03-138 Resolution No. 03-138
RESOLUTION
AUTHORIZING EXECUTION OF A FIRST AMENDMENT AGREEMENT WITH
POSTL-YORE AND ASSOCIATES, INC. FOR THE N PUBLIC WORKS FACILITY
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Ed Schock, Mayor, and Dolo na Mecum, City Clerk, be
and are hereby authorized and directed to rxecute a First Amendment
Agreement on behalf of the City of El•in with Postl-Yore and
Associates, Inc . for construction adminis ration services for the
Public Works Facility at 1900 Holmes Read, a copy of which is
attached hereto and made a part hereof by reference .
s/Ed Scock
Ed Schoc , Mayor
Presented: May 28 , 2003
Adopted: May 28, 2003
Omnibus Vote : Yeas : 6 Nays : 0
Attest :
s/Dolonna Mecum
Dolonna Mecum, City Clerk
X
FIRST AMENDMENT ACRE D INT
THIS FIRST AMENDMENT AGREEMENT is made and entered into this
T� day of -Z- 6,1,-(-:= , 2003, by and betw-en the CITY OF ELGIN,
an Illinois municipal corporation (here ' nafter referred to as
"CITY") and POSTL-YORE AND ASSCOIATE. INC. , an Illinois
corporation (hereinafter referred to as " ARCHITECT/ENGINEER") .
WHEREAS, the parties hereto have previ.usly entered into an
agreement dated May 8, 2002, for the ARCHITECT/ENGINEER to
furnish certain professional services in onnection with the New
Public Works Facility (hereinafter referred to as "Original
Agreement") ; and
WHEREAS, the parties hereto have each •etermined it to be in
their best interests to amend the Origin,:1 Agreement to provide
for additional services by the ARCHITECT ENGINEER, specifically,
construction administration services including shop drawing
review and approval, attendance at periodic construction
progress meetings, site inspections, p-y request review and
approval and project close-out.
NOW, THEREFORE, for and in consideration of the mutual promises
and covenants contained herein, the rec:ipt and sufficiency of
which are hereby mutually acknowledged, .he parties hereto agree
as follows:
1. Paragraph IB of the Original Agreem:nt is hereby amended by
adding the following:
Phase 3: FACILITY CONSTRUCTIO ADMINISTRATION
Task 1 Consultation On onstruction Issues
Task 2 Permit Review
Task 3 Shop Drawing And Submittal Review
Task 4 Administration
Task 5 Pay Request Revi-rw And Certification
Task 6 Project Closeout
2. Paragraph I of the Original Agree ent entitled "SCOPE OF
SERVICES" is further amended by _mending Paragraph C to
provide as follows:
"C. A detailed Scope of Services is attached hereto and
made a part hereof as Attachm:nt A. A detailed Scope
of Services for Phase 3 con..truction administration
services is attached hereto as Attachment A-1. "
3 . Paragraph IIA of the Original Agreelent is hereby amended
to provide as follows :
"A. An outline project milestone schedule for facility
preliminary planning and budge development and for
facility design/bidding and a and pursuant to the
Original Agreement is attached hereto as part of
Attachment A. The ARCHITECT/EN INEER' s responsibility
to provide construction admini-tration services under
this agreement commence wits the award of the
contracts for construction a d terminates at the
earlier of the issuance to he City of the final
certificates for payment or si ty (60) days after the
date of Substantial Completion if the Work. "
4 . Paragraph IV of the Original Agreeme t is hereby amended by
adding a subparagraph A-1 to provide as follows:
"A-1. For the Phase 3 construction administration services
provided by the ARCHITECT/EN INEER the CITY shall
reimburse the ARCHITECT/ENGINE R for such services at
the rate of 2. 94 times the direct hourly rate of the
personnel as set forth in r•ttacment B-1 attached
hereto and made part hereof by this reference with the
total fees and expenses to be paid to the
ARCHITECT/ENGINEER for P ase 3 construction
administration services not to exceed $142, 000
regardless of the actual time -xpended or actual costs
incurred by the ARCHITECT/ENG NEER unless substantial
modifications to the Phase scope of work to be
performed for construction adm' nistration services are
authorized in advance in writ' ng and approved by way
of amendment to this agreemen . Reimbursable expenses
are included in the above no to exceed total fee of
$142, 000 . A summary of the ee calculation for the
Phase 3 construction administration services to be
performed is attached hereto as Attachment B-i. "
5. The services to be provided by the ARCHITECT/ENGINEER
pursuant to this First Amendme .t Agreement shall be
commenced upon execution of this F. rst Amendment Agreement
and shall be completed by the ARCHITECT/ENGINEER as soon as
is reasonably practicable but in io event later than the
time frames set forth in the revise.. paragraph 3A above.
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6. In the event of any conflict between the terms of this
First Amendment Agreement and the terms of the Original
Agreement, the terms of this First Amendment Agreement
shall control.
7 . That except as amended by this First Amendment Agreement
the terms of the Original Agreement between the ARCHITECT/
ENGINEER and the CITY shall remain in full force and
effect.
IN WITNESS WHEREOF, the parties hereto have entered into and
executed this First Amendment Agreement on the date and year
first written above.
CITY OF ELGIN POSTL-YORE AND ASSOCIATES, INC.
By By
E. Schock
Mayor President
Attest: Attest:
N4-71-47_ A - caw By
City Clerk Secretary
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ATTACHMENT A
Posti Yore
!STY OF ELGIN - PUBLIC WORKS FACILITY
Project Objectiv:
It is the objective of this project to provide the City of Elgin with a
Public Works Facili that will be effective for the next twenty years.
One that is functional, efficient,and of high quality while staying within
the established mon:tary budget and completion schedule.
Scope of Work
The City of Elgin hapurchased a 9.32 acre site with an industrial
building at 1900 Hol es Road for the purpose of developing it into a
new public works f=cility. The pre-cast concrete building was
constructed in 198: with 129,950 square feet of warehouse I
manufacturing space with 24 foot clear height inside. In addition,there
is a one-story, brick, ,500 square foot structure attached to the south
end of the building wi h office space. The warehouse has columns on
a 30 foot by 45 foot g id that must be incorporated into the design.
The City has conduc ed several studies of the site and facility and is
ready to begin the de+-lied design and construction of the facility. The
'studies that have air=ady been completed and will be available at the
• beginning of the desiu n phase include:
• Space Need Assessment Report for Public Works(1998)
•• Updated Sp-ce Needs Assessment Report for Public Works
(2000)
• Property Co dition Assessment Report(2001)
• Phase 1 Env ronmental Site Assessment Report(2001)
The Postl -Yore Tea 's approach has been applied to the planning
and design of over 210 maintenance and operations facilities across
the United States. It s based on a clear understanding of the unique
operating characteris 'cs and functional requirements of public works
facilities. The desi•n of this facility will impact the City of Elgin
Department of Publi.Works operations for many years. The Post-
Yore Team approach aximizes the Citys input while making the best
use of your time thro gh a series of workshops. These workshops
bring together key Ci y staff, other interested parties, and the design
team to quickly revie and evaluate a range of options before making
critical decisions that will impact the design.
Posti Yore
FITY OF ELGIN - P BLIC WORKS FACILITY
The following pages •rovide a detailed outline of the Post-Yore Team's
technical approach to•eveloping a state-of-the-art Public Works Facility.
The approach is.divid-d into tasks with each task being described with
an objective, the ork elements to be accomplished, and the
deliverables,
The Postl-Yore Team includes:
PYA Pos I-Yore and Associates,Inc.
(arc itecture, structural,civil, &quality control)
PB Par ons Brinckerhoff Quade&Douglas,Inc.
(prosramming, industrial design,&equipment)
SDG Su nyside Design Group, Inc.
(me hanical,electrical,plumbing, &fire protection)
DHA Do Halamka Associates, Inc.
(Ian soaping&signage)
The team members at will be involved in each task or subtask are
shown in parenthesi- with the lead member listed first.
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Posti Yore
" -_ EITY OF ELGIN. - PUBLIC WORKS FACILITY
•L-eo: .
PHASE 1:
FACILITY PRELIMINARY PLANNING & BUDGET
DEVELOPMENT
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Overall Project Management
Objective:
To provide high qual ty architectural and engineering services that will
deliver a facility design that meets the City's needs within an established
budget and schedule.
Work Elements:
1. Conduct a project kick-off meeting with the Posti -Yore Team and
key City staff who will participate in the project. The purpose of
the meeting will be to:
• Establish clear lines of communication.
• Review the scope of work and project schedule.
• Clearly define project goals and objectives.
• Identify the staff to be involved in the interview process.
2. Develop and maintain a project schedule listing all tasks and
parties involved in the project with estimated start and completion
dates. The schedule will be updated on a regular basis.
3. Schedule and coordinate periodic project status meetings including:
• Identifying appropriate participants for each meeting.
• • Developing (with appropriate City input) and distributing
agenda prior to meetings.
• Developing and distributing minutes for each meeting within
5 days of the meeting.
4. Prepare and submit monthly progress reports. Each report shall
include an updated schedule, summary of tasks in progress and
completed, and projected tasks to be accomplished in the next
month.
5. Coordinate with various groups responsible for reviewing the design
at specific stages.
Posti Yo re
•
UNITY OF ELGIN - PUBLIC WORKS FACILITY
6. Provide deliverables in digital format where appropriate.
Deliverables:
• Project Schedule
• Meeting Agendas
• Meeting MinL.tes
• Monthly Progress Reports(including updated project schedule)
Post! Yore
EITY OF ELGIN - ' UBLIC WORKS FACILITY
Task 1: Program V:rification •
Objective:
To review and evalu:te the functional requirements as input into the
design process whic will ensure a facility that responds to the needs
of the City.
Work Elements:
Operational Rectuir-ments (PB, PYA)
The first step in t e design process is to verify the functional
requirements and o•erationai characteristics of the proposed facility.
This will involve act e participation of the City staff in a series of in-
depth interviews ove a two to three day period. The Post-Yore Team
will:
1. Develop a q estionnaire to be completed by the City staff prior
to the intery ews.
2. Assist in ide tifying the staff to be involved in the interview
process.
3. Tour the exiting City Public Works facility.
4. • Interview k-y staff personnel to determine functional
requiremen s and operational characteristics for the functions
to be locat:d at the new facility. Examples of topics to be
addressed•uring the interviews include:
a'. Revi=w the impact of ADA requirements on maintenance
an.operations.
b. Revi:w the projected use of alternative fuels.
c. Revi:w requirements for repair bays, shops, material
sto age,and other maintenance functions.
d. Revi:w existing maintenance philosophy and policies,
pr•cedures, and maintenance techniques for
sc eduled and unscheduled maintenance,component
re•wild,body repairs,and paint.
Posti Yore
FITY OF ELGIN - ' UBLIC WORKS FACILITY
-77
•
e. Identi', components to be rebuilt in-house,component
life, and time for rebuilding each component to
det=rmine the requirements for the component rebuild
are-.
f. Revie vendor contracted activities and requirements.
g. Revie fueling,interior cleaning,and exterior cleaning
req irements.
h. Revie existing preventive maintenance program to
det=rmine frequency of inspections and average time
req ired for each.
i. Revie existing inventory control policies,procedures,
an• techniques to determine parts storage
req irements. This will include a review of various
sto age systems available for parts storage.
j. Revie site and building security requirements.
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5. Reviewfacil' maintenance(building andgrounds)requirements
that may aft; material selection,plumbing,electrical,heating,
ventilation, -nd air conditioning.
6. Review relati•nships between functional areas within the facility.
• 7. Review fleet -ize,mix,and projected growth.
8. Review cur ent and projected staffing plans and labor
agreement(..).
Review of Similar F_cilities
•
9. The City has visited several Public Works facilities. The Post!
-Yore Tea will review the results of these visits with the City
staff and o anize additional site visits if necessary. These
visits will h=p establish a common frame of reference for the
City and th= design team.
Posti -Yore
rITY OF ELGIN - - UBLIC WORKS FACILITY
Space Program (PB PYA)
Based on the intervie s, a detailed space program will be developed
• to:
10. Identify space requirements for all administrative,maintenance,
and operatio s functions in the project including:
a. Requi ements for offices, mechanic areas, and crew
are
b. Quant ty, size, and type of repair bays.
c. Requi ements for all shops.
d. Requi ements for parts storage and warehousing.
e. Stora Ne requirements for tool boxes and portable
equ pment.
f. Requi ements for mechanical and electrical support
spa,e.
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• 11. Identify parkin• requirements for City vehicles,employee,visitor,
and delivery ehicles.
Draft Design Criteri Document(PB.PYA)
The criteria to be u.ed in the design of the new facilities must be
developed for City a a'proval. The Postl-Yore Team will:
12. Prepare Dra Design Criteria Document to include space
program a d criteria resulting from interviews, on-site
• observation-, and the Post) =Yore Team's experience in the
design of ov-r 200 maintenance and operations facilities. The
Design Crit:ria Document will include information on staffing
levels, curr:nt and projected operations, a narrative of daily
operations, .ite requirements, and specific requirements for
each functi•nal area. The Design Criteria Document will also
identify preli inaryfunctional requirements for building systems
including ar. hitectural, structural, mechanical, electrical,and
plumbing s ch as:
Post!Yore
KITY OF ELGIN - " UBLIC WORKS FACILITY
Aiwa.•::
a. Clear-nee requirements(doors,aisle widths,overhead)
thro ghout the project.
b. Floor,wall,and ceiling finishes.
c. Functi•nal areas and equipment items within each area
to b- included on an emergency power system.
d. Lighti g levels and type of lighting for all exterior areas
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and each functional area within the maintenance
buil•ing.
e. Lubri.ation and compressed air system requirements.
f. Ventil=tion requirements for each functional area
incl ding offices, repair bays, maintenance shops,
weld ing, battery, paint areas, chassis wash/
co ponent clean, pits,and storage areas.
g. Drain.:ge requirements for floor washdown,waste oil,
wa e coolant, and spill containment.
h. Minim m design temperatures for heating and cooling
for =achfunctional area.
13. Establish fund 'onal area relationships both between areas and
between wo kstations within areas. Primary considerations
to be indust al work flow, supervision,and safety. Diagrams
showing.th=se relationships will be included in the Design
Criteria Doc ment.
14. Identify.majoi maintenance equipment items to be located in
each functio al area.
15. Assemble da a on vehicles to be maintained. Include make
and models, •imensions and weights,quantities,and operating
characterist cs.
16. Submit draft Design Criteria Document for City review and
approval.
Postl-Yore
any OF ELGIN • ' UBLIC WORKS FACILITY
-77-Cor)
Maintenance Eauip ent (PB)
17. Inventory exi•ting shop equipment by functional area. Include
description, quantity, manufacturer, model number, utility
requiremen s and condition. Indicate which items are
recommend-d for reuse.
18. Develop Preli inary Maintenance Equipment List based on the
draft Design Criteria. Equipment shall be listed by functional
area and ini lude a description, price, quantity, dimensions,
and general utility requirements for each equipment item.
Cost Evaluation (P A, PB1
19. Develop a c•nceptual level cost estimate based on the space
program, d=sign criteria,preliminary equipment list, and cost
per square foot for similar public works maintenance and
operations =cilities in the United States.
20. Compare th= cost estimate with the preliminary construction
budget and review with the City. Make adjustments to the
program as necessary to keep the project within the budget.
Final Design Criteri- Document(PB. PYA)
•
21. Review City •mments from their review of the draft Design
Criteria Do•urnent. incorporate City comments and finalize
the Design a riteria Document.
Deliverables(Task 1):
• Preliminary pace Program
• Draft Design Criteria Document
• Preliminary aintenance Equipment List&Cost Estimate
• Conceptual evel Construction Cost Estimate
• Final Design Criteria Document
Posti-Yore
KITY OF ELGIN - " UBLIC WORKS FACILITY
Task 2: Sch matic Design
Objective:
To ensure that the notional requirements, including circulation and
proximity relationshi os, are appropriately addressed in the Schematic
Design and that the proposed scheme is adaptable to regulatory
requirements.
Work Elements:
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Alternative Concept al Plans (PB. PYA1
1. Identify pot.-ntial alternatives to meet the requirements
established in Task 1.
2. Conduct a t ree to four day on-site design charrette working
directiywith e design team and the City to develop alternatives
for site and acility configuration. During this on-site process,
alternatives will be reviewed with the City staff. Based on
review comments, selected alternatives will be refined and
presented :sr review. A final review meeting will result in a
selected si - and facility plan.
3. The site layouts will be developed with emphasis on:
a. Circ lation patterns for vehicles, equipment, materials
an. personnel that will provide the most efficient,cost
eff five,and safest maintenance operation.
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b. Ingrss and egress routes that maximize safety and
• s- urity and minimize vehicular and pedestrian conflict
on and off the site.
c. Site :rea relationships. Include mechanic and crew
fa•ilities,fuel and wash,maintenance facilities,vehicle
pa king,bad order(or down vehicle)parking,employee
an. visitor parking,and shipping and receiving.
't=1.:
Postl Yore
KITY OF ELGIN - - UBLIC WORKS FACILITY
4. The facility la outs will emphasize:
a. Circul-tion patterns for vehicles, equipment,materials
and •ersonnel and their relation to site circulation
pat= ns.
b: Functi•nal area relationships both between the various
area- and between workstations within each area.
c. Efficie t industrial workflow, supervision,and safety.
d. Regul-tory compliance.
5. Coordinate a d integrate the layouts for a possible future
expansion o'the site.
Maintenance Equipment (PB)
6. Update the Pr-liminary Maintenance Equipment List based on
the Schem:tic Design and update cost estimate for
maintenanc=equipment. These costs will be included in the
construction ost estimate.
Schematic Design R:port (PYA,PB, SDG, DHA)
7. Review corn ents from the City on the draft Design Criteria
Document a d incorporate comments along with modifications
that resulted from the on-site design process. (PB, PYA)
8. Update the sp:ce program to be consistent with the Schematic
Design. (PBI
• 9. Document th: alternative schemes developed during the on-
site design c arrette. (PYA)
10. Develop the -elected site and floor plans along with building
elevations io fully describe the size, form, regulatory
compliance, and character of the new facility. Include the
layout of ma-or equipment items to confirm workflows and
suitability of he spaces. (PYA, PB)
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Posti-Yore
IIITY OF ELGIN PUBLIC WORKS FACILITY
Cost Estimating ("YA, PB, SDG)
11. Develop a c•nstruction cost estimate based on the Schematic
Design. his will include an evaluation of construction
technique-. and materials to assure their availability and
compatibili with local building trades.
12. Compare c•st estimate with the construction budget and review
with the Ci iy to make any adjustments necessary to keep the
project wit in the established budget.
Schematic Design •ualitv Control (PYA, PBI
13. Coordinate operational and equipment related functional
requireme is during development of the Schematic Design.
Items to be addressed include:
a. Clea ances shown in building sections. •
b. Mod' 'cations to the Concept Design due to structural/
arc itectural requirements.
c. Turni g radius,queuing space,and vehicle circulation.
14. Review the -ite and facility layouts for compliance with the
approved d sign criteria,operational/maintenance concepts,
and regulatory compliance.
Deliverables(Task 2):
• Alternative sit- and facility sketches developed during the design
charrette
• Site plan, floor plans, and sketch of Schematic Design for
selected sit,.
• Updated Prel urinary Maintenance Equipment List
• Schematic D-sign Report with cost estimate
Postl1Yore
E1TY OF ELGIN - ' UBLIC WORKS FACILITY
77I
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PHASE 2: FAC1 ITY DESIGN I BIDDING&AWARD
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Task 3: Desi•n Development.
Objective:
To ensure that the requirements for maintenance operations,
architecture,enginee ng,site planning and equipment are appropriately
addressed in Design Development and that regulatory compliance is
maintained.
Work Elements:
Site and Building Deign (PYA. PB. SDG. DHA')
1. Prepare Desk Development drawings and specifications that
incorporate '•chematic Design Review comments submitted
by the City. •11 drawings will be prepared in AutoCad format.
Each buildin• system will be described in the drawings and
specificatio s including: architectural, civil, structural,
mechanical, =ectrical,plumbing,fire protection,landscaping;
and site ligh 'ng.
2. Prepare plan- for any environmental mitigation that may be
required as is entified in the environmental assessment.
3. Update regul=tory compliance requirements and meet with
regulatory o icials.
Maintenance Quip ent (PB)
The type, quantity, l•cation, and utility requirements of maintenance
equipment is critical to the design of the maintenance facility. The
Postl -Yore Team wi 1:
4. Develop initia maintenance equipment layouts that provide an
efficient, cot effective, safe industrial workflow through the
facility. All f nctional areas identified in the equipment list to
be included.
Post!Yore
KITY OF ELGIN ■ PUBLIC WORKS FACILITY
5. Obtain brochures and cutsheets on maintenance equipment to
be specified by the Post-Yore Team.
6. Review equipment list, cutsheets, and layout with the City to
ensure that all maintenance requirements have been
addressed.
7. Update maintenance equipment list,layouts,and cutsheets to
be consistent with facility design and input received during the
review session.
8. Develop Utility Requirements drawing(s)based on information
developed with the City. These will include locations of air,
electrical and water outlets,vehicle exhaust system outlets,
drains,special grating,and overhead door controls.
9. Develop an equipment utility matrix to assure coordination of
equipment utility requirements with mechanical,electrical,and
plumbing disciplines.
Construction Cost Estimate and Schedule (PYA.Alli
10. Develop a ccnstruction cost estimate based on the Design
Development drawings and specifications.
11. Develop a construction schedule with sufficient detail to
determine approximate total construction time.
12. Compare cosi estimate with the construction budget and review
with the City to make any adjustments necessary to keep the
project within the established budget.
Design Development Qu lits Control (PYA.All
13. Coordinate operational and equipment related functional
requirements for human engineering and building systems and
components including architectural, structural, mechanical,
electrical,and plumbing.
Post! Afore
aITY OF ELGIN - PUBLIC WORKS FACILITY
14. Review architectural and engineering (civil, structural,
mechanical,electrical, plumbing)design for compliance with
the approved design criteria, operational/maintenance
concepts, maintenance equipment requirements, and
regulatory requirements.
Deliverables(Task 3):
• Design Development Drawings,Specifications,and Rendering
• Updated Maintenance Equipment List
• Maintenance Equipment Brochure and Cutsheet Manual
• Utility Requirement Drawings and Equipment Utility Matrix
• Construction Cost Estimate and Schedule
Posti -Yore
_ — — rITY OF ELGIN - PUBLIC WORKS FACILITY
Task 4: Construction Documents
Objective:
To ensure that the requirements for maintenance operations,
architecture,engineer ng,site planning and equipment are appropriately
addressed in the Contract Documents and that regulatory requirements
are met.
Work Elements:
Site and Buildino Design (PYA, AI11
1. Prepare Bid Documents (drawings and specifications) that
incorporate Design Development Review comments submitted
by the City. All drawings will be prepared in AutoCad format.
Each building system will be described in the drawings and
specifications including: architectural,maintenance equipment,
civil, structural, mechanical, electrical, plumbing, fire
protection,landscaping,irrigation, and site lighting.
2. Develop final maintenance equipment list and cost estimate for
equipment. ;PB)
Sianaae and Graphics Requirements (DHA. PYA.PB)-
Properly designed signage and graphics are valuable tools for promoting
a safe working environment. The Post1-Yore Team will:
3. Establish signage and graphics requirements including safety,
directional, nformational, and traffic signs and pavement
markings.
4. Develop plans showing locations and messages for signage
and graphics throughout the site and facility.
Post!Yo re
KITY OF ELGIN - ' UBLIC WORKS FACILITY
Construction Cost E-timate and Schedule (PYA,Ail)
5. Develop a con.truction cost estimate based on the Construction
Documents(•rawings and specifications).
6. Develop a construction schedule with sufficient detail to
determine c•nstruction start date and duration.
7. Compare cos estimate with the construction budget and review
with the City o make any adjustments necessary to keep the
project withi the established budget.
Construction Docum-nt Quality Control(PYA.All1
8. Coordinate re•uirements for human engineering and building
systems a d components including architectural,
maintenan•e equipment, civil, structural, mechanical,
electrical,pi mbing, and landscaping.
9. Review arc itectural and engineering (civil, structural,
mechanical, -lectrical, plumbing)design for compliance with
the approv d design criteria, operational/maintenance
concepts,an• maintenance equipment requirements.
10. Define bid co ditions and contract conditions to comply with
State laws a d City of Elgin policies.
Deliverables(Task ):
• Bid Documen s(drawings,specifications,and bid conditions)
• Final Equipm-nt List
• Final Constru ion Cost Estimate and Schedule
Post! Yo re
isITY OF ELGIN - ' UBLIC WORKS FACILITY
74_7-
Permit'Review and itv Final Review
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Objective:
To secure formal re!ulatory approvals as necessary to acquire
construction permits -nd to acquire final City review approval.
Work Elements:
Submit Documents fo Final Review
1. Review list of •reviously identified regulatory agencies and City
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review staff.
2. Reproduce d•cuments and submit sets to each regulatory
agency and 4 ity review staff.
Coordinate With Reg lator°v Agencies and City Staff
3. Meet with and or communicate with each affected party.
4. Revise docu ents as needed to acquire final City sign-off and
regulatory pe mit approvals
Deliverables:
• Sign-offs from City staff
• Regulatory a•encies' approvals and building permit ready for
selected bid•er.
17:49
Post!Yo re
SITY OF ELGIN - " UBLIC WORKS FACILITY
Task 5: Bidd ng and Award
Objective:
To ensure that the fa ility and equipment is bid properly as designed
and specified.
Work Elements:
1. Assist with pre-bid conference(s) and document with
addendum(a .
2. Review and espond to bidder's questions and requests for
substitution...
3. Prepare ads endum items to clarify the intent of the bid
documents.
4. Assist in recei ing and reviewing bids for compliance with bidding
requiremen
ID Task Name 4/21 4/28 5/5 5/12 5/19 5/26 Km 6/9 6/16 6/23 6/30 7/7 7/14 7/21 7/28 8/4 �tr•�. 8/25 9/8 9/15 9/22 1111333111110331110/13
1 Notice io Proceed .4125
2
3 phase 1: Facility Prelim Plan&Budget Development ,
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4 Task 1: Program Verification
5 Questionnaires
6 Programming Workshop
7 Design Criteria
8 Cost Evaluation 1^^'F^i
9 Task 2: Schematic Design 1
10 Design Workshop
11 Schematic Design
, 12 Coat Evaluation
13
14 Phase 2: Facility Design/Bidding&Award , .
15 Task 3: Design Development
18 Design Developmentt ;I
?i iii:i iiii�'iiiiziii i ii;gii:'i 'I
17 Cost Evaluation q
18 Task 4: Construction Documents .
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19 Construction Documents k g
20 Cost Evaluation Lai
21 Task S: Bid B Award 5....`,'.:....... .. .::.. ...... ... .... .i:':7—
22
23 Phase 3: Construction Management(Oct,2002-May,2003)
24 -. .. ....... ..
25 City Review and Approval
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ATTACHMENT A—i
SCOPE OF SERVICES
ARCHITECT/ENGINEER'S CONSTRUCTION • MINISTRATION
CITY OF ELGIN NEW PUBLIC WORK. FACILITY
1. The ARCHITECT/ENGINEER's responsibility tN provide the services listed
below commences with the award of the first cons i ction contract and terminates
upon issuance of the final Certificate for Payment.
2. The ARCHITECT/ENGINEER shall review p- is• application submittals and
shall sign and seal Drawings prepared by the • ' CHITECT/ENGINEER for
permit submittals as may be required by the CITY.
3. The ARCHITECT/ENGINEER shall provide administration services in
cooperation with the Construction Manager.
4. The ARCHITECT/ENGINEER shall be a represen .tive of and shall advise and
consult with the CITY during construction. The • ' CHITECT/ENGINEER shall
have authority to act on behalf of the CITY only o the extent provided in this
Agreement unless otherwise modified in a writt:a instrument, signed by the
ARCHITECT/ENGINEER and CITY.
5. The ARCHITECT/ENGINEER,through the Cons I ction Manager, shall respond
to questions relating to the intent of the Dra ' ,:s and Specifications. The
ARCHITECT/ENGINEER shall not be required to espond to frivolous questions
that are clearly answered by review of the Drawings •r the Specifications.
6. The ARCHITECT/ENGINEER shall visit the site . intervals appropriate to the
stage of construction to become generally familiar ' a the progress and quality
of the Work completed and to determine in ge eral if the Work is being
performed in a manner indicating that the Work when completed will be in
accordance with the Contract Documents. The • ' CHITECT/ENGINEER shall
not be required to make exhaustive or continuous o a-site inspections to check the
quality or quantity of the Work. The ARCHITEC /ENGINEER shall keep the
CITY informed of the progress and quality of the ork based upon the on-site
observations of the ARCHITECT/ENGINEER and shall endeavor to guard the
CITY against defects and deficiencies in the Work.
7. The ARCHITECT/ENGINEER shall attend job pro: ess meetings as requested by
the CITY, but shall not be required to attend more a. one progress meeting per
week.
8. The ARCHITECT/ENGINEER shall not have con of over or charge of and shall
not be responsible for construction means, me •ds, techniques, sequences or
procedures, or for safety precautions and progr• . in connection with the Work.
The ARCHITECT/ENGINEER shall not be res•onsible for the Contractor's
schedules or failure to carry out the Work in cordance with the Contract
Documents. The ARCHITECT/ENGINEER sh•ll not be responsible for the
performance of the Construction Manager, nor or acts or omissions of the
Contractors performing the Work.
9. The ARCHITECT/ENGINEER shall have access to the site at all times that Work
is in progress.
10. Communications by and with the ARCHITECT/El GINEER's consultants shall
be through the ARCHITECT/ENGINEER.
11. The ARCHITECT/ENGINEER shall review and c:rtify Certificates for Payment
submitted by the Construction Manager.
12. The ARCHITECT/ENGINEER's certification fo payment shall constitute a
representation to the CITY, based upon the ARC TECT/ENGINEER's on-site
observations, and upon the recommendations of the onstruction Manager,that to
the best of the ARCHITECT/ENGINEER's know -dge, information and belief
the Work has progressed to the point indicated and hat the quality of the Work is
in accordance with the Contract Documents.
13. The ARCHITECT/ENGINEER's certification of a .ayment request shall not be a
representation that the ARCHITECT/ENGINEE r has made exhaustive or
continuous on-site inspections, reviewed co..truction means, methods,
techniques, sequences or procedures, reviewed collies of requisitions received
from sub-contractors or material suppliers, or has ascertained how or for what
purpose the Contractors have used money previo ly paid on account of the
Project.
14. The ARCHITECT/ENGINEER, after notification t. the Construction Manager,
shall have the authority to reject Work that does no I conform to the requirements
of the Construction Documents. Neither the exe ise of this authority, nor a
decision made in good faith to exercise or not exer ise this authority, shall give
rise to a duty or responsibility of the ARC 1 TECT/ENGINEER to the
Construction Manager,the Contractors, sub-contract.rs or material suppliers.
15. The ARCHITECT/ENGINEER shall review . 1. approve or take other
appropriate action upon Contractors' submittals suc as shop drawings, product
data and samples, but only for the limited purpose .f checking for conformance
with the design concept expressed in the Co • ruction Documents. The
ARCHITECT/ENGINEER's review of submittals s • not be conducted for the
purpose of determining the accuracy and compl-teness of details such as
dimensions and quantities, or for verification of .0 tallation instructions. The
ARCHITECT/ENGINEER's review shall not co itute approval of safety
precautions, or of the Contractors' means, metho•s, techniques, sequences, or
procedures.
16. The ARCHITECT/ENGINEER shall review and si_n or take other appropriate
action on Change Orders and Construction Chang: Directives prepared by the
Construction Manager for the approval of the CITY.
17. The ARCHITECT/ENGINEER, in cooperation wi the Construction Manager,
shall conduct inspections to prepare punch lists . id to determine the dates of
Substantial and Final Completion of the various Con' acts.
ATTACHMENT B
A
Posh•Yore Engineering • Architecture • Management Services
Ilf 3/29/02
(Revised)
City of Elgin Public Works Facility
Detailed Fee Estimate
Project Senior Staff Designer Drafter/
Manager Arch/Eng Arch/Eng Draftsman Field Tech Hours Salary
Average Rates $48.33 $35.00 $28.33 $25.00 $21.67
PHASE 1: FACILITY PRELIMINARY PLANNING&BUDGET DEVELOPMENT
Task 1: Program Verification
Questionnaires 24 20 44 $1,859.92
Programming Workshop 36 29 65 $2,754.88
Design Criteria 24 39 34 97 $3,488.14
Cost Evaluation 16 24 16 56 $2,066.56
Task 2: Schematic Design
Design Workshop 34 44 36 114 $4,203.10
Schematic Design 30 55 70 82 117 • 354 $9,943.39
Cost Evaluation 16 24 16 56 $2,066.56
PHASE 1 TOTALS 180 235 172 82 117 786 $26,382.55
Multiplier(1.7838 overhead+1.15 profit) 2.94
Sub-Total Labor Costs $77,564.70
Sub-Contract Associate Architect $33,-274.30
Sub-Contract Mechanical/Electrical Consultant $20,400.00
Sub-Contract Landscape/Graphics Consultant $3,230.00
Reimbursable Expenses Allowance(Reproduction Costs and Rendering) $1,000.00
PHASE 1 NOT-TO-EXCEED AMOUNT $135,469.00
•
PHASE 2: FACILITY DESIGN/BIDDING&AWARD
Task 3: Design Development
Design Development 144 232 304 160 160 1000 $31,159.04
Cost Evaluation 16 24 . 16 56 $2,066.56
Task 4: Construction Documents
Construction Documents 168 216 352 240 480 1456 $42,053.20
Cost Evaluation 24 24• 16 64 $2,453.20
Task 5: Bid&Award 10 32 40 82 $2,736.50
PHASE 2 TOTALS 362 528 728 400 640 2658 $80,468.50
Multiplier(1.7838 overhead+1.15 profit) 2.94
Sub-Total Labor Costs $236,577.39
Sub-Contract Associate Architect $32,951.70
Sub-Contract Mechanical/Electrical Consultant $72,600.00
Sub-Contract Landscape/Graphics Consultant $4,420.00
Reimbursable Expenses Allowance(Reproduction Costs) $6,000.00
PHASE 2 FEE ESTIMATE $352,549.09
PHASE 2 NOT TO EXCEED% OF CONSTRUCTION COST 5.7%
ATTACHMENT B-1 I
Estimated Man-Hours for Architect's Construction Administration
Task Detail Principal Architectural Construction Senior Technicians
Architect Project Project Engineer
Manger Manager
Consult with and On issues relating to design and function.
advise City 72 96
Permits Review permit forms, sign and seal
drawings for permit submittal. 4 2 2
Shop Drawings and Review shop drawings and submittals for
Submittals conformance with the design concept. 60 90 120 18 90
Administration Attend weekly
progress meetings. 72 96
Respond to questions relating to the intent
of the drawings and specifications. 24 48 4 24
Perform periodic inspections of work in
progress to become generally familiar with
the quality and quantity of the work
completed. 48 48 12
Pay Requests Review and certify pay requests received
from Construction Manager. 6 14
•rojec ose-•u s- s • ' '. + - •- -
preparation of punch lists 8 12
Total Hours 294 392 134 34 116
Average Pay Rate 50.00 29.80 35.00 48.33 16.00
14,700.00 11,681.60 4,690.00 1,643.22 1,856.00 34,570.82
Multiplier 2.94
Labor 101,640.00
Parsons 10600
Sunnyside 28000
Halamka 1000
Reproductions 760
Total 142,000.00
•
<0 OF E40
opoti Agenda Item No.
City of Elgin
e4 TED ^ E
L 101
10 May 9, 2003 G Ett! :.
TO: Mayor and Members of the City Council FINANCIALLY STABLE CITY GOVERNMENT
EFFICIENT SERVICES,
- AND QUALITY INFRASTRUCTURE
FROM: David M. Dorgan, City Manager a.6
4---
John M. Loete, Public Works Director I 10 pi lltilli
SUBJECT: Consideration of an Amendment to the Agreement with
Postl-Yore and Associates
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider the
first amendment of the professional services agreement with
Postl-Yore and Associates to add construction administration
services to their scope of work for the new Public Works
Facility project .
BACKGROUND
In April of 2002 , the City Council appr.ved the agreement with
Postl-Yore and Associates to provide a team of architects and
engineers to design the conversion of the industrial building at
1900 Holmes Road into the new Public Woks Facility. The first
construction bid package for site wor at the facility was
awarded February 12 , 2003 and the majo construction packages
for the building renovation were a arded on April 23rd
Construction is well under way on the site work and building
renovation should begin as soon as contra is are executed.
As has been the practice on recent building construction
projects done by the City, a construction management firm is
being used to manage various "trades" contracts to accomplish
the construction. Shales McNutt of Elgin was chosen via a
qualification based selection process to serve as construction
manager. Their contract was approved by City Council on March
12 , 2003 .
rWhen a separate construction management firm is used it is
customary for the architect to provide "administration" services
•
(Pk Subject : Amendment To Agreement With Postl-Yore & Assc .
Date : May 9, 2003
Page 2
during the construction which primarily include the review of
"shop drawings" of specific materials and methods used in
response to the project specifications developed by the
architect . In addition, the architect assists in the correction
of problems that arise, the compilation of change orders, the
review of payment requests from the contractors and the final
close out of the project .
This work was not included in the architect' s contract at the
time they were selected. This amendment outlines the details of
those duties and adds them to the scope of work and is attached
for your information. The cost for the added work scope is a not
to exceed fee of $142 , 000 .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
JA FINANCIAL IMPACT
The total cost of this amendment is $142 , 000 . 00 . Funding for
the Public Works Facility Project is budgeted under project
number 339570 . The funding for the Public Works Facility is in
the following accounts :
275-0000-791 . 92-36 $4 , 126, 510*
276-0000-795 . 92-36 $1, 985, 000
376-4000-795 . 92-36 $1, 000, 000
380-4000-795 . 92-36 $1, 000, 000
382-0000-795 . 92-36 $3 , 800, 000
382-4000-795 . 92-36 $ 200, 000
$12 , 111, 510
*Including Precision Glass rental payments of $411, 510
Of this amount, $464 , 283 remains unencumbered in the project
budget . A summary of actions to be funded by this balance is
below.
Item Status Cost
Bid Package E 5/14/03 Agenda $ 169, 855 . 81
(Pk Postl-Yore Amend. 5/14/03 Agenda 142, 000 . 00
rk Subject : Amendment To Agreement With Post -Yore & Assc.
Date: May 9, 2003
Page 3
CO#1 Item D-5 5/14/03 Agenda (147, 900 . 00)
Security System 5/14/03 Agenda 39, 910 . 22
Added Cost As Of 5/14/03 $ 203 , 866 . 03
If approved, the action items on the agen.a_ tonight will leave a
balance of $260, 417 to provide for contin•encies on the numerous
lump sum contracts.
EGAL IMPACT
None .
ALTERNATIVES
1 . Approve the amendment to the agree ent with Postl-Yore as
recommended.
fik 2 . Do not approve the amendment and .irect staff to proceed
with a different construction admini-.tration approach.
RECOMMENDATION
It is recommended that the City Council .pprove the amendment to
the agreement with Postl-Yore and Associates in the not to
exceed amount $142 , 000 .
Respectfully submitted for Council consid:ration
jml
Attachments