08-121 Resolution No. 08-121
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
ENGINEERING ENTERPRISES INC.
BE IT RESOLVED BY THE CITY COUNCIL OF THF CITY OF ELGIN, ILLINOIS,that
Olufemi Folarin,City Manager,and Diane Robertson,City Clerk,be and are hereby authorized and
directed to execute an agreement on behalf of the City of Elgin N;ith Engineering Enterprises,Inc. for
the Bowes Road salt storage facility, a copy of which is attach d hereto and made a part hereof by
reference.
s/ Ed Schock
Ed ScIlock, Mayor
Presented: May 14, 2008
Adopted: May 14, 2008
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/ Diane Robertson
Diane Robertson, City Clerk
a
AGREEMENT
.1 ,0
THIS AGREEMENT is hereby made and entered into this\ ay of May, 2008, by and
between the CITY OF ELGIN, Illinois, a municipal corporation (hereinafter referred to as
"CITY") and Engineering Enterprises, 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 CITY's Bowes Road Salt Sto age Facility 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 04 direction of the Director of Public
Works of the Ci!Y, herein after referred to as the "DIRECTOR".
B. The ENGINEER shall furnish professional engineering services including but not
limited to a topographic survey of the site, examination of current conditions on the site
for drainage, flood plain and wetlands, investigate soil conditions by borings, preparation
of a preliminary site plan, review of that site plan with City staff and Planning
Commission, preparation of final design drawings foi- all site improvements, inspection
of key work tasks, coordination with design build contractor for the building and
coordination and inspection of finished site improvements.
I .
- 2 -
1
C. A detailed Scope of Services is attached hereto and made a part hereof as Attachment
A.
II. PROGRESS REPORTS
I
A. ENGINEER shall comply with the project milestoiJie outline schedule described
below. 1
B. A detailed project schedule for the Project is attacled hereto and made a part hereof
as Attachment "B", which project schedule shall lie adhered to by ENGINEER, and
which shall be of essence of this Agreement. Progi-ess relative to the aforementioned
project schedule shall be recorded and submitted 9n a monthly basis to CITY by
ENGINEER as a component of the status report dscribed in subsection C below.
C. ENGINEER shall submit to DIRECTOR a written monthly status report recording
ENGINEER'S progress, findings and outstanding issues.
III. WORK PRODUCTS
All work products prepared by the ENGINEER p9rsuant hereto including, but not
limited to, reports, designs, calculations, work dr wings, studies, photographs, models
and recommendations shall be the property of the CITY and shall be delivered to the
CITY upon request of the "DIRECTOR; provide4, however" that the ENGINEER
ic
may retain copies of such work products for its re ords. Such work products are not
intended or represented to be suitable for reuse b 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 r6id at the hourly rate for the
classifications of personnel who perform work on thiS PROJECT, with the total fee not
to exceed $98,184 regardless of the actual costs incurred by the ENGINEER unless
substantial modifications to the scope of the work are made and amendments to the
maximum payment provided for herein. The calculation of the not to exceed cost plus the
Standard Schedule of Charges is of the essence of this Agreement, and is attached hereto
,
t .
- 3 -
and made a part hereof as Attachment "C"
B. For outside services provided by other firms or sub-consultants, 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
maximum payable amount.
C. All costs are included in the not to exceed fee inclhding direct costs.
D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic payments
to the ENGINEER shall not exceed the amounts shown in the following schedule, and
full payments for each task shall not be made until the task is completed and accepted
by the DIRECTOR.
V. INVOICES
A. The ENGINEER shall submit invoices in a formai approved by the CITY.
Progress reports as provided for herein shall be included.
B. The ENGINEER shall maintain records showing actual time devoted and
cost incurred. The ENGINEER shall permit the aithorized representative of the
CITY to inspect and audit all data and records of tike ENGINEER for work done
under this Agreement. The ENGINEER shall make these records available at
reasonable times during the Agreement period, and for a year after termination of this
Agreement.
VI. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the .ITY may terminate this Agreement
at any time upon fifteen (15) days prior written n tice to the ENGINEER. In the event
that this Agreement is so terminated, the ENGIN ER shall be paid for services
actually performed and reimbursable expenses acivally incurred prior to termination;
provided, however, that such payment shall not exceed the total fee maximum or task
amounts set forth under Paragraph IV above.
VII. TERM
4
This Agreement shall become effective as of the dtte the ENGINEER is given a
notice to proceed and, unless terminated for cause for pursuant to Article VI or IX,
shall 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 add'tional compensation as a
result of action taken by the CITY, the ENGINEE shall give written notice of his
claim within 15 days after occurrence of such acti n. 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, 11 work required under this
Agreement as determined by the DIRECTOR sha 1 proceed without interruption.
IX. BREACH OF CONTRACT
If either party violates or breaches any term of thi Agreement, such violation
or breach shall be deemed to constitute a default, nd the other party has the right to
seek such administrative, contractual or legal rem dies as may be suitable to the
violation or breach; and, in addition, if either part , by reason of any default, fails
within fifteen (15) days after notice thereof by thother party to comply with the
conditions of the Agreement, the other party may terminate this Agreement.
X. INDEMNIFICATION
To the fullest extent permitted by law, ENGINE R agrees to and shall indemnify,
defend and hold harmless the CITY, its officers, :mployees, agents, boards and
commissions from and against any and all claims suits,judgments, costs, attorney's
fees, damages or other relief, including but not li l ited to workers' compensation
claims, in any way resulting from or arising out ot negligent actions or omissions of
the ENGINEER in connection herewith, includin I negligence or omissions of
employees or agents of the ENGINEER arising o t of the performance of this
Agreement. In the event of any such action agai st the CITY, its officers, employees,
agents, boards or commissions, covered by the f.i egoing duty to indemnify, defend
1
, .
- 5 -
and hold harmless such action shall be defended by legal counsel of the CITY's
choosing. The provisions of this paragraph shall survive any termination or
expiration of this agreement.
XI. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged
personally or held contractually liable under any t6rm or provision of this Agreement
or because of their execution, approval or attemptcid execution of this Agreement.
XII. INSURANCE
A. Comprehensive Liability. The ENGINEER I§hall 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.
1
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance
naming the CITY AS ADDITIONAL INSURID. The policy shall not be
modified or terminated without thirty (30) day S prior written notice to the
DIRECTOR.
1
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 s primary insurance with respect to
any other insurance or self-insurance program afforded to the CITY. There shall
be no endorsement or modification of this ins ranee 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. Cor4rehensive Automobile
Liability Insurance written in occurrence fornt covering all owned, non-owned
and hired motor vehicles with limits of not less than $500,000 per occurrence for
damage to property.
I
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
1
• - 6 -
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, techiliques, 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 empl4ee 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 ermination, 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 he 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; pFovided, however, that no
assignment shall be made without the prior written consent of the CITY.
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
- 7 -
liable to the CITY with respect to each and every iem, condition and other provision
hereof to the same extent that the ENGINEER wo Id have been obligated if it had
done the work itself and no assignment, delegatio or subcontract had been made.
Any proposed subcontractor shall require the CIT '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 an' 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 rro 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 an0 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 lie 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 Illinoi . Venue for the resolution of any
disputes or the enforcement of any rights pursuant to this agreement shall be in the
Circuit Court of Kane County, Illinois.
XXII. NEWS RELEASES
- 8 -
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 froth 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 5/3k 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 stat law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process includ ng 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 aid commission;
G. protection against retaliation as provided by ection 6-101 of the Human Rights
Act.
A copy of the policies must be provided to the Department of Human Rights upon
request 775 ILCS 5/2-105.
XXVI. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the
• - 9 -
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.
XX VII. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performande of this AGREEMENT that the
ENGINEER shall comply with all applicable Federal, State, City and other
requirements of law, including, but not limited to, any applicable requirements
regarding prevailing wages, minimum wage, workplace safety and legal status of
employees. Without limiting the foregoing, ENGINEER hereby certifies, represents
and warrants to the CITY that all ENGINEER's employees and/or agents who will be
providing products and/or services with respect to this AGREEMENT shall be legal
residents of the United States. ENGINEER shall also at its expense secure all permits
and licenses, pay all charges and fees and give all notices becessary and incident to
the due and lawful prosecution of this AGREEMNT. The CITY shall have the right
to audit any records in the possession or control of the ENGINEER to determine
ENGINEER's compliance with the provisions of this section. In the event the CITY
proceeds with such an audit the ENGINEER shall make available to the CITY the
ENGINEER's relevant records at no cost to the CITY.
XX VIII. NOTICES
All notices, reports and documents required unde 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:
THOMAS W. TALSMA
Vie President
Engineering Enterprises, Inc
- 10 -
52 Wheeler Road
Sugar Grove, lllinois 60554
•
- 11 -
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 CU'
City Clerk 1/4 i Man4:.•r
(SEAL)
For the ENGINEER:
Dated this day of May, A.D., 2008
,43,404
ATTEST:
11)1
By By
Secre a Vice President
(SEAL)
. 41 Attachment A Scope of Services
vano.40
Engineering Enterprises, Inc. (EEI) would be pleased to provide the requisite design and
construction engineering services for the City of Elgin's Bowes Road Salt Storage Facility Site
Design.
We place at your disposal the similar experience, knowledge and necessary resources to provide
the engineering services to enable the City to prepare plans and specifications for the site work and
the required construction observation and administration necessary to ensure the successful and
timely completion of the site improvements.
Our offices located in Sugar Grove and Hampshire are in close proximity to the project location and
the City of Elgin Public Works Department. This close proxihiity will provide us with the opportunity
to provide excellent support and responsiveness to the City of Elgin for this project.
Our manpower resource availability allows us to provide the necessary personnel to complete the
project in accordance with the City's timelines provided in the Request for Proposals. EEI has
experienced surveying resources and field crews available upon receipt of contract award to
immediately implement all required field survey reconnaissance associated with the project
planning and design effort as well as other project data requirements.
Additionally, EEI is dedicated to providing an engineering design team with CAD support
experienced in the design of roadways, streets and site design. In addition to the proposed
detailed scope of services and project approach will ensure the timely completion of design
engineering and the preparation of contract documents in a manner that satisfies the City of Elgin's
objective to have an operable salt storage facility for the winter season of 2008-2009. Our
experience in taking projects from concept design and moving through the development process,
including timely submittals to zoning and planning commissions will facilitate the timely approval of
the site plan ensuring adherence to the desired project schedule.
Our experienced field personnel have the knowledge and ability required to monitor construction
activities and ensure adherence to construction specifications. Our current staffing levels will
ensure that a lead resident engineer will be dedicated to this project for the entire duration of
construction. Supplemental staff will be available as needed to provide additional onsite
observation as required. In addition to our observation personnel, EEI has multiple survey crews
that are able to respond to construction layout requests from the Contractor, ensuring that when
needed, all line and grade information is provided to maintain the Contractor's schedule.
In addition to our past project experience and available manpower, we have developed a scope of
services specific to this project. The scope of services, as follows, outlines the key components of
the design and construction engineering services that EEI proposes to furnish to the City on this
project:
Design Engineering Services
EEI proposes to provide design engineering services tø the City to develop a cost-effective,
environmentally sound, timely and orderly approach to meet the needs of this project. In order to
successfully complete this project, various items will need to be addressed during the preliminary
Engineering Enterprises,Inc.
Consulting Engineers
Sugar Grove,IL
Scope
--_~
���"�_ - �.
planning, and the design engineering for this project. Our proposed scope of services will include
the following:
01 -Preliminary Engineering:
• Coordinate and develop with City staff the final scope and parameters of services to be provided
• Obtain, review and inventory existing utility, roadway, right-of-way, ovvnenahip, soil data, etc.
• Gather data and prepare a topographic survey
• Gather and analyze the subsurface exploration data, including pavement cores and soil borings
as necessary
• Evaluate site resthctions, including but not limited to:
o Topography
o Hydraulic/Hydrologic constraints
o Wetland buffer and control of wetland impact
o Adjacent land uses
o
Site access
o
Truck access and movements within the site
• Prepare preliminary site plan locating the following elements:
o Salt storage facility
o Calcium chloride tank
o
Parking areas
o Access road(s)
o
Stormwater management facilities
o Underground utility locations
o Lighting (as necessary)
o General site amenities
o
Location of landscape buffer areas
• Prepare a cost estimate associated with the preliminary site plan
• Identify any potential value engineering elements to control cost and provide alternative design
strategies when applicable
• Research and familiarize the design team with any specific City requirements regarding the site
development and special use permitting processes
• Prepare all required submittals for approval of the preliminary site plan by the planning and
development commission and the zoning commission
• Attend all required commission meetings required to facilitate the approval of the preliminary
plan
02-Final Design Engineering:
• Prepare construction p|ans, consisting of, but not limited to, the following sheets:
o
Cover sheet including the following information:
• Project Title
• City Officials and staff
• Location Map
• Table of Contents
• Professional Engineer Sign and Seal
• City Approval Location
• JULIE Contact Information
• Scales
Engineering Enterprises,Inc.
= Consulting Engineers
Sugar Grove,IL
Scope of Services, Cont'd.
,
• Benchmarks
• Other information, as required
o General notes and legend sheet including the following information:
• Key construction details and information
• Applicable standards
o Quantities sheet including the following information:
• Proposedpay items
• Pay item units
• Pay item quantities
o Include general plans for the construction of the salt storage facility building pad:
• Size and dimensions of structure
• Door location
• Required utilities
o Mass grading and utility sheets
• Identify existing and proposed cross sections
• S1ormvvata, detention facility grading inforrna1ion, complete with outfall |ocedon,
restrictor manhole sizing and all other required data
• Identify temporary stockpile locations
• Utility information:
• Storm sewer manhole, inlet and catch basin locations complete with
type, station, offset and rim and invert elevations
• Storm sewer pipe locations with grades and lengths
• Identify locations of existing sanitary facilities and research feasibility of
providing sanitary sewer utilities to the site
• Identify locations of existing water main facilities and research feasibility
of providing water service to the site
• Typical cross section sheets for access roads and parking lots, complete
dimensions, thicknesses, R.O.W. location and all other pertinent information
o Improvement sheets for Bowes Road:
• Roadway locations and grades
• Location of any existing items
• Access drive location and specifications
• Restoration
• Required grading
• Traffic control and staging plans (as required)
• Striping
• Sign locations
o Detail sheets including the following information:
• All applicable pject details
• State standards
• Traffic control
• City details (as required)
• Other details pertinent to the construction of this project
o Stormwater Pollution Prevention Plan (SWPPP)
• Soil erosion and sediment control . plans and details required to meet
requirements of the Kane County Stormwater Ordinance and IEPA NPDES
requirements
• SWPPP will identify best management practices to address water quality issues
and wetland protection measures including, but not limited to:
Engineering Enteri Inc.
�
,
Cont'd.
- .' ' | "=�°Scope
• Wetland buffer areas
• Bioswales with naturalized plantings to treat stormwater runoff before
and after entering detention area$
• Storm sewer inlet protection
• Stormwater outlet protection
• Prepare construction opeo|fioadiono, consisting of, but not limited to, the following sheets:
o All requiredbiddi dletting ihomna1i n and contractualhonna
o City special provisions and contracting information
o Project specific specifications and special provisons
o State specifications and provisions
o Prevailing Wages
o Core/Boring reports
• Review Wetland constraints and identify appropriate m 'thodatonaduceimpacts
o Planting buffers
o Utilize Best Management Practices when applicable for stormwater management
o Utilize separate ntormnvva1ermanagement faci||pemfor roof drains and pavement areas
to isolate water that is exposed to salt and manage in a separate faoi|dy, such as an
evaporation basin
o |donUh/ou�a/| e�onnaavver /oo�bona �onnin/nn/�avvnUand /nmpaotowhenpoaaib/o
' !
• Landscape plans
o Provide planting alternatives to create a |andSoape plan that blends into the existing
plant material |
o Identify buffer locations and fencing alternatives
o Provide adequate screening from adjacent residential areas and roadways
o Provide naturalized plantings and berms adjaceit to weltand buffer areas
• Coordinate reviews with the City of E|gin, the Kane Cwbnh/ Division of Transportation, the IEPA
and the Army Corps of Engineers as required
• Prepare and submit the required permit applications as required to secure all necessary permits
and approvals for construction
• Prepare final cost estimates
• Prepare a final estimate of working days and tentanstruction schedule
• Prepare and provide final contract drawings, documents and specifications for bidding including
all necessary information for the b/dder, including construction nlathodo|oQy, special pnovioiono,
and direction to the bidder regarding City specific recuirements, construction ordinances and
project specific guidelines
• Assist in bidding, analysis and contrai i required
• Attend public meetings with City staff to review constru6tion with adjacent property owners
• Provide all plans and drawings electronically and hard copy in 22" x 34" size format with visual
aoa|oa, drawings will be in AutoCad 2008. or as otherwie required
• Provide all specifications in 8 1/2" x 111/2"format and boOnd and in quantities as required
Through the course of the design of this project, EE| will attend all required meetings with City staff,
and all other government agencies as required. |
Further, EB will meet with utility and other agencies, as recessary, to coordinate utility services
required for the project and to establish the division ofbetve8n the utility and the
agency and construction contractor. EE| will prepare detGi/ed minutes of all meetings and submit
[
them for approval within three calendar days after meeting. Meeting minutes may denote scope of
work changes, but will not be considered formal notification of changes.
1
Engineering Enterprises, Inc.
~ 1 Consulting Engineers
Sugar
. She of Services, Cont'd.
•
The following program guidelines for the Bowes Road Salt Storage Facility will be employed to
ensure the best possible end result for the City:
• Employ Quality Control/Quality Assurance procedures and implement and monitor the
procedures for the duration of the design portion of the project
• Apply value-engineering techniques to ensure efficient and cost-effective design procedures
• Communicate with all parties relative to the status of the project through meetings,
correspondence and telephone conversations
• Provide the required coordination between the City and Other regulatory agencies
• Early identification of issues or problem areas related to technical scheduling or budgetary goals
Construction Engineering Services
After the successful design and award of the contract, EEI will provide the necessary construction
engineering services to the City to ensure that the project is completed on time and in accordance
with the plans and specifications. Our proposed scope of services will include the following:
3-1. Construction Administration
• Coordinate and Attend Pre-Construction Conferee
• Prepare payment estimates based on field measured quantities (no more frequently
than one per month) and review payroll certifications
• Attend coordination meetings with Contractor and City staff per the direction of the City
• Attend Council Meetings as necessary to provide key updates and to discuss other
issues as directed by City staff
• Schedule and attend meetings with City staff to review key elements prior to installation
• Review shop drawings as required by specifications and provide timely review to
expedite material orders or shop drawing re-submittals
• Document key milestones and provide weekly summaries to City staff
• Provide forecasts for upcoming work items
• Conduct meetings with adjacent property owners to review scope of work, construction
timelines and address issues
• Prepare Project Close-Out Documentation
3-2. Construction Surveying
• Provide line and grade layout for all proposed site work
• Field verify grades prior to installation to verify accuracy and ensure correct installation
• Document field changes and prepare record dravVings
3-3. Construction Observation
• Conduct daily site visits and observation services during construction to ensure
adherence to plans
• Provide prompt response to Contractor to avoid construction delays and ensure
adherence to the proposed site construction schedule
• Complete daily field reports and weekly summaries
• Provide material documentation to ensure instIled materials meet specifications and
installation procedures
• Coordinate material testing as required by specifications
Engineering Enterprises,Inc.
Consulting Engineers
Sugar Grove,IL
I Scope of Services, Cont'd.
In addition to the detail scope of services listed above for the preliminary, design and construction
engineering services for this project, EEI is prepared to go above and beyond the City's
expectations to ensure the successful completion of this project. As other scope elements arise
throughout the duration of this project, EEI will furnish the necessary services to ensure the
completion of the project in accordance with all City, County,, State and Federal requirements. Our
history of successful completion of similar projects displays our ability to provide the necessary
services required to meet the unique aspects of this project.
Engineering Enterprises,Inc.
Consulting Engineers
Sugar Grove,IL
PROJECT SCHEDULE—BOWES ROAD SALT STORAGE FACILITY SITE DESIGN
DESIGN & CONSTRUCTION ENGINEERING SERVICES 11It
CITY OF ELGIN PUBLIC WORKS DEPARTMENT Attachmqnt B
*1
'mo' 2008
Project Engineering Services'Tasks (Week) April May . June JulyAugust Ssptember October '
1, 2 3 4 5 6, 7 o_9 10 11 12 13 14 15 16 1718 19 20 21 22 23 24 25 26
City of Elgin Preliminary Approval
Pedom�and PmoeyoRo|dTopogmph�Sumov ����� . „
Engineering Notice to Proceed %
_
Project Kick-off MeetingVV
wi�h Elgin Public Works . . .
Obtain and Review Reports,Studies and Existing Information . . ,
Perform Field Review/Confirm Conditions . . .
Review Surface Drainage Issues and Adequacy
� � , _
Review ExieVngYVadondDelineation Rapo�sand|nhormahon ` _ _ � � _
Review Existing �ng� �w�rPormdA�|�ohon ,,.-1 . . _
Prepare Preliminary Site Plan and Estimate of Cost for City Review �� , _
Coordinate Site Electrical Service Requirements with CornEd , . , _
Obtain Soil Boring Information
Prepare
PresentationExh�kshx �� �
� UMaterials - — ' � �
'
Conduct MoedngRe:Pm|iminarySite Plan Options with BginPublic VVo,kaS�M � ---- � . _,
Submit the Preliminary Plan for Applicable Development Review Approvals _ . � _ _
Prepare 90%Plans,Specifications and Cost Estimate and Submit to City .
Prepare and Submit Final Site Plan to USACOE for Final Approval , „ ,
Prepare and Submit Final Site Plan and Permit Application to KDOT . . „ ~
Prepare and Submit EPA Sewer and Water Permit Applications _
Conduct Meeting Re:8O%Plans Review wbhBginPublic VVo,kaS�ff _ .
Final Plan Rev�ionoand Submina}nfDuoumomafor Final Cby/ppmve _ .
�mis.und{�y�aoxAdnmnkmnx�mufEHxehnpm �vn� u,— - II'
_�_ _. _ _
BginChyCouncil Cono�umionCom�oAward . �— -- --
Oua|UyComm|and Quality AsoumnueReview il �N Mr ��N I�� 11 - 111
Obtain USACOE Final Site Plan Approval
,
Ob�inKDOTPermit � ' �
Ob�in|EPASewer and VV�orPermha ' ' ` � ' - -
Estimated Construction Timeline .
_ _ ,
Preliminary Engineering ITTP:11M
Survey
Design Engineering
1
Bidding,Contracting,Administration
AgencyReview...I
Construction
Meetings and Coordination
QC/QA
Attachrn nt C
ENGINEERING ENTERPRISES,INC. DATE: 4/4/2008
CONSULTING ENGINEERS ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST ENTERED BY: TW
PROFESSIONAL ENGINEERING SERVICES
Bowes Road Salt Storage Facility Site Design
City of Elgin,Kane and Cook Counties,Illinois
ENGINEERING DRAFTING SURVEYING ADMIN. WORK
WORK SENIOR SENIOR SENIOR SENIOR ITEM COST
ITEM PRINCIPAL PROJECT PROJECT PROJECT PROJECT CAD PROJECT PROJECT PROJECT SENIOR HOUR PER
NO. WORK ITEM ENGINEER MANAGER MANAGER ENGINEER ENGINEER MANAGER TECHN. TECHN. SURVEYOR SURVEYOR TECHN. SECRET. SUMM._ ITEM
PRELIMINARY DESIGN PHASE _
1.01 Perform and Process Field Topographic Survey 8 12 12 32 $3,168
1.02 Prepare EEI Project Management Plan(QA/QC) 6 6 $828
1.03 Conduct Project Kickoff Meeting with Elgin Public Works Staff 2 2 4 8 $1,008
1.04 Perform Field Review/Confirm Conditions2 2 4 $492
1.05 Review Surface Drainage Issues and Adequacy 8 8 $1,008
1.06 Review Existing Wetland Delineation Reports and Information 4 4 $504
1.07 Review Existing Stormwater Permit Application _ 4 4 $504
1.08 Prepare Preliminary Site Plan and Estimate of Cost for City Review 6 20 30 30 8 94 $10,452
1.09 Coordinate Site Electrical Service Requirements with ComEd 6 6 $648
1.10 Coordinate and Evaluate Soil Testing Data 66 $648
1.11 Prepare Exhibits for Presentation of Preliminary Materials to City Officials 2 . 8 16 26 $2,868
1.12 Conduct Meeting Re:Preliminary Site Plan Options with Elgin Public Works Staff 2 2 6 _ 10 $1,224
1.13 Development Review Process(Submittals,Meetings,etc.) 10 _ 8 18 $2,244
Preliminary Design Phase Sub-Total 4 30 36 70 46 A 8 12 12 8 226 $25,596
FINAL DESIGN PHASE
2.01 Prepare Plans,Specifications and Cost Estimate and Submit to City 12 24 40 40 12 128 $14,256
2.02 Prepare and Submit Final Site Plan and Permit Application to KDOT 6 6 5756
2.03_Prepare and Submit IEPA Sewer and Water Permit Applications 8 , 8 $864
2.04 Conduct Meeting Re:90%Plans Review with Elgin Public Works Staff 2 2 4 8 $1,008
2.05 Final Plan Revisions and Submittal of Documents for Final City Approval 2 4 4 12 22 _ $2,508
2.06 Assist in Bidding,Analysis,and Award Recommendation of Site Improvements 2 2 10 , 14 $1,656
2.07 Quality Control and Quality Assurance Re:Final Site Design 2 8 10 $1,404
Final Design Phase Sub-7ofal 6 26 34 66 52 12 196 $22,452
I DESIGN TOTAL= $48,048 I
CONSTRUCTION PHASE '
3.01 Conduct Pre-Construction Meeting 2 2 4 , 8 $1,008
3.02 Construction Stake-Out 16 16 32 $2,880
- 3.02-Provide-On-Sita Qbservation_odWork(Hweeksti3220hours/weeKaverage)-__ _ 160 160 $17,280
3.03 Facilitate Contractor Suggestions and Requests 6 - - -- - ---- -- - - - - - - - - - - 6- $828 - - - -
3.04 Conduct Weekly Construction Progress Meetings(8 Weeks 0 2 Hours ea.) 16 _ 16 $1,728
3.05 Provide Contract Administration&Records Maintenance 2 10 30 42 $4,920
3.06 Prepare Record Drawings 2 B 12 8 8 38 $3,876
3.07 Prepare Project Close-Out Documentation 4 8 12 $1,416
Construction Phase Sub-Total - 4 24 226 _ 12 24 24 314 S33,936
Project Total , 1 14 I 60 I 70 I 362 1 0 I 110 I 0 I 8 I 36 I 36 T 20 I 736 7581,984
FEE SCHEDULE AS OF 01/01/08 DIRECT COSTS
Principal Engineer E-3 0 hours 0 $162 per hour= $0 Printing $1,000
Senior Project Manager E-2 14 hours 0 , $150 per hour= $2,100 Supplies&Misr: 5250
Project Manager E-1 80 hours 0 $138 per hour_ $11,040 Vehicle $1,200
Senior Project Engineer/Surveyor P-5 78 hours 0 $126 per hour= $9.828 Terracon(Geotechnical) $3,000
Project Engineer/Surveyor P-4 362 hours 0 $108 per hour= $39,096 Electrical Engineer $2,500
Senior Engineer/Surveyor P-3 0 hours 0 $99 , per hour= $0 Landscape Architect $5,250
Engineer/Surveyor P-2 36 hours 0 $90 per hour= $3,240 CBBEL $3,000
CAD Manager Et 0 hours 0 $138 per hour= $0 DIRECT EXPENSES= $16,200
Senior Protect Technician T-5 110 hours 0 $108 per hour= $11,880
Project Technician T-4 0 hours 0 $99 per hour= $0 TOTAL LABOR COSTS
Senior Technician T-3 36 hours 0 $90 , per hour= $3,240 Drafting Expenses= $11,880
Secretary A-3 20 hours 0 $78 per hour= $1,560 Surveying Expenses= $7,488
HOURLY TOTAL= 736 TOTAL FEI LABOR= $81,984 Engineering Expenses= $61,056
Administrative Expenses= $1,560
TOTAL LABOR EXPENSES= $81,984
TOTAL CONTRACT COSTS=I $98,1841
G\Public\Elg,n\2000\EG0e02 Cly of Elgin Bowes Road Sell Storage Facility\EvuiEG0e02 Fee Estrmele 9slEG0902
% ‘,
L...ek,
v,.)
April 18, 2008
TO: Mayor and Members of the City Council ,
(71:7010111, '`1,11,1(
FROM: Olufemi Folarin, City Manager
CH,n''CM/11mwt
John Loete, Public Works Director
SUBJECT: Engineering Services Agreement with Engineering Enterprises, Inc. for the
Bowes Road Salt Storage Facility Site
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider an agreement with Engineering Enterprises, Inc. for design and
construction inspection engineering services for the Bowes Road Salt Storage Facility Site.
RECOMMENDATION
It is recommended that the City Council authorize the Cityanager to execute the agreement
with Engineering Enterprises, Inc. in the not-to-exceed amounof$98,184.
BACKGROUND
Included in the 2008 Riverboat Fund Budget is $900,000 for the construction of a new salt
storage facility on the south side of Bowes Road approximatgly one quarter of a mile east of the
intersection with Longcommon Parkway. The building will be a barn style structure and the site
will be designed to make the finished facility blend in with, the surrounding areas as much as
possible. Access will be directly off of Bowes Road, opposite the main entrance to the
Edgewater Subdivision, and the site will be screened from the adjacent development, The
Reserve.
Work on the project started in 2007 but had to be put on hold when it was discovered that a much
larger than acknowledged wetland buffer had been established on the property by the previous
owner, Pulte. This site is part of the 25 acre public use site donated to the City. The wetland
buffer was delineated on an exhibit that was part of an agreement with the Corps of Engineers
prior to the parcel being given to the City. The situation had been corrected since last year and
the Corps of Engineers will be reviewing our proposal to insure that appropriate best
management practices are used on the site.
I
Engineering Service Agreement for Bowes Road Salt Storage Facility Site
April 18, 2008 l
Page 2
Requests for proposal for the subject project were solicited from six firms and four proposals
were submitted on April 4, 2008. The four firms were Manhard Consulting, Engineering
Enterprises, Cemcon and Cowhey Gudmundson Leder. A sltaff selection committee evaluated
the four proposals with Engineering Enterprises being selected the most qualified firm. Upon
selection, Engineering Enterprises met with staff to finalize the project scope and negotiate a
project fee. The final negotiated fee is $98,184. A copy of the results of the selection process is
attached as Exhibit A.
I
A copy of the Engineering Services Agreement is attached las Exhibit B. The agreement will
provide for preliminary and final design engineering for the site, review agency coordination,
bidding assistance, inspection of the site construction and co6rdination with the separate bidding
and construction of the prefabricated building.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
The agreement with Engineering Enterprises for the Bowes Road Salt Storage Facility Project
will total $98,184. Funding is budgeted ($791,060) and av ilable ($790,297) in the Riverboat
Fund, account number 275-0000-791.92-36, "Buildings/ tructures," under project number
339896, "Bowes Road Salt Storage Facility." The balance of the funding will be used for the
development of the site and the construction of the building.
LEGAL IMPACT
None
ALTERNATIVES
1. The City Council may choose to approve the Engineering Services Agreement with
Engineering Enterprises.
2. The City Council may choose not to approve the Engineering Services Agreement with
Engineering Enterprises.
Respectfully submitted for Council consideration.
JL
Attachments