02-106 Resolution No. 02-106
RESOLUTION
AUTHORIZING M. I . C. , INC. TO ENTER IN O CHANGE ORDERS FOR
SERVICES FOR THE ELGIN RIVERFRONT ROJECT PHASE ONE
WHEREAS, the City of Elgin has he etofore entered into a
contract with M. I . C. , Inc . to provide construction management
services for the Elgin Riverfront Project Phase One; and
WHEREAS, it is necessary and desirab e to modify the terms of
certain contracts M. I . C. , Inc . has en ered into for various
services for such project ; and
WHEREAS, the proposed change orders are germane to the
original contracts as signed, are in the b-st interests of the city
and authorized by law.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF ELGIN, ILLINOIS, that M. I . C. Inc . be ane is hereby authorized to
enter into change orders for the foll.wing contracts in the
following amounts :
BID PAC , GE AMOUNT OF
CONTRACT NUMBE ' CHANGE ORDER
Tri City Excavating 2 $ 27 , 777 . 00
HB Blacktop 3 $ 7 , 946 . 00
LPS Paving 7 $122 , 000 . 00
Elliot Construction 8 $303 , 920 . 00
M. I .C. , Inc . (Masonry) 9 $230 , 653 . 00
Complete Fence 10 $ 42 , 050 . 00
Illinois Irrigation 11 1 $ 28, 050 . 00
Sebert Landscape 12 $ 98, 800 . 00
Bob' s Painting 13 $ 29, 803 . 00
Parr Electric 14 $217, 120 . 00
M. I . C. , Inc . (Miscellaneous Cost) $170, 477 . 00
s/ Ed Schock
Ed Schock, Mayor
Presented: March 13 , 2002
Adopted: March 13 , 2002
Vote : Yeas : 7 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
0 OF Et,,
City of Elgin Agenda Item No.
6.
March 8 , 2002
TO: Mayor and Members of the City Council
FROM: Olufemi Folarin, Interim City Manager
SUBJECT: Elgin Riverfront Phase One
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider authorizing
M. I .C. , Inc . to execute the subject contracts .
BACKGROUND
On April 18 , 2001, the City entered into a contract with M. I .C. ,
Inc . to provide construction management (CM) services for the Elgin
Riverfront Phase One . The type of CM contract executed is called
a Guaranteed Maximum Price (GMP) contract . With this type of
contract, the CM executes all contracts with the various trades
that will perform work on the Riverfront . This type of arrangement
provides the CM with the control it needs to coordinate and enforce
construction means and methods and schedules .
Contracts are publicly advertised and bid in accordance with the
Elgin Municipal Code . The City' s Purchasing Director coordinates
and is present at all public bid openings . When bids are opened
and reviewed, a recommendation is made by M. I . C. , Inc . to execute
contracts with the successful low responsive bidders . Instead of
the City executing the contracts, however, staff recommends that
the City Council authorize M. I .C. , Inc . to enter into a contract
with the low responsive bidder. The GMP is the total of all low
bids plus 3% constructor' s and 2% owner' s contingencies . M. I .C. ,
Inc . , in turn, is obligated to complete the project at or below the
GMP unless the City authorizes a change in scope .
Bids were publicly advertised for all 14 bids packages and bids
were received on March 27th. Due to a lack of bids or over-budget
terms, M. I . C. , Inc . /Hitchcock recommended re-bidding eight of the
14 bid packages .
Riverfront Phase One
March 8, 2002
Page 2
The bid packages were awarded by the City on two separate
occasions :
Council approved bid packages on June 19, 2001 for: Herbo Tree
Services ($8, 975 . 00) , Tri City Excavatin! ($486, 103 . 00) , M. I .C. ,
Inc . ($1, 122 , 043 . 00) , Tri City Excavat ' ng ($46, 587 . 00) , Elliot
Construction ($1, 187, 717 . 00) .
Council approved bid packages on Septembe 20 , 2001 for: LPS Paving
($107, 960 . 00) , M. I .C. , Inc . ($177, 790 . 00) , Complete Fence
($50, 000 . 00) , R&R Ironworks ($42 , 165 . 00 ) , Illinois Irrigation
($99, 450 . 00) , Sebert Landscape ($247, 057 . 00) , Bob' s Painting
($29, 000 . 00) , Parr Electric ($187, 000 . 00) , M. I . C. , Inc .
($427, 561 . 00) . These were all 2001 fisc.l year award dollars .
The following amounts are the 2002 fiscal ear awards and/or change
order requests to be approved by the Cit Council at this time :
Bid Package #09 Masonry
M.I.C. , Inc. Base Bid $ 285, 620 . 00
Alternate Veneer Stone ($ 4 , 610 . 00)
Alternate #2 $ 33 , 507 . 00
Alternate #3 $ 43 , 416 . 00
Alternate #4 $ 22 , 775 . 00
Alternate #5 $ 11, 732 . 00
Alternate #7 $ 16, 003 . 00
Total $ 408 , 443 . 00
2001 Fiscal year recommended award $ 177, 790 . 00
2002 Fiscal year recommended award $ 230, 653 . 00
Bid Package #10 Steel
Complete Fence Base Bid $ 88, 098 . 00
Alternate #2 $ 3 , 952 . 00
Total $ 92 , 050 . 00
2001 Fiscal year recommended award $ 50 , 000 . 00
2002 Fiscal year recommended award $ 42, 050 . 00
Bid Package #11
Illinois Irrigation Base Bid $ 124 , 000 . 00
Alternate #5 $ 3 , 500 . 00
Total $ 127, 500 . 00
2001 Fiscal year recommended award $ 99, 450 . 00
2002 Fiscal year recommended award $ 28, 050 . 00
Riverfront Phase One
March 8, 2002
Page 3
Bid Package #12 Landscape
Sebert Landscape Base Bid $ 347, 642 . 00
Alternate #4 ($ 4 , 104 . 00)
Alternate #5 $ 2 , 919 . 00
Total $ 346, 457 . 00
2001 Fiscal year recommended award $ 247 , 657 . 00
2002 Fiscal year recommended award $ 98, 800 . 00
Bid Package #13 Graffiti Resistant/P int
Bob' s Painting Base Bid $ 36, 558 . 00
Alternate #2 $ 1, 760 . 00
Alternate #3 $ 6, 280 . 00
Alternate #4 $ 11, 298 . 00
Alternate #5 $ 782 . 00
Alternate #7 $ 2 , 125 . 00
Total $ 58 , 803 . 00
2001 Fiscal year recommended award $ 29, 000 . 00
2002 Fiscal year recommended award $ 29, 803 . 00
Bid Package #14 Electrical
Parr Electric Base Bid $ 341, 800 . 00
Alternate #2 $ 3 , 250 . 00
Alternate #3 $ 34 , 710 . 00
Alternate #4 $ 8 , 580 . 00
Alternate #5 $ 14 , 020 . 00
Alternate #7 $ 1, 760 . 00
Total $ 404 , 120 . 00
2001 Fiscal year recommended award $ 187, 000 . 00
2002 Fiscal year recommended award $ 217, 120 . 00
Bid Package #2 Excavation
Tri City Base Bid $ 335, 595 . 00
Excavating Alternate #2 $ 11 , 500 . 00
Alternate #3 $ 3 , 450 . 00
Alternate #4 $ 7, 900 . 00
Alternate #5 $ 2 , 695 . 00
Alternate #7 $ 2 , 000 . 00
Additional pipes due to cofferdam changes $ 134 , 765 . 00
Additional cost to remove bridge $ 15 , 975 . 00
Total $ 513 , 880 . 00
2001 Fiscal year recommended award $ 486, 103 . 00
2002 Fiscal year recommended award $ 27,777 .00
Riverfront Phase One
March 8 , 2002
Page 4
Bid Package #3 Asphalt
H.B. Blacktop Base Bid $ 5, 000 . 00
Additional stripping $ 2 , 946 . 00
Total $ 7, 946 . 00
2001 Fiscal year recommended award $ 0 . 00
2002 Fiscal year recommended award $ 7, 946 . 00
Bid Package #07 Paving
LPS Paving Base Bid $ 222 , 000 . 00
Alternate #4 $ 4 , 000 . 00
Alternate #5 $ 3 , 960 . 00
Total $ 229, 960 . 00
2001 Fiscal year recommended award $ 107, 960 . 00
2002 Fiscal year recommended award $ 122, 000 . 00
Bid Package #08 Concrete
Elliot Base Bid $1, 376, 530 . 00
Construction Adjust lower Spillway ($ 8 , 000 . 00)
Adjust Hemmen' s ($ 6 , 000 . 00)
Base Bid Total $1, 362 , 530 . 00
Change Pre-cast to Case In Place $ 48, 670 . 00
Alternate #2 $ 31, 740 . 00
Alternate #3 $ 2 , 000 . 00
Alternate #4 $ 27, 338 . 00
Alternate #5 $ 15, 749 . 00
Alternate #7 $ 3 , 610 . 00
Total $1, 491, 637 . 00
2001 Fiscal year recommended award $1, 187, 717 . 00
2002 Fiscal year recommended award $ 303, 920 . 00
Miscellaneous Cost
M.I.C. , Inc. Additional Work
Silt Fence $ 14 , 612 . 00
Silt Barrier $ 1, 375 . 00
Silt Signage $ 650 . 00
Tree Protection $ 5, 540 . 00
Remove Signs-Bike Rack $ 2 , 400 . 00
Site Furnishings $ 80 , 832 . 00
Alternate #3
Reese Recreation Shelter $ 42 , 840 . 00
Popko Roofing $ 12 , 300 . 00
Shelter Labor $ 16, 500 . 00
•
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Riverfront Phase One
March 8 , 2002
Page 5
Alternate #5 $ 1, 988 . 00
OH & P/ Bond $ 7, 164 . 00
Additional Work Total $ 186, 201 . 00
General Condition Allowance
Storage Rental $ 2 , 000 . 00
Material Allowance $ 10, 000 . 00
Labor Allowance $ 20, 000 . 00
Trailer/Office Rental $ 5, 000 . 00
Mobilization $ 10 , 000 . 00
Temporary Telephone $ 6, 500 . 00
Temporary Fencing $ 4 , 000 . 00
Temporary Utilities $ 10 , 000 . 00
Portolet $ 1 , 500 . 00
Dumpsters $ 5, 000 . 00
Testing $ 10, 000 . 00
Construction Photos $ 5, 000 . 00
Office Supplies $ 6, 000 . 00
Survey $ 50, 000 . 00
Job Safety $ 5 , 000 . 00
General Condition Allowance Total $ 150 , 000 . 00
3% Construction Contingency $ 157, 102 . 00
2% Owner' s Contingency $ 104, 735 . 00
Total $ 598 , 038 . 00
2001 Fiscal year recommended award $ 427 . 561 . 00
2002 Fiscal year recommended award $ 170,477 . 00
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
All bids were publicly advertised.
r 'fi/FINANCIAL IMPACT
( j A total of $6 . 560 million has been budgete. from the Riverboat Fund
for this project . Additionally, $875, 300 . 00 has been received in
grants and donations for a total of $7 . 435 million. To date, the
City has encumbered/spent $6 . 51 millio , leaving a balance of
approximately $925, 000 . 00 available to s.end.
The proposed contract with M. I . C. , will otal $1, 278, 596 . 00 . In
order to make up the difference neede. to fund this contract
(approximately $355, 000 . 00) , monies can be transferred from the
Center City Parking Deck, project number 039528 . Upon receipt of
future grants or donations for the "iverfront project, the
temporary budget transfer would be reversed.
Expenses related to this project will be .harged to account number
275-0000-791 . 92-35, project number 039518 .
•
Riverfront Phase One
March 8, 2002
Page 6
; �,, LEGAL IMPACT
�Q►!//None .
ALTERNATIVES
Do not authorize M. I .C. , Inc . to execute the subject contracts .
RECOMMENDATION
It is recommended that the Mayor and th- City Council authorize
execution of change orders with: Tri Cit Excavating, $27, 777 . 00 ;
HB Blacktop, $7, 946 . 00 ; LPS Paving, $122 , 000 . 00; Elliot
Construction, $303 , 920 . 00 ; M. I .C. , Inc . , $230 , 653 . 00 ; Complete
Fence, $42 , 050 . 00 ; Illinois Irrigation, $28 , 050 . 00 ; Sebert
Landscape, $98, 800 . 00 ; Bob' s Painting, $ . 9, 803 . 00 ; Parr Electric,
$217, 120 . 00 ; M. I .C. , Inc . , $170 , 477 . 00 .
Respectfully submitted,
Olu emi o IINW
Interim i ' ; .pager