02-252 Resolution No. 02-252
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT NO. 2 TO AN
ENGINEERING SERVICES AGREEMENT WITH
CIVIL DESIGN GROUP, INC. FOR THE
2001 SEWER REHABILITATION PROJECT-COUNTRY KNOLL RELIEF SEWERS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Olufemi Folarin, Interim City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed to
execute Amendment No. 2 to an Engineering Services Agreement on
behalf of the City of Elgin with Civil Design Group, Inc . for the
2001 Sewer Rehabilitation Project-Country Knoll Relief Sewers, a
copy of which is attached hereto and made a part hereof by
reference.
s/ Ed Schock
Ed Schock, Mayor
Presented: July 10, 2002
Adopted: July 10, 2002
Omnibus Vote : Yeas : 6 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
t
@i) Civil Design Group, Inc. 630.577.1500 630.577.1525 FAX
Consulting Engineers www.civildesigngroupinc.com
CITY OF ELGIN, ILLINOIS
2001 SEWER REHABILITATION
ENGINEERING SERVICES AGREEMENT
AMENDMENT NO. 2
THIS AGREEMENT AMENDMENT NO. 2, made and entered into this 22abday
of 'rtLy ,2002, 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"), shall modify that Agreement dated March 20,
2001,and Amendment No.1 dated August 10,2001,whereby the ENGINEER was engaged
to perform professional services in connection with the preparation of final design plans,
specifications and quantities as needed for contract bid and construction of the 2001 Sewer
Rehabilitation (hereinafter referred to as the PROJECT).
WHEREAS, the services did not include construction related services for the PROJECT,
AND
WHEREAS, the CITY desires the ENGINEER to provide construction related
services for the PROJECT,
AND
WHEREAS,the CITY desires to include the payments to the ENGINEER under the
AGREEMENT in connection with the professional services with the PROJECT.
In response to these additional services, certain revisions and additions 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 of the AGREEMENT is hereby amended to include PARAGRAPHS F. and G.:
F. An outline of the construction services to be provided by the ENGINEER
includes General Construction Administration and Resident Project
Representative services for the Country Knoll Relief Sewer
G. A detailed Scope of Construction Services is attached hereto as attachment
A-3.
1754 North Washington Street Suite 120 Naperville, Illinois 60563-1334
SECTION IV, PARAGRAPH A. of the AGREEMENT is hereby deleted and replaced
with the following:
A. For services provided, the Engineer shall be reimbursed at hourly rates as
given in Attachment B-2 for the personnel employed on this PROJECT,with
the total fee not to exceed$116,000 regardless of the actual costs incurred
by the ENGINEER unless substantial modifications to the scope of the work
and authorized in writing by the DIRECTOR.
SECTION IV, PARAGRAPH C. of the AGREEMENT is hereby deleted and replaced with
the following:
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, F and G. Fees required by other agencies for
permit application will be paid directly by the CITY.
SECTION IV of the AGREEMENT is hereby amended to include PARAGRAPH G:
G. The schedule of Fees and Expenses for the construction services to be
performed by the ENGINEER as described in Paragraph I.D. is attached
hereto as Attachment C-3. Any such fees are included in the above-
referenced figure of$116,000.00.
IN WITNESS Whereof, the undersigned have placed their hands and seals
upon and executed this Agreement in triplicate as though watch 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
i
By $96),.,—Q___ By 6 b.,•
City Clerk City anage •
(SEAL)
For the ENGINEER:
�7 OrFIC AL SEAL
H. Dated this/1 day of , 7 17e , AD.,2002 �° pl�lA PO1RtER
k;mrrk OTAIE OF ILLINOM
ATTES
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ecretary �C�Iw� �S�� Ice President
(SEAL)
ATTACHMENT A-3
CITY OF ELGIN 2001 SEWER REHABILITATION
COUNTRY KNOLL RELIEF SEWER
DETAILED SCOPE OF 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
instruction 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,test, 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.
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
interpretations of the Drawings and Specifications.
Prepare and submit detailed daily reports of construction progress.
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 re 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.
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 conference,
shop drawings, and samples submissions, reproductions of original Construction
Contract Documents including all addenda, change orders, field orders, additional
Page 2
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 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 operations and
maintenance manuals within ninety (90) days of the PROJECT completion.
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.
Page 3
ATTACHMENT B-2
CITY OF ELGIN - 2001 SEWER REHABILITATION
COUNTRY KNOLLS RELIEF SEWER
HOURLY RATES AND REIMBURSABLE COSTS - 2002
Hourly
Salary Classification Des. $ Rate
Principal in Responsible Charge P1 130.00
Senior Project Manager E5 110.00
Project Manager E4 90.00
Project Engineer E3 80.00
Civil Engineer E2 75.00
Landscape Architect L1 90.00
Senior Engineering Technician T5 75.00
Engineering Technician T4 70.00
Technician T3 65.00
Junior Technician or Field Crew Chief T2 59.00
Field Crew Technician T1 52.00
Administrative Assistant Al 45.00
Field Survey Crew (2 Person) 111.00
Reimbursable Costs
Use of GPS Survey Equipment $50.00 / Hour (if in Agreement)
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 include provision 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 only be used with prior authorization and
will be specifically itemized in the Consulting Agreement.
5. Hourly Billing Rates normally change on January 1' of each year.
ATTACHMENT C-3
CITY OF ELGIN 2001 SEWER REHABILITATION
COUNTRY KNOLL RELIEF SEWER
SCHEDULE OF FEES AND REIMBURSABLE COSTS
Description of Work Fees
Construction Layout 999.00
Resident Project Representative Services 25,200.00
As-Builts 1,205.00
Total Professional Services, including Sub-Consultants $27,404.00
Reimbursable Costs
Automobile Transportation 596.00
Total Reimbursable Costs $596.00
Total Fees (Professional Services plus Reimbursables) $28,000.00
•
\.s.`OF E,c�-j.
Agenda Item No.
City of Elgin
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1.. 1101
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June 21, 2002 ( � ( ��,��
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FNIANCIALLV STABLE CITY GOVERNMENT
TO: Mayor and Members of the City Council EFFICIENT SERVICES.
AND QUALITY INFRASTRUCTURE
FROM: Olufemi Folarin, Interim City Manager
SUBJECT: Amendment No. 2 to an Agreement with Civil Design
Group, Inc. (CDG) for the 2001 Sewer Rehabilitation
Project-Country Knoll Relief Sewers
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider Amendment No. 2 to
an agreement with CDG for construction related engineering
inspection services for the Country knoll Relief Sewer Project .
BACKGROUND
The original agreement with CDG ($75, 000) for the preparation of
final plans, specifications, cost estimates and bidding assistance
for the 2001 Sewer Rehabilitation Projects was authorized by the
City Council on February 28, 2001. The design of the Country Knoll
Relief Sewer ($10, 100 of the $75, 000 total) was included in this
agreement . Amendment No. 1 ($13, 000) for construction engineering
services for the 2001 Sewer Rehabilitation Projects, excluding the
subject relief sewer, was authorized by City Council on August 25,
2001. Amendment No. 2 will add construction engineering services
with CDG for the Country Knoll Relief Sewer Project at an added
cost of $28, 000 . A copy of Amendment No. 2 is attached as Exhibit
A.
The award of the construction contract for the subject project is
being presented to City Council under separate cover.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
rk Amndmnt #2/2001 Country Knoll Sewer Relief
June 21, 2002
Page 2
D;(6k. .
FINANCIAL IMPACT
Amendment No. 2 totals $28, 000 and covers construction related
engineering services for the Country Knoll Relief Sewer Project
(project no. 339620) . Funding is available in the sewer portion of
the 2001 Bond Sale, account no. 381-4200-795 . 92-41, project no.
339642, Sewer Televising and Cleaning.
The revised not-to-exceed agreement amount with CDG will now total
$116, 000 .
vo/EGAL IMPACT
None.
ALTERNATIVES
1. Authorize Amendment No. 2 with CDG.
t 2 . Do not authorize Amendment No. 2 with CDG.
RECOMMENDATION
It is recommended that the City Council authorize Amendment No. 2
with Civil Design Group, Inc. in the amount of $28, 000 and
authorize staff to execute the necessary documents.
Respectfully submitted,
•
Olufemi F 1 rin
Interi C . y ager
SP:do
Attachments
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