06-223 Resolution No. 06-223
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT NO. 1 TO ENGINEERING
SERVICES 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 Amendment No. 1 to the engineering services 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: September 27, 2006
Adopted: September 27, 2006
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
FIRST AMENDMENT AGREEMENT
This Amendment Agreement No. 1 is hereby made and entered into this -97 Ta day
of £' E p 7- , 2006, by and between the City of Elgin, an Illinois Municipal
Corporation (hereinafter referred to as "CITY") and Rezek, Henry, Meisenheimer
and Gende, Inc., an Illinois Corporation (hereinafter referred to as "ENGINEER").
WHEREAS, the parties hereto have previously entered into an Agreement dated
January 11, 2006, attached hereto as Attachment "A" (hereinafter referred to as
"ORIGINAL AGREEMENT"); and
WHEREAS, ORIGINAL AGREEMENT provided for a maximum payment of
$211,670; and
WHEREAS, the parties hereto have each determined it to be in their best interest
to amend Original Agreement; and
WHEREAS, the CITY has determined that the proposed scope of the PROJECT be
modified to provide construction phase services requiring additional professional
engineering services; and
WHEREAS, the CITY has determined that the proposed scope of the project be
modified to include additional design and survey work associated with the
alternative alignment of the East Highland Avenue Storm Sewer; and
WHEREAS, the CITY has determined that the proposed scope of the PROJECT be
modified to include additional sewer cleaning and televising; and
WHEREAS, the circumstances necessitating these changes in performance
contemplated by this amendment were not reasonably foreseeable at the time
Original Agreement was signed; the changes contemplated by this Amendment
Agreement are germane to the original agreement as signed; and this First
Amendment Agreement is in the best interests of City and is authorized by law.
NOW, THEREFORE, in consideration of the mutual promises and covenants contained
herein, and other good and valuable consideration, the sufficiency of which is hereby
mutually acknowledged, the parties hereto herby agree as follows:
1. Section I (B) of the ORIGINAL AGREEMENT is hereby amended by adding the
following additional text to the end thereof as follows: "ENGINEER shall also
perform additional services for the PROJECT to include construction phase
services, design and survey work associated with the alternative alignment of
the East Highland Avenue Storm Sewer, and additional sewer cleaning and
televising."
2. Section I (C) of the ORIGINAL AGREEMENT is hereby amended by adding the
following additional text to the end thereof as follows: "A detailed Scope of
Services for the additional services provided by the First Amendment Agreement
is attached hereto as Attachment C."
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3. Paragraph IV (A) of the ORIGINAL AGREEMENT is hereby amended to read:
"For services provided by ENGINEER as described in Attachment A of the
ORIGINAL AGREEMENT and as described in Exhibit C in the First
Amendment Agreement, ENGINEER shall be reimbursed at the rate of 3.07
times the direct hourly rate of personnel employed on this Project as set forth in
Attachment B, with the total fee not to exceed $301,455 regardless of the actual
time expended or the actual costs incurred by the ENGINEER unless substantial
modifications to the Scope of Work are authorized in writing by the Director."
4. For outside services provided by the other firms or subconsultants, the CITY
shall pay the ENGINEER the invoiced fee to the ENGINEER, plus five percent
(5%). Any such fee provided in subparagraph IV (A) above shall not cause the
total fees of the project to exceed $301,455.00.
5. Except as amended by this First Amendment Agreement the Original Agreement
between the parties shall remain full force and effect.
CITY OF ELGIN REZEK, HENRY, MEISENHEIMER
AND GENDE, INC.
By: 1,� `_ _ ` _� B
Y� C"------------ -- Z--.7":120----
City ManagerWilliam R. Rickert
President
Attest: A yr/ _aisi--.1r4a-v----es:2 /714,-Q-ckt.v.-- 11 ,i ' /� or i
City Clerk arcia Ai cCutchan
Executive Vice President
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ATTACHMENT A
AGREEMENT
THIS AGREEMENT is hereby made and entered into this t ti+day of---z-,40/4 2./4/200t,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. WRIIThN 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
By By aliR '�� __.a�►�..
City Clerk -quourrmv .► .ger
(SEAL)
For the ENGINEER:
Dated this l3-K.day of ,A.D.,2005
ATTEST:
pC# / ' I!a By
' S re 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
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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.
A-5
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 13,210 I
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.
A-6
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.
A-7
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
111.1
2. Final Design
2.1 Research&Data Collection
2.2 Sewer System Final Investigation
2.3 Prepare Base Maps
2.4 Perform Surveys
2.5 Hard line Drawing per Existing Conditions
2.6 Proposed Preliminary Drawings r; _
2.7 Review Meeting with City Staff
2.8 Geotechnical Investigation
2.9 Prepare Final Drawings
2.10 Prepare Contact Documents&Specs.
2.11 Easements 3
2.12 Quantities&Cost Estimates NEE
2.13 Permit Applications C ,
2.14 Independent In-House Review
2.15 Meeting with City&FRWRD
3. Bidding Phase %>ARM
ja Indicates Formal Review Session with City Staff
ATTACHMENT C
DETAILED SCOPE OF SERVICES
1.0 East Highland Alternative Alignment — This task involves
additional design and survey work associated with an alternative
alignment of the new storm sewer on East Highland Avenue. The
conceptual design proposed a 12-inch sewer routed east, from
approximately mid-block on East Highland, to connect to the proposed
storm sewer on Spring Street. During the preliminary design stage,
RHMG discovered that a line heading west to connect to an existing
storm sewer at the intersection of East Highland Avenue and Douglas
Avenue would be more feasible due to the steep grade of East Highland
Avenue as it heads east. Because of this steep grade, the junction of
the East Highland Avenue and Spring Street storm sewers would be
20 feet deep. Routing the sewer west to Douglas Avenue would follow
the natural grade of the street and the depth would be dictated by any
existing utilities encountered at Douglas Avenue and the connection
with the existing storm sewer. Similarly, the Spring Street storm
sewer south of East Highland would be much shallower. The resulting
construction cost savings associated with this alternative are
approximately $55,000.
2.0 Pre-Construction Conference - To initiate the construction phase,
a pre-construction meeting with the successful bidder will be
conducted. All appropriate City of Elgin staff, utility companies, and
major private representatives affected by the construction will be
invited to this meeting. The purposes of the pre-construction meeting
will be to:
• Provide an opportunity for the various parties to meet one
another
• Review certain pertinent contract requirements and procedures
• Establish ground rules for the project
3.0 General Consultation
3.1 Liaison - RHMG will serve as the City's liaison with the
construction contractor working principally through the
contractor's field superintendent or project manager. RHMG
will also serve as the City's liaison with the various local
agencies having jurisdiction over the project.
3.2 Consultation - RHMG will give consultation and advice to the
City of Elgin throughout the course of the construction project.
This consultation will take the form of telephone conversations,
letters, memos, and meetings, as appropriate.
3.3 Interpretation of Plans and Specifications - Throughout
the course of the construction phase, RHMG will answer any
C-1
questions which may arise and will provide any necessary
interpretation and/or clarification of the plans and
specifications. Any contractor's requests for modifications to the
contract drawings and specifications will be reviewed by RHMG
and recommendations will be forwarded to the City.
3.4 Conferences - RHMG will attend weekly progress meetings
with the construction contractor and will schedule on-site
conferences as required to review day-to-day operations and
problems. RHMG will notify those expected to attend the
meetings in advance and will maintain and circulate copies of
records of the meetings.
4.0 Schedule - RHMG will review the construction schedule, schedule of
values, and schedule for shop drawing submissions prepared by the
contractor and advise the City of Elgin of their acceptability with
respect to the contract documents. On a weekly basis throughout the
project, RHMG will verify that the construction schedule is maintained
and updated, will assess project progress with respect to the
contractor's construction schedule, and will inform the City of Elgin of
any deficiencies regarding the same.
5.0 Shop Drawing Review - The specifications require the contractor to
submit for approval equipment and materials data, samples, layout
drawing, etc. RHMG engineers will review these various shop drawing
submittals to insure conformance with the contract specifications.
RHMG will record data received, maintain a file of the drawings and
submissions, check for compliance with Contractor's submittal
schedule, and check construction for compliance with approved shop
drawings. RHMG will also verify that materials or equipment are not
installed before approval of shop drawings or samples, where such are
required.
6.0 Surveys - RHMG will 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.
7.0 Construction Observation - RHMG will furnish a Resident
Representative (RPR) in order to provide full-time on-site observations
of the work in progress to confirm it is proceeding in accordance with
the Contract Documents. RHMG will notify the City of any work
believed to be unsatisfactory, faulty, defective, or in non-compliance
with the Contract Documents and will advise the City when it believes
it is necessary to disapprove work as failing to conform to the Contract
Documents. Daily reports of construction progress will be prepared
and submitted to the City of Elgin. The duties, responsibilities and
limitations of the RPR are summarized in the attached Attachment
C-1.
8.0 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
C-2
reviewed and recommendations for approval will be made to the City.
The necessary change order paperwork will be prepared and processed
by RHMG.
9.0 Pay Estimate Review - Partial pay estimates submitted by the
contractor throughout the project will be reviewed to verify completed
work. Recommendation for payment will then be made to the City of
Elgin.
10.0 Final Inspection - RHMG will conduct a pre-final inspection with
the City. 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, RHMG will process the final pay
estimate.
11.0 Record Drawings —A set of record drawings reflecting all significant
changes made during construction will be prepared and submitted to
the City of Elgin. Both a hard copy and an electronic CAD file version
will be submitted.
12.0 Additional Sewer Cleaning and Televising Not Included in
Original Design Scope — The actual lengths of existing sewer which
were cleaned and televised as part of the 2006 CSS project exceed the
14,500 feet which the original fee estimate was based on. Additional
lines which required televising included:
• Dwight Street from Grace to Wellington
• Easement from Dwight to West Wellington
• West Wellington from Bent Street to May Street extended
• Lessenden Place from West Wellington to 36-inch interceptor
• Division Street from Spring Street to Villa Court.
• Lynch Street from Highland to Chicago
C-3
ATTACHMENT "C-1"
DUTIES, RESPONSIBILITIES AND LIMITATIONS OF THE
AUTHORITY OF THE RESIDENT PROJECT REPRESENTATIVE
A. DUTIES AND RESPONSIBILITIES
For those portions of the project for which RHMG is to provide construction
observation, the Resident Project Representative 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.
(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.
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.
C-1-1
8. Review of Work, Inspections and Tests:
a. Conduct on-site observations of the work in progress 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 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. Maintain a set of drawings on which authorized changes are
noted, and deliver to the Engineer at the completion of the
Project.
C-1-2
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. 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.
B. LIMITATIONS OF AUTHORITY
Except upon written instructions of the Engineer, the Resident Project
Representative:
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.
4. Shall not advise on or issue directions relative to any aspect of the
construction technique or sequence unless a specific technique or
sequence is called for in the Contract Documents.
5. Shall not authorize the Owner to occupy the Project in whole or in part
to final acceptance of the work.
6. Shall not participate in specialized field or laboratory tests.
C-1-3
qK OF Et
City of Elgin Agenda Item No.
(-14
September 8, 2006
TO: Mayor and Members of the City Council 1,1 '
FROM: Olufemi Folarin, City Manager
John Loete, Public Works Dire c#or Cr: r" ('Witt„'
SUBJECT: Amendment No. 1 to the Engineering Services Agreement with Rezek, Henry,
Meisenheimer and Gende (RHMG) 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 Amendment No. 1 to an agreement with Rezek, Henry, Meisenheimer
and Gende (RHMG) for construction related engineering services for the 2006 Combined Sewer
Separation Project.
RECOMMENDATION
It is recommended that City Council approve Amendment No. 1 in the amount of$89,785 and
authorize staff to execute the necessary documents.
BACKGROUND
At its meeting on December 21, 2005, the City Council authorized an agreement with RHMG for
design engineering for completion of plans, specifications and bid documents for the 2006
Combined Sewer Separation (CSS) Projects. Included in these projects are the separation of
combined storm/sanitary sewers in three areas referred to as the Central Business District (CBD)
Combined Sewers, the Highland Avenue Combined Sewers and the Bent Street Combined
Sewers. Amendment No. 1 ($89,785.00) will add construction engineering services to the
original agreement for the CBD Combined Sewers area.
The 2006 Combined Sewer Separation - CBD Project will provide for separation of the
combined sewers on Chicago Street from Riverside Drive to Spring Street and on Spring Street
from Chicago Street to Division Street. The construction contract was awarded to John Neri
Construction for $622,120 at the August 23, 2006 Council meeting. A project location map is
�► attached as Exhibit A. A copy of Amendment No. 1 with RHMG for the construction inspection
services of that work is attached as Exhibit B.
r
•
2006 Combined Sewer Separation Project, Amendment#1
September 8, 2006
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
p,,L, FINANCIAL IMPACT
Amendment No. 1 with RHMG for construction engineering related fees for the 2006 CSS-CBD
Project totals $89,785. Funding for this project is available in the sewer portion of the 2005
General Obligation (G.O.) Bond Fund in project number 339691, "CSS Projects (2005)",
account number 365-4200-795.92-41 ($385,000 budgeted and $76,606 available). The balance
of the funding, $13,179 can be taken from the sewer portion of the 2006 G.O. Bond Fund,
project number 339866, "CSS Projects (2006)" in account number 366-4200-795.92-41
($1,320,000 budgeted and $774,005 available). The balance of the available funding will be used
for the construction of the separation project on Chicago/Highland west of Route 31 ($721,000) .
The revised agreement with RHMG will total $301,455.
toy/
EGAL IMPACT
None
ALTERNATIVES
1. Approve Amendment No. 1 to the agreement with RHMG
2. Do not approve the amendment.
Respectfully submitted for Council consideration.
do
Attachments
EXHIBIT A
Project Location Map
POJF.CT LOCATION MAP
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EXHIBIT B
Amendment No. 1
•
FIRST AMENDMENT AGREEMENT
This Amendment Agreement No. 1 is hereby made and entered into this day
of 2006, by and between the City of Elgin, an Illinois Municipal
Corporation (hereinafter referred to as "CITY") and Rezek, Henry, Meisenheimer
and Gende, Inc., a limited liability company (hereinafter referred to as
"ENGINEER").
WHEREAS, the parties hereto have previously entered into an Agreement dated
January 11, 2006, attached hereto as Attachment "A" (hereinafter referred to as
"ORIGINAL AGREEMENT"); and
WHEREAS, ORIGINAL AGREEMENT provided for a maximum payment of
$211,670; and
WHEREAS, the parties hereto have each determined it to be in their best interest
to amend Original Agreement; and
WHEREAS, the CITY has determined that the proposed scope of the PROJECT be
modified to provide construction phase services requiring additional professional
engineering services; and
WHEREAS, the CITY has determined that the proposed scope of the project be
modified to include additional design and survey work associated with the
alternative alignment of the East Highland Avenue Storm Sewer; and
WHEREAS, the CITY has determined that the proposed scope of the project be
modified to include additional sewer cleaning and televising; and
WHEREAS, the circumstances necessitating these changes in performance
contemplated by this amendment were not reasonably foreseeable at the time
Original Agreement was signed; the changes contemplated by this Amendment
Agreement are germane to the original agreement assigned; and this Amendment
Agreement is in the best interests of City and is authorized by law.
NOW, THEREFORE, in consideration of the mutual promises and covenants contained
herein, and other good and valuable consideration, the sufficiency of which is hereby
mutually acknowledged, the parties hereto herby agree as follows:
1. Section I (B) of the Original Agreement is hereby amended by adding the
following additional text to the end thereof which reads as follows: "ENGINEER
shall also perform additional services for the PROJECT to include construction
phase services, design and survey work associated with the alternative
alignment of the East Highland Avenue Storm Sewer, and additional sewer
cleaning and televising."
2. Section I (C) of the Original Agreement is hereby amended by adding the
following additional text to the end thereof which reads as follows: "A detailed
Scope of Services for the additional services provided by the First Amendment
Agreement is attached hereto as Attachment C."
-1-
3. Paragraphs IV (A) is hereby amended to read "For services provided by the
ENGINEER as described in Attachment A of the original agreement and as
described in the First Amendment Agreement, ENGINEER shall be reimbursed
at the rate of 3.07 times the direct hourly rate of personnel employed on this
PROJECT as set forth in Attachment B of this First Amendment Agreement,
with the total fee not to exceed $301,455.00 regardless of the actual time
expended or actual costs incurred by the ENGINEER unless substantial
modifications to the Scope of Work are authorized in writing by the DIRECTOR."
4. For outside services provided by the other firms or subconsultants, the CITY
shall pay the ENGINEER the invoiced fee to the ENGINEER, plus five percent
(5%). Any such fee provided in subparagraph IV (A) above shall not cause the
total fees of the project to exceed $301,455.00.
5. Except as amended by this First Amendment Agreement the Original Agreement
between the parties shall remain full force and effect.
CITY OF ELGIN REZEK, HENRY, MEISENHEIMER
AND GENDE, INC.
I► By: By:
City Manager William R. Rickert
President
Attest: Attest:
City Clerk Marcia A. McCutchan
Executive Vice President
-2-
ATTACHMENT C
DETAILED SCOPE OF SERVICES
1.0 East Highland Alternative Alignment — This task involves
additional design and survey work associated with an alternative
alignment of the new storm sewer on East Highland Avenue. The
conceptual design proposed a 12-inch sewer routed east, from
approximately mid-block on East Highland, to connect to the proposed
storm sewer on Spring Street. During the preliminary design stage,
RHMG discovered that a line heading west to connect to an existing
storm sewer at the intersection of East Highland Avenue and Douglas
Avenue would be more feasible due to the steep grade of East Highland
Avenue as it heads east. Because of this steep grade, the junction of
the East Highland Avenue and Spring Street storm sewers would be
20 feet deep. Routing the sewer west to Douglas Avenue would follow
the natural grade of the street and the depth would be dictated by any
existing utilities encountered at Douglas Avenue and the connection
with the existing storm sewer. Similarly, the Spring Street storm
sewer south of East Highland would be much shallower. The resulting
construction cost savings associated with this alternative are
approximately $55,000.
2.0 Pre-Construction Conference - To initiate the construction phase,
a pre-construction meeting with the successful bidder will be
conducted. All appropriate City of Elgin staff, utility companies, and
major private representatives affected by the construction will be
invited to this meeting. The purposes of the pre-construction meeting
will be to:
• Provide an opportunity for the various parties to meet one
another
• Review certain pertinent contract requirements and procedures
• Establish ground rules for the project
3.0 General Consultation
3.1 Liaison - RHMG will serve as the City's liaison with the
construction contractor working principally through the
contractor's field superintendent or project manager. RHMG
will also serve as the City's liaison with the various local
agencies having jurisdiction over the project.
3.2 Consultation - RHMG will give consultation and advice to the
City of Elgin throughout the course of the construction project.
This consultation will take the form of telephone conversations,
Am. letters, memos, and meetings, as appropriate.
3.3 Interpretation of Plans and Specifications - Throughout
the course of the construction phase, RHMG will answer any
C-1
d .
questions which may arise and will provide any necessary
interpretation and/or clarification of the plans and
specifications. Any contractor's requests for modifications to the
contract drawings and specifications will be reviewed by RHMG
and recommendations will be forwarded to the City.
3.4 Conferences - RHMG will attend weekly progress meetings
with the construction contractor and will schedule on-site
conferences as required to review day-to-day operations and
problems. RHMG will notify those expected to attend the
meetings in advance and will maintain and circulate copies of
records of the meetings.
4.0 Schedule - RHMG will review the construction schedule, schedule of
values, and schedule for shop drawing submissions prepared by the
contractor and advise the City of Elgin of their acceptability with
respect to the contract documents. On a weekly basis throughout the
project, RHMG will verify that the construction schedule is maintained
and updated, will assess project progress with respect to the
contractor's construction schedule, and will inform the City of Elgin of
any deficiencies regarding the same.
5.0 Shop Drawing Review - The specifications require the contractor to
Apo. submit for approval equipment and materials data, samples, layout
drawing, etc. RHMG engineers will review these various shop drawing
submittals to insure conformance with the contract specifications.
RHMG will record data received, maintain a file of the drawings and
submissions, check for compliance with Contractor's submittal
schedule, and check construction for compliance with approved shop
drawings. RHMG will also verify that materials or equipment are not
installed before approval of shop drawings or samples, where such are
required.
6.0 Surveys - RHMG will 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.
7.0 Construction Observation - RHMG will furnish a Resident
Representative (RPR) in order to provide full-time on-site observations
of the work in progress to confirm it is proceeding in accordance with
the Contract Documents. RHMG will notify the City of any work
believed to be unsatisfactory, faulty, defective, or in non-compliance
with the Contract Documents and will advise the City when it believes
it is necessary to disapprove work as failing to conform to the Contract
Documents. Daily reports of construction progress will be prepared
and submitted to the City of Elgin. The duties, responsibilities and
limitations of the RPR are summarized in the attached Attachment
C-1.
8.0 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
C-2
reviewed and recommendations for approval will be made to the City.
The necessary change order paperwork will be prepared and processed
by RHMG.
9.0 Pay Estimate Review - Partial pay estimates submitted by the
contractor throughout the project will be reviewed to verify completed
work. Recommendation for payment will then be made to the City of
Elgin.
10.0 Final Inspection - RHMG will conduct a pre-final inspection with
the City. 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, RHMG will process the final pay
estimate.
11.0 Record Drawings —A set of record drawings reflecting all significant
changes made during construction will be prepared and submitted to
the City of Elgin. Both a hard copy and an electronic CAD file version
will be submitted.
12.0 Additional Sewer Cleaning and Televising Not Included in
Original Design Scope — The actual lengths of existing sewer which
were cleaned and televised as part of the 2006 CSS project exceed the
14,500 feet which the original fee estimate was based on. Additional
lines which required televising included:
• Dwight Street from Grace to Wellington
• Easement from Dwight to West Wellington
• West Wellington from Bent Street to May Street extended
• Lessenden Place from West Wellington to 36-inch interceptor
• Division Street from Spring Street to Villa Court.
• Lynch Street from Highland to Chicago
C-3
•
4111111.
ATTACHMENT "C-1"
DUTIES, RESPONSIBILITIES AND LIMITATIONS OF THE
AUTHORITY OF THE RESIDENT PROJECT REPRESENTATIVE
A. DUTIES AND RESPONSIBILITIES
For those portions of the project for which RHMG is to provide construction
observation, the Resident Project Representative 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.
(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.
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.
Aft.
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.
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A .
8. Review of Work, Inspections and Tests:
a. Conduct on-site observations of the work in progress 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 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
40. subsequent to the award of the contract, the Engineer's
interpretations of the Contract Documents, progress reports,
and other Project related documents.
b. Maintain a set of drawings on which authorized changes are
noted, and deliver to the Engineer at the completion of the
Project.
C-1-2
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. 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.
B. LIMITATIONS OF AUTHORITY
Except upon written instructions of the Engineer, the Resident Project
Representative:
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.
4. Shall not advise on or issue directions relative to any aspect of the
construction technique or sequence unless a specific technique or
sequence is called for in the Contract Documents.
5. Shall not authorize the Owner to occupy the Project in whole or in part
to final acceptance of the work.
6. Shall not participate in specialized field or laboratory tests.
C-1-3