06-100 Resolution No.06-100
RESOLUTION
AUTHORIZING EXECUTION OF AN ENGINEERING SERVICES AGREEMENT
WITH REZEK, HENRY, MEISENHEIMER& GENDE, INC.
FOR ENGINEERING SERVICES IN CONNECTION WITH THE
WATER DEPARTMENT BACKUP POWER 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 engineering services agreement on behalf of the City of Elgin with Rezek,
Henry, Meisenheimer & Gende, Inc. for engineering services in connection with the Water
Department backup power proejct, a copy of which is attached hereto and made a part hereof by
reference.
s/Ed Schock
Ed Schock, Mayor
Presented: April 26, 2006
Adopted: April 26, 2006
Vote: Yeas: 7 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
FOR CONSTRUCTION PHASE ENGINEERING SERVICES
FOR WATER DEPARTMENT BACKUP POWER PROJECT
THIS AGREEMENT, is hereby made and entered into this Qb-Tg day
of p P ,Q,'L , 2006, by and between the CITY OF ELGIN, an
Illinois municipal corporation (hereinafter referred to as
"CITY") and Rezek, Henry, Meisenheimer and Gende, an Illinois
Corporation (hereinafter referred to as "ENGINEER") .
WHEREAS, the CITY desires to engage the ENGINEER to furnish
certain professional engineering services in connection with
the construction phase of the Water Department Backup Power
(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 1 below.
NOW, THEREFORE, in consideration of the mutual promises and
covenants contained herein, the sufficiency of which is hereby
mutually acknowledged, it is hereby agreed between the parties
hereto that the City hereby retains the engineer to act for
and represent City in all engineering matters involved in the
PROJECT, as described in this Agreement, subject to the
following terms, conditions and stipulations :
I. SCOPE OF SERVICES
A. ENGINEER shall perform the services described in
Attachment A, entitled "Scope of Services" , and as
further detailed in Attachments A-1 and A-2, which
are attached hereto and incorporated herein by
reference as part of this Agreement. No
Supplemental Services shall be performed by the
ENGINEER nor shall the CITY be responsible for the
payment of any such Supplemental Services unless
and until such supplemental Services are authorized
in advance in writing by the CITY.
II . WORK PRODUCTS
All work products prepared by the ENGINEER pursuant
hereto including, but not limited to reports, designs,
City of Elgin,Illinois
Engineering Agreement for 1
Water Backup Power
calculations, work drawings, studies, photographs, models
and recommendations shall be the property of the CITY
when ENGINEER has been compensated for services rendered
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 and shall
have the unrestricted right to their use. 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.
Notwithstanding the above, ENGINEER shall retain its
rights in its standard drawing details, designs,
specifications, databases, computer software and any
other proprietary property. Rights to intellectual
property developed, utilized, or modified in the
performance of the services shall remain the property of
the ENGINEER.
III . PAYMENTS T(1 THE ENGINEER
111 . 1V 1111: ENGINEER
L'L'1
A. The CITY shall pay the ENGINEER for its services
under this Agreement a total lump sum fee of Fifty
One Thousand One Hundred Twenty Dollars ($51, 120 . 00)
regardless of the actual costs incurred by the
ENGINEER unless modifications to the scope of the
work are authorized in writing by the CITY.
ENGINEER'S hourly billing rates for this Agreement
are set forth as a line item in Attachment A-2
hereof.
B. 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 for each
task shall not be made until the task is completed and
accepted by the CITY.
C. Schedule of the Work
ENGINEER shall perform all services provided for herein
in accordance with the project schedule "Attachment B"
that is attached hereto and incorporated by reference
as part of this Agreement .
IV. INVOICES
City of Elgin,Illinois
Engineering Agreement for 2
Water Backup Power
A. The ENGINEER shall submit invoices in a format
approved by the CITY. Progress reports shall be included
with all payment requests .
B. The ENGINEER shall maintain records showing actual
time devoted and cost incurred. The ENGINEER shall
permit an 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 such records available at reasonable times during
the Agreement period, and for three years after
termination of this Agreement .
V. 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 total amounts set
forth under paragraph III or IV above, whichever is less.
VI . TERM
Unless terminated for cause or pursuant to Article V
herein, this Agreement shall terminate on the date CITY
determines in writing that all of ENGINEER' S work
pursuant to this Agreement is finally 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 this Agreement .
VII . 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 its claim within
fifteen (15) days after occurrence of such action. No
claim for additional compensation shall be valid unless
such notice is so provided. Any changes in the
ENGINEER' S fee shall be valid only to the extent that
such changes are agreed to and signed in writing by the
CITY and the ENGINEER. Regardless of the decision of the
City of Elgin,Illinois
Engineering Agreement for 3
Water Backup Power
CITY relative to a claim submitted by the ENGINEER, all
work required under this Agreement as determined by the
CITY shall proceed without interruption.
VIII. BREACH OF CONTRACT
All of the terms and provisions of this agreement are
material . If either party violates or breaches any term
of this Agreement, such violation or breach shall be
deemed to constitute a default, and the non-breaching
party shall have the right to seek such administrative,
contractual or legal remedies as may be suitable to the
violation or breach. If either party, by reason of any
default, fails within fifteen (15) days after written
notice thereof by non-breaching party to comply with the
conditions of the Agreement, the non-breaching party may
terminate this Agreement.
IX. INDEMNIFICATION
To the fullest extend 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 worker' s
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 covered by the foregoing duty to
indemnify, defend and hold harmless such action shall be
defended by legal counsel of the CITY' s choosing. The
provisions of this paragraph shall survive any
completion, expiration and/or termination of this
Agreement .
X. 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.
XI . INSURANCE
City of Elgin,Illinois
Engineering Agreement for 4
Water Backup Power
A. Commercial Liability. The ENGINEER shall provide,
pay for and maintain in effect, during the term of this
Agreement, a policy of commercial general liability
insurance 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 CITY a Certificate of
Insurance including the CITY as additional insured. Such
policy shall not be modified or terminated without thirty
(30) days prior written notice to the CITY.
Such certificate of insurance shall include, but shall
not be limited to, coverage for all contractual
obligations assumed by the ENGINEER, including but not
limited to, those obligations assumed pursuant to Article
IX herein, entitled "Indemnification" .
This insurance shall apply as primary insurance with
respect to any other insurance or self-insurance programs
afforded to the CITY for claims arising from the
negligence of the ENGINEER. There shall be no
endorsement or modifications of this insurance to make it
excess over other available insurance; alternatively, if
the insurance states that it is excess or prorata, it
shall be endorsed to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. ENGINEER shall
maintain Comprehensive Automobile Liability Insurance
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. ENGINEER' S
requirements for insurance coverage for 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/$3, 000, 000 aggregate. A Certificate of
Insurance shall be submitted to the CITY as evidence of
insurance protection. The policy shall not be modified
City of Elgin,Illinois
Engineering Agreement for 5
Water Backup Power
rights and the resolution of any and all disputes shall
be in the Circuit Court of Kane County, Illinois .
XX. NEWS RELEASES
The ENGINEER may not issue any news releases without
prior written approval from the CITY, nor may the
ENGINEER make public any reports or documents developed
under this Agreement without prior written approval from
the CITY prior to said documentation becoming matters of
public record.
XXI . COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants
in the CITY' S employ or any work associated with the
PROJECT.
XXII . INTERFERENCE WITH PUBLIC CONTRACTING: P.A 85-1295
The ENGINEER certifies hereby that it is not barred from
bidding on this contract as a result of violations of
either Section 33E-3 or Section 33E-4 of the Illinois
Criminal Code .
XXIII . SEXUAL HARASSMENT
As a condition of this contract, the ENGINEER shall have
a written sexual harassment policy that includes, at a
minimum, the following information:
A. The illegality of sexual harassment;
B. The definition of sexual harassment under state and
federal 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 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 Human Rights Act .
A Copy of such policy must be provided to the Department
of Human Rights upon request. P.A. 87-1257 .
City of Elgin,Illinois
Engineering Agreement for 8
Water Backup Power
XXIV. PREVAILING WAGE/PAYMENT OF TAXES .
The ENGINEER shall comply with the requirements of the
Prevailing Wage Act (820 ILCS 130/0 . 01 et seq. ) The
ENGINEER certifies it is not delinquent in the payment of
any tax administered by the Illinois Department of
Revenue unless there is a pending proceeding contesting
the tax.
XXV. WRITTEN COMMUNICATIONS
All recommendations and other communications by ENGINEER
to the CITY and other participants which may affect cost
or time of completion shall be made or confirmed in
writing. The CITY may also require other recommendations
and communications by the ENGINEER be made or confirmed
in writing.
XXVI 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:
Kyla Jacobsen
Water System Superintendent
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER
William R. Rickert , President
Rezek, Henry, Meisenheimer and Gende, Inc.
162 E. Cook Ave.
Libertyville, IL 60048
847/362-5959 Phone
847/362-0864 Fax
wrickert@rhmg.corn
XXVII STANDARD OF CARE FOR PROFESSIONAL SERVICES
In performing the services described in this Agreement,
Engineer will exercise the degree of care and skill
City of Elgin,Illinois
Engineering Agreement for 9
Water Backup Power
ordinarily exercised by reputable companies performing
the same or similar services in the same geographic area.
XXVIII FORCE MAJEURE
ENGINEER will not be responsible for any delay or failure
of performance caused by fire or other casualty, labor
dispute, government or military action, transportation
delay, inclement weather, Act of God, act or omission of
the City or its other Contractors, failure of any
government authority to timely review or to approve
services or to grant permits or approvals, or any other
cause beyond ENGINEER' S reasonable control .
IN WITNESS WHEREOF, the undersigned have placed their
hands and seal 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 CITY:
ATTEST: CITY OF ELGIN
By /11(2- BYRRI
City Clerk Cit, • -r
For the ENGINEER:
Dated this ( day of ( , A.D. 2006
WITNESSED:
By By <Phi-liy) S.44► ��.f�► � a (c.D.
(Print na ) (Print Name)
•l,
Officer Title (7C-c (SEAL)
City of Elgin,Illinois
Engineering Agreement for 10
Water Backup Power
ATTACHMENT A
DETAILED SCOPE OF SERVICES
1. Review Plans and Specifications
This task will involve a detailed review of the project plans and specifications
by RHMG's electrical engineer and field inspector. This is necessary to
become totally familiar with all of the project requirements.
2. Pre-Construction Conference
To initiate the construction phase, a pre-construction meeting with the
successful bidder will be conducted. All appropriate Elgin staff and utility
companies affected by the construction will be invited to this meeting. The
purposes of the pre-construction meeting will be:
• Provide an opportunity for the various parties to meet one another
• Review certain pertinent contract requirements and procedures
• Establish the ground rules for the project.
3. Shop Drawing Review
The specifications will require the contractor to submit for approval
equipment and materials data, samples, layout drawings, etc. RHMG
engineers will review these various shop drawing submittals to insure
conformance with the contract specifications.
4. General Consultation
4.1. Interpretation of Plans and Specifications - Throughout the
course of the construction phase, RHMG will answer any questions
which may arise; and will provide any necessary interpretation
and/or clarification of the plans and specifications.
4.2. Prepare/Process Change Orders - Any proposed change in the
scope of construction will be reviewed and approved by RHMG. Any
necessary supplemental drawings or details will be prepared.
Additions or deductions to the total contract dollar amount will be
reviewed and re-commendations for approval made to Elgin. The
necessary change order paperwork will be prepared and processed by
RHMG.
4.3. Consultation and Conferences - RHMG will give consultation,
advice and progress reports to Elgin throughout the course of the
construction project. This consultation will take the form of
telephone conversations, letters, memos, and meetings, as
appropriate.
A-1
5. Periodic Site Visits
RHMG design personnel will schedule periodic construction site visits. The
purpose of these visits will be to evaluate project progress and to be available
for consultation with the contractor. Periodic site visits will be scheduled to
coincide with critical construction activities.
6. Pay Estimate Review
Partial and final pay estimates submitted by the contractor throughout the
project will be reviewed to verify completed work. Recommendation for
payment will then be made to Elgin.
7. Final Inspection
Upon completion of the project, RHMG personnel will inspect the facilities.
As a result of this inspection, a punch-list of deficiencies and remaining work
items will be prepared. Following completion of the punch-list items by the
contractor, approval for final payment to the contractor will be made.
8. Record Drawings
A set of reproducible "as-built" record drawings reflecting all significant
changes made during construction will be prepared and submitted to Elgin.
These drawings will be in Auto CAD format and will be provided to the City
on CD Rom for a permanent record.
9. Construction Observation
The scope of the construction observation services is described in the attached
Exhibit A. Because of the nature of this project, full-time observation will not
be necessary,. However, a sufficient number of hours shall be provided to
insure that the work is completed in accordance with the plans and
specifications. No work shall be left without observation of the Resident
Inspector. The construction work that will be completed without Resident
Inspector on site shall be observed by Resident Inspector at a later visit and
this work shall stay unapproved until such time the Resident Inspector will
review and observe it. RHMG will document all activities and conditions and
report them to the City.
A-2
ATTACHMENT A-1 BETWEEN OWNER AND THE ENGINEER
DUTIES, RESPONSIBILITIES AND LIMITATIONS OF THE
AUTHORITY OF THE RESIDENT ENGINEER
A. GENERAL
1. The Resident Inspector is the Engineer's Agent and shall act under the
supervision and direction of the Engineer. He shall confer with the.
Engineer regarding his actions, and shall generally communicate with
the Owner only through the Engineer.
B. DUTIES AND RESPONSIBILITIES
The Resident Inspector shall:
1. Schedule: Review the construction schedule prepared by the
Contractor for compliance with the contract and give written advice to
the Engineer concerning its acceptability.
2. Conferences: Attend construction conferences. Arrange a schedule of
progress meetings and other job conferences as required in
consultation with the Engineer and notify those expected to attend in
advance. Maintain and circulate copies of records of the meetings.
3. Liaison:
(a) Serve as the Engineer's liaison with the Contractor working
principally through the Contractor's field superintendent, to the
hazards involved in accepting and acting upon instructions from
the Owner or others, except such instructions transmitted
through the Engineer.
(b) Cooperate with the Contractor in his dealings with the various
local agencies having jurisdiction over the Project in order to
complete service connections to public utilities and facilities.
(c) Assist the Engineer in obtaining from the Owner additional
details or information, when required at the job site for proper
execution of the work.
4. Approvals: When required, assist the Engineer in obtaining from the
Contractor a list of his proposed suppliers and subcontractors.
5. Samples: Assist the Engineer in obtaining the field samples of
materials delivered to the site which are required to be furnished, and
keep record of actions taken by the Engineer.
A-1-1
6. Shop Drawings:
a. Receive approved shop drawings and other submissions from the
Engineer; record data received, maintain a file of the drawings
and submissions, and check construction for compliance with
them.
b. Alert the Contractor's field superintendent when he observes
materials or equipment being installed before approval of shop
drawings or samples, where such are required, and advise the
Engineer when he believes it is necessary to disapprove work as
failing to conform to the Contract Documents.
7. Surveys: Establish all base lines, construction stakes, and bench
marks necessary for locating the principal components of the work.
Legal boundary and right-of-way surveys will be furnished by others.
8. Review of Work, Inspections and Tests:
a. Conduct on-site observations of the work in progress for the
Engineer as a basis for determining that the Project is
proceeding in accordance with the Contract Documents.
b. Verify that tests, including equipment and systems start-up,
which are required by the Contract Documents, are conducted
and that the Contractor maintains adequate records thereof;
observe, record and report to the Engineer appropriate details
relative to the test procedures and start-ups.
c. Accompany visiting inspectors representing public or other
agencies having jurisdiction over the Project, record the outcome
of these inspections and report to the Engineer.
9. Records:
a. Maintain at the job site orderly files for correspondence, reports
of job conferences, shop drawings and other submissions,
reproductions or original contract documents including all
addenda, change orders and additional drawings issued
subsequent to the award of the contract, the Engineer's
interpretations of the Contract Documents, progress reports,
and other Project related documents.
b. Keep a diary or logbook, recording hours on the job site, weather
conditions, list of visiting officials, daily activities, decisions,
observations in general, and specific observations in more detail
as in the case of observing test procedures.
c. Record names, addresses and telephone numbers of all
Contractors, subcontractors, and major material suppliers.
A-1-2
d. Maintain a set of drawings on which authorized changes are
noted, and deliver to the Engineer at the completion of the
Project.
10. Reports:
a. Furnish the Engineer periodic reports as required of progress of
the Project and the Contractor's compliance with the approved
construction schedule.
b. Consult with the Engineer in advance of scheduled major tests
or start of important phases of the Project.
11. Payment Requisitions: Review applications for payment with the
Contractor for compliance with established procedure for their
submission and forward them with recommendations to the Engineer,
noting particularly their relation to the work completed and materials
and equipment delivered at the site.
12. Guarantees, Certificates, Maintenance and Operation Manuals:
During the course of the work, assemble Guarantees, Certificates,
Maintenance a ra Operation Manuals other data to L
n,. ON„�ut�.,n �.�uruals ar�d „ her required da�a to be
furnished by the Contractor and upon acceptance of the Project, deliver
this material to the Engineer for his approval and forwarding to the
Owner.
13. Completion:
a. Prior to final inspection, submit to the Contractor a list of
observed items requiring correction and verify that each
correction has been made.
b. Conduct final inspection in the company of the Engineer and the
Owner and prepare a final list of items to be corrected.
c. Verify that all items on the final list have been corrected and
make recommendations to the Engineer concerning acceptance.
C. LIMITATIONS OF AUTHORITY
Except upon written instructions of the Engineer, the Resident Inspector:
1. Shall not authorize any deviation from the Contract Documents.
2. Shall not undertake any of the responsibilities of the Contractor, the
subcontractors or the Contractor's field superintendent.
3. Shall not expedite the work for the Contractor.
A-1-3
.. ATTACHMENT A-2
MANPOWER/FEE ESTIMATE
WATER DEPARTMENT BACKUP POWER
CONSTRUCTION PHASE
CITY OF ELGIN
Proj. Elect. Field Drafter/
TASK Man. Eng. Inspector Tech. Cleric. Total
1.Review Plans&Specifications 8 8 16
2.Pre-Construction Conference 4 8 4 16
3.Shop Drawing Review 8 72 16 96
4.General Consultation 8 32 8 48
5.Periodic Site Visits 48 48
6.Pay Estimate Review 4 14 7 25
7.Final Inspection 8 8
8.Record Drawings 8 12 24 44
9.Construction Observation 220 220
10.Coordination&Administration 16 16
TOTAL HOURS 40 184 38 244 31 537
Hourly Billing Rate $148 $104 $86 $78 $58
Labor Cost 5,920 19,136 3,268 19,032 1,798 49,154
Direct Expenses 1,966
TOTAL FEE $51,120
A-2-1
ATTACHMENT B
PROJECT SCHEDULE
The construction contract duration for the Water Department Backup Power Project
is seven months. Scheduling of specific construction engineering asks within this
time-frame will be dependent on the contractor's schedule and delivery of
equipment items. To allow for preparation of record drawings and other contract
closeout documents, the construction phase engineering services will extend
approximately 30 days beyond the completion of the construction contract.
B-1
OF 6.401
■
C It of E I I n Agenda Item No. O- 1
,:orr 9u_-
Q4'II E
L �.
April 21, 2006 `'"l'u : w
TO Mayor and Members of the City Council (U
FROM: Olufemi Folarin, City Manager RIVER AS A RESOURCE
Kyla B. Jacobsen, Water S stedi Superintendent
Y � Y P
SUBJECT: Engineering Services Agreement for the Construction Phase of the Water Backup
Power Project
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider authorization of an engineering services agreement for the construction
phase of the Water Department Backup Power project.
RECOMMENDATION
ook
It is recommended that the City Council authorize the execution of an agreement for Engineering
Services with Rezek, Henry, Meisenheimer and Gende, Inc., Elgin, Illinois for the construction
phase of the Water Department Backup Power project in the amount of$51,120.
BACKGROUND
In June 2002, Black & Veatch, the consulting engineer, completed the emergency power study.
The study provided two alternatives for supplying the 2020 emergency water requirements.
Alternative One provides for emergency generation facilities such that the Riverside WTP
provides the total emergency water demand of 20.3 mgd for year 2020. Alternative Two
provides for emergency generation facilities such that Riverside WTP provides 16 mgd and
Airlite provides up to 7.0 mgd of the total emergency water demand of 20.3 mgd for year 2020.
On July 13, 2005, the City Council awarded Phase One of the project to Cummins N Power.
Phase One included the procurement of two generators at Riverside and one generator for Slade
Avenue pump station and wells.
On March 22, 2006, the City Council awarded Phase Two of this project to Morse Power LLC.
The work for Phase Two consists of the installation of three 1250 KW engine-generators. Two
generators, two neutral grounding resistors, load bank, medium voltage switchgear, 5000 gallon
above ground fuel storage tank, and remote fill station will be installed at the Riverside Water
Treatment Plant. One generator, neutral grounding resistor, transformer, switchgear, 2500 gallon
aboveground fuel storage tank, and remote fill station will be installed at the Slade Avenue
Facility. At each site, the installation also consists of new concrete pad construction, associated
electrical gear, controls, connections to existing utilities and sitework. The work also includes
Water—Backup Power Construction Engineering.
April 21, 2006
Page 2
the installation of a manual transfer switch and portable generator connection at three elevated
storage tank locations.
On December 1, 2004, the City Council authorized an agreement with Black & Veatch for the
design and bidding phase services for the Water Department Emergency Backup Power. Black
&Veatch submitted their level of effort and fees ($106,600) for the construction phase services.
In order to validate Black & Veatch's fees, Water Department staff requested proposals for
engineering services from seven (7) engineering firms. Three firms returned formal proposals
with price quotes separately submitted. The proposals were evaluated by a selection team
consisting of Water Department staff. The engineering firm of Rezek, Henry, Meisenheimer and
Gende, Inc was selected the best qualified firm for this work. After ranking all firms, fee
submittals were opened. The fee structure is listed below:
Firm Name Construction Fee
Burns &McDonnell (B&M) $150,306
Baxter& Woodman (B&W) $121,000
Rezek, Henry, Meisenheimer& Gende (RHMG) $51,120
Construction phase services include the of review plans and specifications, pre-construction
conference, shop drawing review, general consultation, periodic site visits, pay estimate review,
final inspection, provide record drawings, construction observation, coordination and
administration. A copy of the RHMG level of effort and fees is attached (Attachment A), and
B&V level of effort (Attachment B) for your review.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
( FINANCIAL IMPACT
The cost of the contract with Rezek, Henry, Meisenheimer & Gende totals $51,120. There are
sufficient funds budgeted ($3,318,000) and available ($68,109) in the Water Fund, account
number 401-4002-771.92-46, Capital Additions, Other Equipment, project number 409018,
Emergency Back Up Power to award this contract.
LEGAL IMPACT
Nil/None
Ow- Water—Backup Power Construction Engineering.
April 21, 2006
Page 3
ALTERNATIVES
1. Award the agreement to Rezek, Henry, Meisenheimer& Gende
2. Do not award a contract at this time.
Respectfully submitted for Council consideration.
KJ/PLB
Attachments
EXHIBIT A
MANPOWER/FEE ESTIMATE
WATER DEPARTMENT BACKUP POWER
CONSTRUCTION PHASE
CITY OF ELGIN
Proj. Elect. Field Drafter/
TASK Man. Eng. Inspector Tech. Cleric. Total
1. Review Plans &Specifications 8 8 16
2. Pre-Construction Conference 4 8 4 16
3. Shop Drawing Review 8 72 16 96
4. General Consultation 8 32 8 48
5. Periodic Site Visits 48 48
6. Pay Estimate Review 4 14 7 25
7. Final Inspection 8 8
8. Record Drawings 8 _ 12 24 44
9.Construction Observation 220 220
10. Coordination&Administration 16 16
TOTAL HOURS 40 184 38 244 31 537
Hourly Billing Rate $148 $104 $86 $78 $58 (�
Labor Cost 5,920 19,136 3,268 19,032 1,798 49,154
Direct Expenses 1,966
TOTAL FEE $51,120
A ka cLev,C41,e 8 )
Owner: City of Elgin Water Department
Project: Construction Phase Services for Backup Power
Level of Effort
Task Project Engineering Civil l&C Electrical 'Mechanical Structural Project
Manager Manager Engineer Technician Engineer Engineer Engineer Engineer Secretary SUBTOTAL
,hours
501 Project Administration 8 54 28 90
502 Conduct Pre-Construction Conference 8 ` I 8
503 Site Visits,Construction Meetings 48 r ! 16 16 80 {j
504 Review Contractor's Submittals 40 60 j 12 16 100 ` 56 24 32 340
j 505 Interpret Construction Documents 40 32 +; 20 , 64 24 ' 12 I 192
506 Review Manufacturer O&M Manuals 2 16 I 68 16 102
507 Substantial and Final Completion Inspection ` 16 16
1 508 Prepare Record Drawings 4 1 8 40 I 52
Total,Hours 8 212 116 52 36 ( 248 112 36 60 880
Ma,cn 7.2006
1
PROPOSAL EVALUATION AND FINAL SELECTION
Engineering Services for Riverside to McLean Lime Residue Disposal Main
Date: December 21, 2005
1 - Scope of Services: The Engineers understanding of the scope of services and how it relate to the project objectives (0 - 20)
2- Project Manager: Project Manager's qualification ( 0 - 20 )
3 - Engineer's Staffing: Staffing assigned to the project and their level of knowledge & experience ( 0 - 10 )
4- Familiarity with the project & local conditions affecting the project ( 0 - 15 )
Familiarity with: a. Elgin (0-5), b. Regulatory and statuary water laws ( 0 - 5 ), c. Elgin Water Treatment Operations( 0 - 5 )
5 - Ability to meet project schedule ( 0 - 5 )
6- Pertinent and innovative new ideas which the Engineer presents in his proposal ( 0 - 15 )
7- Experience in Water Distribution Systems Design and Construction( 0 - 15)
QUALIFICATIONS RATING SHEET
Riverside to McLean Lime Residue Disposal Main
Date: December 21, 2005
Description Score Strand Associates Inc. Alvord, Burdick& Howson
# 1 #2 #3 #4 #5 # 1 #2 #3 #4 #5
Scope of Services 0-20 16 10 14 10 16 18 18 15 10 18
Project Manager Skills 0- 20 12 10 18 8 18 18 20 20 14 18
Staffing Assigned to the Project 0- 10 4 8 7 4 8 8 10 8 8 9
Familiarity w/project&Local conditions: 0- 15 12 14
a. Elgin (0-5) 0 1 1 0 5 5 5 5
b. Regulatory (0-5) 4 3 2 3 5 5 2 3
c. Elgin Water Treatment Operations(0-5) 0 1 1 0 5 5 2 5
Ability to meet the schedule 0- 5 4 4 3 3 5 5 5 2 3 3
Pertinent& Innovative new ideas 0- 15 5 5 12 0 12 13 10 8 0 9
Water Distrib. Design and Construction Experience. 0- 15 10 5 8 8 8 14 15 12 12 12
Total 0- 100 55 47 74 37 70 91 93 79 56 82
Description Score Burns & McDonnell Rezek, Henry, Meisenheimer&Gende (RHMG)
# 1 #2 #3 #4 #5 # 1 #2 #3 #4 #5
Scope of Services 0-20 18 20 17 13 18 18 18 16 14 17
Project Manager Skills 0-20 18 18 18 15 18 18 18 20 14 18
Staffing Assigned to the Project 0- 10 9 8 10 8 8 9 10 8 8 7
Familiarity w/project & Local conditions: 0- 15 14 13
a. Elgin (0-5) 4 3 4 4 4 5 5 2
b. Regulatory (0-5) 5 5 3 4 5 5 3 4
c. Elgin Water Treatment Operations (0-5) 4 3 4 4 3 2 4 2
Ability to meet the schedule 0- 5 4 4 3 3 5 5 5 3 3 3
Pertinent& Innovative new ideas 0- 15 13 12 12 10 12 14 15 12 12 10
Water Distrib. Design and Construction Experience. 0- 15 13 15 10 12 12 14 13 10 . 13 14
Total 0- 100 88 88 84 72 85 90 91 82 76 77
Description Score Baxter&Woodman Engineering Enterprises, Inc.
# 1 #2 #3 #4 #5 # 1 ' #2 # 3 #4 #5
Scope of Services 0-20 18 15 17 15 18 18 15 15 _ 9 18
Project Manager Skills 0- 20 18 12 20 17 18 15 15 18 12 17
Staffing Assigned to the Project 0- 10 9 2 10 8 8 7 8 8 6 8
Familiarity w/project& Local conditions: 0- 15 15 12
a. Elgin (0-5) 5 5 5 5 3 2 0 2
b. Regulatory (0-5) 5 4 3 5 5 4 2 4
c. Elgin Water Treatment Operations (0-5) 4 1 3 5 4 1 1 0
Ability to meet the schedule 0- 5 4 2 3 3 4 4 4 3 3 5
Pertinent& Innovative new ideas 0- 15 12 10 12 12 8 5 5 9 0 12
Water Distrib. Design and Construction Experience. 0- 15 12 12 10 11 10 12 14 10 6 12
Total 0- 100 87 63 87 77 81 _ 73 68 75 39 78
Description Score Applied Technologies
# 1 #2 #3 #4 #5
Scope of Services 0- 20 15 15 16 10 18
Project Manager Skills 0-20 15 18 20 10 18
Staffing Assigned to the Project 0- 10 5 8 9 5 8
Familiarity w/project& Local conditions: 0- 15 12
a. Elgin (0-5) 3 3 5 2
b. Regulatory (0-5) 4 5 2 2
c. Elgin Water Treatment Operations (0-5) 2 2 2 0
Ability to meet the schedule 0-5 4 4 3 3 4
Pertinent & Innovative new ideas 0- 15 5 8 10 0 8
Water Distrib. Design and Construction Experience. 0- 15 12 13 8 7 12
Total 0- 100 65 76 78 44 72
TOTAL SCORES SHEET
Riverside to McLean Lime Residue Disposal Main
Date: December 21, 2005
Firm's Name Evaluators
# 1 #2 # 3 # 4 # 5
Strand Associates Inc. 55 47 74 37 70
Alvord, Burdick & Howson 91 93 79 56 82
Burns & McDonnell 88 88 84 72 85
Rezek, Henry, Meisenheimer & Gende 90 91 82 76 77
Baxter & Woodman 87 63 87 77 81
Applied Technologies 65 76 78 44 72
Engineering Enterprises, Inc. 73 68 75 39 78