98-235 Resolution No. 98-235
RESOLUTION
AUTHORIZING EXECUTION OF ENGINEERING SERVICES AGREEMENT
AMENDMENT NO. 1 WITH COLLINS ENGINEERS, INC.
(Kimball Street Dam)
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed to
execute an Engineering Services Agreement Amendment No. 1 on
behalf of the City of Elgin with Collins Engineers, Inc . for
the Kimball Street Dam rehabilitation project, a copy of which
is attached hereto and made a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: September 23, 1998
Adopted: September 23, 1998
Omnibus Vote: Yeas 6 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
CITY OF ELGIN, ILLINOIS
KIMBALL STREET DAM
ENGINEERING SERVICES AGREEMENT
AMENDMENT NO. 1
THIS AMENDMENT NO. 1 entered into this : . day of� , 1998,
by and between the CITY OF ELGIN, an Illinois Municipal Corporation (hereinafter referred to
as "CITY"), and Collins Engineers, Inc., an Illinois Business Corporation (hereinafter referred
to as "ENGINEER"), shall modify that Agreement dated April 10, 1997, whereby the ENGINEER
was engaged by CITY to perform certain professional services in connection with the preparation
of the Kimball Street Dam Condition Study and Repair Contract Documents (hereinafter referred
to as "PROJECT").
WHEREAS, the services did not include additional design services to prepare
documentation, applications, etc. for obtaining the necessary permits to construct the project and
to provide professional services during the construction of Phase I.
AND
WHEREAS, the CITY desires the ENGINEER to provide professional services for
obtaining permits and during the construction of Phase I.
AND
WHEREAS, the City desires to include the payments to the ENGINEER under the
Agreement in connection with the preparation of condition study and repair contract documents.
In response to these additional services, certain revisions must be made to the Agreement.
In compliance, therefore, the terms and conditions of the Agreement are modified as specifically
set out below. All other parts of the Agreement remain unchanged.
SECTION I of the AGREEMENT entitled "SCOPE OF SERVICES" is hereby amended
by adding the following to Paragraph B thereof:
B. The work to be performed under this AGREEMENT shall also include
preparing the necessary documents to obtain permits for construction and
to provide professional services during Phase I of the construction.
SECTION I of the AGREEMENT entitled "SCOPE OF SERVICES" is hereby further
amended by adding the following to Paragraph C thereof:
The Scope of Services for this agreement shall also include the detailed Scope of
Services attached hereto as "Attachment A-1".
SECTION II of the AGREEMENT entitled "PROGRESS REPORTS" is hereby amended
by adding the following at the end thereof:
"A detailed project schedule for the work provided under this Amendment 1 is
included as Attachment B-1, attached hereto. The progress will be recorded on the
project schedule and submitted monthly as a component of the status report to be
submitted by the ENGINEER".
SECTION IV of the AGREEMENT entitled "PAYMENT TO ENGINEER" is hereby
amended by adding the following to Subparagraph A thereof:
In addition thereto, for services provided by the ENGINEER pursuant to
Amendment 1 the ENGINEER shall be reimbursed at the hourly rate of personnel
employed on this project with the total fee not to exceed $56,402 regardless of the
actual costs incurred by the ENGINEER unless substantial modifications to the
scope of work for Amendment No. 1 are authorized in writing by the Director.
SECTION IV of the AGREEMENT entitled "PAYMENTS TO ENGINEER" is hereby
further amended by adding the following to Subparagraph D thereof:
The cost estimate of services for the services to be provided under Amendment No.
1 are attached as Attachment D-1.
All other provisions of the AGREEMENT shall remain in full force and effect.
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 . -6:4-4-c_ a. 72,
City Clerk 7 City Manager
(SEAL)
For the ENGINEER:
Dated this _ 2ti lc` day of G-4v,u5-± , A.D., 1998.
ATTEST: COLLINS ENGINEERS, INC.
By By ,
Asst. Secretary Vice President
(SEAL)
ATTACHMENT A-1
DETAILED SCOPE OF SERVICES
Permitting Process Services:
Permitting for this project requires the approval of the following regulatory agencies: U.S. Army
Corps of Engineers, IL Department of Natural Resources, IL Environmental Protection Agency,
IDNR Office of Realty and Environmental Planning, IL Department of Conservation, IL Historic
Preservation Agency, IL Department of Transportation, U.S. Coast Guard, U.S. Environmental
Protection Agency, U.S. Fish & Wildlife Service, and the IDNR Office of Dam Safety.
Collins Engineers will complete all necessary applications and drawings to obtain the required
joint permit under Section 404 from the U.S. Army Corps of Engineers. This will include all
correspondences, meetings, and site visits with permitting officials. Collins Engineers will also
provide the following services as currently required by the IDNR:
♦ Documentation that the construction plans and documents have been prepared in
conformance with the Requirements for Major Dam Modifications.
• Development and compilation of a list including all affected/interested parties for Public
Notice.
• Assessment Report outlining the impact of downstream channels and verifying no need
for energy dissipating structures.
• Assessment Report addressing the present and future hydraulics at the toe of the dam
in relationship to potential drowning victims.
• Reproduction and submittal of all structural, geotechnical, and hydraulic design
computations. Submittal of a construction observation plan and schedule.
• Development of operation and maintenance plans.
• Meetings and correspondence with the IDNR.
CEI will assist the City of Elgin in completing the following documentation as currently required
by the IDNR:
• Agreement to provide as-built plans and specifications upon the completion of
construction. Also, an agreement for a right of access authorization for the State to
inspect the dam site and immediate vicinity before, during and after construction, and
for the life of the dam.
• Agreement to allow IDNR to enter dam property if necessary to prevent or alleviate
dam breach damage, and an agreement to compensate the State for costs reasonably
incurred by such emergency action.
Phase I Construction Observation Services:
The project scope detailed includes site visits to observe the construction progress during key
milestone events, reviews of contractor submittals, meetings attendance, project reports, and
inspection services. The anticipated scope of work is as follows:
• Review of the following contractor submittals, as required in the specifications:
- Project Record Documents.
- Site Erosion/Debris Control Plan.
- "Block Retaining wall system" manufacturer catalog cuts and drawings.
- Cofferdam system calculations and drawings.
- Concrete formwork calculations and drawings.
- Reinforcement bars shop drawings.
- Structural concrete mix designs and pouring sequences.
- Dowel anchors and epoxy-resin catalog cuts and details.
• Attendance at weekly progress meetings.
- CEI will coordinate and administer all progress meetings.
• Prepare progress reports and meeting minutes.
• Site visits as detailed below:
- Verify compliance with staging area usage and erosion control measures.
- Observe the installed cofferdam systems for compliance with the Contractor's
submittal.
- Inspect concrete removal and formwork installation.
- Inspect placement of dowel anchors and reinforcement steel.
- Provide representative during each concrete placement to observe concrete placements
and tests. Review test results for conformance with contract requirements.
- Inspect placed concrete for proper curing and measure for payment.
- Inspect placed riprap and measure for payment.
- Inspect installed block retaining wall and measure for payment.
- Provide two (2) additional visits to inspect site for overall compliance with contract
documents.
- Conduct contract initial and final closeout site visits in accordance with the Project
Specifications, Section 01751, Part 1.05.
• Preparation of a final summary report.
Collins Engineers will provide meetings minutes, weekly progress reports, and final summary
report in a format acceptable to the City of Elgin. Distribution of reports will be made per City
of Elgin provided distribution list.
1999
ID 0 Task Name Duration Jul 1 Aug [Sep 1 Oct 1 Nov Dec Jan Feb 1 Mar Apr May ,, Jun Jul
1 'Notice To Proceed 1 day 7/8
2 Prepare Permit Applications 7 days
- I
3 Permits 31 days '',4:11; r,,
4 Bidding Assistance 38 days ;, ;; ;r"
5 Construction Observation 66 days i!M ,},'1; +1 �€,�; rrr:
r .�41l 4r a 4; ,
6 Prepare Summary Report 5 days i,
7ollins Engineers, Inc. Proposed Project Schedule
Kimball Street Dam Rehabilitation
ATTACHMENT C
Expenses will be billed as follows:
Travel, Lodging, and Subsistence Actual Cost
Printing and Reproduction Actual Cost
Long Distance Telephone and Shipping Actual Cost
Equipment Rental Actual Cost
Expendable Supplies Actual Cost
14 ft. Boat and Motor $60.00 per day
18 ft. Boat, Motor, and Trailer $75.00 per day
22 ft. Boat, Motor, and Trailer $150.00 per day
Recording Fathometer $50.00 per day
Automated Hydrographic Survey System $325.00 per day
Individual Diving Equipment $25.00 per day
Surface Supplied Diving Equipment $200.00 per day
Mileage: Automobile $.29 per mile plus tolls
Truck or Van $.30 per mile plus tolls
with Boat Trailer $.35 per mile plus tolls
COST ESTIMATE OF CONSULTANT SERVICES
Project: Kimball St. Dam Rehabiliation
FIRM: COLLINS ENGINEERS, INC. DATE: 24-Aug-98
Client: City of Elgin
Overhead: 155.00 % Profit: 13.50 %
Address: 150 Dexter Court
Elgin Estimate Prepared By: mjg/dgc/tmb/apm
State: IL
Zip Code 54565
Contact: Mr. Steve Pertzborn
DIRECT FIXED SUB PERCENT OF
ITEM MANHOURS PAYROLL OVHD COSTS FEE CONSULTANTS TOTAL 1 GRAND TOTAL
Bidding Assistance _ 52 $1,131 $1,753 $389 $3,273' 6%
Permitting Assistance 194 - $4,223 $6,546 $735 $1,454 $12,959 2.3%
Phase I - Review Contractor Submittal 74 $1,603 $2,484 $552 $4,639 I 8%
Phase I- Progress Meetings& Reports 202 $4,373 $6,779 $1,506 $12,6571 22%
Phase I-Site Visits 288 $5,844 $9,057 $395 $2,012 $17,307; 31%
Phase I- Final Summary Report 20 $415 $643 $143 $1,201 2%
Phase I- Project Mgmt. & QA/QC 64 $1,508 $2,338 $519 $4,3661 8%
I
TOTAL 894 $19,097, $29,601 $1,130 $6,574 I $56,402 I 100%
phasel.bud.WK4 08/24/98
Project Kmea4 St Dam Rehahma(,,.,
Ghent.CIN of Etgn
Addeo 150 Dexter Caw[
CM Elf An
State IL
bp Code: 50565
Contact Mr Steve PetGborn
. k PERSONNEL CLASSIFICATION ,
PRINCIPAL'PRINCIPAL SENIOR SENIOR SENIOR SENIOR 1 CA00/
TASK I ENGINEER'ENGINEER ENGINEER ENGINEER ENGINEER ENGINEER ENGINEER ENGINEER ENG TECH CAD TECH TECHNICIAN!TECHNICIANI TECHNICIAN' CLERICAL i CLERICAL
NO TASK SUB-TASK I t Eel_ (E7) JE6) 1E51 IEd) _!E7) 1E27 /Err IT31 1031 102) k (IS) LT11 IC2) IC)) TOTALS
1 Biddep Aasstrce j a: 44, i _ 52
A _ ._ - ___ ---1
• SUBTOTAL I a, 44 _ I = I _ 52
2 Pe Aaasta ce 301 164 I _ 194
A /
B l - -
C -
O I r
E
F i
I SUBTOTAL I • 301 164 1 [ 191
3 Phase I-Renew Contractor Submlhal I 11 j 63' ---EJ I 74
A '
I
C
D
F 'I I I ! :
1 SUBTOTAL - I 111 631 k I I 202
4 Phase I-Progress Meetings&Reports 301 172' 1
A
B , I 1
•C I I
D I I I
E
F L 1
SUBTOTAL I I I 30' 1721 I 1 I 1 I . 202
- 5 Phase I-Site Veit I 22 2661 I • 288
A I 1
_ E I 1 I I I -
F I , -1
I SUBTOTAL - 1 22' 266' I I r_ 288
- - 8 Phase 1-Final Summary Report 2! 181 1 1 20
A I 1 I I
B
D i i I I
•
O
E I
1/1 F 1 1 j
I SUBTOTAL I I 2 191 ' I I 1 I 0
7 Phase I-Project Mgmt&0AIOC 181 ! 48. I I 1 34
A 1 i 1 1
B I I
C I 1 1 I _
D r I 11
E r
F I I r 1 _
-
SUBTOTAL I I 161 461 I I I I 1 _ 64
B
A I
B } 1 I
L- 1 1 1.
-
o I I
E I I
F T
I SUBTOTAL I_ 1 I 1 I 1 I
9, L I I
A fB 1 .
C I I I
D I I 1 1
E I I
F I I
SU_T•AL 1 k ' I
•
101 1 I ■ I
I I 3 I
f I I
I SUBTOTAL l 1 I I -- _
11 •
t I I t
A i 1 i I
B I
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F I I 1 I
SUBTOTAL I - -: - -
12 - 1
A
B
C 1
O I 1 I
E I .
F
-1 SUBTOTAL I )
I TOTAL HOURS 119 775' 1 1394,
phasel.bu0.WK4 08/24/98
DIRECT COSTS
UNIT
ITEM QUANTITY UNIT PRICE EXTENSION
Field Inspection
Mileage:
Round trip approximately 47 times 1880 Miles $0.32 $592
Airfare:
Each $284.00 $0
Per Diem:
Meals Each $30.00 $0
Lodging Each $50.00 $0
Personal Dive Gear Day $25.00 $0
Boat,Trailer&Motor Day $75.00 $0
Video Equipment Day $50.00 $0
Photographs: Rolls $15.00 $0
Total for Field Work $592
Inspection Report
Reproduction(5 Copies)
Text 1500 Sheet $0.10 $150
Drawings 65 Sheet $9.00 $585
Photograph Sheets(Color Copies) Sheet $1.50 $0
Video Tapes Each $15.00 $0
Total for Inspection Report $735
phasel.bud.WK4 08/24/98
OF E4C,
9
,S City of Elgin Agenda Item No. �JI
September 3, 1998
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Amendment No. 1 to an Agreement with
Collins Engineers for the Kimball Street
Dam Rehabilitation Project
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider
Amendment No. 1 to an agreement with Collins Engineers for
additional effort needed to acquire permits and for construc-
tion-related engineering and inspection services for the
Kimball Street Dam Rehabilitation Project .
BACKGROUND
At its meeting of March 26, 1997 the City Council authorized
an agreement with Collins Engineers to perform an inspection
and analysis of the Kimball Street Dam and to complete plans
and specifications for any repairs identified from the inspec-
tion. The total contract amount with Collins Engineers for
these services is $59, 462 .
The inspection and analysis were completed in 1997 . The
results of the inspection revealed an estimated $1, 000, 000 in
repairs . The repairs will be completed in two phases, $550, 000
in 1998 and $450, 000 in 1999 .
Phase I repairs will consist of rebuilding the fish ladder at
the west end of the dam, repair to old construction joints,
filling voids at the toe of the dam, and constructing a
structural cap over the entire face of the dam. Phase II
repairs will consist of grout injection of the interior of the
dam to fill voids identified by the inspection.
The current agreement with Collins Engineers does not include
acquisition of permits for the dam repairs . Approximately nine
permits are required for construction, including Illinois
Department of Natural Resources (IDNR) and Army Corps .
rm.
Amendment No. 1/Kimball Dam Rehabilitation
September 3, 1998
Page 2
Amendment No. 1 to the agreement with Collins Engineers
includes the fee for acquisition of all permits and construc-
tion observation of the Phase I repairs. The fee to provide
these services is $56, 402, of which $12, 959 is to acquire all
necessary permits. The permits will cover both phase I and II
repairs. The revised contract amount with Collins Engineers
will be $115, 864 with the approval of Amendment No. 1 .
Bids for this project were opened on August 27, 1998 . Recom-
mendation of award will be made pending review of the bids and
receipt of the IDNR permit .
A copy of Amendment No. 1 is attached as Exhibit A.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None .
FINANCIAL IMPACT
The phase I repairs are budgeted in the amount of $550, 000 in
account number 275-0000-791 . 92-36, project number 338438 . The
phase I repairs, including Amendment No. 1 ($56 , 402) are
$537, 402 .
rft. LEGAL IMPACT
NO/None .
ALTERNATIVES
None .
RECOMMENDATION
It is recommended that City Council authorize the City Manager
to execute Amendment No. 1 to the agreement with Collins
Engineers in the amount of $56, 402 .
R ectfully submi d,
Q•
Jo e A. Parker
City Manager
SP/do
Attachments
eiPm-