00-197 Resolution No . 00-197
RESOLUTION
AUTHORIZING EXECUTION OF AN ENGINEERING SERVICES AGREEMENT
AMENDMENT NO. 3 WITH BAXTER & WOODMAN, INC. FOR
SERVICES RELATING TO THE OTTER CREEK PUMPING STATION
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. 3
on behalf of the City of Elgin with Baxter & Woodman, Inc . for
engineering services relating to the Otter Creek pumping
station, a copy of which is attached hereto and made a part
hereof by reference.
s/ Ed Schock
Ed Schock, Mayor
Presented: August 23 , 2000
Adopted: August 23 , 2000
Omnibus Vote : Yeas 7 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
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CITY OF ELGIN, ILLINOIS
OTTER CREEK PUMPING STATION, FORCE MAIN
INFLUENT SEWER AND BOWES ROAD INTERCEPTOR SEWER- UPSTREAM
ENGINEERING SERVICES AGREEMENT
AMENDMENT NO. 3
THIS AGREEMENT AMENDMENT NO. 3 entered into this o4rday of 14 ti
2000, 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"), shall modify that Agreement dated 14 September
1995, as amended by Amendment No. 1 dated 31 August 1998, and Amendment No. 2 dated
8 March 2000, whereby the ENGINEER was engaged by CITY to perform certain
professional services in connection with the preparation of plans, specifications, estimates
of cost, bidding and preconstruction award services, and construction related engineering
services for the Otter Creek Pumping Station, Force Main, Influent Sewer and Bowes Road
Interceptor Sewer-Upstream (hereinafter referred to as "PROJECT").
WHEREAS, the services did not include additional design services to re-design the
pumping station at the developer-requested site located on the south side of Bowes Road
immediately east of Otter Creek,
AND
WHEREAS, the CITY desires the ENGINEER to provide final design services for
a new sewage pumping station located at said developer-requested pumping station site,
AND
WHEREAS, the services did not include additional design services to re-design the
influent sewer and force main along the developer-requested route along Bowes Road from
Otter Creek east to Randall Road, and south along Randall Road from Bowes Road to the
terminus of the existing Bowes Road Interceptor,
AND
WHEREAS, the CITY desires the ENGINEER to provide final design services for
said developer-requested influent sewer/force main route,
AND
WHEREAS, the services did not include bid assistance services for the developer-
requested pumping station site and influent sewer/force main route,
B A X T E
- 1 - `
_•i
WOODMAN
ConcultingLnganeis
AND
WHEREAS,the CITY desires the ENGINEER to provide bid assistance services for
the pumping station and influent sewer/force main projects,
AND
WHEREAS,the CITY desires to include the payments to the ENGINEER under the
Agreement in connection with the re-design and bidding of the pumping station and influent
sewer/force main projects.
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.C. of the AGREEMENT, as amended by AMENDMENT NO.1 and
AMENDMENT NO.2, is hereby further amended as follows:
PARAGRAPH C.10 as provided in AMENDMENT NO.2 is hereby deleted.
New PARAGRAPHS C.10 and C.11 are hereby added to read as follows:
10. Preparation of the Final Design Documents for the Otter
Creek Pumping Station and Influent Sewer/Force Main
projects at and along the developer-requested site and route,
ENGINEER's Project No. 000278.
11. Performance of bid assistance services for the Otter Creek
Pumping Station and Force Main projects at and along the
developer-requested site and route.
A detailed Scope of Services for the services described in the foregoing
PARAGRAPHS C.10 and C.11 is attached hereto as Attachment A.
SECTION N.A. of the AGREEMENT, as amended by AMENDMENT NO. 1 and
AMENDMENT NO. 2, is hereby deleted and replaced with the following:
A. The CITY shall reimburse the ENGINEER for professional services
described in Paragraphs I.C.1 through I.C.11, a lump sum of two
hundred and ninety-seven thousand two hundred and ten dollars
($297,210), regardless of actual costs incurred by the ENGINEER
unless substantial modifications to the PROJECT are authorized in
writing by the CITY.
SECTION N.B. of the AGREEMENT, as amended by AMENDMENT NO. 1 and
AMENDMENT NO. 2, is hereby further amended as follows:
A X T E R
- 2 -
IFS
.
WOODMAN
Con culling 6nganrra
The line items of"Evaluation of Alternative Force Main Route $6,000" and"Total
$235,830" as provided in AMENDMENT NO. 2 are hereby deleted.
New line items are hereby added to read as follows:
Additional Developer—Requested Services
Pumping Station $ 35,270
Force Main 32,110
Subtotal $ 67,380
Total $297,210
SECTION N.C. of the AGREEMENT, as amended by AMENDMENT NO.1 and
AMENDMENT NO. 2, is hereby further amended by adding the following additional
language thereto:
The ENGINEER shall make necessary arrangements and employ qualified
subconsultants for all surveying and geotechnical services necessary for the
services described in Paragraphs C.10 and C.11 of this AMENDMENT NO.
3, for the following work:
1. Geotechnical and soils investigations.
2. Wetlands delineation.
3. Plats of property and easement acquisition.
The CITY shall reimburse the ENGINEER for the direct cost of the above
professional subconsultant services, in an amount not to exceed Forty
Thousand Dollars ($40,000) without a modification to this agreement by a
change order or amendment.
SECTION N.D. of the AGREEMENT, as amended by AMENDMENT NO. 1 and
AMENDMENT NO. 2, is hereby deleted and replaced with the following:
D. The total payments by the CITY under this agreement under
paragraphs N.A and IV.0 shall not exceed Three Hundred Seventy-
Two Thousand Two Hundred and Ten Dollars ($372,210)unless this
agreement is modified by a change order or amendment.
SECTION N.H. of the AGREEMENT, as amended by AMENDMENT NO. 1 and
AMENDMENT NO. 2, is hereby deleted and replaced with the following:
H. A detailed fee breakdown for the additional services described in
Paragraphs I.C.8 and I.C.9 is attached hereto as Attachment C-2.
`B A X T E t R
- 3 -
WOODMAN
Consulting Fngi nrrrs
SECTION IV. of the AGREEMENT, as amended by AMENDMENT NO. 1 and
AMENDMENT NO. 2, is hereby further amended to include the following paragraph N.I.:
I. A detailed fee breakdown for the additional services described in
Paragraphs I.C.10 and I.C.11 is attached hereto as Attachment C-3.
ATTACHMENT C-2 as attached to AMENDMENT NO. 2 is hereby deleted and
replaced with ATTACHMENT C-2 as attached to this AMENDMENT NO. 3.
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 By 0
City Cler y Manager
(SEAL)
For the ENGINEER:
Dated this Z.Z.day of 4 , A.D., 2000.
ATTEST: BAXTER& WOODMAN, INC.
By „yr C12-72.../.6 By ,(24
Secretary President/CEO
(SEAL)
H:\PRO.\ELGNC\000278\Revised Amendment No.3.doc
RWB:cf
8-2-00
prBA X I;
- 4 -
_
WOODMAN
Consulting Engineers
la:ur 171 010 400 U40V LAA a( i nwVaAty K016/023
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CITY OF ELGIN, ILLINOIS
OTTER CREEK PUMPING STATION, FORCE MAIN, INFLUENT SEWER
AND BOWES ROAD INTERCEPTOR SEWER - UPSTREAM
ENGINEERING SERVICES AGREEMENT
ATTACHMENT A
SCOPE OF SERVICES
FINAL DESIGN SERVICES
1. Review Previous Reports
Review the Preliminary Report of the Otter Creek Pumping Station which is
dated October, 1993 and the City's Sanitary Sewer Study which was dated
April, 1993. Meet with the City Public Wmics Director and his staff to discuss
the findings, c uuclusions and recommendations of those reports tr/d to obtain
aerial photographs, plat maps, design drawings of existing sewers in the service
area, and other documents nccciM by the ENGINEER.
2. Conduct Field Surveys,
- Conduct field surveys of the Otter Creek Pumping Station site and the Force
Main and Influent Sewer mutes. Use total station survey equipment to obtain
the survey data and download the surveyed data correctly intn the C:AD1)
system.
•
Spot check the field survey data with the aerial photographs and property maps
to confirm the accuracy of the surveyed data.
3. Geotechnical and Wetland Subconsultants
Hire a qualified geotechnical subconsultant to provide soil borings at the pump-
ing station site and on the influent sewer route. Obtain a soil investigation
report describing the soil conditions found at the site and including recommenda-
s:- - tions for construction of the pumping station and sewer.
Y r„_
Hire a wetland consultant to delineate wetlands along the Influent Sewer and
Force Main route and at the pumping station site
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da 1J:Uts 7.T1 61D 400 V430 bAL1CK 6c WOUDYA.Y 10017/023
Attachment A 2.
•
4. Preliminary Design Drawings -
Prepare preliminary design drawings showing the pumping station floor plans,
floor elevations, and sewer and force main invert elevations. Select major
pieces of equipment including raw sewage pumps, odor control equipment, the
sewage grinder or bar screen and the electrical equipment.
Consider the exterior treatment of the pumping station and retain an architect to
make recommendations, review the recommendations with the DIRECTOR to
obtain input.
Provide a cost estimate for the preliminary design of the pumping station and
compare it to the cost infnrmatinn presented in the Preliminary Design Report.
For the influent sewer and force main, prepare drawings showing the location of.
the pi; L-r,F aild structures. Drawings will show ground surface elevations and
show the invert elevation of the influent sewer. Drawings will also include the
junction structures at the start of the influent sewer and at the discharge point of
the force main.
5. Final Design and Specification
Meet with City officials to discuss the preliminary design work and make
modifications as directed. Prepare the final design drawings showing mechani-
cal, electrical, and structural details. Prepare technical specifications describing
the equipment and the construction materials.
6. Submit Drawings to IEPA
Review the design drawings and technical specifications with the City and
submit the approved documents to the TEPA for their review, approval and
permits. Submit the drawings to Department of Conservation, FEMA, Kane
County, Illinois DOT. and other public agencies having jurisdiction over the
construction of the facilities.
''_ Prepare Construction Contract Documents
t.:
Prepare construction contract docx,mentc cnnsisting of the Notice to Bidders.
Instruction to Bidders, Bid Form, Agreement, Performance Payment Bond,
General C.arditions, and Supplementary Conditions. Submit the contract
,� 15:08 '1 815 455 0450 BAXTER & ROODLAN Q018/023
s
7
Attachment A 3,
documents to the City of review and approval by the City officials and legal
counsel.
1
8. Opinion of Probable Construction Cost
Prepare the Engineer's opinion of probable construction cost for each contract
based upon the quantities of work to be bid. Submit an opinion of probable cost
on the approved final design documents to the City for authorization to receive
bids.
ASSISTANCE DURING BIDDING
Assist the.City in solicitation of construction bids from as many qualified bidders
As possible. Print the bidding documents including tic drawing specification, the
contract documents and distribute them to Elden ruad suppliers.
. Conduct a pre-bid cc nference for interested contractors, attend the bid opening
and tabulate the proposals, and make an analysis of the proposals and submit
recommendations for award of the construction contract.
•
N
CITY OF ELGIN
OTTER CREEK PUMPING STATION, INFLUENT SEWER,FORCE MAIN
BOWES ROAD INTERCEPTOR SEWER-UPSTREAM
ENGINEERING SERVICES AGREEMENT
AMENDMENT NO.2
ATTACHMENT C-2
RE-DESIGN PUMPING STATION ACCESS ROAD
HOURS PER EMPLOYEE CLASSIFICATION
PRINC. PROJECT PROJECT ELECT. TRAFFIC SURVEY TECH CADD SECR. TOTAL
MAN. ENGG. ENGG ENGG COST
MEETINGS AND PROJECT MANAGEMENT 14.25 10.5 $ 2,307.00
TOPOGRAPHICAL SURVEY 12.5 6 $ 942.00
CIVIL ENGINEERING 21.25 23.75 22.25 $ 4,995.50
ELECTRICAL ENGINEERING 2.5 $ 230.00
CADD GENERAL 64 $ 3,900.00
SECRETARIAL AND PRINTING 4 $ 170.50
SUBTOTAL $ 12,545
MILEAGE AND SUPPLIES $ 132.80
TOTAL AMOUNT $12,677.80
RE-PACKAGE AND RE-BID THE CONSTRUCTION CONTRACT
HOURS PER EMPLOYEE CLASSIFICATION
PRINC. PROJECT PROJECT ELECT. CONSTR. SURVEY TECH CADD SECR. TOTAL
MAN. ENGG. ENGG ENGG COST
MEETINGS AND PROJECT MANAGEMENT 8 4.25 $ 1,157.00
ASSISTANCE DURING BIDDING 33.75 0.25 0.5 2 $ 3,062.50
CIVIL ENGINEERING 17.75 $ 1,491.00
ELECTRICAL ENGINEERING 5 $ 390.00
CADD GENERAL 13.5 $ 873.00
SECRETARIAL AND PRINTING 29.25 $ 1,255.00
ADDENDUM PREPARATION 4.5 $ 378.00
SUBTOTAL $ 8,606.50
MILEAGE AND SUPPLIES $ 53.55
TOTAL AMOUNT $ 8,660.05
CITY OF ELGIN,ILLINOIS
OTTER CREEK PUMPING STATION,INFLUENT SEWER,FORCE MAIN
AND BOWES ROAD INTERCEPTOR SEWER-UPSTREAM
ENGINEERING SERVICES AGREEMENT
BETWEEN TIIE CITY OF ELGIN,ILLINOIS AND BAXTER&WOODMAN,INC.
AMENDMENT NO.3 .
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ESTIMATES OF TIME AND COST FOR ADDITIONAL DEVELOPER REQUESTED SERVICES
ATTACIIMENT C-3
ESTIMATED HOURS
Project Project Structural Electrical CAD/Survey
Principal Manager Engineer Engineer Engineer Technician Secretarial
DESCRIPTION @$100/hr @$88/hr @$74/hr @$88/hr @$96/hr @$64/hr @$44/hr Total Cost
I. OTTER CREEK PUMPING STATION
A. Conduct Ficld Survcys 2 16 31,200
B. Coordinate Wetlands Delineation 2 2 $264
C. Coordinate Gcotcchnical Consultant 2 2 2 $440
D. Perform Hydraulic Computations 2 8 $768
G Coordinate ComEd Scrvicc 2 8 3944
F. Prepare Final Dcsign Drawings 8 40 40 24 80 314,608
G. Prcparc Technical Spccifcations 4 8 4 8 16 32,768
I1. Prepare Opinion of Probablc Costs 8 8 8 $2,064
1. Prepare Construction Contract Documents 4 4 $528
J. Permit Applications 8 40 8 $4,016
K. Bid Assistance 32 4 4 4 8 $4,160
L. Mcctings 16 16 $3,008
M. Milagc&Misc.Expenses $500
SUBTOTAL 16 90 104 50 52 100 40 $35,268
SAY $35,270
CITY OF ELGIN,ILLINOIS '
OTTER CREEK PUMPING STATION,INFLUENT SEWER,I.ORCE MAIN
AND BOWES ROAD INTERCEPTOR SEWER-UPSTREAM
ENGINEERING SERVICES AGREEMENT
BETWEEN TILE CITY OF ELGIN,ILLINOIS AND BAXTER& WOODMAN,INC.
AMENDMENT NO.3
ESTIMATES OF TIME AND COST FOR ADDITIONAL DEVELOPER REQUESTED SERVICES
ATTACHMENT C-3(continued)
ESTIMATED HOURS
Project Project
Principal Manager Engineer Technician Secretarial
DESCRIPTION @$100/hr @$88/hr @$74/hr @$64/hr @ $44/hr Total Cost
2. OTTER CREEK INFLUENT SEWER AND FORCE MAIN
A. Conduct Field Surveys 4 64 $4,448
B. Coordinate Wetlands Delineations 2 2 $264
C. Coordinate Gcotcchnical Consultant 2 $176
D. Easement Acquisition Assistance 8 16 4 $2,144
E. Verify Influent Sewer Invert 4 8 $944
F. Prepare Final Design Drawings 8 80 80 $11,744
G. Prepare Technical Specifications 8 24 16 $3,184
H. Prepare Opinion of Probable Costs 2 8 $768
I. Prepare Construction Contract Documents 4 4 $52$
J. Permit Applications 4 24 8 $2,480
K. Bid Assistance 32 4 8 $3,424
L. Meetings 8 8 $1,504
M. Milage&Misc.Expenses $500
SUBTOTAL 8 86 160 152 38 . $32,108
SAY $32,110
ti `sy OF E< /,
ti
° City of Elgin Agenda Item No.
I,('ut\�
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Ge i4
August 1, 2000 k. r`' N' 'I
N r ,k-,.I•
TO: Mayor and Members of the City Council NEIGHBORHOOD VITALITY
FROM: Joyce A. Parker, City Manager
SUBJECT: Amendment No. 3 to an Agreement with
Baxter & Woodman for the Otter Creek Lift
Station/Force Main Design Engineering
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider Amendment No. 3 to
an agreement with Baxter & Woodman (B&W) for additional design
services for the Otter Creek Lift Station/Force Main Project .
few BACKGROUND
The original agreement with B&W ($207, 000) for the preparation of
final plans, specifications, cost estimates and bidding assistance
for the subject project was authorized by City Council August 23,
1995 . Amendment No. 1 added additional design services ($36, 492)
to accommodate changes in the flood plain elevations and the
exterior appearance of the building. Amendment No. 2 ($27, 338)
added additional design services to relocate the pumping station
access road within Commonwealth Edison right-of-way at Hopps Road,
additional bidding assistance provided to re-bid the project, and
additional design services to evaluate an alternative route for the
force main.
Amendment No. 3 in the amount of $101, 380 is for additional design
services to relocate the sewage pumping station to a new site and
the influent sewer and force main along a new route requested by
the developers, additional bidding assistance to re-bid the project
and plat of dedication preparation.
The City currently owns a two-acre site north of Hopps Road and
east of Otter Creek for the proposed sewage pumping station.
Because of the difficulty the City has experienced in obtaining the
elift. easements for the associated influent sewer and force mains,
potential developers have proposed an alternate site and route for
the pumping station and force main. The new site is located just
C.O. No. 3/Otter Creek Lift Station
August 1, 2000
Page 2
south of Bowes Road and east of Otter Creek. The proposed site is
approximately three acres in size. B&W has reviewed the site and
determined that the location is acceptable. Soils investigations
will have to be performed to determine its final suitability, but
no problems are anticipated.
The proposed route for the force main would run adjacent to Bowes
Road. The developers own options on all the affected properties
and have indicated they will provide the necessary easements .
B&W' s fee includes the preparation of plats of dedication for the
new lift station site and force main route. Only the plat
development and essential preliminary engineering work will
initially be done. The plat will then be forwarded to the
developers for formal dedication of the property. When complete,
the design revisions will be made.
A map showing the proposed location of the lift station and force
main is attached as Exhibit A. A copy of Amendment No. 3 is
attached as Exhibit B.
elm' COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None .
� FINANCIAL IMPACT
Funds for engineering and construction are budgeted in account
number 395-4200-795. 92-32 ($362, 000) and account number 396-4200-
795 . 92-32 ($2, 950, 000) project number 339505. The original
agreement with B&W is in the amount of $207, 000 . Amendment No. 1
is in the amount of $36, 492 . Amendment No. 2 is in the amount of
$27, 338 . Amendment No. 3 will add $101, 380 to the agreement with
B&W for a total not-to-exceed amount of $372, 210 .
04/LEGAL IMPACT
The agreement must be reviewed by the Legal Department .
ALTERNATIVES
None.
rft.
C.O. No. 3/Otter Creek Lift Station
August 1, 2000
Page 3
RECODNDATION
It is recommended that City Council approve Amendment No. 3 with
Baxter & Woodman in the amount of $101, 380, leaving a total not-to-
exceed fee with B&W of $372, 210, and authorize staff to execute the
amendment .
::;)
• Res tfully submitted,
Joy A. �Pa`ker
City Manager
SP:do
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., OTTER CREEK LIFT STATION
AND FORCE MAIN LOCATION MAP
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