earlier discussions relative
to this project, we feel it is in the best interest of the City of Elgin
and Black & Veatch that we do not compete for this particular project.
This decision was not easily made. Through our current work with you, we
are uniquely aware of the City's need to expand its water system and to
seek professional assistance in the planning, design, and construction
of these much needed improvements. Many of the improvements outlined in
your request have resulted from our water distribution system study.
This work is part of our ongoing master plan study addressing the City's
future water supply, treatment, and distribution needs. It is in this
area that we feel Black & Veatch can provide you and the City of Elgin
the most benefit, through our special talents and expertise in overall
system planning, as well as design and construction of water supply and
treatment facilities.
We understand the importance of the distribution system improvements and
believe the firms you have requested proposals from can provide the
services necessary to successfully complete this project. The nature of
the work involved, however, puts these local firms at an advantage for
this project. The intensive field work involving site surveying and
verification of alignments and conflicts, plus the short-term or part-
time resident services associated with this type of project are of great
advantage to firms with local offices. It also makes it very difficult
to compete on a low bid selection process for this type of work where
the level of effort and quality of work can vary so greatly. To be
financially competitive, Black & Veatch would have to reduce the quality
of service we have provided the City in the past. We do not feel it is
in the best interest of the City of Elgin for us to do this. For these
reasons Black & Veatch has not submitted a proposal for this work.
47)
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oew Mr. Larry E. Deibert July 12, 1991
Black & Veatch remains committed to you, your staff, and the City of
Elgin and will continue to concentrate our efforts in finalizing our
pilot plant study and master plan study for the water system. We look
forward to the opportunity to work with you in the planning and
implementation of water supply and treatment expansions to serve the
city's expanding development.
We value our professional relationship with the City of Elgin and our
continued relationship with you and your staff. We sincerely appreciate
your continued confidence in our firm.
Very truly yours,
BLACK & VEATCH
Len C. Rodman
Partner
RDR
cc: Mr. Larry L. Rice, City Manager
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