01-42 Resolution No. 01-42
RESOLUTION
AUTHORIZING EXECUTION OF A FIRST AMENDMENT AGREEMENT
FOR PHASE II ENGINEERING OF LINKS 9 GOLF COURSE
WITH PATRICK ENGINEERING INC.
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
a First Amendment Agreement for Phase II Engineering of Links 9
Golf Course on behalf of the City of Elgin with Patrick
Engineering Inc . for the Sports Complex Golf Course, a copy of
which is attached hereto and made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: February 28, 2001
Adopted: February 28, 2001
Omnibus Vote : Yeas : 7 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
FIRST AMENDMENT AGREEMENT
FOR PHASE II ENGINEERING OF LINKS 9 GOLF COURSE
THIS FIRST AMENDMENT AGREEMENT is made and entered into this 7(t day of
rn R 2 c (.4 , 2001, by and between the CITY OF ELGIN, an Illinois municipal corporation
(hereinafter referred to as the "City") and PATRICK ENGINEERING INC. (hereinafter referred
to as "Engineer").
WHEREAS, the City and Engineer have previously entered into an Agreement dated
December 14, 2000, relating to the Engineer providing certain professional services for the
City's proposed new Golf Course (hereinafter referred to as the "Agreement"); and
WHEREAS, the City has requested and the Engineer has agreed to provide additional
services; and
WHEREAS, Section XX of the Agreement provides that additional services by the
Engineer beyond the scope of work of the Agreement requires prior written approval of the City
Council,
NOW, THEREFORE, for and in consideration of the mutual undertakings as contained
herein, and the mutual undertakings as contained in the Agreement between the City and the
Engineer of December 14, 2000, and other good and valuable consideration, the receipt and
sufficiency of which is hereby acknowledged, the parties hereto agree as follows:
1. That the foregoing recitals are incorporated into this First Amendment Agreement
in their entirety.
2. That the Agreement between the City and the Engineer dated December 14, 2000,
is hereby amended as follows:
A. Section I, titled "Scope of Services," is amended by adding the following
Paragraph C thereto:
C. The Engineer shall also perform the services for the Project
as set forth in Attachment B1, attached hereto and made a
part hereof by this reference.
B. Section IV, titled "Payments to Engineer," is amended by adding the
following Paragraph D thereto:
D. The not-to-exceed total fee of $359,500 indicated in
Paragraphs A and B of this Section IV shall be increased in
the amount of $40,000 to a revised not-to-exceed total of
$399,500. This increased not-to-exceed total fee of
$399,500 is for payment of charges and expenses of the
Engineer for providing the services set forth in both
Attachment Al (contained in Agreement) and
Attachment B 1 (first Amendment Agreement). Payment
for services rendered shall be in accordance with
Paragraphs A, B and C of this Section IV.
3. The reasons for the changes as outlined by this first Amendment Agreement are
germane to the original contract(Agreement) as signed.
4. That except as amended herein, the terms and provisions of the Agreement
between the City and the Engineer of December 14, 2000 shall remain in full
force and effect.
5. That in the event of any conflict between the provisions of this First Amendment
Agreement and the Agreement of December 14, 2000, the terms of this First
Amendment Agreement shall control.
IN WITNESS WHEREOF the parties have entered into and executed this First
Amendment Agreement on the date and year first written above.
CITY OF ELGIN PATRICK ENGINEERING INC.
By: ,i . By: c_
City Manager ice President
Attest: /1jl��t.... 14 • - Attest: _ _� i• /.- -�✓
City Clerk Se eta r
h:\civil\9177\A2\first amendment agreement.doc
FIRST AMENDMENT AGREEMENT
FOR PHASE II ENGINEERING OF LINKS 9 GOLF COURSE
ATTACHMENT B1
Consultant Scope of Services
Clubhouse and Maintenance Facilities Infrastructure
Purpose. Earthwork, sanitary service, water service, storm sewer, site lighting and pavement
improvements are required to serve the golf course clubhouse and the maintenance building.
These improvements will be constructed within the identified 4.5± acre clubhouse area and 2.5±
acre maintenance facility sites.
A temporary limited services clubhouse and a 160± car parking lot will be constructed prior to
the Spring 2003 opening of the golf course. The site must be planned to accommodate a future
full-service clubhouse and parking for approximately 400 vehicles.
To enable proper monitoring and maintenance of the golf course site during the 2002 "grow in"
season, the maintenance facility will be constructed in 2001. Site improvements to be provided
as part of the maintenance facility work include upgrading an existing access road (1000± feet)
to/from McLean Blvd. and sanitary (ejector pump and force main) and water services for a
restroom building to be located in the southeast area of the Links 9 Course.
Scope of Work. The Scope of Work will consist of design phase engineering activities and
preparation of drawings and specifications necessary for the bidding and construction of the
infrastructure (site) improvements required for both the initial clubhouse facilities and the
complete maintenance facility. This work will consist of the following items:
• Meet and consult with City and clubhouse architect to discuss needs, issues and alternatives
regarding site layout and site improvement planning.
• Provide site engineering information and options regarding evaluation of temporary
clubhouse vs. permanent clubhouse, including identification and costs of redundant site work
and future conflicts.
• Assist architect in development of a specific land plan for each site to accommodate City
needs and local conditions.
• Layout and calculate site geometrics and prepare the base site/development plan. Geometrics
will be based on the land plans chosen by the City and building specifics provided by the
architect.
• Consult with, advise and assist architect and its consultants regarding site improvement
design and construction planning. Provide relevant information and data to other project
consultants.
Page 2 of 3
• Develop a site grading design within the constraints of providing adequate storm drainage
facilities, meeting roadway and golf course elevations, establishing building floor elevations,
minimizing earthwork costs and coordinating topographic details with the site landscaping
plans.
• Design and detail the project storm drainage, sanitary sewer, water distribution, and parking
lot lighting systems.
• Design and detail grading, drainage and pavement improvements for the maintenance facility
access road.
• Coordinate electric/gas utility services layouts with responsible design consultants and
indicate these facilities on the site improvement plans. •
• Develop pavement designs and details for the clubhouse parking lots and maintenance
facility yard.
• Prepare construction drawings for the project site utility, drainage, grading, pavement and
site lighting improvements. These improvements will consist of the site topographic
changes, storm drainage systems, sanitary services, water services, pavements and pavement
lighting needed for the clubhouse and maintenance facilities.
• Prepare technical specifications for the subject site improvements and include these written
specifications on the drawings.
• Prepare erosion and sedimentation control plans, details and specifications for the
development sites.
• Prepare listings of pay item quantities and an opinion of probable construction costs based on
the drawings and specifications.
• Meet and consult with City staff to review the project and obtain approval of the drawings
and specifications.
• Prepare and assist the City in submitting IEPA permit applications for the project sanitary
and water services and any other applicable permits required.
Note: It is understood that the architect, together with the project manager (each under separate
contract with the City) will prepare the Contract Documents (Bid Notice, Instruction to Bidders,
Bid, General Conditions, Special Provisions, etc.) required for bidding and construction of the
clubhouse and maintenance facilities.
Schedule. Design services will start upon City authorization to proceed. These services will be
performed in character, sequence and timing so that they will be coordinated with the needs of
the City and architect; with regard to the planning and design and construction schedule for the
clubhouse and maintenance facilities.
Page 3 of 3
Fee. The above-described "Clubhouse and Maintenance Facilities Infrastructure" services will
be provided on an hourly rate and direct cost basis. The not-to-exceed budget for this work will
be $40,000. Rates and costs for work performed will be in accordance with the charges
identified in Attachment A2 of the"Phase II Engineering Agreement"dated December 14, 2000.
h:\civil\9177\a2\consultant scope phase II
r
OF
City of Elgin Agenda Item No
•
AnDtt
E
February, 2, 2001
1
TO Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT : Engineering Service Agreement for Sports Complex
Golf Course Amendment No . 1 - Phase II Engineering
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider Amendment No . 1
with Patrick Engineering for Phase II professional engineering and
surveying services to include clubhouse/maintenance facilities .
BACKGROUND
In November 2000, the City entered into a $359, 500 contract with
Patrick Engineering for engineering services related to the various
site engineering and surveying tasks associated with the initial
nine holes at the. Sports Complex. At that time, engineering
services for the clubhouse/maintenance facilities were excluded
since we were not at the point to determine the location and scope
of the clubhouse/maintenance facilities . A preliminary design has
been reviewed by staff which provides golf course construction
information (grading, utility hook up, drainage, etc. ) so that
construction bid documents may be provided to potential golf course
construction contractors . Construction for this initial nine holes
is preliminarily scheduled for Spring 2001, with bid letting set
for early March. The engineering costs associated with the
clubhouse/maintenance facility totals $40, 000 .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
The Golf Course Leadership Team has approved moving forward with
engineering.
1
4
Engineering Agreement Amendment No . 1
Sports Complex Golf Course
February 2, 2001
Page 2
x FINANCIAL IMPACT
Patr ick Engineering, Inc . ' s fee for the specific engin eering for
the clubhouse/ maintenance building, is a no: to exceed figure of
$40, 000 . Sufficient funds are budgeted and available in account
number 375-0000-795 . 30-99, project number 509537 , to pay for the
contract .
LEGAL IMPACT
VThe proposed agreement/amendment must be submitted to the Legal
Department for review.
ALTERNATIVES
1 . Contract with Patrick Engineering, Inc . , for engineering
services .
2 . Decline to proceed with the project .
3 . Choose another engineer .
RECOMMENDATION
It is recommended that the City Council approve Amendment No . 1 to
Patrick Engineering, Inc . ' s Phase II contract for engineering
services in conjunction with the Sports Complex Golf Course at a
not to exceed figure of $40, 000 .
R- •ectfully submitt- ■ ,
r •
- • /
Joyce A. Parker
City Manager
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