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01-58 Resolution No. 01-58 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH CIVIL DESIGN GROUP, INC. FOR THE 2001 SEWER REHABILITATION 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 Civil Design Group, Inc. for the 2001 Sewer Rehabilitation Project, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: March 14 , 2001 Adopted: March 14, 2001 Omnibus Vote : Yeas : 6 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk 3' Page 1 AGREEMENT THIS AGREEMENT, made and entered into this-To day of Ai,}2 CH, 2001,by and between the CITY OF ELGIN,an Illinois municipal corporation (hereinafter referred to as"CITY")and CIVIL DESIGN GROUP,INC. (hereinafter referred to as"ENGINEER"). WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the 2001 Sewer Rehabilitation Project(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. An outline of the services to be provided by the ENGINEER includes investigation of the individual project sites and available data; topographic survey using readily available benchmarks and plats for reference; development of preliminary design concepts to be selected for implementation by the CITY;preparation of plans and documents as needed for permit from agencies as noted elsewhere in this AGREEMENT;preparation of final _:design plans, specifications and quantities as needed for contractor bid and construction. C. A detailed Scope of Services is attached hereto as Attachment A. Page 2 II. PROGRESS REPORTS A. An outline project milestone schedule is as follows: 1. Contract Award on February 28th 2. Notice to Proceed on March 1" 3. Completion of topographic survey on March 16t 4. Submittal of preliminary design for Projects 3,4, 7 and 10 to CITY(including a concurrent submittal to INPC for 3 and 4)for review by March 23nd 5. Begin final design for Projects 3,4, 7 and 10,following selection of specific preliminary design alternatives by CITY, by March 30th 6. Submittal of preliminary design for remaining projects by April 4th 7. Permit applications to IEPA for Project 7 and 10, and COE for Projects 3 and 4 , by April 6th 8. Selection of preliminary design concepts for all other projects by April 11t 9. Receipt of permits from other agencies for all projects by April 25th 10. Completion of design plans and specifications as needed for bid by April 27th B. Narrative description of the project approach and schedule is included in Attachment A, attached hereto.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. Page 3 IV. PAYMENTS TO THE ENGINEER A. For services provided the ENGINEER shall be reimbursed at the hourly rates as given in Attachment B for the personnel employed on this PROJECT,with the total fee not to exceed$75,000 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,without mark-up. The total fee given in A. above includes wetland delineation for Projects 3 and 4, if needed. Soils Engineering is assumed to not be needed in the design phase. C. Reimbursable expenses will include mileage for vehicles used, printing costs for plans and specifications as needed for review by the CITY, permit applications,and review by utility companies. Additionally included are one set of reproducible plans and specifications for use by the CITY in making sets for the bid and construction phases of the PROJECT. The total for these expenses is given in E. below. Fees required by other agencies for permit application will be paid directly by the CITY. D. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30 days after receipt and approval of invoice. Said periodic payments to the ENGINEER shall not exceed the amounts shown in the following schedule,and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. E. The schedule of Fees and Expenses for the work to be performed by the ENGINEER is given in Attachment C,attached hereto. Page 4 V. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY.Progress reports(II.C. 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 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. Page 5 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 (I5) 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, 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, or damages, 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 and hold harmless such action shall be defended by legal counsel of the CITY's choosing. XI. NO PERSONAL LIABILITY 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. Page 6 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 ArticleX 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 Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. This policy limit shall not be reduced by endorsement 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. NONDISCRIMMINATION 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, Page 7 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. 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 Page 8 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. 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; 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; Page 9 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. 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: WILLIAM SCHMANSII,P.E. Vice President Civil Design Group,Inc. 1754 North Washington Street Suite 120 Naperville,Illinois 60563-1334 • Page 10 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 andTat there are no other oral agreements that have not been reduced to writing in this statement. For the CITY: ATTEST: THE CITY OF ELGIN • fi By -n4„,,( fA4eu4, By� City Clerk U, Qity Manager (SEAL) For the ENGINE�ER: Dated this�(�>' day of FIi6YG/G4Y`� ,A.D., 200 . /.40FOFFICIAL SEAL ATTEST: 0: PATRICIA M POIRIER NOTARY PUBLIC.STATE OF ILLINOIS MY COMMISSION EXPIRES:09!02/03 Rr!R�A.A!M4, /:rii� By44e- -"'etary vJ;/fia� 7�G�+'�d�I��i President (SEAL) @*1) Civil Design Group, Inc. 630.577.1500 630.577.1525 FAX Consulting Engineers www.civildesigngroupinc.com ATTACHMENT A-CITY OF ELGIN 2001 SEWER REHABILITATION PROJECTS DETAILED SCOPE OF SERVICES The overall approach to the 10 different Projects is generally described below, with specifics for each one following. Phase I— Investigation, Topographic Survey and Preliminary Design Development Initial Investigation While we have received some plans and correspondence from the City regarding the projects, the initial step in the project will be to obtain any additional existing information that may be found in the City's files. Also,we will make contact with private utilities to get their atlases and to discuss particular locations specifically, such as along Douglas, Mclean and Wing. JULIE will be contacted to get field locations of any buried utilities. Details of the adjoining ROW will be gained through contact with the Illinois Department of Transportation, the C&NW Railroad, Corn Ed and others as may be appropriate. Our Project Manager, David Medo, will spearhead this effort. We will schedule this for the first week of March 2001, following the anticipated February 28th date for final approval of this Engineering Contract During this time, we will also begin any topographic work that can be started, particularly for the critical projects. Our Principal-In-Charge will be William Schmanski, P.E. He will be involved throughout the project, particularly in the drainage issues to be addressed. Concurrently with the investigation of infrastructure by Mr. Medo as noted above,we will collect additional information regarding the drainage characteristics of the projects. Communications We will establish procedures for scheduling meetings and documenting communications among City staff, Civil Design Group and other parties as may be appropriate. This is critical to our Quality Assurance/Quality Control(QA/QC) procedures. Project objectives evolve somewhat during the early stages of projects, and Mr. Schmanski will closely monitor the Phase I and II design phases. The approaches used in meeting those objectives and how to deal with time and budget constraints will be issues addressed by Mr. Schmanski on an almost daily basis. This is an important concern for these Projects given the very short time frame under which the City wants to proceed. Our staff will communicate with City staff and others in a timely fashion . Periodic memos summarizing the conclusions reached and directives given by City staff in the course of the Project will be provided. These will be provided as appropriate via E-mail, delivery of hardcopy or during the meetings held with City staff. 1754 North Washington Street Suite 120 Naperville, Illinois 60563-1334 ATTACHMENT A-CITY OF ELGIN 2001 SEWER REHABILITATION PROJECTS DETAILED SCOPE OF SERVICES Drainage Studies As mentioned above, our Principle-in-Charge, William Schmanski, will address the drainage issues for these Projects. Under his guidance, our staff will study the topography and general drainage patterns of areas tributary to the Projects. This work will be done where needed to determine the size of the any new storm sewers and collection structures. The Rational Method, along with Bulletin 70 rainfall data, will be used, as City staff has indicated that there will not be the need to analyze particularly complicated stormwater hydraulics. Wetland Determinations/Delineations The Projects do not seem to require a Wetlands Consultant, with the exception of#3(Glenwood Trail Storm Sewer)and possibly#4 (Trout Park Storm Sewer). We have budgeted fees for this and will use EnCAP, Inc. as a sub-consultant in the event that their services are needed for these projects. Topographic Survey The topographic survey work will begin immediately after or concurrently with the initial collection of data from the City as noted above. We feel that the topographic work on the most critical Projects should be completed as soon as possible. Field topographic data will be AutoCAD drafted by our staff as soon as the field data at each Location is collected and downloaded. This will provide base plans for use in the Phase I planning in a timely manner, as the schedule for the Projects dictate that Phase II design will begin no later than the beginning of April. Existing boundary or ROW surveys that are readily available for the Projects will be collected for. referenced and verified by our Field Crew as needed. Horizontal and vertical control will be set by our field crew,with reference to control information collected and/or field monumentation set as part of previous boundary survey(s). These controls will be left in place for use in construction layout, as discussed later. There is no apparent need for easements on any of the Projects. We will have a P.L.S.who we work with on a very regular basis, Paul Thomson, review the specific needs at the various locations and determine the any additional level of effort and fees needed. Preliminary Planning Preliminary plans will be prepared and provided to City staff for review. We anticipate having meetings for review in order to answer questions and receive comments in a timely manner. There should be at least two meetings in the last few weeks in March, though no more than three of these review sessions should be needed in the Preliminary Phase. Cost estimates for alternates, if needed, will be prepared at different stages of Phase I. Following our reaching consensus on these preliminary plans,we will proceed to final design, Phase II for each of the 10 Projects individually. Phase I will conclude in late March-2001. Note that Phase II services will start on the most critical of the 10 locations as soon as possible, likely by the second or third week of March. In other words, Phase II will be started on those critical projects to allow for the April 28th completion of Final Plans for the Bid Package discussed in Phase II as discussed below. ATTACHMENT A-CITY OF ELGIN 2001 SEWER REHABILITATION PROJECTS DETAILED SCOPE OF SERVICES Phase 11— Preparation of Contract Plans, Specifications and Estimates Detailed design of the improvements will follow the guidelines established in Phase I and will be completed by April 28t for inclusion in the Bid packages to be distributed by the City. Common elements of a final set of design plans, such as a Cover Sheet with a Location Map, Schedule of Quantities, General Notes, Geometric and Grading Plans, Cross-Sections and Details, etc. will be provided by Civil Design Group. We will provide one reproducible copy of the Plans that will be used by the City to make copies to be included in the bid sets. Additionally, a detailed Engineer's Estimate of Cost will be provided. A single copy of the Detailed Specifications, a Bid Form and Special Provisions will be provided in booklet form, to be used for copies to be included with the"Front End"documents to be provided by the City for the bid phase. The construction contract will be such that items of work can be reduced or eliminated, in order to fit the costs to the available budget Communications with the City staff will continue as needed, with telephone or E-mail used as appropriate. Drawing files can be readily exchanged in this manner. When specific issues arise that are best resolved with meetings, we will schedule them immediately in order to keep on track with the schedule for the project Permit for work in the IDOT Route 25 Right-of-Way is assumed to be unnecessary since the work along that frontage will not encroach into the ROW. We anticipate that approval for the work in Projects 3 and 4, at the Trout Park ravines,will be needed from the Illinois Nature Preserves Commission in order for the Corps of Engineers to issue their permit for the work. Details in this regard will be initially addressed in the Preliminary Phase to ensure that there will be no delays in the execution of the construction. IEPA will have to issue permit for the lift station in Project 7, the Country Knoll Relief Sewer. Application for this will be made as soon as possible in the design phase, hopefully by the first week of April. In this way,we should be able to receive and respond to any review comments they may have prior to the issuing of bid sets. The Kane County Highway DOT will have to issue permit(s)for work in Mclean Blvd. We have a cooperative relationship with them, as we currently provide drainage reviews for them for site developments that adjoin their ROW. We do not anticipate any hold-ups in their reviews,which we will initiate as early as possible, likely during the Preliminary Phase I stage. The Bid Phase is anticipated in May 2001,with selection of the Contractor made sometime in June. We will be available to answer questions that may arise and assist the City in responding with Addendums as may be needed. ATTACHMENT A-CITY OF ELGIN 2001 SEWER REHABILITATION PROJECTS DETAILED SCOPE OF SERVICES SPECIFIC CONSIDERATIONS AT EACH PROJECT Projects 1 &2-Douglas Avenue Storm and Sanitary Sewer Replacement These projects are in the same block of Douglas Avenue and will be designed and constructed together. We will consider these to be the highest priority and assume we will start topographic as soon as we receive the notice to proceed. JULIE locates could be scheduled prior to that date to assist in dealing with the time constraints on the work. Acquisition of utility atlases and establishing contact with private utility companies could also be started during February. Dealing with the large duct bank that we were told is in the Douglas ROW may be a significant obstacle for the project design to overcome. Dealing with the location of it and the utility(ies)that may be using that will be foremost on our list of tasks. In regards to the flow diversion,we understand that there is no need for a detailed hydraulic analysis. The size of the new storm sewer will be the same as the raceway being replaced, taking into account the better hydraulics of smooth-walled new pipe as compared to the condition of the raceway. The extent of sanitary sewer repair needed will be determined by review of the televised inspection tapes that the City has. Spot repair by various methods, including excavation and replacement, grouting and sliplining will be evaluated. Total removal and replacement will be considered if appropriate. It is assumed that no IEPA permit will be needed for this work. Project 3- Glenwood Trail Storm Sewer This project is also a high priority, as noted in the RFP. The storm sewer being extended down to the ravine was constructed in the Area III Special Assessment project a few years ago. Contact will be made with the Illinois Nature Preserves Commission (INPC) staff and the Corps of Engineers as the first order of business. Different options for sewer installation will be explored in concert with COE, INPC, the City and contractors who can perform the uncommon construction procedures to be considered. These include directional boring of the storm sewer down the slope and the installation of the discharge structure at the bottom to minimize disturbance to the area. We are confident that we will find the most suitable option with the lowest cost in this manner. Project 4- Trout Park Storm Sewer • This project entails installation of a stormwater conveyance system to eliminate the excessive erosion occurring in the park due to the discharge of an IDOT energy dissipater recently installed. Channel stabilization, and most likely_a new storm sewer, will be required. One or two options will be presented for consideration by the City, INPC and the COE, as needed. The data provided to us from the City will provide the flowrates to be considered in the design. ATTACHMENT A-CITY OF ELGIN 2001 SEWER REHABILITATION PROJECTS DETAILED SCOPE OF SERVICES Project 5-N. Mclean Standing Water The stormwater collected in this sag in Mclean Blvd. discharges to the east, apparently within the Railroad ROW that runs east-west across Mclean at this point Our initial contact for this project would therefor be with that Railroad. The peak flows discharged from the roadway/railroad intersection will likely be unchanged with the proposed improvement, as the peak flows overtop the curb and run along the railroad currently, as we understand it Additional low flow storm sewer itself should therefore not be a problem, but the installation of it along the railroad ballast will be the most important issue to address. We anticipate working successfully with the railroad and the City to resolve this issue to everyone's satisfaction. Project 6-Pine Street Standing Water The project is intended to drain a low area along Parkside, approximately 150 feet north of Wing Street. Extension of a storm sewer along the Wing Street ROW to the Commonwealth intersection is likely the best solution. Work within the Wing Street ROW will be complicated by the many buried utilities along an extension of the Wing Street storm sewer that ends at Commonwealth, a distance of a little over 300 feet. The new storm sewer could be small diameter and still accomplish the primary goal of drying out the low area on Parkside. Specific alternatives, primarily running westerly along either the north or south parkway of Wing,will be addressed after topography is collected. Since Wing Street was recently reconstructed, plans are available to guide our investigation with utilities and the topographic survey, which will save some staff time in those tasks. Project 7- Country Knoll Relief Sewer The area of concern includes 7 houses along a sag in Country Knoll Lane. These houses experience sewage back-ups in the basement periodically. This project is currently considered as a temporary solution to the basement back-up problem. • We will approach this project by first looking into the feasibility of disconnecting the homes with back- up problems from the existing mainline sewer and routing those into a new sanitary sewer that will discharge into new small lift station. The new sewer and this lift station will be located in the ROW or, if this is not practical due to lack of room, in an easement in the front yard on one or more of the lots. Those sewer flows will be pumped back into the existing sewer system at a point far enough past that area to ensure that no back-ups will occur in other houses, considering the peak flows when the lift station kicks on and the sewer is running full. • ATTACHMENT A-CITY OF ELGIN 2001 SEWER REHABILITATION PROJECTS DETAILED SCOPE OF SERVICES Project 8- Warwick Place Standing Water The extension of storm sewer from a low area at the south end of Warwick Place to an existing storm sewer in Chicago Streetis the likely solution to this problem. We anticipate calculating the runoff from the rather large area tributary to this intersection under a range of storm events. Sizing the relief storm sewer for 2, 5 or 10 year events will be part of our work in the design phase. Comparison of these 2, 5 and 10 year sizes to the size and capacity of the Chicago Ave sewer will be the basis for selection of the size of the relief sewer. We do not anticipate performing a detailed storm sewer study for the Chicago Avenue storm sewer, but will use any data supplied by the City in this regard. Project 9- Wood Ridge Court Outlet Rehabilitation The design for this project will be straightforward. Once our field investigation determines the extent of the erosion problem, we will be able to consider options for solving it. Access to the area for the construction work will likely be the most difficult part of the work, based on our cursory viewing of the area as part of our effort in preparing the proposal for this project. It is assumed that there is no individual permit required for this maintenance work from other agencies, such the Corps of Engineers, but that an existing Regional Permit would apply. Project 10-Pine Meadows Sanitary Sewer This project will also be relatively straightforward. Civil Design Group prepared the plans for the sewer to be used for the redirected flows. Those plans actually indicate the line to be installed. Permit will be required from the Kane County DOT for the auger anticipated under Mclean Boulevard for this new sewer. An IEPA permit will be needed for this work. It is assumed that all flow data as needed for IEPA permit,'such as Population Equivalents and available capacity in the receiving sewer, will be readily available from City records for use in filling out these permit applications. @i) Civil Design Group, Inc. 630.577.1500 630.577.1525 FAX Consulting Engineers www.civildesigngroupinc.com ATTACHMENT B - BILLING RATE CLASSES AND REIMBURSABLE COSTS FOR CITY OF ELGIN -2001 SEWER REHABILITATION PROJECTS Hourly Salary Classification Des. $ Rate Principal in Responsible Charge P1 125.00 Senior Project Manager E5 105.00 Project Manager E4 86.00 Project Engineer E3 78.00 Civil Engineer E2 72.00 Landscape Architect L1 86.00 Senior Engineering Technician T5 72.00 Engineering Technician T4 67.00 Technician T3 62.00 Junior Technician or Field Crew Chief T2 56.00 Field Crew Technician T1 49.00 Administrative Assistant Al 44.00 Field Survey Crew(2 Person) 105.00 Use of GPS Equipment by Field Survey Crew 50.00 Reimbursable Costs • Printing & Reproduction Actual Cost x 1.1 Automobile Transportation $0.345 per mile x 1.1 Other Transportation Costs Actual Cost x 1.1 Package Delivery Services Actual Cost x 1.1 Outside Sub-consultant Services Actual Cost Other Project Specific Reimbursable Costs Actual Cost x 1.1 Notes on Billing Rates & Reimbursable Costs 1. Salary rates include general office and payroll overhead. 2. Computer systems are utilized for all design, drafting, and project administration tasks. The rates quoted above includeprovision for the.use of these systems. There are no extra fees for computer usage. 3. Reimbursable costs will be itemized in billing statements. 4. Other consultant services (if required) will be specifically itemized in billing statements. 5. Salary rates are subject to change on Jan. 1, 2002. 1754 North Washington Street Suite 120 Naperville, Illinois 60563-1334 - w @), Civil Design Group, Inc. 630.577.1500 630.577.1525 FAX Consulting Engineers www.civildesigngroupinc.com ATTACHMENT C -SCHEDULE OF FEES AND REIMBURSABLE COSTS FOR CITY OF ELGIN - 2001 SEWER REHABILITATION PROJECTS Description of Work Fees Projects 1 and 2 - Survey and Design $7,144.00 Project 3- Survey, Design and Permits 8,538.00 Project 4- Survey, Design and Permits 8,872.00 Project 5- Survey and Design 3,702.00 Project 6- Survey and Design 4,314.00 Project 7 - Survey, Design and Permits 10,042.00 Project 8- Survey and Design 5,550.00 Project 9- Survey and Design 2,855.00 Project 10- Survey, Design and Permits 3,708.00 Research, General Technical Specifications, Administrative Work 19.175.00 Total Professional Services, including Sub-Consultants $73,900.00 Reimbursable Costs Printing & Reproduction $500.00 Automobile Transportation 600.00 Total Reimbursable Costs $1,100.00 Total Fees (Professional Services plus Reimbursables) $75,000.00 1754 North Washington Street Suite 120 Naperville,Illinois 60563-1334 ` = Agenda Item No. JCity of Elgin oQTEDFE� E([ 1 J `1,c YLi I 1111:11 February 16, 2001 «i 11� It rut r IP uui I� it 01 it TO: Mayor and Member of the City Council \.;rug FINANCIALLY STABLE CITY GOVERNMENT EFFICIENT SERVICES, FROM: Joyce A. Parker, City Manager AND QUALITY INFRASTRUCTURE SUBJECT: Engineering Services Agreement 2001 Sewer Rehabilitation 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 engineering services agreement with Civil Design Group, Inc. (CDG) to complete design engineering for the 2001 Sewer Rehabilitation Project . BACKGROUND Each year, the City Council budgets money to complete various sanitary sewers and storm sewer replacements and/or repairs throughout the City. This Engineering Services Agreement will provide for the design engineering, contract documents and bidding assistance for storm sewer/sanitary sewer replacements and repairs at ten locations, as described below: 1 . The replacement of an old storm sewer that currently runs through the middle of the Recreation Center site with a new storm sewer that will extend from the Douglas Avenue/Symphony Way intersection northward approximately 300 feet . 2 . The rehabilitation/replacement of sanitary sewer in Douglas Avenue between Kimball Street and Symphony Way. 3 . The extension of a storm sewer outlet on Glenwood Trail to the bottom of a ravine . The purpose of this project is to eliminate a sewer erosion problem exacerbated by the Area 3 project . The Area 3 storm sewer was connected to a tile system that outlets at the top of the ravine. 4 . The extension of storm sewer in Trout Park from a storm sewer outlet structure recently installed by IDOT to a City-owned storm sewer inlet structure. 2001 Sewer Rehabilitation Project February 16, 2001 Page 2 5 . A problem with standing water on North McLean Boulevard south of Big Timber Road will be corrected. 6 . A problem with standing water on Pine Street north of Wing Street will be corrected. 7 . Several homes on Country Knolls Lane experience frequent sewer backups during peak usage times . This project will provide a relief sewer system to bypass sewer flow during these peak times . 8 . A problem with standing water on Warwick Place will be corrected. 9. The storm sewer outlet on Wood Ridge Court will be repaired to eliminate an erosion problem. 10 . The sanitary sewer for the Pine Meadows Subdivision will be disconnected from the Bowes Road Interceptor Sewer and reconnected to the sanitary sewers in the Fox Bluff Corporate Center. This will eliminate the need to maintain a sewer main that falls within the South Elgin corporate limits. Request for proposals were sent to six firms, with proposals being received on January 19, 2001 from five firms : 4 Cemcon 4 Civil Design Group 4 Manhard Consultants 4 Postl - Yore 4 Trotter Associates A staff Selection Committee of the five proposals was conducted, which resulted in Civil Design Group being the top rated firm. A copy of the results of the selection process is attached as Exhibit A. Upon selection, CDG met with staff to finalize the project scope and negotiate their fee. The final negotiated fee is $75, 000. The tabulation of costs shown in Exhibit A shows two firms with substantially lower fees . The scope of work submitted by Postl- Yore and Manhard did not include any hours to obtain Army Corps and Illinois Nature Preserve Commission permits, which staff feels may few be required for the projects in Trout Park and Sherwood Trail . In addition, staff feels Manhard' s proposal did not include sufficient hours to successfully complete all the projects as required. . , (Pk 2001 Sewer Rehabilitation Project February 16 , 2001 Page 3 A copy of the proposed agreement is attached as Exhibit B. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT ifl The agreement with Civil Design Group will total $75, 000, of which `,) $10, 042 will be charged to the Country Knolls Relief Sewer portion, account number 380-4200-795 . 92-41, project number 339620, $3, 100 will be charged to the 2001 Bond Sale scheduled for spring 2001, account number 381-4200-795 . 92-41, project number 339643 , and $61, 858 will be charged to 276-0000-791 . 93-80 , project number 339645, Neighborhood Storm Sewer 2001 . 10, LEGAL IMPACT None. ew ALTERNATIVES 1. Enter into an engineering services agreement with Civil Design Group, Inc. to complete design engineering for the 2001 Sewer Rehabilitation Project. 2 . Do not enter into an agreement for the 2001 Sewer Rehabilitation Project . RECOMMENDATION It is recommended that City Council authorize the City Manager to execute an agreement with Civil Design Group, Inc. in the not-to- exceed amount of $75, 000. qR ctfully s itted, h/dr-c "( Jo ce A. Parker City Manager SP: do rAttachments