05-337 Resolution No.05-337
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT NO. 1 TO THE ENGINEERING
SERVICES AGREEMENT WITH CIVILTECH ENGINEERING,INC.
FOR THE EMERGENCY VEHICLE PREEMPTION PROJECT
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 Civiltech Engineering,Inc.for the emergency vehicle preemption project,a copy of which
is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: December 21, 2005
Adopted: December 21, 2005
Omnibus Vote: Yeas: 5 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
FIRST AMENDMENT AGREEMENT
This Amendment Agreement No. 1 and Final is hereby and entered
into this ' day of DPrember, 2005 , by and between the City of
Elgin, Illinois, a municipal corporation, (hereinafter referred to
as "City" ) and Civiltech Engineering, Inc . , an Illinois
corporation, (hereinafter referred to as "Engineer" ) .
WHEREAS, the parties hereto have previously entered into an
agreement dated April 14 , 2004 attached hereto as Attachment "A"
(hereinafter referred to as "Original Agreement" ) ; and
WHEREAS, the parties hereto have each determined it to be in
their best interests to amend Original Agreement ; and
WHEREAS, the Emergency Vehicle Preemption Design Services
which forms the basis of Original Agreement has been completed to
the extent that construction Inspection Services are now required;
and
WHEREAS, City has requested Engineer to provide Construction
Inspection Services as follows :
A. Engineer' s services shall include part-time construction
inspection services up to the final completion of the
project . Such services shall include a review of the
shop drawings, attendance at weekly progress meetings and
review of punch list items .
B. A Scope of Engineering Services Schedule is attached
hereto and made a part hereof as Attachment "B" ; and
WHEREAS, the circumstances necessitating the change in
performance contemplated by this amendment were not reasonably
foreseeable at the time Original Agreement was signed; the change
contemplates by this Amendment Agreement is germane to the Original
Agreement as signed; and this Amendment Agreement is in the best
interests of the city and is authorized by law.
NOW, THEREFORE, for and in consideration of the mutual
promises and covenants contained herein, the sufficiency of which
is hereby acknowledged, the parties hereto hereby agree as follows :
1 . The above recitals are hereby incorporated into and made
a part of this Agreement .
2 . Section IB of the Original Agreement is hereby amended by
adding the following additional text to the end thereof which reads
as follows : "Engineer services for the project shall also include
part-time construction inspection services up to the final
completion of the project . Such services shall include a review of
the shop drawings, attendance at weekly meetings and review of
punch list items . "
3 . Section IC is hereby amended by adding the following
additional text to the end thereof which reads as follows : "A
detailed Scope of Services for the construction inspection services
to be provided by the Engineer is attached hereto as Attachment A-
l .
4 . Section IIA of the Original Agreement is hereby amended
by adding the following additional text to the end thereof which
reads as follows : "Construction inspection services to be provided
by the Engineer shall correspond with the working schedule of the
contractor on the project . "
5 . Section IV(A) of Original Agreement is hereby amended to
read as follows :
"For services provided, Engineer shall be paid at the rate of
2 . 6825 times the direct hourly rate of personnel employed on
this Project , with the total fee not to exceed $33 , 221, of
which amount not more than $6 , 867 shall be paid for all
additional services contemplated by First Amendment Agreement
between the parties hereto, dated e.c_c.,,,,,t,;.,t, ,2 ), :lCeS , "
6 . Section IV(B) of Original Agreement is hereby amended to
read:
"For outside services provided by other firms or
subconsultants, the City shall pay the Engineer the invoiced
fee to the Engineer, plus 0% . Any such fees are included in
the above referred amount of $33 , 221 .
7 . The remainder of the Original Agreement shall remain in
full force and effect except as specifically modified herein.
CITY OF ELGIN CIVILTECH ENGINEERING, INC.
BY 4.2>
/-2(;-7/ By -� Q -) ' �"�
C . y Manage �i,? / 4.4' .
144L- President
Attest : ,•ttes : T
(i11-014-+42 Ptec44,s,... /7
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24,9;(1/44L
City Clerk Treasurer
F:\Legal Dept\Agreement\Civiltech Engineering Amendment 1.doc
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Attachment A
Original Agreement
izEC+E1.V-titick""'"45.
AGREEMENT APR 2 9 2004
Civiltaeii 4082141'g, iC�c.> g.
THIS AGREEMENT,made and entered into this Mday of.A{0R.t L- ,2004,by and I PI-'am
between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as"CITY")and
Civiltech Engineering,Inc an Illinois corporation(hereinafter referred to as"ENGINEER").
WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional services in
connection with EMERGENCY VEHICLE PREEMPTION DESIGN SERVICES(hereinafter referred
to as the"PROJECT");
AND
WHEREAS,the ENGINEER represents that he is in compliance with Illinois Statutes relating to
professional registration of individuals and has the necessary expertise and experience to furnish such
services upon the terms and conditions set forth herein below.
NOW,THEREFORE,for and in consideration of the mutual undertakings as set forth herein,and other
good and valuable consideration,the sufficiency of which is hereby acknowledged,the City and the
ENGINEER agree that the City does hereby retain the ENGINEER to act for and represent the City in the
engineering matters involved in the Project as set forth herein subject to the following terms conditions and
stipulations,to wit:
I. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the City's Fire Chief.
B.This project will provide for the installation of emergency vehicle preemption equipment at 18
intersections within City's Fire District#6 and on City's Department vehicles.
C.A detailed Scope of Services is attached hereto as Attachment A.
1Q.PROGRESS REPORTS
A.An outline project milestone schedule is provided as follows.
• Notice to proceed April 15,2004
• Preliminary design submittal to City May 21,2004
• City comments returned June 4,2004
• Preliminary design submittal to IDOT and ICC June 18,2004
• IDOT and ICC comments returned August 27,2004
• Final design submittal September 10,2004
• Bid opening September 24,2004
B. A detailed project schedule for the Project is included as Attachment B,attached hereto.
Progress will be recorded on the project schedule and submitted monthly as a component of the
Status Report described in C.below.
C.The Engineer will submit to the Fire Chief monthly a Status Report keyed to the Project
Schedule. A brief narrative will be provided identifying progress,findings and outstanding issues.
III. WORK PRODUCTS
All work products prepared by the ENGINEER pursuant hereto including,but not limited too,
reports,designs,calculations,work drawings,studies,photographs,models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the Fire Chief provided,however,that the ENGINEER may retain copies of such
work products for its records. Such work products are not intended or represented to be
suitable for reuse by the CITY on any extension to the PROJECT or on any other project,and
such reuse shall be at the sole risk of the CITY without liability or legal exposure to the
ENGINEER,
IV. PAYMENTS TO THE ENGINEER(Not To Exceed Method)
A. For services provided the ENGINEER shall be reimbursed at the rate of 2.6825 times the
direct hourly rate of personnel employed on this PROJECT,with the total fee not to exceed
$26,354 regardless of the actual costs incurred by the ENGINEER unless substantial modifications
to the scope of the work are authorized in writing by the CITY.
B. For outside services provided by other firms or subconsultants,the CITY shall pay the
ENGINEER the invoiced fee to the ENGINEER,plus 0%. Any such fees are included in the
above referred amount of$26,354.
C.(list other components of the fee such as reimbursables.)
See Attachment C
D. The CITY shall make periodic payments to the ENGINEER based upon actual progress within
30 days after receipt and approval of invoice. Said periodic payments to the ENGINEER shall not
exceed the amounts shown in the following schedule,and full payments for each task shall not be
made until the task is completed and accepted by the Fire Chief.
Data Collection $2,787
Pre-Final Contract Plans&Specifications $18,012
(First submittal to IDOTIICC)
Final Contract Plans&Specifications $4,171
Bidding Assistance $1,384
V. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports
(IIC above)will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The
ENGINEER shall permit the authorized representative of the CITY to inspect and audit all data
and records of the ENGINEER for work done under this Agreement The ENGINEER shall make
these records available at reasonable times during the Agreement period,and for a year after
termination of this Agreement.
•
VI. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time
upon fifteen(15)days prior written notice to the ENGINEER.In the event that this Agreement is
so terminated, the ENGINEER shall be paid for services actually performed and reimbursable
expenses actually incurred prior to termination,except that reimbursement shall not exceed the
task amounts set forth under Paragraph IV above.
VEL TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to proceed
and,unless terminated for cause or pursuant to Article V,shall be deemed concluded on the date
the CITY determines that all of the ENGINEER's work under this agreement is completed. A
determination of completion shall not constitute a waiver of any rights or claims which the CITY
may have or thereafter acquire with respect to any term or provision of the Agreement.
VIII, NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action taken
by the CITY,the ENGINEER shall give written notice of his claim within 15 days after
occurrence of such action. No claim for additional compensation shall be valid unless so made.
Any changes in the ENGINEER's fee shall be valid only to the extent that such changes are
included in writing signed by the CITY and the ENGINEER. Regardless of the decision of the
FIRE CHIEF relative to a claim submitted by the ENGINEER,all work required under this
Agreement as determined by the FIRE CHIEF shall proceed without interruption.
IX )3REACH OF CONTRACT
If either party violates or breaches any term of this Agreement,such violation or breach shall be
deemed to constitute a default,and the other party has the right to seek such administrative,
contractual or legal remedies as may be suitable to the violation or breach;and,in addition,if
either party,by reason of any default,fails within fifteen(15)days after notice thereof by the other
party to comply with the conditions of the Agreement,the other party may terminate this
Agreement.
X. INDEMNIFICATION
To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and hold
harmless the CITY,its officers,employees,agents,boards and commissions from and against any
and all claims,suits,judgments,costs,attorney's fees,damages or other relief,including but not
limited to workers'compensation claims,in any way resulting from or arising out of negligent
actions or omissions of the ENGINEER in connection herewith,including negligence or omissions
of employees or agents of the ENGINEER arising out of the performance of this Agreement. In
the event of any action against the CITY,its officers,employees,agents,boards or commissions,
covered by the foregoing duty to indemnify,defend and bold harmless such action shall be
defended by legal counsel of the CITY's choosing. The provisions of this paragraph shall survive
the termination and/or expiration of this agreement,
XL NO PERSONAL LIABILITY
No official,director,officer,agent or employee of the CITY shall be charged personally or held
• contractually liable under any term or provision of this Agreement or because of their execution,
approval or attempted execution of this Agreement.
XII. INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide,pay for and maintain in effect,
during the term of this Agreement,a policy of comprehensive general liability insurance written in
occurrence form with limits of at least$1,000,000 aggregate for bodily injury and$1,000,000
aggregate for property damage.
The ENGINEER shall deliver to the Purchasing Director a Certification of Insurance naming the
CITY AS ADDITIONAL INSURED. The policy shall not be modified or terminated without
thirty(30)days prior written notice to the Purchasing Director.
The above-referenced certificate of insurance shall include the contractual obligations assumed by
the ENGINEER under Article X entitled"Indemnification."
This insurance shall apply as primary insurance with respect to any other insurance or self-
insurance programs afforded to the CITY. There shall be no endorsement or modification of this
insurance to make it excess over other available insurance,alternatively,if the insurance states that .
it is excess or prorate,it shall be endorsed to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance
written in occurrence form covering all owned,non-owned and hired motor vehicles with limits of
not less than$500,000 per occurrence for damage to property.
•
C. Combined Single Limit Policy. The requirements for insurance coverage for the general
liability and auto exposures may be met with a combined single limit of$1,000,000 per
occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The ENGINEER shall carry Engineer's Professional Liability
Insurance covering claims resulting from error,omissions or negligent acts with a combined single
limit of not less than $1,000,000 per occurrence.A Certificate of Insurance shall be submitted to
the Purchasing Director as evidence of insurance protection. The policy shall not be modified or
terminated without thirty(30)days prior written notice to the Purchasing Director.
XIII. CONSTRUCTION MEANS,METHODS.TECHNIQUES.SEQUENCES,
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means,methods,techniques,sequences or procedures,or for safety precautions and
programs in connection with the construction,unless specifically identified in the Scope of
Services. - -.
XIV. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,there shall be no
discrimination against any employee or applicant for employment because of sex,age,race,color,
creed,national origin,marital status,of the presence of any sensory,mental or physical handicap,
unless based upon a bona fide occupational qualification,and this requirement shall apply to,but
not be limited to,the following:employment advertising,layoff or termination,rates of pay or
other forms of compensation and selection for training,including apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any services or
activities made possible by or resulting from this Agreement on the grounds of sex,race,color,
creed,national origin,age except minimum age and retirement provisions,marital status or the
presence of any sensory,mental or physical handicap. Any violation of this provision shall be
considered a violation of a material provision of this Agreement and shall be grounds for
•
cancellation,termination or suspension,in whole or in part,of the Agreement by the CITY.
XV. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and the
assigns of the parties hereto;provided,however,that no assignment shall be made without the
prior written consent of the CITY.
XVI. pELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and
other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with
respect to each and every item,condition and other provision hereof to the same extent that the,
ENGINEER would have been obligated if it had done the work itself and no assignment,
delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's
advanced written approval.
XVII. NO CO-PARTNERSHIP OR AGENCY
This agreement shall not be construed so as to create a partnership,joint venture,employment or
other agency relationship between the parties hereto.
XVIII. SEVERABILITY
The parties intend and agreed that,if any paragraph,sub-paragraph,phrase,clause or other
provision of this Agreement,or any portion thereof,shall be held to be void or otherwise
unenforceable, all other portions of this Agreement shall remain in full force and effect.
XIX. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define,limit or describe the
scope of intent of any provision of this Agreement,nor shall they be construed to affect in any
manner the terms and provisions hereof or the interpretation or construction thereof
XX. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed,modified,discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations or
warranties shall be binding upon the other party unlessexpressed in writing herein or in a duly
executed amendment hereof,or change order as herein provided.
XXI. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance
with the laws of the State of Illinois.Venue for the resolution of any disputes or the enforcement
of any rights pursuant to this agreement shall be in the Circuit Court of Kane County,Illinois.
XXII. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from the FIRE CHIEF,
nor will the ENGINEER make public proposals developed under this Agreement without prior
written approval from the FIRE CHIEF prior to said documentation becoming matters of public
record.
XXIIL COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work
associated with the PROJECT.
XXIV. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of
a violation of 720 ILCS 5/33E et seq. Or any similar state or federal statute regarding bid
rigging.
XXV. SEXU .. :_: t •SSNENT
As a condition of this contract,the ENGINEER shall have written sexual harassment policies
that include,at a minimum,the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment,utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse,investigative and complaint process available through the Illinois
Department of Human Rights,and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies must be provided to the Department of Human Rights upon request 775
ILCS 5/2-105.
XXVI. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the FIRE CHIEF and
to other participants which may affect cost or time of completion,shall be made or confirmed
in writing. The FIRE CHIEF may also require other recommendations and communications
by the ENGINEER be made or confirmed in writing.
XXVII. NOTICES
All notices,reports and documents required under this Agreement shall be in writing and shall
be mailed by First Class Mail,postage prepaid,addressed as follows:
A. As to CITY:
Chief Mike Falese
City of Elgin
150 Dexter Court
Elgin,Illinois 60120-5555
4
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B. As to ENGINEER:
Kathleen M.Meyerkord,P.E.,P.T.O.E.
Civiltech Engineering,Inc.
450 E.Devon Avenue,Suite 300
Itasca,Illinois 60143
•
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 k 4L1 .
City Clerk City Manager
(SEAL)
•
For the ENGINEER nn
Dated this I(4kdayof k t t b•ran. ,A.D.,2004.
ATTEST:
By/20/(6,V2442- ; 4,6 / •�
Treasurer ' •resid .t
(SEAL.)
. (s,..9,,,;\,,A /\,,,e,,,,„A-)
Attt A
o f Se1Ces
Detailed Scope
Scope of Services for Contract Plans, Specifications and Cost
Estimate
A. Data Collection
1. Obtain existing signal plans, equipment inventories, and sequence of operations from IDOT
or the City of Elgin.
2. Perform a field check to inventory existing traffic signal equipment and field verify existing
sequences of operation and cable plans. Determination of proposed equipment locations and
required control cabinet modifications will also be completed at that time. A photolog of the
controller cabinet interiors and each intersection approach will also be taken.
3. Meet with City (Fire Department and Department of Public Works) and EVP equipment
representative to discuss scope of project and results of the field check.
B. Pre-Final Contract Plans and Specifications
1. Prepare pre-final plans consisting of the following sheets:
• Title Sheet
• Summary of Quantities/Plan Notes
• Traffic Signal Modification Plans (1 per intersection)
• Cable Plan, Existing Normal and Railroad Sequences, Proposed Emergency Vehicle
Sequences of Operations, and Schedule of Quantities
• Detail Sheets
2. Prepare special provisions and Engineer's Estimate of Probable Cost.
3. Submit pre-final plans to the City of Elgin for review.
4. Revise plans based on City's comments.
5. Hold open house public meeting with affected property owners & residents.
6. Submit plans to IDOT and ICC for review.
C. Final Contract Plans and Specifications
1. Attend agency review meetings, if necessary.
2. Revise plans and specifications based on reviews and resubmit for final review and approval.
3. Submit plans to utility companies if underground work (conduit, new foundation) is
required.
4. Provide one (1) set of reproducible plans and specifications and one (1) electronic copy
(AutoCad and Word) of each to the City. Civiltech staff will load these files onto the City's
computer system, if required.
D. Advertisement for Bidders and Contract Administration
1. Prepare advertisement for bidders (to be published by the City of Elgin).
2. Notify prospective electrical contractors of the project.
3. Attend bid opening and review bid proposals.
4. Prepare bid tabulation and recommend the lowest responsible bidder.
5. Provide assistance in administering the execution of the contract and the contract
performance bond, obtaining the IDOT Highway Permit and reviewing the catalog cuts.
.
.
CIVILTECH
Cost Estimate of Consultant Services .
EMERGENCY VEHICLE PREEMPTION
#04-009
This estimate assumes project is bid as one contract. If multiple bids are required, revisions to this document will be required.
.;•.
�����: � • .g '4 �i
----- '—' — '--~ Payroll-. -- ---- Costs ^ . ~_.-~-.. _ii" ..`
A. Data Collection
• Obtain existing plans 1 23 31 - 8 • 62 .
Perform field check wIEVP rep,prepare photolog 36 780 1,047 30 265 2,122
Meet with City&EVP equipment representative 6 219 294 15 • 74 602
Subtotal Item A 43 $ 1,022 $ 1,372 $ 45 $ 347 $ 2,787
B. Pm'finm|Contract Plans&Specifications
Title Sheet/Index ofSheets 5 103 138 - 35 276
General Notes/Summary of Quantities 8 172 231 - 58 461
Traffic Signal Modification Plan(18 locations) 144 3,210 4,310 - 1.090 8,611
Cable PlanslSequence of Operations(18 locations) 64 1,505 2.021 - 511 4,037
Detail Sheets 2 43 58 ' 15 115
Specifications/Quantities/Cost Estimate 17 406 546 ' 138 1.089
Submit plans toCity for review 2 43 58 76 15 191
Revise plans based onCity comments 20 430 577 ' 146 1,153
Hold Open House Public Meeting 22 656 881 ' 223 1,760
Submit plans to IDOT&ICC for review 2 43 58 202 15 317
Subtotal Item B 286 $ $.611 $ 8,877 $ 278 $ 2,246 $ 18'012
C. Final Contract Plans&Specifications
Review meetings<|DOT//CC/Qty> 6 219 294 15 74 602
Revise plans and specifications and resubmit 31 695 933 672 236 2,536
Submit plans toutilities 2 43 58 151 15 266
Provide reproducible plans and specs to City 6 129 173 420 44 766
Subtotal Item C 45 $ 1,086 $ 1.458 $ 1'258 $ 369 $ 4,171
D. Bidding Assistance
Prepare advertisement for bidders 2 46 62 - 16 123
Notify electrical contractors 2 46 62 252 16 375
Attend bid opening and review proposals 4 119 160 ' 40 319
Prepare bid tabs 3 69 93 ' 23 185
Assist with contract documents 5 142 191 ' 48 381
Subtotal Item D 16 $ 422 $ 567 $ 252 . $ 143 $
� ' 1.3W4
T�l ����~�^�`'.�'��x�."������,`n��`� ��' 'T` 390 $ 9,141` '$ 12,275'. h` 1;833~:x''$ 4,10-5'
���� 2�,��4
(1)
Overhead Factor= 134.28%of Payroll
/wVehicle Expense' Items 1. 2 & 3
Printing- Items 2 &3 &4
(3) Fixed Fee'(Payroll x (1+DH)) xU.14S
—.ad
m/mElgin feinan25,2004
- c�
CIVILTECH
Manhours &Payroll Costs
EMERGENCY VEHICLE PREEMPTION
#04-009
..; '''1'�r `� "r.{R'!.rf. w•l.t:= - i i: Projeet:, •::Pfbie ':rr'-'e'•'• :.9?: !..;; ai;`;. f
_;, '; a 1N RK ". r;,tom t.
��• �'+<' � � 0 ITEM"4�„'•� �'�' e„ .Mariager� EngipeB�• Technician � Total�•
i;`k', . ` DESCRIPTiONc?,srl ;' ae:-•':::!$50.00, ':.$23.00: X520.-00.,. *Hours a-•Payroil
A. Data Collection
Obtain existing plans - 1 - 1 23
Perform field check w/EVP rep,prepare photolog - 20 16 36 780
Meet with City& EVP equipment representative 3 3 - 6 219
Subtotal Item A 3 24 16 43 $ 1,022_
B. Pre-final Contract Plans&Specifications
Title Sheet/Index of Sheets - 1 4 5 103
General Notes/Summary of Quantities - 4 4 8 172
Traffic Signal Modification Plan(18 locations) 4 70 70 144 3,210
Cable Plans/Sequence of Operations(18 locations 4 35 25 64 1,505
Detail Sheets - 1 1 2 43
Specifications/Quantities/Cost Estimate 1 12 4 17 406
Submit plans to City for review - 1 1 2 43
Revise plans based on City comments - 10 10 20 430
Hold Open House Public Meeting 6 12 4 22 656
Submit plans to IDOT& ICC for review - 1 1 2 43
Subtotal Item B 15 147 124 286 $ 6,611
C. Final Contract Plans&Specifications
Review meetings(IDOT/ICC/City) 3 3 - 6 219
Revise plans and specifications and resubmit 1 15 15 31 695
Submit plans to utilities - 1 1 2 43
Provide reproducible plans and specs to City - 3 3 6 129
Subtotal Item C 4 22 19 45 $ 1,086
D. Bidding Assistance
Prepare advertisement for bidders - 2 - 2 46
Notify electrical contractors - 2 - 2 46
Attend bid opening and review proposals 1 3 - 4 119
Prepare bid tabs - 3 - 3 69
Assist with contract documents 1 4 - 5 142
Subtotal Item D 2 14 - 16 $ 422
TOTALS;7.',=.::„:',`,.3'.,; ,;;`). .7- :. .:,4.,.-' ; 24 207, 159-'1, 390 $' 9,141_
%TOTAL 6.2 53.1 . 40.8 100
visa
City oJElvin Febnsry25,204
CIVILTECH
Direct Costs
IP— EMERGENCY VEHICLE PREEMPTION
#04-009
WORK:ITEM:;: :..,r ; -,t.;, DIRECT
• : COST
A. Data Collection
Perform field check w/EVP rep,prepare photolog $ 30
Mileage-2 days x 40 miles X$0.375/mile=$30.00
Meet with City&EVP equipment representative
Mileage-40 miles x$0.375/mile=$15.00 $ 15
• Subtotal Item A $ 45
B. Pre-final Contract Plans&Specifications
Submit plans to City for review
Printing-42 sheets x 3 sets x$0.60/sheet= $75.60 $ 76
Submit plans to IDOT& ICC for review •
Printing-42 sheets x 8 sets x$0.60/sheet=$201.60 $ 202
Subtotal Item B $ 278
C. Final Contract Plans&Specifications
Review meetings(IDOT/ICC/City)
Mileage-40 miles x$0.375/mile=$15.00 $ 15
Revise plans and specifications and resubmit
Printing-42 sheets x 10 sets x$0.60/sheet=$252.00(bluelines) $ 252
42 sheets x 1 set x$10.00/sheet=$420.00(mylars) $ 420
Submit plans to utilities
Printing-42 sheets x 6 sets x$0.60/sheet=$15t20(bluelines) $ 151
Provide reproducible plans and specs to City
Printing-42 sheets x 1 set x$10.00/sheet=$420.00(mylars) $ 420
Subtotal Item C $ 1,258
D. Bidding Assistance
Printing-42 sheets x 10 sets x$0.60/sheet=$252.00(bluelines) $ 252
Subtotal Item D .. $ 262
Total Direct Costs • .. "•$::1.$33:
•
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City of Elgin February 25,2004
COr \ Are,r41,4-)
Attachment B
Detailed Project Schedule
,r:
City of Elgin
Emergency Vehicle Preemption Design Services
Project SchedulelProgress Record
Civiltech Engineering,Inc.
Work Item Month April May June July August September
Week Ending 2 1 9 116 23 30 7 114 21128 4111118125 2 19116123 30 6 113120127 3110 17124
Notice to Proceed April 15
A. Data Collection Estimated W.Flti4A
Actual
Submittal to City May 21
B. Pre-final Contract Plans &Specifications Estimated
Actual Final Submittal Sept.10
--1st Submittal to IDOT/ICC June 18
C. Final Contract Plans& Specifications Estimated 17014 VOA
Actual
Bid Opening Sept.24--.
D. Bidding Assistance Estimated
Actual
wenC
Aryno)
httaCt
Direct Costs
y,. • :s::• .4 :.ti• WORK; Vii,,:;,;�;::; ::R.:. �4.k,J•,t!•t1.
ITE �. DIREC.T: :,
.• ,..C'1. ::. .ai• •,...'�_ r...�,.;y.'_... •,.r .:....�.r� - .,,. _•,�� •0=.:�^G'.€ �. +.k::f.•wr.:'`i�:;'t$• ):�L,'•,..::
,;;i :'_" DESCRIPTION
A. Data Collection
Perform field check w/EVP rep, prepare photolog $ 30
Mileage - 2 days x 40 miles X $0.375/mile = $30.00
Meet with City & EVP equipment representative
Mileage - 40 miles x $0.375/mile = $15.00 $ 15
Subtotal Item A $ 45
B. Pre-final Contract Plans & Specifications
Submit plans to City for review
Printing - 42 sheets x 3 sets x$0.60/sheet = $75.60 $ 76
Submit plans to IDOT& ICC for review
Printing - 42 sheets x 8 sets x $0.60/sheet = $201.60 $ 202
Subtotal Item B $ 278
C. Final Contract Plans & Specifications
Review meetings (IDOT/ICC/City)
Mileage - 40 miles x $0.375/mile = $15.00 $ 15
Revise plans and specifications and resubmit
Printing - 42 sheets x 10 sets x $0.60/sheet = $252.00 (bluelines) $ 252
42 sheets x 1 set x $10.00/sheet = $420.00 (mylars) $ 420
Submit plans to utilities
Printing - 42 sheets x 6 sets x $0.60/sheet = $151.20 (bluelines) $ 151
Provide reproducible plans and specs to City
Printing - 42 sheets x 1 set x $10.00/sheet = $420.00 (mylars) $ 420
Subtotal Item C $ 1,258
D. Bidding Assistance
Printing - 42 sheets x 10 sets x $0.60/sheet = $252.00 (bluelines) $ 252
Subtotal Item D $ 252
••�'��,:i - .:"1..; a.. ..4°'• - r _c.zj ;',v —%a"u:ig ,,'`: U'a -
Total Direct edits..
r•
Attachment B
Detailed Scope of Services
I. SCOPE OF SERVICES
A. Shop Drawing Review/Pre-Construction Meeting
1. Review shop drawings&equipment catalog cuts for conformance to
specifications.
2. Attend preconstruction meeting.
B. Inspection
1.. Provide part-time inspection of construction activities.
2. Attend construction meetings as required.
C. Measurement and Documentation
I. Measure cable quantities and document equipment installations.
2. Prepare contractor pay estimates.
D. Final Inspection
1. Attend final inspection of each location with representatives of IDOT,ICC
and the City of Elgin to turn-on and test the emergency vehicle preemption
systems.
2. Prepare an inspection punch list. Follow up on any punch list items before
certifying completion of contractor's work
City of Elgin
Emergency Vehicle Preemption •
COST ESTIMATE OF CONSULTANT SERVICES
Construction Inspection Services
Consultant: Civiltech Engineering,Inc. Date:June 3,2005
Overhead
WORK ITEM Total &Fringe Direct Fixed Total
DESCRIPTION Hours Payroll Benefit Coat Costain Feei'l Cost
A. Shop Drawing Review/Pre-Con Meeting
Review shop drawings 8 catalog cuts 2 52 70 - 18 139
Attend pre-construction meeting 4 152 204 16 52 424 •
Subtotal Item A 6 $ 204 $ 274 $ 16 $ 69 $ 563
B. Construction Inspection
Provide part-time inspection of construction activities 36 936 1,257 81 318 2,592
Attend construction meetings as required 6 204 274 16 69 563
Subtotal Item B 42 $ 1,140 $ 1,531 $ 97 $ 387 $ 3,155
C. Measurement and Documentation
Measure cable quantities and document equipment Installations 14 364 489 16 124 992
Prepare contractor pay estimates 6 156 209 - 53 418
Subtotal Item C 20 $ 520 $ 698 $ 16 $ 177 $ 1,411
D. Final Inspection
Attend final inspection of each location with representative From 16 416 559 32 141 1,148
IDOT and Elgin to turn on and test EVP systems
Prepare and follow upon punch list 8 208 279 32 71 590
Subtotal Item D 24 $ 624 $ 838 $ 64 $ 212 $ 1,738
TOTALS 92 $ 2,488 $ 3,341 $ 193 $ 845 $ 6,867
i'1 Overhead Factor=134.28%of Payroll
•
(2) Vehicle Expense-Items 1,2,3&4
131 Fixed Fee-(Payroll x(1+OH))x 0.145
City of Elgin
Emergency Vehicle Preemption
MANHOURS AND PAYROLL COSTS
Construction Inspection Services
Consultant: Civiltech Engineering, Inc. Date: June 3, 2005
Associate Resident
A. Shop Drawing Review/Pre-Con Meeting
Review shop drawings &catalog cuts 2 2 52
Attend pre-construction meeting 2 2 4 152
Subtotal Item A 2 4 6 $ 204
B. Construction Inspection
Provide part-time inspection of construction activities 36 36 936
Attend construction meetings as required 2 4 6 204
Subtotal item B 2 40 42 $ 1,140
C. Measurement and Documentation
Measure cable quantities and document equipment installation - 14 14 364
Prepare contractor pay estimates 6 6 156
Subtotal Item C 20 20 $ 520
D. Final Inspection
Attend final inspection of each location with representative
16 16 416
from IDOT and Elgin to turn on and test EVP systems
Prepare and follow up on punch list 8 8 208
Subtotal Item D 24 24 $ 624
%TOTAL 4.3 95.7 100
•
Attachment C
Direct Costs
City of Elgin
Emergency Vehicle Preemption
DIRECT COSTS
Construction Inspection Services
Consultant: Civiltech Engineering, Inc.
WORK ITEM DIRECT
DESCRIPTION COST
A. Shop Drawing Review/Pre-Con Meeting
Attend pre-construction meeting' $ 16
Mileage - 1 trip x 40 miles X$0.405/mile = $16.00 _
Subtotal Item A $ 16
B. Construction Inspection
Provide part-time inspection of construction activities
Mileage - 5 trips x 40 miles X$0.405/mile= $81.00 $ 81
Attend construction meetings as required
Mileage - 1 trip x 40 miles X$0.405/mile = $16.00 _ $ 16
Subtotal Item B $ 97
C. Measurement and Documentation
Measure cable quantities and document equipment installations
Mileage - 1 trip x 40 miles X$0.405/mile =$16.00 $ 16
Subtotal Item C $ 16
D. Final Inspection
Turn on, final inspection
Mileage - 2 trips x 40 miles X$0.405/mile = $32.00 $ 32
Prepare and follow up on punch list
Mileage- 2 trips x 40 miles X$0.405/mile = $32.00 $ 32
Subtotal Item D $ 64
Total Direct Costs $ 193
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♦��•
°F Agenda Item No. C)
City of Elgin
L
G
November 23, 2005 i
>44
N
TO: Mayor and Members of the City Coun '1 SAFE COMMUNITY
FROM: Olufemi Folarin, City Manager V
Michael W. Falese, Fire Chief
SUBJECT: Amendment No. 1 to the Engineering Services Agreement with Civiltech
Engineering Inc. for the Emergency Vehicle Preemption(EVP)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 an agreement with Civiltech Engineering Inc. for
construction related engineering inspection services for the Emergency Vehicle Preemption
project.
RECOMMENDATION
It is recommended that the City Council approve Amendment No. 1 in the amount of$6,867.00
and authorize staff to execute the necessary documents.
BACKGROUND
At its meeting on March 26, 2004, the City Council authorized an agreement with Civiltech
Engineering, Inc. ($26,354.00) for design engineering for the completion of plans, specifications,
and bid documents for the Emergency Vehicle Preemption project. As is normal practice, it was
planned at the time of that approval to amend the agreement for construction inspection services
once the scope of the construction project was clearly defined. Amendment No. 1 ($6,867.00)
will add construction engineering services to the original agreement with Civiltech Engineering
Inc. for the subject project.
The Emergency Vehicle Preemption project will provide for the installation of equipment at
eleven signaled intersection in Fire District#6. The EVP equipment will change the traffic lights
from red to green giving Fire Department apparatus the right of way as they approach. The
intersections include Rt. 31 and Big Timber Rd., Rt. 31 at the entrance to Chicago Rawhide, Rt.
31 and Lawrence Ave., Rt. 31 and Walnut Ave., Rt. 31 and Rt. 20, Mclean Blvd. and Big Timber
Rd., Mclean Blvd. and Royal Blvd., Mclean Blvd. and Wing St., Mclean Blvd. and Highland
/" Ave., Mclean Blvd. and Larkin Ave., and Larkin Ave. and Edison St. as depicted on the project
location map attached as Exhibit A.
C Amendment No. 1 to the Engineering Services Agreement with Civiltech Engineering
November 23, 2005
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
vikops(144endment No. 1 with Civiltech Engineering Inc. totals $6,867.00 and covers all construction
Ili
related engineering fees. There are sufficient funds budgeted ($217,600.00) and available
($36,306.50) in the Riverboat Fund, account number 275-0000-791.92-36, `Buildings and
Structures",project number 339779, "Traffic Signal Preemption"to fund this amendment.
.06v LEGAL IMPACT
The agreement must be submitted to the Legal Department for review.
ALTERNATIVES
1. Approve Amendment No. 1 to the agreement with Civiltech Engineering Inc.
0 2. Do not approve the Amendment.
Respectfully submitted for Council consideration.
bdm
Attachment
0