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03-266 Resolution No. 03-266 RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT NO. 4 TO AN ENGINEERING SERVICES AGREEMENT WITH CIVIL ENGINEERING SERVICES, INC. FOR THE HIGHVIEW HILLS DRAINAGE IMPROVEMENTS PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that David M. Dorgan, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute Amendment No. 4 to an Engineering Services Agreement on behalf of the City of Elgin with Civil Engineering Services, Inc . for the Highview Hills Drainage Improvements Project, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: October 8, 2003 Adopted: October 8, 2003 Omnibus Vote : Yeas : 6 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk 4 CITY OF ELGIN, ILLINOIS 2001 SEWER REHABILITATION ENGINEERING SERVICES AGREEMENT AMENDMENT NO. 4 THIS AGREEMENT AMENDMENT NO. 4, made and entered into this, *day of ,2003, by and between the CITY OF ELGIN, an Illinois municipal corporation(hereinafter referred to as"CITY")and CIVIL ENGINEERING SERVICES, INC. (Previously doing business as Civil Design Group, Inc., hereinafter referred to as "ENGINEER"),shall modify that Agreement dated March 20,2001,Amendment No.1 dated August 10, 2001, Amendment No.2 dated July 22, 2001, Amendment No. 3 dated November 3, 2002 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 drainage improvements in the Highview Hills Subdivision as part of the PROJECT, AND WHEREAS, the CITY desires the ENGINEER to provide construction related services for this part of 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 J. and K.: J. An outline of the design services to be provided by the ENGINEER includes General Construction Administration and Resident Project Representation services for the Highview Hills Drainage Improvements. K. A detailed Scope of Design Services is attached hereto as attachment A-5. 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-4 for the personnel employed on this PROJECT,with the total fee not to exceed $182,000 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, G, H and I. 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 I: I. The schedule of Fees and Expenses for the design services to be performed by the ENGINEER as described in Paragraphs I.J. and I.K. is attached hereto as Attachment C-4. Any such fees are included in the above-referenced figure of $182,000.00. 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 By 5 City Clerk City Manager (SEAL) For the ENGINEER: , Dated this2 sl-h day of V E(1� n tor- , AD.,2003 11 v � a 1 v�Q ;1/4\jv ATTEST: ��!�� ,,AiJ • Gk* 4 B _ By /1/2-r-A,c771 A �o`4 resident Vice-President ATTACHMENT A-5 CITY OF ELGIN 2001 SEWER REHABILITATION HIGHVIEW HILLS DRAINAGE IMPROVEMENTS 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 drawings issued subsequent to the execution of the Construction Contract Documents, progress reports, and other project related documents. Page 2 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-4 CITY OF ELGIN - 2001 SEWER REHABILITATION HIGHVIEW HILLS DRAINAGE IMPROVEMENTS HOURLY RATES AND REIMBURSABLE COSTS -2003 Hourly Salary Classification Des. $ Rate Principal in Responsible Charge P1 133.00 Senior Project Manager E5 113.00 Project Manager E4 93.00 Project Engineer E3 83.00 Civil Engineer E2 75.00 Landscape Architect L1 93.00 Senior Engineering Technician T5 78.00 Engineering Technician T4 73.00 Technician T3 67.00 Junior Technician or Field Crew Chief T2 60.00 Field Crew Technician T1 55.00 Administrative Assistant Al 45.00 Field Survey Crew (2 Person) 115.00 Use fo GPS Equipment by field Survey Crew 50.00 Reimbursable Costs Printing & Reproduction Actual Cost Automobile Transportation 0.345 per mile Package Delivery Services Actual Cost Outside Sub-consultant Services Actual Cost Other Project-Specific Reimbursable Costs Actual Cost 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 1st 2004. ATTACHMENT C-5 CITY OF ELGIN 2001 SEWER REHABILITATION HIGHVIEW HILLS DRAINAGE IMPROVEMENTS SCHEDULE OF FEES AND REIMBURSABLE COSTS Description of Work Fees Construction Layout 3,936.00 Resident Project Representative Services 29,760.00 As-Builts 3,282.00 Total Professional Services $36,978.00 Reimbursable Costs Automobile Transportation 1.022.00 Total Reimbursable Costs $1,022.00 Total Fees (Professional Services plus Reimbursables) $38,000.00 oetc l� 6,° F m^++. \� City of Elgin Agenda Item No. Tto� E kr L ;,,- .;1 !I 10 G fill' September 19, 2003ii "'� �� ILLL! - i1 01 1 N FINANCIALLY STABLE TZaDVERNMENT TO: Mayor and Members of the City Council EF FIC TENT SE RVIC ES, AND QUALITY INFRASTRUCTURE FROM: David M. Dorgan, City Manager W- John M. Loete, Public Works Director SUBJECT: Amendment No. 4 to an Agreement with Civil Engineering Services for Construction Inspection Services for the Highview Hills Drainage Improvements Project PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider Amendment No. 4 to the engineering services agreement with Civil Engineering Services (formerly doing business as Civil Design Group) for construction related engineering inspection services for the Highview Hills Drainage Improvements Project . BACKGROUND The original agreement with Civil Engineering Services (formerly Civil Design Group) ($75, 000) for design engineering services for the 2001 Sewer Rehabilitation Projects was authorized by City Council on February 28, 2001 . Amendment No. 1 ($13, 000) for construction engineering services for the 2001 Sewer Rehabilitation Projects was authorized by City Council on August 25, 2001 . Amendment No. 2 ($28 , 000) for construction related engineering services for the Country Knoll Relief Sewer Project was authorized by City Council on June 26, 2002 . Amendment No. 3 ($28, 000) for design related engineering services for the Highview Hills Drainage Improvements was authorized by City Council on October 9, 2002 . This Amendment No. 4 ($38, 000) will add construction related engineering services to the agreement with Civil Engineering Services for the Highview Hills Drainage Improvements . A copy of Amendment No. 4 is attached as Exhibit A. .. rft. Inspection Services for Highview Hills Drainage Impr. September 19, 2003 Page 2 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 DUK___ FINANCIAL IMPACT Amendment No. 4 totals $38, 000 and covers construction related engineering services for the Highview Hills Drainage Improvements Project . Monies are available in 1998 Bond Fund - Sewer Portion, account number 398-4200-795 . 92-41; project number 339059, Combined Sewer Separation - Bent Street ($94, 670) to fund this amendment. A budget transfer will be made moving the available funds into project number 339062, Highview Hills Drainage . rThe revised not-to-exceed agreement amount with Civil Engineering Services will now total $182 , 000 . LEGAL IMPACT VIIINVINone ALTERNATIVES 1 . Authorize Amendment No. 4 with Civil Engineering Services. 2 . Do not authorize Amendment No. 4 with Civil Engineering Services . RECOMMENDATION It is recommended that the City Council authorize Amendment No. 4 with Civil Engineering Services in the amount of $38, 000 and authorize staff to execute the necessary documents . Respectfully submitted for Council consideration. r (do]