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95-191 Resolution No. 95-191 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH BAXTER & WOODMAN, INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, 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 Baxter & Woodman, Inc. for professional services in connection with the design and construction of the Otter Creek Pumping Station, Force Main, Influent Sewer and the Bowes Road Interceptor Sewer Upstream Project, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: September 13, 1995 Adopted: September 13, 1995 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk CITY OF ELGIN, ILLINOIS OTTER CREEK PUMPING STATION, FORCE MAIN, INFLUENT SEWER AND BOWES ROAD INTERCEPTOR SEWER - UPSTREAM ENGINEERING SERVICES AGREEMENT THIS AGREEMENT, made and entered into this [ day of&CPT, 1995, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY"), and Baxter & Woodman, Inc., an Illinois Business Corporation (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the design and construction of the Otter Creek Pumping Station, Force Main, Influent Sewer and the Bowes Road Interceptor Sewer - Upstream (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, 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, hereinafter referred to as the "DIRECTOR". B. The professional services to be provided by the ENGINEER under this Agreement have been divided into two phases as follows: 1. Paragraphs C.1 through C.5 are funded under the lump sum fee identified in Paragraph IV.A. 2. Paragraph D which is not funded under the lump sum fee, but will be funded by an amendment to this Agreement as noted in Paragraph IV. - 1 - C. In general, the initial professional services to be performed under this Agreement will consist of the following. 1. Preparation of the Final Design Documents of the Otter Creek Pumping Station. The pumping station shall be as described in the Otter Creek Pumping Station - Preliminary Design Report, prepared by the ENGINEER for the CITY and dated October 1993, ENGINEER's Project No. 930630. 2. Preparation of the Final Design Documents of the Otter Creek Force Main. The force main shall extend from the Otter Creek Pumping Station to the Bowes Road Interceptor Sewer terminus manhole located at Randall Road approximately 1,250 feet south of Bowes Road, ENGINEER's Project No. 930849. 3. Preparation of the Final Design Documents of the Otter Creek Pumping Station Influent Sewer. The influent sewer extends approximately 1,400 feet from the Pumping Station site to the confluence of Otter Creek and Fitchie Creek, ENGINEER's Project No. 950510. 4. Preparation of the preliminary line and grade of the Bowes Road Interceptor Sewer - Upstream. The interceptor sewer extends from the Otter Creek Pumping Station Influent Sewer approximately 17,500 feet along Otter Creek and Randall Road to Sandy Creek located about 2,500 feet north of U.S. Route 20, ENGINEER's Project No. 930850. 5. Performance of bidding and preconstruction award services for the Otter Creek Pumping Station, Force Main and Influent Sewer, consisting of the following: a. Bid Document Printing b. Bid Document Distribution c. Pre-Bid Meetings d. Bid Evaluations e. Recommendation for Award D. All field construction phase services, including General Construction Administration and Resident Project Representative, for the Otter Creek Pumping Station, Force Main, Influent Sewer, and selected start-up and operational services will be performed after an amendment is authorized to this Agreement. - 2 - E. A detailed Scope of Services is attached hereto as Attachment A. II. PROGRESS REPORTS A. An outline project milestone schedule is provided as Attachment B, attached hereto: B. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in C. below. C. The ENGINEER will submit to the DIRECTOR monthly a Status 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. The CITY shall reimburse the ENGINEER for professional services described in Paragraphs I.C.1 through I.C.5, a lump sum of One Hundred Seventy Two Thousand Dollars ($172,000), regardless of actual costs incurred by the ENGINEER unless substantial modifications to the PROJECT are authorized in writing by the CITY. B. The CITY shall make periodic payments to the ENGINEER based upon actual progress within thirty (30) days after receipt and approval of invoice. The total value of said periodic payments to the ENGINEER shall not exceed the amounts shown in the following schedule, and the final payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. - 3 - Final Design Documents Otter Creek Pumping Station $100,000 Force Main 20,000 Otter Creek Pumping Station - Influent Sewer 25,000 Bowes Road Interceptor - Upstream 15,000 Subtotal $160,000 Assistance During Bidding Otter Creek Pumping Station $ 6,500 Force Main 3,000 Otter Creek Pumping Station - Influent Sewer 2,500 Subtotal $ 12,000 Total $172,000 C. The ENGINEER shall make necessary arrangements and employ qualified subconsultants for all geotechnical subconsultants, subject to approval of the DIRECTOR, for the following work: 1. Geotechnical and soils investigations 2. Wetlands delineation 3. Plats of property and easement acquisition 4. MFT project implementation The CITY shall reimburse the ENGINEER for the direct cost of the above professional subconsultant services, an amount not to exceed thirty five thousand ($35,000) Dollars without a modification to this agreement by a change order or amendment. D. The total payments by the CITY under this agreement under paragraphs IV.A and IV.0 shall not exceed Two Hundred Seven Thousand Dollars ($207,000) unless this agreement is modified by a change order or amendment. - 4 - E. For those services identified under the Scope of Services as Field Construction Phase Services (Section I.D), the fee shall be negotiated between the ENGINEER and the CITY, and this Agreement modified by a change order or amendment, at such time prior to the commencement of the work after a funding appropriation for the project construction has been enacted by the CITY. F. A detailed fee breakdown is attached hereto as Attachment C. V. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports (IIC 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 a 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 Paragraph IV above. VII. TERM This Agreement shall become effective as of the date the ENGINEER is given a written Notice to Proceed 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 hereof by the ENGINEER. - 5 - 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. 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 Workmen's Compensation claims, in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith, including negligent actions or omissions of employees or agents of the ENGINEER arising out of the performance of professional services. XI. NO PERSONAL LIABILITY No official, director, officer, agent or employee of either party 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. - 6 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 X entitled "Indemnification" shall be provided. B. Comprehensive Automobile Liability. 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. - 7 - 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, of 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 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 has 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 - 8 - 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, subparagraph, 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. XX. MODIFICATION 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 change order duly executed by the parties. Each party agrees that no representations of 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. - 9 - XIII. 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 HARASSMENT 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; 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 - 10 - j 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: JAMES L. KRISTIANSEN Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER: DARREL R. GAVLE, P.E. Baxter & Woodman, Inc. 8678 Ridgefield Road Crystal Lake, Illinois 60012-2797 - 11 - 4 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, ILLINOIS By /.1L,:�i.��� �I By '-. . Donna Mecum, City Clerk Richard B. Helwig, City Ma ager (SEAL) For the ENGINEER: Dated this /0 day of gArr, , A.D., 1995. ATTEST: BAXTER & WOODMAN, INC. By , G�.c�-� By Secretary President/CEO (SEAL) 930630 - 12 - CITY OF ELGIN, ILLINOIS OTTER CREEK PUMPING STATION, FORCE MAIN, INFLUENT SEWER AND BOWES ROAD INTERCEPTOR SEWER - UPSTREAM ENGINEERING SERVICES AGREEMENT ATTACHMENT A SCOPE OF SERVICES FINAL DESIGN SERVICES 1. Review Previous Reports Review the Preliminary Report of the Otter Creek Pumping Station which is dated October, 1993 and the City's Sanitary Sewer Study which was dated April, 1993. Meet with the City Public Works Director and his staff to discuss the findings, conclusions and recommendations of those reports and to obtain aerial photographs, plat maps, design drawings of existing sewers in the service area, and other documents needed by the ENGINEER. 2. Conduct Field Surveys Conduct field surveys of the Otter Creek Pumping Station site and the Force Main and Influent Sewer routes. Use total station survey equipment to obtain the survey data and download the surveyed data correctly into the CADD system. Spot check the field survey data with the aerial photographs and property maps to confirm the accuracy of the surveyed data. 3. Geotechnical and Wetland Subconsultants Hire a qualified geotechnical subconsultant to provide soil borings at the pump- ing station site and on the influent sewer route. Obtain a soil investigation report describing the soil conditions found at the site and including recommenda- tions for construction of the pumping station and sewer. Hire a wetland consultant to delineate wetlands along the Influent Sewer and Force Main route and at the pumping station site. Attachment A 2. 4. Preliminary Design Drawings Prepare preliminary design drawings showing the pumping station floor plans, floor elevations, and sewer and force main invert elevations. Select major pieces of equipment including raw sewage pumps, odor control equipment, the sewage grinder or bar screen and the electrical equipment. Consider the exterior treatment of the pumping station and retain an architect to make recommendations, review the recommendations with the DIRECTOR to obtain input. Provide a cost estimate for the preliminary design of the pumping station and compare it to the cost information presented in the Preliminary Design Report. For the influent sewer and force main, prepare drawings showing the location of the pipeline and structures. Drawings will show ground surface elevations and show the invert elevation of the influent sewer. Drawings will also include the junction structures at the start of the influent sewer and at the discharge point of the force main. 5. Final Design and Specification Meet with City officials to discuss the preliminary design work and make modifications as directed. Prepare the final design drawings showing mechani- cal, electrical, and structural details. Prepare technical specifications describing the equipment and the construction materials. 6. Submit Drawings to IEPA Review the design drawings and technical specifications with the City and submit the approved documents to the IEPA for their review, approval and permits. Submit the drawings to Department of Conservation, FEMA, Kane County, Illinois DOT. and other public agencies having jurisdiction over the construction of the facilities. 7. Prepare Construction Contract Documents Prepare construction contract documents consisting of the Notice to Bidders, Instruction to Bidders, Bid Form, Agreement, Performance Payment Bond, General Conditions, and Supplementary Conditions. Submit the contract Attachment A 3. documents to the City of review and approval by the City officials and legal counsel. 8. Opinion of Probable Construction Cost Prepare the Engineer's opinion of probable construction cost for each contract based upon the quantities of work to be bid. Submit an opinion of probable cost on the approved final design documents to the City for authorization to receive bids. ASSISTANCE DURING BIDDING Assist the City in solicitation of construction bids from as many qualified bidders as possible. Print the bidding documents including the drawing specification, the contract documents and distribute them to bidders and suppliers. Conduct a pre-bid conference for interested contractors, attend the bid opening and tabulate the proposals, and make an analysis of the proposals and submit recommendations for award of the construction contract. 930630\att.a a • CITY OF ELGIN, ILLINOIS OTTER CREEK PUMPING STATION, FORCE MAIN, INFLUENT SEWER AND BOWES ROAD INTERCEPTOR SEWER - UPSTREAM ENGINEERING SERVICES AGREEMENT ATTACHMENT B PROJECT SCHEDULE FINAL DESIGN SERVICES Acceptance of Agreement and Notice to Proceed To be determined Completion of Final Design Documents 180 calendar days after Notice to Proceed ASSISTANCE DURING BIDDING 225 calendar days after Notice to Proceed 930630\att.b CITY OF ELGIN, ILLINOIS OTTER CREEK PUMPING STATION, INFLUENT SEWER, FORCE MAIN AND BOWES ROAD SEWER - UPSTREAM ESTIMATES OF TIME AND COST FOR DESIGN AND BIDDING ATTACHMENT C DESCRIPTION ESTIMATED HOURS PM SrEn Eng JrEn Tech Cler 1. OTTER CREEK PUMPING STATION A. Review Preliminary Design Report with 8 8 16 $ 2,328 City Public Works Department and obtain property information. B. Conduct field surveys of the pumping 2 40 $ 2,530 station site and access road. C. Obtain soil borings at the pumping 1 8 16 $ 1,566 station site. D. Prepare preliminary design drawings of 80 120 120 80 160 $ 37,280 pumping station and access road. E. Meet with City officials to discuss 16 16 $ 2,576 preliminary design. F. Prepare final design drawings and 120 80 120 80 80 40 $ 34,520 technical specifications. G. Review the design drawings and 16 16 16 16 8 $ 4,896 specifications with the City and submit the approved documents to IEPA for their review and approval. H. Prepare the Construction Contract 16 40 16 $ 4,616 documents and submit them to the City for review. I. Prepare opinion of probable construction 4 16 16 $ 2,584 cost and submit to City. J. Make final changes. 16 16 16 32 8 $ 5,856 SUBTOTAL 277 272 354 160 344 72 $ 98,752 Attachment C 2. DESCRIPTION ESTIMATED HOURS PM SrEn Eng JrEn Tech Cler 2. OTTER CREEK FORCE MAIN A. Meet with City to discuss force main 4 4 $ 644 route and easement B. Conduct field surveys of the route. 1 4 80 $ 5,186 C. Prepare preliminary design drawings of 4 16 24 $ 2,984 force main and connection structure. E. Meet with City officials to discuss 4 4 $ 644 preliminary design. F. Prepare final design drawings and 4 16 16 24 $ 3,464 technical specifications. G. Review the design drawings and 4 16 8 $ 1,864 specifications with the City and submit the approved documents to IEPA for their review and approval. H. Prepare the Construction Contract 4 24 8 $ 2,464 Documents and submit them to the City for review. I. Prepare opinion of probable construction 4 8 4 $ 1,104 cost and submit to City. J. Make final changes. 4 8 8 8 $ 1,744 SUBTOTAL 33 100 0 0 128 52 $ 20,098 3. OTTER CREEK PUMPING STATION INFLUENT SEWER A. Meet with City to discuss sewer route 4 4 $ 604 and easement needs. B. Conduct field surveys of the route. 1 2 32 $ 2,136 C. Prepare preliminary design drawings of 4 40 16 40 $ 6,544 influent sewer. Attachment C 3. DESCRIPTION ESTIMATED HOURS PM SrEn Eng JrEn Tech Cler D. Meet with City officials to discuss 4 4 $ 644 preliminary design. E. Prepare final design drawings and 8 24 40 40 $ 6,488 technical specifications. F. Review the design drawings and 4 16 8 $ 1.864 specifications with the City and submit the approved documents to IEPA for their review and approval. G. Prepare the Construction Contract 8 32 8 $ 3,408 Documents and submit them to the City for review. H. Prepare opinion of probable construction 4 16 4 $ 1,704 cost and submit to City. I. Make final changes. 4 8 8 8 $ 1,744 SUBTOTAL 41 140 6 16 120 68 $ 25,136 4. BOWES ROAD INTERCEPTOR UPSTREAM A. Use sewer study results to determine 16 24 $ 3,176 sewer route, size, slope, and depth. B. Obtain aerial photos of sewer route from 4 $ 260 City. C. Meet with City to discuss sewer route 8 8 $ 1,288 and easement needs. D. Prepare preliminary design drawings 16 40 40 $ 6,776 showing approximate route and invert elevations on aerial photos. E. Submit preliminary design to City for 8 8 1 $ 1,328 review. F. Make final changes. 8 8 16 $ 2,248 . Attachment C 4. DESCRIPTION ESTIMATED HOURS PM SrEn Eng JrEn Tech Cler Subtotal Hours 56 88 4 0 56 1 $ 15,076 Estimated labor cost $159,062 Estimated direct cost $ 1,500 TOTAL COST FOR DESIGN SERVICES $160,562 BIDDING SERVICES A. Print and distribute bid documents 16 16 $ 1,600 B. Attend pre-bid meetings. 12 16 8 6 $ 2,992 C. Respond to Contractor's questions and 3 32 16 8 $ 4,018 prepare one addendum. D. Attend bid openings. 12 12 $ 1,932 E. Evaluate bids and recommend contract 3 8 8 2 $ 1,458 award. Subtotal Hours 30 68 32 0 16 32 $ 12,000 Estimated labor cost $ 12,000 Estimate direct cost $ 100 TOTAL COST FOR BIDDING SERVICES $ 12,100 TOTAL COST FOR DESIGN AND BIDDING SERVICES $172,662 LUMP SUM FEE $172,000 930630\att.c • • Agenda Item No. „4,I August 11, 1995 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Agreement for Engineering Service Otter Creek Lift Station and Force Main PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider authorizing an agreement with Baxter & Woodman, Inc. , for the preparation of final plan, specifications, estimates and bid award recommendation for the Otter Creek Lift Station and Force Main. BACKGROUND Baxter & Woodman, Inc. , was originally selected by the competitive proposal method to accomplish preliminary engineering and final engineering with the preparation of plans and specifications in June, 1992. An agreement was entered into with them on August 26, 1992 . The agreement funded the preliminary engineering work only, with the provision that the fee for final engineering, plans and specifications would be added to the agreement by an amendment in 1993 when funding for construction . would be available. A copy of the August 1992 Council Memorandum is attached as Exhibit A. Preliminary engineering was completed in 1993 as required under the original agreement. However final engineering was deferred until a firm site for the construction of the lift station was determined. The initial site was identified with _.• the Kane County Forest Preserve to be located within a property north of Hopps Road along Otter Creek which the Forest Preserve had targeted for purchase due to the presence • of high quality wetlands. The lift station was to be constructed on the eastern portion of this property that did r' ` not include wetland features. In May of 1994 when it appeared that the Forest Preserve was having difficulty obtaining this property, discussions were initiated with Colonial Enterprises for the location of the Mayor and Members of the City Council August 11, 1995 Page 2 lift station within the Geyer Property, a parcel that Colonial had an option to purchase. Discussions continued through June 1995 with Colonial until they decided not to exercise their purchase option on the Geyer site. Also in June of 1995 we were informed that the Forest Preserve had come to terms with the owner of the property originally under consideration, and that the original lift station location would now be available to us. With the siting of the lift station now known, we should proceed with the lift station and force main engineering such that construction can be initiated in 1996. Rather than amend the original agreement dated September 1992, we are submitting a new agreement for the final engineering and preparation of plans and specification. As we have done on other agreements, the construction administration and field inspection• services scope of work 1"4 has been included in this agreement; however the fee for construction services will be added to the agreement by an amendment or change order to the agreement when construction is funded and authorized in 1996 . A copy of the proposed agreement is attached as Exhibit B. The estimated project cost is $3. 1 million, with $2 .4 million earmarked for construction. Funds for the engineering and construction of the Otter Creek Lift Station are included in the City's Five-Year Financial Plan. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT The agreement is in the not-to-exceed amount of $207,000. Funding for the final engineering and preparation of plans and specifications was included under the bond fund account 395-42-00-795.92-32, project 339505, Otter Creek Lift . Station, in the amount of $230,000. LEGAL IMPACT None. Mayor and Members of the City Council August 11, 1995 Page 3 RECOMMENDATION That City Council authorize the execution of an agreement with Baxter & Woodman, Inc. , for the preparation of plans, specifications, estimates and bid award recommendations for the Otter Creek Lift Station and Force Main, in the not-to- exceed amount of $207,000. R spectfully ub tted, Qti 4 �G�y(alet' James L. Kristiansen Public Works Director Richard B. Helwig City Manager JLK/do Attachments • r EXHIBIT A COUNCIL MEMORANDUM DATED AUGUST 5, 1992 r ("E -11. Agenda Item No. 27.0. /,• c it August 5, 1992 • MEMORANDUM TO: Mayor and Members of the City Council FROM: Larry L. Rice, City Manager SUBJECT: Otter Creek Force Main/Lift Station (BRIS II)SS-04 PURPOSE: This memorandum will provide the Mayor and Council with information to consider entering into an agreement for engineering services for the subject project. BACKGROUND: The initial extension of the Bowes Road Interceptor Sewer from east of McLean to Randall Road was recently completed. This sewer system will serve generally the area west of McLean (map attached) . The next extension of this sewer system is the Otter Creek Lift Station and Force Main. The lift station would be constructed west of Randall Road adjacent to Otter Creek at about Hopps Road. The force main would be designed and constructed so as to connect the lift station with the Bowes Road Interceptor in order to serve the area to the north (Target, et al. ) and subdivision development west of Randall. . We sent requests for proposals to three engineering firms; Baxter & Woodman, Greeley & Hansen and Strand Associates, for an engineering study for the Otter Creek Pump Station and Force Main and provide the City with an engineering design report with probable costs for a wastewater pumping system to meet the current needs and expandable to meet the requirements of the future. The study, design report and probable costs will be completed by February, 1993. Upon acceptance of the design concept by the City, the City will negotiate an amendment to the agreement for the preparation in 1993 of the final plans and specifications for the construction of the wastewater pumping system. Although construction moneys have been programed for this project for. fiscal year 1993 construction might not start until 1994. Each consultant's proposal was evaluated with regard to the consultant's stated qualifications, scope of work, staffing or loading, schedule, familiarity with the site or the work, past record, and technical approach. With due consideration to this evaluation of the proposals, a tentative selection was made by ranking the proposals considering the consultant's understanding Mayor and Members of the City Council e". August 5, 1992 Page 2 of and familiarity with the work, staff qualifications, schedule, loading, office location and other relevant factors. Although all three firms were deemed qualified to perform the work, the firm of Baxter and Woodman was selected as having submitted the most complete and extensive scope of work. After the selection was made, the proposed fees were examined to determine if they were reasonable and comparable to the scope of work. A negotiation of the fee was concluded with Baxter and Woodman which includes a preliminary design of the facility. FINANCIAL IMPACT: The fee to complete the study, design concept and preliminary design reports is $60,000 which will come from the Sewer Development (440-997-9901) portion of the Budget, where $90,000 have been budgeted for this engineering design report. RECOMMENDATION: It is recommended that the City Council authorize the City Manager and City Clerk to execute the Agreement for engineering services with Baxter & Woodman, Inc. in the amount of $60,000. A copy of the Agreement is attached for your consideration. Larry L. Rice, City Manager do Attachment • • V . a Ni4frieh.... - . a rj J.1- Cti) . t..•i . ..gee-2-4111•7/011111:.,P14ME 1 ra_iiii, ii. �� - --.<)--. �\J ,„ - r •i8 .BM 901 • \..r - -- �,_ "1' �, * 1 ...• , ,N.,.. '', -., ...cite\ , a : •• :i.; ;."'".-. 17. . . ,.. . ,cilkiliiihk. _....,... •, .,..-r.)1111"1: , 0471.,..., • , 1 . • • 9�•' • (` 9J 1 t o y. ,�_• - '//l( y/, • �l,'/' /1 1 ■ 1 ,•• --I:- . , e l'4,/- i-,,l, .: :*- : ;..--."- 1,.......... -1:....:;... "::-. 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