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05-164 A Resolution No. 05-164 RESOLUTION AUTHORIZING EXECUTION OF AMENDMENT NO. 1 TO ENGINEERING SERVICES AGREEMENT WITH HAMPTON, LENZINI AND RENWICK, INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and directed to execute Amendment No. 1 to the engineering services agreement on behalf of the City of Elgin with Hampton, Lenzini and Renwick, Inc. for professional services in connection with the Shales Parkway Lighting Design Project,a copy of which is attached hereto and made a part hereof by reference. s/ Ed Schock Ed Schock, Mayor Presented: May 11, 2005 Adopted: May 11, 2005 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk CITY OF ELGIN, ILLINOIS SHALES PARKWAY STREET LIGHTING DESIGN ENGINEERING SERVICES AGREEMENT AMENDMENT NO. 1 THIS AGREEMENT AMENDMENT NO. 1, made and entered into this I iThl day of M A , 2005, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinaftt referred to as "CITY") and HAMPTON, LENZINI AND RENWICK, INC., a Delaware corporation (hereinafter referred to as "ENGINEER"), shall modify that AGREEMENT dated December 11, 2002 (hereinafter referred to as "Original Agreement"), 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 Shales Parkway Street Lighting Design (hereinafter referred to as the "PROJECT"). WHEREAS, the Original Agreement 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 Original Agreement in connection with the professional services with the PROJECT. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the parties hereto hereby agree that Original Agreement is hereby amended as follows: Section 1 of the AGREEMENT is hereby amended to include PARAGRAPH D: D. An outline of the construction services to be provided by the ENGINEER includes General Construction Administration and Resident Project Representatives services for the Shales Parkway Street Lighting Design which includes street lighting from Illinois State Route 19 to U.S. 20 (end intersections not included). A detailed Scope of Construction Services and Cost Summary are attached hereto as Amendment 1 — Attachments A and B. Section 4 of Original Agreement is hereby amended to include the following provision: E. For services provided in Section 1-D of this AGREEMENT, the Engineer shall be compensated in a total amount not to exceed $15,400 for 45 days of construction observation. If the duration exceeds 45 days or substantial modifications to the scope of the work are authorized by the City, compensation for said changes will be negotiated at time of amendment. All other terms and provisions of Original Agreement shall remain in full force and effect. G:\P\03050207Wmendment No 1 Revised.doc 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 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 i' 1414,v431 By -- City Clerk -ger (SEAL) Dated this day of , A.D., 2005. For the ENGINEER: By Vice President G:\P\03050207Wmendment No 1.doc • • CITY OF ELGIN, ILLINOIS SHALES PARKWAY STREET LIGHTING DESIGN ENGINEERING SERVICES AGREEMENT AMENDMENT NO. 1 Attachment A—Scope of Construction Phase Services Construction phase services provided by HLR will include the items listed in the RFP for this project. These services are further defined as follows. A progress schedule will be prepared by HLR with the Contractor's input. It is anticipated that this project could be completed in six to twelve weeks so schedule impacts will be minimized. A pre-construction meeting will be conducted by HLR. Minutes will go to all parties for review. It is anticipated that no other job meetings will be necessary until a substantial completion inspection is held. However, should a progress meeting be required, HLR will schedule and conduct this meeting similar to other meetings held for the project. A final inspection will be held to generate a final punch list for the Contractor. HLR will issue an opinion of satisfactory completion for acceptance upon the Contractor's completion of all work items. A resident project representative will be provided by HLR on a part-time basis. The representative will be on site at the beginning of the project and critical points in the construction. The representative will conduct the substantial completion inspection and prepare the final punch list. HLR will provide reports on the progress of the work to the designated City representative. It is anticipated that two pay requests will be required for this project. These will be handled according to City procedures. HLR will prepare record drawings based on the information provided by the Contractor and information collected by the HLR observer. These will be provided in AutoCAD 2000 format. HLR will also provide one set of mylar reproducibles. G:\P\03050207\Amendment No 1.doc OF f4 ``01.5 k '~g City of Elgin Agenda Item No. 'ATTU kV' L 10 April 22, 2005 �. ,. 1 ,� TO: Mayor and Members of the City Council N _ FINANCIALLY STABLE CITYGOVERNMENT EFFIC TENT SERVICES, AND QUAUTY INFRASTRUCTURE FROM: Olufemi Folarin, City Manager John M. Loete, Public Works D rector SUBJECT: Amendment No. 1 to Contract With Hampton, Lenzini and Renwick for the Design of the Shales Parkway Street Light Project PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider Amendment No. 1 to the contract with Hampton, Lenzini and Renwick for the design of the Shales Parkway Street Light Project to add services for construction management. eilk RECOMMENDATION It is recommended that Council approve Amendment No. 1 to the contract with Hampton, Lenzini and Renwick for the design of the Shales Parkway Street Light Project for an amount not to exceed $15,400 and direct staff to execute the necessary documents. BACKGROUND On November 20, 2002, Council approved an engineering services agreement with Hampton, Lenzini, and Renwick (HLR) to design street lights for Shales Parkway from US 20 to Chicago Street. The project was designed in early 2003 and bid during the summer of 2003. The construction project was not awarded at that time due to budget concerns in the Riverboat Fund. The construction funding was restored in 2005. The project was bid again and was awarded on February 9, 2005. HLR's engineering services agreement does not include construction inspection services. Amendment No. 1 adds these services to their original agreement. HLR will provide construction layout, daily inspection of completed work, conduct job progress meetings as necessary, prepare a final inspection punch list, and prepare record drawings of the improvement. The full scope of the amendment is shown in Attachment A of Amendment No. 1 and is attached to this memo. The not to exceed cost of the amendment is $15,400. I r Amendment No. 1 to Shales Parkway Street Light Design April 22, 2005 Page 2 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None 9p6(.._ FINANCIAL IMPACT The total budget for this project is $205,000. Amendment No. 1 totals $15,400 and funding is available ($53,018) for this amendment in the Riverboat Fund, account number 275-0000- 791.92-36, Buildings and Structures, project number 339777, Shales Parkway Street Lights. The original agreement with HLR totaled $30,875.20. If approved, the total not to exceed contract with HLR will now be $46,275.20. V1 A'�,��/ LEGAL IMPACT 11` None ALTERNATIVES 1. Approve as recommended. 2. Do not approve the amendment. This is not recommended because in is not possible to provide the same level of inspection and detail to the construction of this project. Respectfully submitted for Council consideration. (CAB] Attachment CITY OF ELGIN, ILLINOIS SHALES PARKWAY STREET LIGHTING DESIGN ENGINEERING SERVICES AGREEMENT AMENDMENT NO. 1 THIS AGREEMENT AMENDMENT NO. 1, made and entered into this day of , 2005, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and HAMPTON, LENZINI AND RENWICK, INC. (hereinafter referred to as "ENGINEER"), shall modify that AGREEMENT dated December 11, 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 Shales Parkway Street Lighting Design (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 i ib* 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 1 of the AGREEMENT is hereby amended to include PARAGRAPH D: D. An outline of the construction services to be provided by the ENGINEER includes General Construction Administration and Resident Project Representatives services for the Shales Parkway Street Lighting Design which includes street lighting from Illinois State Route 19 to U.S. 20 (end intersections not included). A detailed Scope of Construction Services and Cost Summary are attached hereto as Amendment 1 — Attachments A and B. Section 4 is hereby amended to include the following provision: E. For services provided in Section 1-D of this AGREEMENT, the Engineer shall be compensated in a total amount not to exceed $ for 45 days of construction observation. If the duration exceeds 45 days or substantial modifications to the scope of the work are authorized by the City Council, additional compensation will be negotiated. rek- C:\Documents and Settings\butzow_c.CITYOFELGIN\Local Settings\Temp\GWViewer\Amendment No 1.doc lok 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 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 By City Clerk City Manager (SEAL) Dated this day of , A.D., 2005. rik For the ENGINEER: By Vice President erb. C:\Documents and Settings\butzow_c.CITYOFELGIN\Local Settings\Temp\GWViewer\Amendment No 1.doc CITY OF ELGIN, ILLINOIS SHALES PARKWAY STREET LIGHTING DESIGN ENGINEERING SERVICES AGREEMENT AMENDMENT NO. 1 Attachment A—Scope of Construction Phase Services Construction phase services provided by HLR will include the items listed in the RFP for this project. These services are further defined as follows. A progress schedule will be prepared by HLR with the Contractor's input. It is anticipated that this project could be completed in six to twelve weeks so schedule impacts will be minimized. A pre-construction meeting will be conducted by HLR. Minutes will go to all parties for review. It is anticipated that no other job meetings will be necessary until a substantial completion inspection is held. However, should a progress meeting be required, HLR will schedule and conduct this meeting similar to other meetings held for the project. A final inspection will be held to generate a final punch list for the Contractor. HLR will issue an opinion of satisfactory completion for acceptance upon the Contractor's completion of all work items. em, A resident project representative will be provided by HLR on a part-time basis. The representative will be on site at the beginning of the project and critical points in the construction. The representative will conduct the substantial completion inspection and prepare the final punch list. HLR will provide reports on the progress of the work to the designated City representative. It is anticipated that two pay requests will be required for this project. These will be handled according to City procedures. HLR will prepare record drawings based on the information provided by the Contractor and information collected by the HLR observer. These will be provided in AutoCAD 2000 format. HLR will also provide one set of mylar reproducibles. C:\Documents and Settings\butzow c.CITYOFELGIN\Local Settings\Temp\GWViewer\Amendment No 1.doc so OF f(4 C Ga City of Elgin Agenda Item No. 4 li '�arEOFF�e Eid i,„ 41 April 8, 2005 G u z� fitI Oil ti01 ttr 1$ TO: Mayor and Members of the City Councilut FINANCIALLY STABLE CITY GOVERNMENT EFFICIENT SERVICES. AND OUALITY INFRASTRUCTURE FROM: Olufemi Folarin, City Manager John M. Loete, Public Works D rector SUBJECT: Presentation on CBD Traffic Signal Upgrade Preliminary Design PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information regarding a presentation by Hampton, Lenzini and Renwick (HLR) on the preliminary design for the new CBD Traffic Signal System. RECOMMENDATION No recommendations are being made to Council at this time. The purpose of the presentation is to inform Council of the results of the preliminary design process done by HLR. BACKGROUND The City Council, at its April 14, 2004, meeting, authorized an agreement with Hampton, Lenzini and Renwick (HLR) for Phase I (preliminary) design engineering services for the CBD Traffic Signal Upgrade Project. HLR has completed the Phase I report. Their effort included a full investigation of the layout and functionality of the existing signal system, traffic counts, and warrant analysis for all intersections with existing signals, and for any intersections that might be considered for signalization. In addition, the traffic count data was used to compare the pros and cons of reinstating two-way traffic on Chicago Street and Highland Avenue (between State Street and Center Street/Villa Street) with the function of the existing one-way couplet. The outcome of that analysis was a recommendation to maintain the one-way couplet. At several points in the preliminary design process, public meetings were held to seek input and provide information on the findings to that point. In addition, Downtown Neighborhood Association meetings were attended and door to door polling was done. A preliminary design of the new system has been completed and modeled. It utilizes the latest technology to address the concerns of residents and business owners to the maximum extent possible. The presentation at tonight's meeting will cover key operating features of the system and the level of improvement that should be gained. i • CBD Traffic Signal Preliminary Design Presentation April 8, 2005 Page 2 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Downtown Neighborhood Association, Near East Neighborhood Association, Near West Neighborhood Association 91bLF ANCIAL IMPACT The not-to- exceed value of the preliminary design contract with HLR was $170,384.25. It is anticipated that at completion of the preliminary design process a balance of over $50,000 will remain. Included in the 2005 Riverboat Fund Budget is $2,264,720, in project number 339670, for the final design and construction of the first phase of a new traffic signal system in the Center City. GAL IMPACT WØYE None ALTERNATIVES 1. Continue moving forward with the CBD traffic signal system design 2. Cancel the CBD traffic signal improvements Respectfully submitted for Council consideration. (jml)