00-160 Resolution No. 00-160
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
CRAWFORD, MURPHY AND TILLY, INC. FOR THE
SPARTAN DRIVE EXTENSION 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 agreement on behalf of the City of Elgin with
Crawford, Murphy and Tilly, Inc . for construction related
engineering and inspection services for the Spartan Drive
Extension - Phase I Project , a copy of which is attached
hereto and made a part hereof by reference.
s/ Ed Schock
Ed Schock, Mayor
Presented: June 28 , 2000
Adopted: June 28 , 2000
Omnibus Vote : Yeas 7 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
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AGREEMENT
THIS AGREEMENT,made and entered into this/0 day ofj u� y 2000,by and
between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as "CITY")and Crawford,
Murphy,and Tilly,Inc.hereinafter referred to as"ENGINEER").
WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional services in connection
with construction of the Spartan Drive Extension(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 for and in consideration of the mutual promises and covenants contained herein,the
sufficiency of which is hereby acknowledged 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,herein after referred to as the"DIRECTOR".
B. The following major tasks of work will be performed by the ENGINEER:
1.Project Start up
2.Shop Drawing reviews
3.Layout of initial project control I and layout checking
4.Construction observation and associated activcities
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5.Project close out and final inspection
C. A detailed Scope of Services and Supplemental scope items are included in this document as Attachments
A and B respectively.
II.PROGRESS REPORTS
A.Estimated construction start date is June 5,2000,and estimated substantial completion date is
September 15,2000.
B.A detailed project schedule for the Project will be submitted by the CONTRACTOR in accordance with
requirements set forth in the construction contract documents. 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 too,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(Not To Exceed Method)
A. For services provided the ENGINEER shall be reimbursed at the rate of 2.95 times the direct hourly
rate of personnel employed on this PROJECT,with the total fee not to exceed$166,730.00 regardless of
the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are
authorized in writing by the DIRECTOR.
B. For outside services provided by other firms or subconsultants,the CITY shall pay the ENGINEER the
invoiced fee to the ENGINEER,plus 5%. Such reimbursements to the ENGINEER are included in the
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total not to exceed fee stated in the preceding Subparagraph A hereof.
C. Total Direct labor $148,655.00
In-house direct expense $8,325.00
Out-of-house expense $9,750.00
Total Engineering Effort $166,730.00
D. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30 days after
receipt and approval of invoice.
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 notice to_proceed and,
unless terminated for cause or pursuant to Article V,shall be deemed concluded on the date the CITY
determines that all of the ENGINEER's work under this agreement is completed. A determination of
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completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter
acquire with respect to any term or provision of the Agreement.
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 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
To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and hold
harmless the CITY, its officers,employees,agents,boards and commissions from and against any and
all claims,suits,judgments,costs,attorney's fees,damages or other relief, including but not limited to
workers'compensation claims, in any way resulting from or arising out of negligent actions or
omissions of the ENGINEER in connection herewith,including negligence or omissions of employees
or agents of the ENGINEER arising out of the performance of this Agreement. In the event of any
action against the CITY,its officers,employees,agents,boards or commissions,covered by the
foregoing duty to indemnify,defend and hold harmless such action shall be defended by legal counsel
of the CITY's choosing.
XI. NO PERSONAL LIABILITY
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No official,director,officer,agent or employee of the CITY 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 Certification 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.
This insurance shall apply as primary insurance with respect to any other insurance or self-
insurance programs afforded to the CITY. There shall be no endorsement or modification of this
insurance to make it excess over other available insurance,alternatively,if the insurance states that
it is excess or prorate, it shall be endorsed to be primary with respect to the CITY.
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
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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.
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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 had been made.
Any proposed subcontractor shall require the CITY's advanced written approval.
XVII. NO CO-PARTNERSHIP OR AGENCY
This agreement shall not be construed so as to create a partnership,joint venture,employment or other
agency relationship between the parties hereto.
XVIII.SEVERABILITY
The parties intend and agreed that,if any paragraph,sub-paragraph,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 OR AMENDMENT
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 amendment duly executed by the parties. Each party agrees that no representations or
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.
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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.
XXIII.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
The ENGINEER certifies hereby that it is not barred from bidding on this
contract as a result of a violation of 720 ILCS 5/33E et seq. Or any similar state or federal statute
regarding bid rigging.
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;
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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 775 ILCS
5/2-105.
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.
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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:
P.J.Fitzpatrick,P.E.
Project Manager
Crawford,Murphy,and Tilly,Inc.
600 N. Commons Drive, Suite 107
Aurora,Illinois 60504
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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
By 544-1A.-41,_
a-.--B e-
City Clerk Ci Manager
(SEAL)
For the ENGINEER:
Dated this /Zi4day of /2) ,A.D.,2000.
ATTEST:
By ilIdAlliAlhoPe
A fa o r. o ect Manager Senior Vice President
CONSTRUCTION SERVICES
1. Liaison and Contract Control
Act as the CITY's representative with duties,responsibilities and limitations of authority as
assigned in the Construction Contract Documents, and advise and confer with CITY
officials during construction and issue the CITY's authorized instructions to the Contractor.
Assist the Contractor in understanding the intent of the construction contract Documents.
Serve as the CITY's liaison with other local agencies such as utility companies,businesses,
CITY's on-site representative, etc.
2. On-Site Review of Work
Conduct continuous and full-time on-site observations 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.
Instruct Contractor to correct any work believed to be unsatisfactory, faulty or defective,
not conforming to the requirements of the Construction Contract Documents, or does not
meet the requirements of any inspections, tests, or approval required to be made and report
same to the CITY; and advise CITY of action taken or if any special testing or inspection
will be required.
Verify that tests are conducted as required by the Construction Contract Documents and in
the presence of the required personnel, and that Contractors maintain and submit adequate
records thereof; observe, record, and report to the CITY appropriate details relative to the
test procedures.
Perform or cause to have performed as applicable, all required field tests such as concrete
tests, soil compaction tests and ensure such tests are made as specified. Analyze the results
of all field and laboratory tests to determine the suitability compliance with the
requirements of the Construction Contract Documents.
Accompany visiting inspectors representing public or other agencies having jurisdiction
over the project, record the outcome of these inspections and report to the CITY.
Stake-out construction lines and grades and assist the Contractor with interpretation of the
Drawings and Specifications.
Prepare and submit detailed daily reports of construction progress.
City of Elgin Page 1 of 4 Attachment A
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3. Contractor Suggestions and Requests
Consider and evaluate suggestions and requests for modifications in drawings and
specifications which may be submitted by the Contractor and make recommendations to the
CITY with any time or cost implications for final decision.
4. Shop Drawings
Develop shop drawing submittal requirements and assist Contractor in development of
submittal schedules. Review and monitor compliance with submittal schedules.
Review and approve shop drawings and samples,the results of tests and inspections and
other data which any Contractor is required to submit, but only for conformance with the
design concept of the project and compliance with the information given in the
Construction Contract Documents. Such review shall not be construed as relieving the
Contractor of the responsibility to meet requirements of the Construction Contract
Documents. Determine the acceptability of substitute materials and equipment proposed by
the Contractor; and receive and review(for general content as required by the
specifications)maintenance and operating instructions, guarantees, bonds and certificates
of inspection which are to be assembled by the Contractor(s) in accordance with the
Construction Contract Documents.
Record and maintain a shop drawing submittal and approval log and notify the Contractor
whenever submittals are lacking or untimely.
5. Schedules
Prepare a final Primavera type construction schedule with the participation of the
Contractor and obtain the Contractor's approval of the construction schedule. A schedule of
shop drawing submissions, and schedule of values shall also be prepared by the Contractor
and approved by the engineer.
Work 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. Report progress and schedule deviations and
corrective measures proposed by the Contractor to the City.
6. Job Meetings
Conduct weekly progress meetings with all parties as required by the Construction Contract
Documents to review construction progress, design interpretations and overall progress.
Prepare, maintain, and circulate copies of minutes thereof. Arrange a schedule of on-site
job work meetings with the General Contractor and Subcontractors to review day-to-day
requirements and problems. Prepare, maintain, and circulate copies of minutes thereof.
City of Elgin Page 2 of 4 Attachment A
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7. Contract Administration and Records
Handle all day-to-day Contract Administration and associated correspondence. Maintain at
the job site orderly files for correspondence, reports of job conferences, shop drawings, and
samples submissions, reproductions of original Construction Contract Documents including
all addenda, change orders, field orders, additional drawings issued subsequent to the
execution of the Construction Contract Documents, progress reports, and other project
related documents.
8. 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.
9. Contractor Pay Requests
Review the Contractor's 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.
10. 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.
11. Government Policies
Review the Contractor's compliance with governmental mandated programs. Compliance
with OSHA requirements and general safety provisions will be reviewed by an independent
safety officer retained by the Contractor as part of the construction work. The safety officer
will visit the job site periodically and will submit written reports to the CITY, Contractor,
and ENGINEER.
12. Record Drawings
Prepare record drawings which show field measured dimensions of the completed
construction work which the ENGINEERS consider significant and provide the CITY with
one set of reproducible record drawings and all equipment operation and maintenance
manuals within ninety (90) days of the PROJECT completion.
City of Elgin Page 3 of 4 Attachment A
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13. Final Completion
Conduct a final inspection of the PROJECT with the CITY and the Contractor, and prepare
and give to the Contractor a final punch list. Issue an opinion of satisfactory completion
for acceptance of the PROJECT by the CITY>Process the Contractor's final request for
payment.
City of Elgin Page 4 of 4 Attachment A
Spartan Drive Extension Project
City of Elgin,Illinois
Supplement to the
Scope of Construction Services
The project schedule, as identified at our pre-proposal meeting held on April 26th,2000,
is assumed to be June 5th thru September 15th, 2000. We have assumed an additional
three weeks of inspection beyond the substantial completion date of September 15th, for
the installation of traffic signal and roadway lighting hardware. We propose to staff the
project with a full time Resident engineer, 1 part time inspector, 1 part time Project
Engineer to provide support to the Resident Engineer, 1 part time Project Manager to
provide contract administration and agency coordination issues. In addition to these
permanent assignments,we will provide a survey crew, a materials testing sub-consultant
and office personnel to assist with shop drawing reviews, as well as design support which
may be required throughout the project.
The following tasks are intended to supplement those identified in Attachment A of this
document. This supplement should govern over any discrepancies or inconsistencies
between Attachments A and B of this document. This supplement was utilized in
developing the detailed manhour estimates.
Task I—Project Start up
A. Project kick-off meeting with all stakeholders associated with the project(City
of Elgin, Kane County DOT, Woolpert, Elgin Community College,etc.)
B. Attend and facilitate the pre-construction meeting, distribute notices to
affected agencies,prepare and distribute minutes of the meeting.
D. Set up field file records.
E. At the request of City of Elgin personnel, on a task order basis, provide design
support to address outstanding review comments and coordination. Effort
associated with this task has been estimated to establish a budget for this
work. Any effort required above and beyond this estimate will be approved
by the City before proceeding with the work.
- • • - ,- • _ ... e •: : -- • . Y••
• • "
stages-?
earthwork
City of Elgin Page 1 of 3 Attachment B
Task II—Shop drawing reviews
A. Review traffic signal shop drawings.
B. Review roadway lighting shop drawings.
C. Review of miscellaneous catalog cut submittals.
D. Review of contractors suggestions and requests per scope item 3. of
Attachment A(assume 2 occurrences).
Task III—Initial project control/layout checking
A. Establish the initial project vertical and horizontal control (base bid),the
estimated effort included assumes the 2 control points identified on the
plans are recoverable, and a line of sight can be established between the 2
points.
B. Periodic checking of contractor layout(assume 1 crew day every other
week).
C. Layout of signal hardware prior to shop drawing review. This would
allow for a J.U.L.I.E. locate to establish existing utilities and verify
clearances. As lead time for ordering mast arms is fairly lengthy,this
would create a pro-active verification rather than a re-active response to a
conflict which could create a delay in delivery.
D. Establish the initial project vertical and horizontal control (add. alt.)the
estimated effort included assumes the 2 control points identified on the
plans are recoverable, and a line of sight can be established between the 2
points..
Task IV. —Construction observation and associated activities
A. Provide liaison and contract control activities (per scope item 1. of
Attachment A).
B. Review of on-site work and provide construction observation services (per
scope items 2. of Attachment A).
C. Material tests to be performed by a sub-consultant to be selected with the
concurrence of both the City of Elgin and the Kane County DOT(per
scope item 2.of Attachment A).
D. Periodic review of the Construction schedule prepared by the contractor,
to inform all stakeholders of any adverse impacts to the critical path, or
final completion, any reference to preparation of the schedule, or use of a
Primavera type software is not included(per scope item 5. of Attachment
A).
E. Attend and facilitate weekly on-site project meetings to discus project
schedules and issues specific to upcoming construction activities. Prepare
and distribute minutes to attendees (per scope item 6. of Attachment A).
City of Elgin Page 2 of 3 Attachment B
F. Maintain orderly project records of on-site activities and construction
record(per scope item 7. of Attachment A).
G. Prepare bi-weekly progress reports and submit with subsequent pay
request(per scope item 8. of Attachment A).
H. Prepare applications for payment in accordance with the payout schedule
included in the contract documents. Assume 10 applications will be
prepared for this project(per scope item 9. of Attachment A).
I. Provide an initial evaluation and recommendation for change order issues.
Assume 2 change orders, plus a final balancing change order for the entire
project(per scope item 10. of Attachment A).
Task V. —Project close out and final inspection
A. Coordinate and conduct a pre-final inspection of substantial project
completion(all items not associated with signal poles, mast arms, signal
heads, light poles, luminaries, controller cabinets, and wiring associated with
signal and lighting) on or about September 15`h, 2000, to generate punchlist.
B. Coordinate and conduct a pre-final inspection of all issues excepted in the
previous task, upon completion of installation, to generate punchlist.
C. Conduct a final inspection upon completion of punchlist items.
D. Prepare final construction record, and material certification.
E. Prepare and submit record drawings, hard copy, in addition to a electronic
version, on CD ROM,prepared in Microstation CAD format.
F. Assemble, copy, and deliver final job box.
City of Elgin Page 3 of 3 Attachment B
Estimated Effort of Consulting Services
Crawford,Murphy,and Tilly, Inc.
Spartan Drive Extension Project&
Randall Road/College Green Drive Intersection Improvements
City of Elgin,Illinois
Item Hours Average Hourly Total Direct Direct Labor In-House Effort Subconsultant Task%of Total
Rate Labor Multiplier @ 2.95 Direct Costs Sub-total Services Total Effort Effort
Task I-Project Start-up 157.0 $22.02 $3,456.76 $10,197.44 $150.00 $10,347.44 $10,347.44 6.21%
Task II-Shop drawing reviews 63.0 $22.51 $1,417.92 $4,182.86 $50.00 $4,232.86 $4,232.86 2.54%
Task III-Initial project control/layout 143.0 $19.46 $2,782.38 $8,208.02 $375.00 $8,583.02 $8,583.02 5.15%
checking
Task IV-Construction observation and 2048.0 $19.16 $39,241.70 $115,763.02 $7,200.00 $122,963.02 $9,750.00 $132,713.02 79.60%
associated activities
Task V-Final close out and inspection 175.0 $19.95 $3,491.98 $10,301.34 $550.00 $10,851.34 $10,851.34 6.51%
Sub-totals 2586.0 $19.49 $50,390.74 $148,652.68 $8,325.00 $156,977.68 $9,750.00 $166,727.68 100.00%
Total Engineering Effort $166,730.00
City of Elgin
Spartan Drive Extension and Attachment C
5/17/2000(3:55 PM) Randall Rd./College Green Dr.Intersection Page 1 of 1
Average Hourly Project Rates
Crawford,Murphy,and Tilly,Inc.
Spartan Drive Extension Project&
Randall Road/College Green Drive Intersection Improvements
City of Elgin,Illinois
Principal Project Manager/Engineer Senior Engineer Engineer Senior Technician Technician Clerical
verage
Task I-Project Start-up Total AHourly Hours % Hourly Hours % Hourly Hours % Hourly Hours % HourHourly % Hourly Hours % HourlyHours % Hourly
Hours Rate Involved Rate Involved Rate Involved Rate Involved Rate Involved Rate Involved Rate Involved Rate
A.Project kick-off with all project stake 10.0 $24.31 0.00% $80.00 3.0 30.00% S32.14 0.00% $24.18 3.0 30.00% $20.10 3.0 30.00% $24.52 0.00% $13.45 1.0 10.00% $12.78
holders
B.Attend and facilitate pre-construction 9.0 $22.94 0.00% $80.00 2.0 22.22% $32.14 0.00% $24.18 4.0 44.44% $20.10 2.0 22.22% $24.52 0.00% $13.45 1.0 11.11% $12.78
meeting
C.Photographs of existing conditions/creels
0.0 $0.00 0.00% $80.00 0.00% $32.14 0.00% $24.18 0.00% $20.10 0.00% $24.52 0.00% $13.45 #DIV/01 $12.78
photo log
D.Set up field records 23.0 $19.35 0.00% $60.00 1.0 4.35% $32.14 0.00% $24.18 8.0 34.78% $20.10 6.0 26.09% $24.52 4.0 17.39% $13.45 4.0 17.39% $12.78
E.Incorporate design/plan revisions into 115.0 $22.28 1.0 0.87% $80.00 8.0 5.22% $32.14 4.0 3.48% $24.18 56.0 48.70% $20.10 40.0 34.78% $24.52 8.0 5.22% $13.45 2.0 1.74% 512.78
project
F.Evaluation of plan quantities 0.0 $0.00 0.00% $60.00 0.00% $32.14 0.00% $24.18 0.00% $20.10 0.00% $24.52 0.00% $13.45 #DIV/01 $12.78
G."Value Engineering"review of contract 0.0 $0.00 0.00% $60.00 0.00% $32.14 0.00% $24.18 0.00% $20.10 0.00% $24.52 0.00% $13.45 #DIV/Of $12.78
documents
Task I-Totals 157.0 $22.02 1.0 0.64% $60.00 12.0 7.64% $32.14 4.0 2.55% $24.18 71.0 45.22% $20.10 51.0 32 48% $24.52 10.0 8.37% $13.45 8.0 5.10% $12.78
i
Principal Project Manager/Engineer Senior Engineer Engineer Senior Technician Technician Clerical
Total Average % Hourly % Hourly % Hourly % Hourly % Hourly % Hourly % Hourly
Task II-Shop drawing reviews Hours HourlyHours Involved Rate Hours Involved Rate Hours Involved Rate Hours Involved Rate Hours Involved Rate Hours Involved Rate Hours Involved Rate
Rate
A.Review of traffic signal shop drawings 12.0 $22.93 0.00% $60.00 0.00% $32.14 4 0 33.33% $24.18 4.0 33.33% $20.10 4.0 33.33% $24.52 0.00% $13.45 0,00% $12.78
B.Review of roadway lighting shop drawings 12.0 $21.57 0.00% $80.00 0.00% $32.14 0.00% $24.18 8.0 66.67% $20.10 4.0 33.33% $24.52 0.00% $13.45 0.00% $12.78
C.Review of misc.catalog cut submittals 15.0 $21.19 0.00% $60.00 1.0 6.67% $32.14 0.00% $24.18 8.0 53.33% $20.10 4.0 28.67% $24.52 2.0 13.33% $13.45 0.00% $12.78
D.Review of contractors suggestions and
requests per scope item 2.e.(Assume two 24.0 $23.58 0.00% $60.00 4.0 18.87% $32.14 0.00% $24.18 12.0 50.00% $20.10 8.0 33.33% $24.52 0.00% $13.45 0.00% $12.78
occurances)
Task II-Totals 63.0 $22.51 0.0 0.00% $60.00 5.0 7.94% $32.14 4.0 6.35% $24.18 32.0 50.79% $20.10 20.0 31.75% $24.52 2.0 3.17% $13.45 0.0 0.00% $12.78
Principal Project Manager/Engineer Senior Engineer Engineer Senior Technician Technician Clerical
Task III-Initial project control/layout Total Average % Hourly % Hourly % Hourly % Hourly % Hourly % Hourly % Hourly
checking Hours
Hourly Hours Involved Rate HoursHoursRate Hours Involved Rate Hours Involved Rate Hours Involved Rate Hours Involved Rate Hours Involved Rate
Rate
A.Establish initial project vertical and 33.0 $19.16 0.00% $80.00 0.00% $32.14 0.00% $24.18 1.0 3.03% $20.10 16.0 48.48% $22.11 16.0 48.48% $16.15 0.00% $12.78
horizontal control(base bid)
B.Periodic checking of contractor layout 81.0 $19.68 0.00% $80.00 3.0 3.70% $32.14 0.00% $24.18 6.0 7.41% $20.10 38.0 44.44% $22.11 38.0 44.44% $16.15 0.00% $12.78
(assume 1 crew day every other week)
C.Layout of signal hardware prior to shop 16.0 $19.13 0.00% $80.00 0.00% $32.14 0.00% $24.18 0.00% $20.10 8.0 50.00% $22.11 8.0 50.00% $16.15 0.00% $12.78
drawing review
D.Establish initial project vertical and
13.0 $19.20 0.00% $80.00 0.00% $32.14 0.00% $24.18 1.0 7.89% $20.10 6.0 46.15% $22.11 6.0 46.15% $16.15 0.00% $12.78
horizontal control(add.alt.)
Task III-Totals 143.0 $19.46 0.0 0.00% $60.00 3.0 2.10% $32.14 0.0 0.00% $24.18 8.0 5.59% $20.10 88.0 48.15% $22.11 66.0 48.15% $18.15 0.0 0.00% $12.78
City of Elgin Attachment D
5/17/2000(3:59 PM) Spartan Drive Extension and Randall Rd./College Green Dr.Intersection Page I of 2
Average Hourly Project Rates
Crawford,Murphy,and Tilly,Inc.
Spartan Drive Extension Project 8
Randall Road/College Green Drive Intersection Improvements
City of Elgin,Illinois
Principal Project Manager!Engineer Senior Engineer Engineer Senior Technician Technician Clerical
Task IV-Construction observation and Total AVerage % Hourly % Hourly % Hourly % Hourly % Hourly % Hourly % Hourly
associated activities Hours Hourly Hours Involved Rate Hours Involved Rale Hours Involved Rate Hours Involved Rate Hours Involved Rate Hours Involved Rate Hours Involved Rate
Rate
A.Liaison and contract control 40.0 $20.76 0.00% $60.00 0.00% $32.14 0.00% $24.18 24.0 60.00% $20.10 12.0 30.00% $24.52 4.0 10.00% $13.45 0.00% $12.78
B.On-site construction observation 1771.0 $18.58 0.00% 960.00 40.0 2.26% $32.14 0.00% $24.18 945.0 53.38% $20.10 186.0 10.50% $24.52 600.0 33.88% $13.45 0.00% $12.78
C.Material testing 9.0 $25.59 0.00% $60.00 3.0 33.33% $32.14 0.00% $24.18 3.0 33.33% 120.10 3.0 33.33% $24.52 0.00% $13.45 0.00% $12.78
D.Review of construction schedule 14.0 $23.08 0.00% $60.00 2.0 14.29% $32.14 0.00% $24.18 8.0 57.14% $20.10 4.0 28.57% $24.52 0.00% $13.45 0.00% $12.78
E.Weekly project meetings 144.0 $24.22 0.00% $80.00 36.0 25.00% $32.14 0.00% $24.18 72.0 50.00% $20.10 36.0 25.00% $24.52 0.00% $13.45 0.00% $12.78
F.Develop and maintain project records 27.0 $20.59 0.00% $60.00 0.00% $32.14 0.00% $24.18 24.0 88.89% $20.10 3.0 11.11% 124.52 0.00% $13.45 0.00% $12.78
G.Prepare monthly progress reports(assume 8.0 $21.21 0.00% $60.00 0.00% $32.14 0.00% $24.18 6.0 75.00% $20.10 2.0 25.00% 124.52 0.00% $13.45 0.00% $12.78
6 reports to be prepared)
H.Prepare applications for payment(assume 20.0 $20.98 0.00% $60.00 0.00% $32.14 0.00% $24.18 16.0 80.00% $20.10 4.0 20.00% $24.52 0.00% $13.45 0.00% $12.78
preparation of 10 applications)
I.Preparation of change orders(assume 2
change orders plus a final balancing change 15.0 320.98 0.00% $60.00 0.00% $32.14 0.00% $24.18 12.0 80.00% $20.10 3.0 20.00% $24.52 0.00% $13.45 0.00% 112.78
order)
Task IV-Totals 2048.0 $19.16 0.0 0.00% $60.00 81.0 3.96% 132.14 0.0 0.00% $24.18 1110.0 54.20% $20.10 253.0 12.35% $24.52 604.0 29.49% $13.45 0.0 0.00% $12.78
Principal Project Manager/Engineer Senior Engineer Engineer Senior Technician Technician Clerical
Total AVeroge % Hourly % Hourly % Hourly % Hourly % Hourly % Hourly % Hourly
Task V-Final close out and inspection Hours Hourly HoursHoursRate Hours Involved Rate Hours Involved Rate Hours Involved Rate Hours Involved Rate Hours Involved Rate Hours Involved Rate
Rate
A.Coordinate and conduct pre-final inspection 10.0 $20.69 0.00% $60.00 0.00% $32.14 0.00% $24.18 6.0 60.00% $20.10 3.0 30.00% 324.52 0.00% $13.45 1.0 10.00% $12.78
(substantial completion)
B.Coordinate and conduct pre-final inspection 10.0 $20.69 0.00% $60.00 0.00% $32.14 0.00% $24.18 6.0 60.00% $20.10 3.0 30.00% $24.52 0.00% $13.45 1.0 10.00% $12.78
(signal and lighting)
C.Coordinate and conduct final inspection 8.0 $24.22 0.00% $80.00 2.0 25.00% $32.14 0.00% $24.18 4.0 50.00% $20.10 2.0 25.00% 124.52 0.00% $13.45 0.00% $12.78
D.Prepare final construction record and 51.0 $19.70 0.00% $60.00 1.0 1.96% 332.14 000% $24.18 32.0 62.75% 320.10 8.0 15.89% $24.52 8.0 15.89% $13.45 2.0 3 92% $12.78
material cerkfication
E.Prepare and submit record drawings 86.0 $19.76 0.00% $60.00 2.0 2.33% $32.14 0.00% $24.18 36.0 41.86% 320.10 24.0 27.91% $24.52 24.0 27.91% $13.45 0.00% 512.78
B.Assemble,copy,and deliver final job box 10.0 $18.06 0.00% $60.00 0.00% $32.14 0.00% 324.18 4.0 40.00% $20.10 2.0 20.00% $24.52 0.00% $13.45 4.0 40.00% $12.78
Task V-Totals 175.0 $19.95 0.0 0.00% $60.00 5.0 2.88% $32.14 0.0 0.00% $24.18 88.0 50.29% $20.10 42.0 24.00% $24.52 32.0 18.29% $13.45 8.0 4.57% $12.78
City of Elgin Attachment D
5/170000(3:59 PM) Spartan Drive Extension and Randall Rd./College Green Dr.Intersection Page 2 of 2
icy F E40
i:-11 City of Elgin Agenda Item No.
eft. ED
E •
L
June 2, 2000
f
7y,
TO: Mayor and Members of the City Council NEIGHBORHOOD VITALITY
FROM: Joyce A. Parker, City Manager
SUBJECT: Construction Engineering Services Agreement with
Crawford, Murphy & Tilly, Inc. (CMT) for the
Spartan Drive Extension - Section I Project
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 CMT for construction related engineering and
inspection services for the Spartan Drive Extension - Phase I
Project .
BACKGROUND
In October 1995 the City entered into an agreement with Elgin
Community College (ECC) which provides for an exchange of land and
the extension of Spartan Drive west from the ECC campus to Randall
Road. At its December 17, 1997 meeting, City Council authorized an
agreement with Clark Dietz, Inc. (CDI) for preliminary engineering
for roadway location purposes . At its April 28, 1999 meeting, City
Council authorized Amendment No. 1 to the agreement with CDI for
the completion of plans, specifications, bid documents and bidding
assistance.
Typically, on projects designed by consultants, language is
included in the original agreement for the addition of construction
services, via amendment, at a later date. Construction services
include on-site inspection to insure compliance with plans and
specifications, material testing, review of shop drawings,
construction layout, resolution of complaints, conduct weekly
meetings and record drawing preparation.
Based upon the performance of CDI to date, staff is recommending
that a different firm be hired to provide construction phase
engineering services. It is felt that the special coordination
requirements for the construction project can best be met if a new
consultant handles the work.
1
Spartan Drive-Construction Services
June 2, 2000
Page 2
Staff solicited proposals from three firms (CMT, Stanley
Consultants, Baxter and Woodman) to provide construction
engineering services . Proposals were received on May 8, 2000 from
CMT and Stanley. Baxter & Woodman declined to submit a proposal .
In addition, CDI had previously submitted an unsolicited proposal.
A staff committee evaluation of the two proposals resulted in CMT
being the selected firm to provide the construction services .
Upon selection, CMT met with staff to finalize the scope of
services and negotiate their fee. The final negotiated fee is
$166, 730 . This fee is higher then the fee submitted by Stanley
($151, 282) and CDI ($125, 460) . CDI' s fee did not cover all of the
required scope items. The scope of services submitted by Stanley
did not include start up and plan review costs which staff feels is
necessary to successfully complete the project .
A copy of the proposed Construction Engineering Services Agreement
is attached as Exhibit A. The award of the contract for
construction of the subject project is included on the City Council
agenda under separate cover.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
FINANCIAL IMPACT
The Construction Engineering Services Agreement with CMT is in the
not-to-exceed amount of $166, 730 . Funds for this agreement are
available in account number 270-0000-791 . 93-80, project number
339514 .
L GAL IMPACT
None.
ALTERNATIVES
None .
Spartan Drive-Construction Services
June 2, 2000
Page 3
RECOMMENDATION
It is recommended that City Council approve the subject agreement
with Crawford, Murphy and Tilly in the not-to-exceed amount of
$166, 730 and authorize staff to execute the necessary documents .
Res-ectfully submitte ,
Jo'ce A. Parker
City Manager
SP:do
Attachments