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99-107 Resolution No. 99-107 RESOLUTION AUTHORIZING EXECUTION OF AN ENGINEERING SERVICES AGREEMENT WITH BAXTER & WOODMAN, INC. FOR THE BOWES ROAD INTERCEPTOR SEWER PROJECT 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 on behalf of the City of Elgin with Baxter & Woodman, Inc . for Phase 1B of the Bowes Road Interceptor Sewer Project, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: April 14, 1999 Adopted: April 14, 1999 Omnibus Vote: Yeas 6 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk CITY OF ELGIN, ILLINOIS BOWES ROAD INTERCEPTOR SEWER—PHASE 1B ENGINEERING SERVICES AGREEMENT ENGINEERING SERVICES AGREEMENT THIS AGREEMENT, made and entered into this /i day ofAP4 14, 1999, 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 Bowes Road Interceptor Sewer—Phase 1B (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 and C.2 are funded under the not-to-exceed fees identified in Paragraphs IV.A, B, C, and D. - 1 - B A X T E R WOODMAN Consulting Engineers 2. Paragraph D which is not funded under the not-to-exceed fee, but will be funded by an amendment to this Agreement as noted in Paragraph IV.E. 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 for the Bowes Road Interceptor Sewer — Phase 1B (BRIS-1B). The Interceptor sewer shall originate at the site of the Fox River Water Reclamation District West Regional Wastewater Treatment Plant and terminate at the easterly end of the existing 66-inch Bowes Road Interceptor Sewer located east of McLean Boulevard and south of Bowes Road. The PROJECT will be designed in its entirety in 1999 with construction to take place in two (2) phases in years 2000 and 2001. ENGINEER's Project No. 990046 2. Performance of bidding and preconstruction award services for BRIS-1B, 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 BRIS-1B, and selected start-up and operational services will be performed after an amendment is authorized to this Agreement. E. A detailed Scope of Services is provided in the ENGINEER's proposal for Bowes Road Interceptor Sewer — Phase 1B dated February 12, 1999, which 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. B A X T E R - 2 - • WOODMAN Consulting Engineers 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 and I.C.2, based on the ENGINEERS' hourly rates of compensation for work time performed plus expenses. The ENGINEERS' fee including reimbursable expenses shall not exceed $82,300, 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. Final Design Documents $ 72,300 Assistance During Bidding (2000) 5,000 Assistance During Bidding (2001) 5,000 Total $ 82,300 . 3 _ BAXTER WOODMAN Consulting Engineers C. The ENGINEER shall make necessary arrangements and employ qualified subconsultants, subject to approval of the DIRECTOR, for the following work: 1. Geotechnical and soils investigations 2. Wetlands delineation and consultation 3. Trenchless sewer pipe installation methodology 4. Registered Land Surveyor 5. Subsurface Investigator The CITY shall reimburse the ENGINEER for the direct cost of the above professional subconsultant services, an amount not-to-exceed Eighty Eight Thousand Dollars ($88,000) 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 One Hundred Seventy Thousand Three Hundred Dollars($170,300)unless this agreement is modified by a change order or amendment. 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. 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. - 4 - OrA X T E rR WOODMAN Consultzng Engi nerrs • 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. 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 materially violates or materially 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. A X T E - 5 - iirB r WOODMAN Consulting Engineers 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. 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. A X T E R - 6- prB _•I WOODMAN Cnnsulhng Engineers 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. 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. B A X T E R WOODMAN Consulting Engineers 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 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. BAXTER _• WOODMAN Gonsn(hng Engineers 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. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, 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. 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; iirB A X T E R 4111 4 WOODMAN Con culling Engrneers 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 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: JOHN LOETE, P.E. 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 O X T E R — 10 — . 41111 WOODMAN Consu lh ng Engineers 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 /219'64)1,1-,,-(s By 4/, ,iciAL City Clerk I Ci " Manager (SEAL) For the ENGINEER: f4 Dated this p day ofc4 , A.D., 1999. ATTEST: BAXTER& WOODMAN, INC. By 27BY �� Secretary President/CEO (SEAL) DRG:jep 3/8/99 H:\PROJ\ELGNC\990046\ENGRSERV.doc 11 - B A X T E R pir 4 WOODMAN Consulting Engineers �ttexc.A ,r.)ays+- /1 PROJECT APPROACH / SCOPE OF SERVICES APPROACH Baxter & Woodman's experience and knowledge allows us to provide preconstruction and con- struction services with efficiency, accuracy and adherence to construction cost control measures. We are the design engineers for the Fox River Water Reclamation District, Village Engineer for South Elgin,and have successfully designed the City of Elgin's most recent large diameter sanitary sewers. Therefore,we have a solid understanding of the entire picture. This understanding,along with most of the required data already in-house, will allow us to efficiently design and construct this important leg of the western basin interceptor sewer system. It is imperative that the design of the Bowes Road Interceptor Sewer(BRIS) be coordinated with the design of FRWRD's West Treatment Plant. A study done by Scheflow Engineers shows the proposed route and elevations for this section of the(BRIS). Their recommendation has been used in the preliminary design of FRWRD's West Treatment Plant. The proposed elevation of the BRIS sewer is high enough to allow gravity flow directly into the treatment works. It is not anticipated that a raw sewage pumping station will be needed. As the engineer for FRWRD's West Wastewater Treatment Plant design, we will coordinate all efforts of the BRIS with FRWRD's design. The existing 27" sewer,which will remain in service,will be approximately 26 feet deeper than the new BRIS. Flows from the 27" are scheduled to be pumped to the west side of the new treatment facility. Therefore, the elevation slope, route, and size of the BRIS will be largely dependent on providing gravity service to the West Plant. One unique aspect of our approach to your project is the preparation of a Design Concept Report (DCR). We have utilized the DCR methodology with great success on previous projects.The Tyler Creek Phase V project, which is currently under construction, is a prime example. The initial scope of the project consisted of installing a 36-inch interceptor sewer that paralleled Tyler Creek for a distance of approximately 6000 feet. Tyler Creek is a Class B stream, and is surrounded by high quality wetlands. Upon assessment of the proposed route,we contacted the U.S. Army Corps of Engineers, walked the route with them, and determined the Corps' requirements to obtain a permit. The Corps indicated that in this sensitive area, they would accept only tunneling as a construction method,provided we could design access routes and methods acceptable to them. We prepared a DCR, based on the initial route, and calculated the estimated cost of the construction. The cost was over 3 times what the City had budgeted for the work. We worked with you to devise alternate routes that would lessen the cost of the project,but still meet the anticipated need to serve the area northwest of the City. The resultant revised scope of the project saved the City millions of dollars, and allowed you to move forward into Phase VI of the Tyler Creek Sewer. City of Elgin •Bowes Road Interceptor Sewer• 990046 Page A-4 BAXTER 4 WOODMAN nwltmL I.r.tn1111n PROJECT APPROACH/SCOPE OF SERVICES CONTINUED . . . This sound approach, which included investigating the alternate methods of construction, materi- als, and locations of the sewer prior to beginning the actual design, saved on review time and revisions during the actual design phase. For example,we consider the locations of existing under- ground or overhead utilities, structures, land use in the area of the construction, traffic flow pat- terns, locations for access and storage, sensitive areas such as wetlands or flood plains downstream of the construction area. The results of the geotechnical reports are utilized to evaluate different pipe materials and construction methods. Also included in the DCR is the ground water pumping requirements and the disposal of waste excavated material that results from each type of construc- tion. Each route and method is evaluated for effect on the community,length of resulting construc- tion, and of course,cost. The final construction locations and method can be agreed upon with you prior to the actual design. The following narrative describes our approach to your project and is divided into two phases— preconstruction and construction services. Preconstruction Phase • Attend Project Kick-Off Meeting- Our first step will be to attend a kick-off meeting with the City Staff. During this meeting we will discuss the City's goals for this important project. We will also define the lines of communication,project budget and schedule. An exchange of ideas and opinions regarding possible alternate routes for the construction of the sewer will also take place. We will obtain from the City copies of plats, as-built subdi- vision plans, atlas's, and a list of all the property owners that could be effected by the construction. • Conduct Walk-Through - Your project team will conduct a walk-through of the most viable prospective routes for the sewer. We will include City staff members, and a repre- sentative from Hey and Associates to address any possible environmental concerns. Also included will be a Registered Land Surveyor from Barrington Engineering. The surveyor will be informed of his requirements regarding permanent and temporary easements. Environmental concerns regarding wetland disturbance and methods of construction(open cut vs. trenchless installation)will also be considered during our preliminary route investi- gations. The U.S. Army corps of Engineers will be contacted by Hey & Associates to discuss wetland permits and mitigations requirements. On past projects we have been able to adjust the construction method or sewer route to be eligible for a"Nation-Wide"permit instead of the more costly Section 404 permits. City of Elgin • Bowes Road Interceptor Sewer• 990046 Page A-5 BAXTER Pr% 4111 4 WOODMAN I wim/hnz/.nonan PROJECT APPROACH /SCOPE OF SERVICES CONTINUED. . . In the case of major sewer installation projects,walk-through evaluations of potential routes have proven to be an invaluable way to quickly determine the preferred route. During this walk-through, not only location is discussed, but also the most cost-effective methods of construction. • Evaluate Construction Methods - The sewer route and method of construction will be discussed with our tunneling advisor Kenny Construction, Co., who is very familiar with the construction conditions in the area and your requirements. Kenny Construction has served as our tunneling consultant on several projects. They contribute expertise in tunnel- ing equipment, soil or rock definition and its effect on the tunneling operations, general tunneling operations, and current practices in the industry. • Verify Subsurface Utilities - Finding underground utilities based on record drawings is very risky. Records are often incomplete,inaccurate,or even nonexistent. Our subconsultant, SURE, International, Inc. will provide accurate location of underground utility facilities along IL Route 31. Unexpected conflicts with underground utilities are reduced because the correct location of all utilities is known and accurately shown on the construction draw- ings. Having this information reduces delays and subsequent contractor claims. Also, unnecessary and expensive utility relocations are avoided because correct utility informa- tion is provided at an early critical stage. • Conduct Geotechnical Investigations-Testing Service Corporation,Inc.,whom we have used as a subconsultant for the most recent interceptor sewer projects for the City will provide the geotechnical investigations. The results of the geotechnical reports are utilized to evaluate soil types, ground water levels, and their effects on different pipe materials and construction methods. Soil borings will be taken at random locations for the preliminary design phase. Additional investigations will be performed during the final design based on the construction method chosen. • Verify Pipe Size,Slope,Flow Rates-Our team is best suited to confirm the basis of design for the BRIS because we completed the Sanitary Sewer Study for the City and have been involved in the planning and design of the Otter Creek Pumping Station and Tyler Creek Interceptor Sewer Phase V and VI. In addition, we have prepared a Facility Plan Amend- ment update for FRWRD's West Plant which included an analysis of flows and loads com- ing to the plant from this sewer. City of Elgin • Bowes Road Interceptor Sewer• 990046 Page A-6 BAXTER 4111 1 WOODMAN (:nrnu/Iin f.no rit ps PROJECT APPROACH/SCOPE OF SERVICES CONTINUED. . . With this information we can predict the ultimate expected flow rate in the sewer,and using available ground surface topography determine necessary pipe sizes and slope to convey the flow. • Consider Easement Issues- Easement acquisitions is a major issue on this project. If we are going to use the route proposed by Scheflow Engineers, negotiations with two large agencies will be necessary. The Federal Aviation Administration has a large complex lo- cated on the north side of Bowes Road. There appears to be a high security fence along the east property line which is very close to the property boundary. Similarly,the Elgin Mental Health Center has a high security area located just north of their south property line which is a common boundary with Central Blacktop. Both agencies can be impacted by sewer construction and may raise some issues with regard to construction methods and the length of disruption time. • Prepare Design Concept Report - After all information is assembled from the previous steps, we will prepare a design concept report (DCR) that lists the advantages and disad- vantages of alternate routes, methods of construction, and their respective costs. The DCR will include our recommendations of the route and method of construction plus cost esti- mates, easement requirements, and special details. This report will be submitted to you for review and approval before we begin the actual design work. We believe that this approach will save you time and money and ensure that the City's needs are met at the lowest pos- sible cost. The final step in the preparation of the DCR will be the preparation of a cost estimate. Lessons learned on costs for the Northwest Interceptor Sewer,Tyler Creek Phase V and VI will be valuable for these cost estimates. The estimate will "tell the tale" regarding the preliminary route selection and the environmental considerations. Once the City has reviewed the DCR, we will meet with you to discuss the report. When the final concept has been agreed upon, we will begin the actual design of the BRIS. • Obtain Easements-Once a preliminary design route is agreed upon with the City,we will meet with the affected property owners to outline the project, explain easement require- ments for permanent and temporary easement needs and begin negotiations for easement acquisitions. The DCR data and exhibits are especially helpful during the meetings with property owners,since it allows the owners an opportunity to visualize the long range scope of the project. Once a tentative agreement has been reached with the property owners, our subconsultant, Barrington Engineering will prepare plats of easement. City of Elgin •Bowes Road Interceptor Sewer• 990046 Page A-7 BAXTER IW% 4 WOODMAN Cunsulh;FIN lu.vr, PROJECT APPROACH/SCOPE OF SERVICES CONTINUED. . . • Prepare Preliminary Design - While easement agreements are being worked upon, we will begin the preliminary design of the sewer,based upon the results of the design report. A preliminary design, including construction plans and specifications,will be prepared and submitted to the City and FRWRD for review. The design shall be coordinated with the design of FRWRD West Waste Water Treatment Plant. Final geotechnical investigations (soil borings) will be authorized, the number and location determined by the method of construction. • Assist With Public Participation-Upon acceptance of the preliminary design by the City, we will assist the City with a public participation effort to inform the affected property owners of the nature of the project. It may be informational meetings, public meetings, or a written report. The extent of the effort will depend on the City's desire to gain public acceptance of the sewer and the attitudes of the environmental groups. • Prepare Final Design-Once the City and FRWRD have made their review comments,we will incorporate the review comments into the design, and prepare final plans and specifi- cations for submittal to the City and FRWRD. Once the final documents are created, we will submit permit applications to the IEPA and IDOT, and to the U.S. Army Corps of Engineers and IDNR if this is found to be necessary. • Prepare Construction Documents-After approval of final design by the City and FRWRD, we will prepare for review and approval by the City forms of insurance and construction contract documents consisting of notice and instruction to bidders, bid form, agreement, performance payment bond, general conditions, and supplementary conditions, where ap- propriate,based upon documents prepared by the Engineers Joint Contract Document Com- mittee. We will also assist the City in solicitation of construction bids from as many qualified bidders as possible, attend the bid opening and tabulate proposals, make an analysis of the bids, and submit recommendations for the award of construction contract. City of Elgin • Bowes Road Interceptor Sewer• 990046 Page A-8 BAXTER W. 1 WOODMAN PROJECT APPROACH/SCOPE OF SERVICES CONTINUED . . . Construction Phase ■ Prepare Contract Documents -We will prepare all contract documents between the City and the selected contractor. • Attend Preconstruction Meeting- We will meet with you and the contractor to establish project schedules and administrative procedures, insurance requirements, safety require- ments, shop drawing review procedures, the engineer's status during construction, pay re- quest procedures, testing procedures, and procedures for completion of the project. • Provide Liaison and Contract Control - We will act as the City's representative with duties, responsibilities and limitations of authority as assigned in the construction contract documents. We will advise and confer with City officials during construction and issue the City's authorized instructions to the contractor. Our resident project representatives will also assist the contractor in understanding the intent of the construction contract documents and serve as the City's liaison with other local agencies such as utility companies, businesses, etc. • Provide On-Site Review of Work- We will provide full-time on-site construction obser- vation of the work in progress to determine that the project is proceeding in accordance with the construction contract documents and that completed work will conform to the requirements of the construction contract documents. If any of the work is believed to be unsatisfactory, faulty or defective,not conforming to the final design documents, or does not meet the requirements of inspections, and tests, the contractor will be instructed to correct these deficiencies and a report will be completed for the City advising them of the action taken or if any special testing or inspection will be required. All tests required will be conducted in the presence of required personnel and adequate records thereof will be submitted to the City. Our resident project representative will en- sure that all applicable field tests will be conducted. An analysis will be made of the results of all field and laboratory tests to determine the suitability compliance with the require- ments of the construction contract documents. City of Elgin •Bowes Road Interceptor Sewer• 990046 Page A-9 BAXTER Pr% 4111 WOODMAN (omn/!,H(1.HL'nnt✓n PROJECT APPROACH/SCOPE OF SERVICES CONTINUED. . . Visiting inspectors representing public or other agencies having jurisdiction over the project will be accompanied and a record of the outcome of these inspections will be submitted to the City. The stake-out of construction lines and grades as well as assisting the contractor with inter- pretation of the drawing and specifications will be completed. Daily reports of construc- tion progress will be prepared and submitted. • Evaluate Contractor Suggestions and Requests-We will consider and evaluate sugges- tions and requests for modifications in drawings and specifications which may be submit- ted by the contractor and make recommendations to the City with any time or cost implica- tions for final decision. • Monitor Shop Drawings - Develop shop drawing submittal requirements and submittal schedules and review and monitor compliance with submittal schedules. A record of shop drawing submittals and approval will be maintained and notification made to the contractor when submittals are lacking or untimely. • Monitor Schedules-Working with the contractor to maintain a workable updated Primavera type construction schedule that is maintained and monitored weekly as construction progresses as required by the construction contract documents will be accomplished. Moni- toring the construction schedule and the conditions which may cause delay in completion will be reported along with corrective measures to the contractor and the City in sufficient time to make adjustments. • Attend Job Meetings - Conduct weekly progress meetings with all parties to review con- struction progress, design interpretations and overall progress. We will also conduct on- site job meetings with the general contractor and the subcontractors to review day-to-day requirements and any problems. Minutes of both meetings will be circulated. • Administer Contract and Records - Handle all day-to-day contract administration and associated correspondence. Maintain at the job site orderly files for correspondence, re- ports of job conferences, shop drawings, and samples submissions, reproductions of origi- nal construction contract documents including all addenda, change orders, field orders, additional drawings issued subsequent to the execution of the construction contract docu- ments, progress reports, and other project related documents. City of Elgin • Bowes Road Interceptor Sewer• 990046 Page A-10 BAXTER 4111 I WOODMAN (:ur su(h r{,I.r/,n/ern • PROJECT APPROACH/SCOPE OF SERVICES CONTINUED. . . • Submit Reports-Furnish written reports to the City on a biweekly basis of progress of the work and the contractor's compliance with the approved progress schedule and schedule of shop drawing submissions. ■ Review Contractor Pay Requests - Review of contractor's pay requests for payments as construction work progresses, and advise the City of the amounts due and payable to the contractor in accordance with the terms of the construction contract documents. ■ Evaluate Change Orders -Perform evaluation of proposed construction contract change orders and submit recommendation for approval or denial to the City. Prepare construction contract change orders when authorized by the City. • Review Governmental Policies-Review contractor policies and other governmental man- dated programs to ensure contractor compliance with the governing regulations. IN Prepare As-Built Drawings - Prepare accurate record drawings which show field mea- sured dimensions of the completed construction work which is the true construction record condition. Provide the City with one set of reproducible record drawings and all equipment operation and maintenance manuals. • Conduct Final Inspection-Conduct a final inspection of the project with the City and the contractor. Prepare and give to the contractor a final punchlist and ensure that the contrac- tor completes same in an expeditious manner. Issue an opinion of satisfactory completion for acceptance of the project by the City. Process the contractor's final request for pay- ment. Personnel Loading The following spreadsheet contains an outline of the associated tasks,personnel assigned for those tasks, and our estimate of man-hours to perform each task. Man-hour projections are based upon a 2-phased construction season, each phase approximately 8 months long. City of Elgin • Bowes Road Interceptor Sewer• 990046 Page A-11 BAXTER 4111 WOODMAN LSmulhn,g(ri�rnvn ATTACHMENT B CITY OF ELGIN, ILLINOIS BOWES ROAD INTERCEPTOR SEWER—PHASE 1B PROJECT MILESTONE SCHEDULE Attend Project Kickoff Meeting April 14, 1999 Conduct Walk-through of Alternative Routes April 28, 1999 Attend Meeting with City and Affected Property Owners May 12, 1999 Deliver Design Concept Report to City June 21, 1999 Complete DCR and Initiate Preliminary Design July 6, 1999 Submit Preliminary Design to City October 11, 1999 Initiate Final Design October 18, 1999 Complete Final Design December 1, 1999 Advertise for Bids February, 2000 Receive Bids March, 2000 Award Construction Contract April, 2000 BAXTER 411111 WOODMAN Consulting Engineers •tiOF Et. (iY) ` ' City of Elgin Agenda Item No. RAtfD to, March 12, 1997 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Engineering Services Agreement Bowes Road Interceptor Sewer-Phase 1B PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into an agreement with Baxter & Woodman for the preparation of plans, specifications and cost estimates for the construction of the Bowes Road Interceptor Sewer-Phase 1B. (BRIS-1B) BACKGROUND rook In the 1999 Budget, the City Council authorized the design of the BRIS-1B. The design and construction of the BRIS-1B will extend the sewer from its current terminus east of McLean Boulevard to the Fox River Water Reclamation Districts west treatment plant located east of IL Route 31 . The sewer will be designed in 1999 with construction to take place in two phases in 2000 and 2001 . A location map is shown as Exhibit A. The scope of work within the subject agreement is for engineering and construction services . The fee quoted at this point, however, reflects only those costs associated with design services . The agreement will be amended to include construction services when a construction contract is presented to the City Council for award. The project schedule anticipates completion of design and plan preparation in late 1999 to allow for a February, 2000 construction bidding. The adopted 1999-2003 Financial Plan includes the preliminary cost estimate for construction at $5, 610, 000 ( $2, 530, 000-Phase I , $3, 080 , 000- Phase II ) . Proposals were received on February 12, 1999 from three firms : - Rezek, Henry, Meisenheimer and Gende (RHMG) - Baxter & Woodman (B&W) - RJN Group (RJN) r Bowes Road Interceptor Sewer-Phase 1B March 12, 1997 Page 2 A staff selection committee evaluation of the three proposals was conducted, which resulted in B&W unanimously being the top-rated firm. The criteria used to evaluate the proposals include the educational background, knowledge and experience of the staff the firm assigns to the project, specialized experience of the firm as demonstrated by previous projects , the firm' s proposed scope of services and the firm' s familiarity with conditions affecting the project. A copy of the memorandum sent to the staff selection committee, the proposal evaluation criteria, as well as results of the selection process, are enclosed as Exhibit B. Upon selection, B&W met with staff to finalize the project scope and negotiate their fee. The final negotiated fee is $170 , 300 . The tabulation of costs shown in Exhibit B shows that B&W submitted the lowest fee. A copy of the proposed agreement is shown as Exhibit C. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. i,L,FINANCIAL IMPACT The design engineering for BRIS-1B is budgeted in the amount of $300,000 within the Sewer Development Fund, account number 440-0000-772 . 92-41, project number 339593 . The contract with Baxter & Woodman will be in the not-to-exceed amount of $170, 300 . W AIL/LEGALIMPACT None. ALTERNATIVES None. RECOMMENDATION It is recommended that the City Council approve the subject agreement with Baxter & Woodman in the not-to-exceed amount of $170, 300 and authorize staff to execute the necessary documents. Respectfully submi ted, -42 / ) ' 674-4----- J ce . Parker r City Manager SP/do Attachments mal Jl" ,s S Y r ,1 w I sT A ' tN JIC-11 .� u p So > Gt Lrr 2 LOC' flON MAP ira ST NT J ar I T D ~ 1 • Vli .u°. 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