06-1 Resolution No. 06-1
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
REZEK, HENRY, MEISENHEIMER AND GENDE, INC.
(2006 Combined Sewer Separation 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 an agreement on behalf of the City of Elgin with Rezek,Henry,Meisenhemer and
Gende, Inc. for 2006 Combined Sewer Separation Project, a copy of which is attached hereto and
made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: January 11, 2006
Adopted: January 11, 2006
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
THIS AGREEMENT is hereby made and entered into this(ow-day of jS,a-, opq 204,by
and between the CITY OF ELGIN, Illinois, a municipal corporation(hereinafter referred to as
"CITY") and Rezek, Henry, Meisenheimer and Gende, 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 the 2006 Combined Sewer Separation Project (hereinafter referred to
as the"PROJECT"); and
WHEREAS, the ENGINEER represents that it 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 promises and covenants contained
herein, the sufficiency of which is hereby mutually acknowledged, the CITY and ENGINEER
hereby agree that the CITY hereby retains ENGINEER to act for and represent CITY in the
engineering matters involved in the Project as set forth herein, subject to the following terms,
conditions and stipulations:
I. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Director of Public
Works of the CITY, herein after referred to as the "DIRECTOR".
B. The ENGINEER shall provide all services necessary to complete the design and
bidding phases of the PROJECT. The PROJECT will include construction of new and
separated sewers in the Highland Avenue, Bent Street, and CBD systems as outlined in
the 2004 Combined Sewer Separation Study Report prepared by Carroll Engineering
&Associates, P.C. Specifically,the Highland Avenue System will consist of the
construction of approximately 3,210 feet of 12-inch and 54-inch diameter storm sewer
on West Chicago Street, Highland Avenue, Crystal Avenue, and within side yards
between Jackson and Lynch Streets. The Bent Street System will consist of the
construction of approximately 4,470 feet of 12-inch through 21-inch storm sewer on
portions of May Street, Wellington Avenue, Lessenden Place, Grace Street, Hastings
Street,Raymond Street, Sheridan Avenue, and Regent Street. The CBD System will
consist of the construction of approximately 1,540 feet of 12-inch and 15-inch storm
sewer on portions of North Spring Street, East Highland Avenue, East Chicago Street,
and Dexter Avenue. Design services shall also include cleaning and televising of the
existing combined sewers (including laterals) and smoke testing and dye tests to
identify sources of infiltration/inflow. Inspections of buildings connected to the
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existing combined sewers (including laterals)will also be conducted to identify any
improper connections. It is anticipated that the existing combined sewer will require
some point repairs and then would be lined.
C. A detailed Scope of Services is attached hereto and made a part hereof as Attachment A.
II. PROGRESS REPORTS
A. ENGINEER shall adhere to the following outline project milestone schedule as well as
the detailed project schedule attached hereto as Attachment B.
Milestone Date
Authorization to Proceed January 12, 2006
Complete Preliminary Drawings (50%) March 31, 2006
Review Meeting with City Staff April 3, 2006
Complete Final drawings and Specifications April 26, 2006
Review Meeting with City Staff May 5, 2006
Advertise for Bids May 15, 2006
Bid Opening June 13, 2006
B. ENGINEER shall adhere to the detailed project schedule for PROJECT attached hereto
and made a part hereof as Attachment B. ENGINEER shall record progress relative to
the project schedule which shall be submitted to DIRECTOR on a monthly basis as a
component of the status report provided for in Subsection C below.
C. The ENGINEER will submit to the DIRECTOR 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 to, 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 DIRECTOR;provided, however that the ENGINEER may
retain copies of such work products for its records. Such work products are not
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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 to the ENGINEER.
IV. PAYMENTS TO THE ENGINEER(Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of 3.07 times the direct
hourly rate of personnel employed on this PROJECT, with the total fee not to exceed
$211,670 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. Any such invoiced fees to
ENGINEER shall be included with and construed as part of the above-referenced
amount of$211,670.
C. Direct reimbursable expenses will be billed at actual cost to the CITY. These expenses
include travel, printing, postage, computer charges and long distance telephone. Such
direct reimbursable expenses shall be included and construed as part of the above-
referenced not-to-exceed total payment amount of$211,670.
D. The CITY shall make monthly payments to the ENGINEER within 30 days after
receipt and approval of the ENGINEER's detailed invoice. The invoice will include a
breakdown of charges by individual with a description of services performed and a
breakdown of subconsultant and direct reimbursable expenses. Final payment shall not
be made until the PROJECT is completed and accepted by the DIRECTOR.
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.
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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, provided,
however,that such payment shall not exceed the task amounts set forth under
Paragraph IV above.
VII. TERM
This Agreement shall,unless terminated for cause or pursuant to Article VI or IX,be
deemed concluded on the date the CITY determines that all of the ENGINEER's work
under this agreement is completed and accepted by CITY. 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 DIRECTOR relative to a
claim submitted by the ENGINEER, all work required under this Agreement as
determined by the DIRECTOR shall proceed without interruption.
IX. BREACH 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.
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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 such action against the CITY, its officers, employees, agents,boards or
commissions, covered by the foregoing duty to indemnify, defend and hold harmless
such action shall be defended by legal counsel of the CITY's choosing.
XI. 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 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 DIRECTOR.
Such Certificate of Insurance shall include,but not be limited to, coverage for the
obligations assumed by ENGINEER pursuant to Article X herein entitled
"Indemnification".
Such above-referenced 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 prorated,
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
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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 DIRECTOR as
evidence of insurance protection. The policy shall not be modified or terminated
without thirty(30) days prior written notice to the 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.
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XVI. DELEGATIONS 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, except to such
extent as may be specifically provided for herein.
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 unless
expressed 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.
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XXII. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval from
the DIRECTOR, nor will the ENGINEER make public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said
documentation becoming matters of public record.
XXIII. 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. SEXUAL HARASSMENT
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.
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XXVI. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the
DIRECTOR and to other participants which may affect cost or time of completion,
shall be made or confirmed in writing. The DIRECTOR 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:
JOHN LOETE, P.E.
Director of Public Works
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
William R. Rickert, P.E., DEE
President
Rezek, Henry, Meisenheimer and Gende, Inc.
162 East Cook Avenue
Libertyville, IL 60048
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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
Agh
By 'k.leLite. Oitse.r►1 By 4W
City Clerk Cit`' anager
(SEAL)
For the ENGINEER:
Dated this l3- day of De , A.D., 2005
ATTEST:
riart
ByIt,
/ 0pr By
e retary President
(SEAL)
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ATTACHMENT A
DETAILED SCOPE OF SERVICES
1. Project Initiation Meeting - A project initiation meeting will be
held to: 1) introduce key ENGINEER team members to CITY staff, 2)
discuss project requirements, and 3) review the project schedule and
establish dates for milestone review meetings.
2. Final Design
2.1 Research and Data Collection - This initial phase will
involve the collection and review of all existing data pertinent to
the project including:
• Aerial photographs and topography
• Previous engineering reports
• Sanitary sewer system maps
• Right-of-way and easement maps
• Design standards and ordinances
• Subdivision plans
• Utility location maps
• Soil survey maps
• Wetland maps
2.2 Sewer System Investigations - Cleaning, smoke testing, and
televising of the existing sewers will be performed by Sewer
System Evaluations, Inc. These services will be performed on
the separated sewers in the project corridors identified in Tables
1 through 3, as well as lateral sewers tributary to these sewers.
Results from the testing and televising programs are expected to
identify some problem areas requiring repairs. Specifications
and drawings indicating the extent of repairs required will be
incorporated in the contract documents. For the purpose of the
design fees presented elsewhere, it was assumed that design
services for repairs of lateral sewers (those not included in
Tables 1 through 3) would be added to the project scope at
the request of the CITY once the extent of the repair work is
identified.
Dye testing will also be performed where applicable to
determine sources of I/I to be eliminated as part of the combined
sewer separation. Costs for dye water testing are included on a
per setup basis, as the need for such services can not be
determined until other investigative work is completed.
Surveys of individual homes or businesses will also be conducted
to identify improper connections to the sanitary sewer system.
One complete pass will be done on all the buildings suspected of
being connected to the sanitary sewer in the service area. If no
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one is home on the first visit, a card will be left explaining the
survey and requesting that the occupant call the ENGINEER for
an AM or PM appointment. The first pass will be done from
Monday through Saturday with some days being set aside for
appointments. If an occupant does not respond to the
appointment request we will attempt an inspection in the
evening. If the occupant still does not respond to the request for
an appointment or refuses entry, we will enter the address on a
list to be submitted to the CITY. It will be the CITY's
responsibility to track these homes and arrange appointments
for them since legal action may be necessary. The CITY can do
follow-up appointments on these or make arrangements with
ENGINEER to make these inspections. Completed inspection
logs will be submitted to the CITY.
2.3 Prepare Base Maps - ENGINEER will prepare base maps for
the recommended improvements. These maps will be drawn at
a scale of 1-inch = 20 feet and will show right-of-way and
property lines, utility locations, and other relevant information
obtained during the research and data collection task. A base
map for the Bent Street Project Corridor has already been
prepared and will be available for use on this project.
Information provided for the Bent Street project will be field
checked by ENGINEER.
2.4 Perform Surveys - Under this task, the project design team
will take the base maps and perform a detailed field survey of
the project corridor. All topographic features will be located in
the field and plotted on the base maps. The topographic
features located will include (but not be limited to) curbs,
sidewalks, driveways, trees, utility poles, sign posts, mail boxes,
valve boxes, manholes, catch basins, and inlets.
2.5 Hardline Drawings per Existing Conditions - In this
task, the detailed topographic information obtained during the
field investigations will be added to the CAD drawings of the
base maps.
2.6 Prepare Preliminary (50%) Drawings - Preliminary plan
and profile drawings will be prepared showing the proposed
horizontal and vertical location of the new sewers.
2.7 Review with CITY Staff - The results of the 50%
preliminary design will be reviewed at a formal meeting with
appropriate CITY staff to obtain their input and concurrence
before proceeding into the final design.
2.8 Geotechnical Investigations - Working with its geotechnical
subconsultant, Soil and Material Consultants, Inc., ENGINEER
will recommend the number and location of soil borings on the
proposed route(s), with special consideration given to project
dewatering. The exploration, testing and analysis will include
1) determination of the engineering characteristics of the
subsurface materials encountered; 2) information regarding
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groundwater conditions; and 3) recommendations regarding
earthwork, excavation, groundwater control, backfilling and
compaction, the treatment of in-place soils for pipe and structure
support and other pertinent design information.
Representative soil samples will be taken using split-barrel
sampling procedures. Field logs of each boring will also be
prepared by the drill crew, including visual classifications of
materials encountered during drilling. Water content and
compressive strengths will also be noted. An engineering
analysis of the soils and groundwater conditions will be
prepared and recommendations for construction will be made.
2.9 Prepare Final Drawings - CAD Drawings illustrating all
details necessary for bidding and construction will be prepared
in AutoCAD format acceptable to the CITY. These will include
the plan and profile sheets, as well as additional drawings
necessary to illustrate interconnections to existing sewers,
manholes, special structures, landscaping, wetland and road
crossing details, traffic control plans, and other appropriate
details.
2.10 Prepare Contract Documents and Specifications -
ENGINEER will prepare contract documents, bidding
documents, and specifications for the proposed project, utilizing
the Engineering Joint Contract Documents Committee (EJCDC)
General Conditions unless otherwise requested by the CITY.
Required construction schedules will be identified. It is
currently anticipated that the project will be separated into two
bid packages:
Bid Package No. 1 - Highland Avenue
Bid Package No. 2 - CBD and Bent Street
The construction contracts will be set up on a unit price basis.
All required bid items will be identified and their associated
quantities estimated. Technical specifications will be written for
pipe, manholes, and all associated materials and workmanship.
2.11 Easements - ENGINEER will identify all easement
requirements for the project. ENGINEER will meet with
affected property owners to identify specific construction
provisions to be included in the project documents (e.g.,
construction times, restoration requirements, etc.). ENGINEER
will also prepare the plats and legal descriptions for all
necessary permanent and temporary construction easements
and conduct initial meetings with property owners. The CITY
will obtain the easement agreements based upon the
requirements identified in this phase.
2.12 Quantities and Cost Estimates - A detailed quantity takeoff
will be prepared and incorporated into the bid form. Using
these quantities, detailed construction and project cost estimates
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will be prepared. Sources which will be utilized in preparing the
estimates include contractors, suppliers, manufacturers, and bid
tabulations from similar projects. The construction cost
estimate will be prepared in bid tabulation format.
2.13 Permit Applications - ENGINEER will prepare all necessary
forms, schedules, and documentation to secure the required
construction permits or regulatory approvals for the project.
Project requirements of the affected agencies will be
incorporated in the project documents. ENGINEER will provide
all follow-up assistance necessary for the CITY to obtain the
necessary permits. Permits which will or may be required
include:
Illinois EPA - A construction permit will be required from
the Illinois EPA.
U.S. Army Corps of Engineers - Outfalls of the storm
sewers to the Fox River as well as any stream crossings will
require a joint permit from the Corps of Engineers,
Illinois Department of Natural Resources - Division
of Water Resources, Illinois EPA, and Illinois
Department of Conservation. Any crossings of or
encroachment onto wetlands will also require a permit form
the Corps of Engineers.
Illinois Department of Transportation - The crossing
of the Route 31 right-of-way and any construction within
the right-of-way will require approval and a permit from
IDOT.
Fox River Water Reclamation District (FRWRD) -
RHMG will work with FRWRD as required throughout the
design and construction phases to insure that the completed
project will fulfill all District requirements.
2.14 Independent In-House Review - As a final quality control
measure, a final in-house review of the complete design will be
performed. The final review will address such issues as
coordination between plans and specifications, coordination
between drawings, missing details, constructability, and
potential for construction claims.
2.15 Meetings and Review with the CITY and FRWRD
2.15.1 Review Meeting - Copies of the plans and
specifications will be delivered to the CITY and FRWRD
and reviewed with the appropriate staff members.
2.15.2 Plans-In-Hand Site Inspection - A final plans-in-
hand site walk-through of the project site will be
conducted with the CITY and FRWRD staffs.
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2.15.3 Incorporate Review Comments - Review comments
from the CITY and FRWRD staffs will be incorporated
into the final drawings and specifications.
3.0 Bidding Phase Services
3.1 Bid Advertisement and Pre-Bid Conference - ENGINEER
will prepare the Advertisement for Bids for solicitation of
proposals. If desired by the CITY, ENGINEER will conduct one
pre-bid conference to review the project in detail with
prospective bidder's and highlight the unique features of the
project.
3.2 Bidder Inquiries and Addenda - ENGINEER will field
inquiries from prospective bidders and issue addenda where
required to make any necessary clarifications to the contract
plans and specifications.
3.3 Bid Evaluation and Award - ENGINEER will attend the bid
opening for the project. ENGINEER will review the bids,
prepare a bid tabulation, and make a recommendation for bid
award to the CITY.
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Table 1
Highland Avenue Project
Length
Diameter [1]
Street To/From (inches) (feet)
West Chicago
Street Sheridan Street to Lynch Street 54 1,040
West Chicago
Street Jackson Street to Lynch Street 12 540
Side Yards Lynch Street to Jackson Street 54 630
Highland Avenue Jackson Street to State Street 54 780
Crystal Avenue South of Highland Avenue to Highland Avenue 12 170
Highland Avenue Middle of Highland Avenue to East of Highland Avenue 54 50
Total 3,210
Notes:
[1] Per Combined Sewer Separation Study 2004, Carroll Engineering, and Associates, P.C.
Table 2
CBD Project
Length
Diameter [1]
Street To/From (inches) (feet)
North Spring Street Division Street to East Chicago Street 12 520
East Highland Avenue West of North Spring Street to North Spring Street 12 140
East Chicago Street North Spring Street to North Grove Avenue 15 480
Dexter Avenue North Spring Street to Douglas Avenue 12 400
Total 1,540
Notes:
[1] Per Combined Sewer Separation Study 2004, Carroll Engineering, and Associates, P.C.
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Table 3
Bent Street Project
Length
Diameter [1]
Street To/From (inches) (feet)
May Street Grace Street to East of Wellington Avenue 12,15 740
May Street East of Wellington Avenue to Wellington Avenue 15 120
Wellington Avenue May Street to Lessenden Place 18 400
Lessenden Place Wellington Avenue to Fox River 18 550
Grace Street Jay Street to Hastings Street 15 340
Grace Street Dwight Street to Hasting Street 12 330
Hastings Street Grace Street to Raymond Street 21 520
Raymond Street Dwight Street to Hasting Street 12 310
Hastings Street Raymond Street to Fox River 18 610
Sherman Bowen Court to St. Charles Street 12 230
Regent Bowen Court to St. Charles Street 12 320
Total 4,470
Notes:
[1] Per Combined Sewer Separation Study 2004, Carroll Engineering, and Associates,
P.C.
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Attachment B
Detailed Project Schedule
Week Ending
January February March April May June
Task 7 14 21 28 4 11 18 25 4 11 18 25 1 8 15 22 29 6 13 20 27 3 10 17 24
1. Project Induction Meeting
2. Final Design
2.1 Research&Data Collection 41*
2.2 Sewer System Final Investigation `` m
2.3 Prepare Base Maps . ,
2.4 Perform Surveys
2.5 Hard line Drawing per Existing Conditions iiZra2,2Elrepatr,
2.6 Proposed PreliminaryDrawings n°• " , •
P 9 � ...�,:,�-a Kir.... , ��
2.7 Review Meeting with City Staff �'`
2.8 Geotechnical Investigation - tea`
2.9 Prepare Final Drawings
2.10 Prepare Contact Documents&Specs.
2.11 Easements , ,`'.24119
2.12 Quantities&Cost Estimates
2.13 Permit Applications
2.14 Independent In-House Review
2.15 Meeting with City&FRWRD
3. Bidding Phase [: k 'l• Rg #=
/a Indicates Formal Review Session with City Staff
114
G '� City of Elgin Agenda Item No.
100
op'`
L , IPS
December 16, 2005 DRi r
""'
TO: Mayor and Members of the City Council M{�..�
FINANCIALLY STABLE CITY GOVERNMENT
EFFICIENT SERVICES.
AND OUAUTY INFRASTRUCTURE
FROM: Olufemi Folarin, City Manager
John Loete, Public Works Direc or
SUBJECT: Engineering Services Agreement with Rezek, Henry, Meisenheimer and Gende,
Inc.. for the 2006 Combined Sewer Separation Project
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider entering into an agreement with Rezek, Henry, Meisenheimer and
Gende, Inc. (RHMG) for design engineering for the completion of plans, specifications and bid
documents for the 2006 Combined Sewer Separation Project (CSS Project).
"Pi` RECOMMENDATION
It is recommended that City Council authorize the City Manager to execute the agreement with
RHMG in the not-to-exceed amount of$211,670.
BACKGROUND
City Council accepted the Combined Sewer Separation Study at its meeting on November 3,
2004. Funding for the first year's projects, as outlined in the study, was included in the 2005
Budget. The projects, in general, separate a portion of the City's combined sewers in order to
reduce overflow volumes and thus improve the water quality of the Fox River. The Prairie Street
Sewer Separation Project was completed during the summer of 2005. There are two additional
sections of the combined sewer system scheduled for completion included in this project that are
referred to as the CBD Combined Sewers and the Highland Avenue Combined Sewers. Lastly,
the final phase of the Bent Street Sewer Separation Project is included in this project in order to
complete the design. Exhibit A is a map depicting the three project areas.
The scope of this agreement provides for the investigation of the extent, condition and capacity
of the existing combined sewers, and for the identification and location of the sources of storm
water, sanitary sewage, and leakages (infiltrations and inflow). This information will be used to
determine the most cost effective separation method (i.e., construction of new sanitary sewer and
maintain the old combined sewer as a storm sewer, and construct a new storm sewer and
maintain the old combined sewer as a sanitary sewer). Once that recommendation is made, the
.
Eng Service with RHMG for the '06 CSS Project
,�• December 16, 2005
Page 2
engineer will then prepare design drawings, specifications, contract documents and provide
bidding assistance for the selected sewer separation alternative.
Requests for proposals were solicited from five firms, with four firms submitting proposals on
November 18, 2005. The firms responding were:
➢ W. E. Duechler &Assoc.
➢ Bollinger, Lach& Assoc.
➢ Burns & McDonnell
➢ RHMG
A staff selection committee evaluated the four proposals with RHMG being selected as the most
qualified firm for the project. Evaluation of the proposals not only included the firm's ability to
provide design engineering services, but also construction engineering services. Construction
engineering services are not included in the agreement at this time, but will be added via
amendment when the sewer construction contract is awarded. Upon selection, RHMG met with
staff to finalize the project scope and fee. The final negotiated fee is $211,670.
A copy of the results of the selection process is attached as Exhibit B. A copy of the proposed
,., agreement is attached as Exhibit C.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
&fiA.v FINANCIAL IMPACT
The agreement with RHMG will total $211,670. Funds for the Highland Ave. portion of the
project were budgeted in project number 339691. "Combined Sewer Separation Project", in the
following account numbers:
Account No. Budgeted Amount Available Amount
365-4200-795.92-41 $385,000 $ 385,0000
380-4200-795.92-41 105,000 500
381-4200-795.92-41 165,000 14,014
396-4200-795.92-41 156,000 0
399-4200-795.92-41 $122,000 52,000
Total $933,000 $ 451,514
• . 1
qk
Eng Service with RHMG for the '06 CSS Project
December 16, 2005
Page 3
Funds for the Bent St. Sewer Separation portion of the project were budgeted ($875,360) in
project number 339059, "CSS-Bent Street", in the sewer portion of the 2004 General Obligation
Bond Fund, account number 384-4200-795.93-41, "Distribution Systems Upgrades" and
$745,480 remains available.
Funds will be taken from the following account numbers with their corresponding amounts:
Account Number Project No. Amount
380-4200-795.92-41 339691 $ 500
381-4200-795.92-41 339691 $ 14,014
399-4200-795.92-41 339691 $ 52,000
384-4200-795.93-41 339059 $145,156
Total $211,670
The balance of the funds will be used for construction.
LEGAL IMPACT
okrNone
ALTERNATIVES
1. Approve the Engineering Services Agreement with RHMG.
2. Do not approve the Engineering Services Agreement with RHMG.
Respectfully submitted for Council consideration.
(do)
Attachments