10-150 Resolution No. 10-150
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT NO. 1
WITH ENGINEERING ENTERPRISES, INC.
(2010 Neighborhood Street Resurfacing and 2010 Sidewalk Replacement Program)
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall, City Manager, and Diane Robertson, City Clerk,be and are hereby authorized and
directed to execute Amendment Agreement No. 1 on behalf of the City of Elgin with Engineering
Enterprises, Inc. for the 2010 Neighborhood Street Resurfacing and 2010 Sidewalk Replacement
Program, a copy of which is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: July 28, 2010
Adopted: July 28, 2010
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
AMENDMENT AGREEMENT No. 1
This Amendment Agreement No. 1 is hereby made and entered into this 28thday of
_July 2010, by and between the City of Elgin, an Illinois Municipal Corporation
(hereinafter referred to as"CITY")and Engineering Enterprises, Inc., an Illinois Corporation
(hereinafter referred to as"ENGINEER").
WHEREAS, the parties hereto have previously entered into an Agreement dated March
10, 2010, (hereinafter referred to as the "ORIGINAL AGREEMENT"), wherein the
CITY engaged the ENGINEER to furnish certain professional services in connection
with the CITY's 2010 Neighborhood Street Resurfacing and 2010 Sidewalk Replacement
Program(hereinafter referred to as the "PROJECT"); and
WHEREAS,ORIGINAL AGREEMENT provided for a maximum payment of$86,000;and
WHEREAS,the parties hereto have each determined it to be in their best interest to amend the
ORIGINAL AGREEMENT; and
WHEREAS,the CITY has determined that the proposed scope of the PROJECT should be
modified to include additional design services to match the increased engineering and
construction budget and to include construction engineering services for the 2010 Neighborhood
Street Resurfacing and 2010 Sidewalk Replacement Program; and
WHEREAS,the CITY has determined that the total maximum payment for the additional design
services described in this Amendment Agreement shall be in the amount of$34,000; and the
payment for the added construction engineering services shall be $365,000; and
WHEREAS, the circumstances necessitating the changes to the ORIGINAL
AGREEMENT contemplated by this Amendment Agreement were not reasonably
foreseeable at the time the ORIGINAL AGREEMENT was signed; the changes
contemplated by this Amendment Agreement are germane to the ORIGINAL
AGREEMENT as signed; and this Amendment Agreement is in the best interests of the
CITY and is authorized by law.
NOW,THEREFORE, 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 hereby agree as follows:
1. Paragraph 1B. is hereby amended to read"The ENGINEER shall furnish professional
engineering services for the PROJECT as outlined herein and detailed in Attachment A-
1 and Attachment A-2."
2. Paragraph 1.C. is hereby amended to read "A detailed Scope of Services for design
engineering is attached hereto as Attachment A-1 and a detailed Scope of Services for
construction engineering is attached hereto as Attachment A-2."
3. Paragraph 2.A. is hereby amended to read"A detailed project schedule for the PROJECT
is included as Attachment B-1,attached hereto. Progress will be recorded on the project
schedule and submitted monthly as a component of the Status Report described in B
below."
4. Paragraph 4.A. is hereby amended to read"For design engineering services provided the
ENGINEER shall be paid at the hourly rate for the classifications of personnel who
perform work on this PROJECT, with the total fee not to exceed$495,000.00 as
estimated in Attachment C-1 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. For construction engineering services
provided the ENGINEER shall be paid at the hourly rate for the classifications of
personnel who perform work on this PROJECT,with the total fee estimated in
Attachment C-1. Vehicle charges shall be paid at a daily rate of$45 per day. The
attached Standard Schedule of Charges dated January 2008 will be utilized for this
PROJECT."
5. Paragraph 4.B. is hereby amended to read "For outside services provided by other firms
or subconsultants,the CITY shall pay the ENGINEER the invoiced fee to the
ENGINEER,plus 0%. Any such fees for outside services in the design engineering
phase shall be included in the total fee not to exceed. Any such fees in the construction
engineering phase shall be at actual cost."
6. Paragraph 4.C. is hereby amended to read "All costs are included in the not to exceed
design engineering fee, including direct costs and the work to be performed by Rubino in
the lump sum amount of$7,950."
7. Paragraph 4.D. is hereby amended to read "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.
Design Engineering
Est.Invoice
Date % Complete Value
March 1 20% $ 17,200
April 1 50% $ 25,800
May 1 70% $ 48,000
June 1 90% $ 17,000
July 1 95% $ 6,000
Aug. 1 100% $ 6,000
Construction Engineering
Est.Invoice
Date % Complete Value
Aug. 1 20% $ 68,000
Sept. 1 50% $ 102,000
Oct. 1 80% $ 102,000
Nov. 1 95% $ 51,000
Dec. 1 100% $ 17,000"
8. Except as amended by this Amendment Agreement No. 1,ORIGINAL AGREEMENT
between the parties hereto shall remain in full force and effect.
9. That in the event of any conflict between the terms and provisions of the
ORIGINAL AGREEMENT and the terms and provisions of this
Amendment Agreement, the provisions of this Amendment Agreement
shall control.
CITY OF ELGIN ENGINEERING ENTERPRISES, INC.
By: j,, Q By: /r
C::::::42-7:2P
i Mana Manager Bra le P. Sanderson, P.E.
h' g Y
Vice President
est: Attest: ^ ,
City Clerk An.ie Ford
Ad 'i . . 've Assistant
41 Attachment A-1
Detailed Scope of Services
Understanding
It is our understanding that the City of Elgin would like EEI to design and prepare construction documents
and assist in the bidding process for their 2010 Neighborhood Street Resurfacing Program and 2010
Sidewalk Replacement Program. The project limits for the 2010 Neighborhood Street Resurfacing
Program generally consist of several miles of roadway within multiple neighborhoods throughout the City.
The project limits for the 2010 Sidewalk Replacement Program generally consist of sidewalk located
throughout the City. It is understood that the roadways to be included in this resurfacing program are
those identified in the maps provided by the City contained in Attachment D-1. The general scope of the
improvements will consist of milling and resurfacing, pavement patching, curb and gutter removal and
replacement, sidewalk removal and replacement, catch basin repair, signage, pavement markings and
other ancillary construction items.
Project Scope
Phase I Preliminary Engineering—Tasks and Services
Task 1.01 —Meetings and Coordination
EEI will schedule a Kick-off Meeting with the City to introduce the design team and review the work
items, schedule and Project Management Plan in detail with the City staff. At the meeting we will
establish the communication plan for project. In addition, EEI will obtain any additional information
that City staff may have that would be useful on the project. Prior to the meeting, we will send a
request for information to the city.
Task 1.02—Field Review
After collecting any and all available information from the City, EEI will conduct a preliminary field
inspection of the roadways selected for rehabilitation. During this field review the design team will
collect information required to assemble project quantities and cost estimates. The field review will
collect information such as areas of roadways to be resurfaced, recommended locations for
pavement patching, and areas of sidewalk and curb to be removed and replaced. Any signs of
significant drainage problems or other design deficiencies will be noted for further discussion with the
City.
Task 1.03—Field Review with City
After our initial field review, EEI will schedule a meeting with City staff in the field to discuss the areas
that have been identified for pavement patching, sidewalk replacement, curb replacement, catch
basin repair, etc. After meeting with City staff, EEI will make any adjustments and finalize the
preliminary design.
Task 1.04—Utility Coordination
EEI will submit exhibits to the necessary utility companies to begin the process of identifying any
potential utility conflicts. Due to the nature of the project being a resurfacing project conflicts are not
anticipated; however, this information will be useful should it be determined that storm sewer or other
utility repairs may be needed.
Task 1.05—Subsurface Investigations
EEI will enter into a contract with a subcontractor to perform pavement cores throughout the project
limits approximately every 1,000 feet. A report will be generated, reviewed by EEI and provided to
the City.
Engineering Enterprises,Inc.
. a• -_a, Consulting Engineers
Attachment A-1
Task 1.06—Preparation of Preliminary Documents (Estimates, Exhibits, etc.)
After a thorough review of all data, EEI will prepare a preliminary cost estimate, preliminary exhibits,
and preliminary project specifications. Hand sketches indicating the location of all pavement patching,
sidewalk replacement, curb replacement, signage, and pavement markings will be kept on file for
verification by the City as needed and for use in construction. These documents will be submitted to
the City for review and comment. EEI will coordinate and attend a meeting with City staff to discuss
the preliminary documents and to determine a consensus of what roadways to include in base and
alternate bids in the final contract documents. EEI will implement and complete our QC/QA plan as
established in our Project Management Plan.
Phase II Final Design Engineering—Tasks and Services
Task 2.01 — Development of Contract Documents
EEI will develop final design documents including final quantities, exhibits, details and specifications
for bidding. These documents will include City procurement requirements, general conditions, bid
documents, insurance requirements, performance bonds, etc. The documents will be generally
consistent with the example contract documents provided by the City for the 2009 Neighborhood
Resurfacing contract. The final design documents will also include traffic control plans. EEI will
implement and complete our QC/QA plan as established in our Project Management Plan.
Task 2.02—Preparation of Engineer's Estimate of Probable Construction Costs
EEI will prepare and submit an Engineer's Estimate of Probable Construction Costs in a format
acceptable to the City.
Task 2.03—Final Review by City
EEI will provide six complete copies of the contract documents and final cost estimates to the City for
final review prior to bidding. Following the City's review EEI will schedule one meeting with City staff
to receive and discuss the proposed revisions. Following the meeting EEI will incorporate all revisions
in to the project documents prior to bidding.
Task 2.04—Bidding and Contracting
Upon completion and final approval of the plans and specifications, EEI will assist in the advertising,
bidding, review, award and contracting phase of the project. During the bidding phase, EEI will answer
questions from prospective bidders and will prepare addenda with the City as appropriate to respond
to any questions. EEI will coordinate with the City of Elgin's Purchasing Department to make sure all
plan holders get the addenda.
The Project Manager will attend the bid opening, and thereafter EEI will review the accuracy of the
bids and prepare a tabulation of bids. Based on the final review of that information, EEI will prepare a
formal recommendation of award and provide the necessary materials to City staff.
Upon award of the project, EEI will prepare the necessary contracts to be executed by the City and the
Contractor. EEI will coordinate signing of the contract with City staff and the Contractor.
Task 2.05—Public Coordination
EEI will prepare notices that will be sent out to all homeowners and business located within the
project limits. EEI will acquire all addresses of homeowners and businesses that notices will be sent
to.
Task 2.06— Project Management and QC/OA Reviews
EEI will provide the necessary project coordination, administration and management throughout the
course of the project.
Engineering Enterprises,Inc.
Consulting Engineers
Attachment A-2
CONSTRUCTION ADMINISTRATION
AND
CONSTRUCTION ENGINEERING ACTIVITIES
A. CONSTRUCTION ADMINISTRATION
1. General: The Construction Administrator will serve as the City of Elgin's
representative for the entire construction project as assigned by the City. As such he
will function as an extension of the City's staff and be responsible for overall
implementation and management of the project. The Construction Administrator will
provide all Level 1 management services. These services are defined as all management
functions and requirements over and above the daily routine project requirements. They
will include implementation of City policies, program administration, coordination and
monitoring of consultants and contractors providing overall management control and
direction to insure completion of the construction project in accordance with the City's
objectives of cost, time and quality. The Construction Administrator will work closely
with and report to the Director of Public Works or his designee.
2. Specific Duties and Responsibilities:
a. Project Control:
Establish and maintain lines of communication, authority, and procedures for
coordination among the City, Director, Design Engineer, Contractors, and
Construction Engineer as needed to carry out the project construction
requirements.
b. Additional Services:
When required, identifies the need for, and assists the City in selecting and
retaining professional services of a surveyor, testing laboratories and other special
consultants, and coordinates these services during their performance.
c. Contract Requirements:
Administrates and monitors for the Project Director, contractors and other project
consultants, the contractual requirements for items such as insurance, bonds, and
general conformance with governmental regulations, including minority
compliance.
d. Construction Monitoring:
Monitors the work of contractors and construction engineer to insure adequate
quality control of the construction work and compliance with the design drawings,
specifications and other required regulations.
Attachment A-2
e. Scheduling:
Works with the contractor and Construction Engineer to insure that a workable
construction Engineer to insure that a workable construction schedule is developed
and agreed to by all parties. Provide for continuous monitoring of the schedule as
construction progresses. Identify potential variances between scheduled and
probable completion dates. Review schedule for work not started or incomplete and
recommend to the Director, Construction Engineer and contractors, adjustments in
the schedule to meet the probable competition date. Provide summary reports of
each monitoring and document all changes in schedule.
Together with the Construction Engineer determine the adequacy of the contractor's
personnel and equipment and the availability of materials and supplies to meet the
schedule. Recommend courses of action to the Director when requirements of a
contract are not being met.
f. Shop Drawings:
Monitor the submittal of all shop drawings, catalog cuts and material selections by
the contractors and coordinate timely approval of the same by the Design
Engineer. Review and monitor on a continuing basis the delivery status of critical
material and equipment so as to prevent unnecessary delays.
g. Administration:
Handle all project administrative correspondence including preparation of all
written documents and correspondence requiring the City's and Director's
signature and authorization. Maintain a file on all project correspondence and
records to include daily construction reports prepared by the Design Engineer's
field Construction Engineer.
h. Contractor's Payment:
Review and process for payment, though the Director, all applications by
contractors and design consultants for progress and final payments.
i. Change Orders:
Recommend necessary or desirable changes to the Director and the Design
Engineer, review requests for changes, and handle all administrative aspects to
include contractor negotiations, formal preparation and submission with
recommendation to the Project Director.
j. Cost Control:
Monitors all project costs and revises and refines the initially approved changes as
they occur, and develop cash flow reports and forecasts as needed.
Page 3
k. Job Meetings:
Conduct periodic (biweekly in general)progress meetings with all associated
parties to review construction progress, procedures, scheduling, design
interpretation, problem areas and overall coordination.
1. Reports:
Provide a timely weekly status reporting system to keep the City abreast of all
aspects of the project which will: a) emphasize problem areas to the Director on a
by-exception basis; and b)present solutions for the problems which will enable
management to make decisions on a go-or-no-go basis.
m. Public Information:
Provides advance and current information to the public as necessary and
appropriate. Works with citizens directly impacted by contractor to protect
citizen's interests.
n. Final Completion:
Together with the Design Engineer and Construction Engineer conduct a pre-final
inspection and develop a pre-final inspection and develop a pre-final punchlist for
the contractor. Upon competition of the pre-final punchlist notify the Project
Director that a final inspection is in order. Attend the final inspection with the
City Engineer and contractors. Advise the Project Director when all punchlist
work resulting from the final inspection has been completed. Recommend,
prepare, and process all final pay estimates through the Project Director.
o. As-built Drawings:
Review as-built drawings prepared by the Design Engineer to insure adequate
information has been given to facilitate on-going maintenance work by the City.
Coordinate distribution of copies to the City Engineering, Public Works
Operations and Water Divisions as appropriate.
B. CONSTRUCTION ENGINEER
1. General: The Design Engineer may serve as the City's on-site construction
representative for the construction project as the Construction Engineer. He will be
responsible for the general control and field inspection of the construction project and
will provide all Level 2 management services. These services are defined as all
management functions required for day to day control of the project. They will include
field inspection, design interpretation, contract administration and general coordination
and control of the day to day construction activities of the contractor to insure timely
completion and quality construction in strict compliance with contract drawings and
Page 4
specifications. The Construction Engineer will work closely with and report to the
Construction Administrator.
2. Specific Duties and Responsibilities
a. Liaison and Contract Control:
Assist the contractors in understanding the intent of the contract documents. Serve
as the City's representative with the contractors working principally through the
contractor's project engineer and on-site superintendent. Serve as the City's
liaison with other local agencies, utility companies, state agencies, businesses, etc.
keeping them advised of day to day activities.
b. Review of Work, Rejection of Defective Work, Inspection and Testing:
1) Conduct on-site observations of the work in progress to determine that the
project is proceeding in accordance with the contract documents and that
completed work will conform to the requirements of the contract documents.
2) Instruct contractor to correct any work believed to be unsatisfactory, faulty or
defective or does not conform to the requirements of the contract documents, or
does not meet the requirements of any inspections, tests or approval required to be
made; and advise Construction Administrator of action taken and if any special
testing or inspection will be required.
3) Verify that tests are conducted as required by the contract documents and in
presence of the required personnel, and that contractors maintain adequate record
thereof; observe, record and report to Construction Administrator appropriate
details relative to the test procedures.
4) Perform or cause to have performed as applicable, all required field tests such as
concrete tests, soil compaction tests and insure such tests are made by as may be
specified. Analyze the results of all field and laboratory tests to determine the
suitability of materials tested.
5) Accompany visiting inspectors representing public or other agencies having
jurisdiction over the project, record the outcome of these inspections and report to
Construction Administrator.
c. Contractors Suggestions and Requests:
Consider and evaluate suggestions and requests for modifications in drawings
and specifications which may be submitted by the contractor and make
recommendations to the Construction Administrator with any time and cost
implications for final decision.
Page 5
d. Shop Drawings:
1) Review and approve shop drawings and samples, the results of tests and
inspections and other data which any contractor is required to submit, but only for
conformance with the design concept of the project and compliance with the
information given in the contract documents: determine the acceptability of
substitute materials and equipment proposed by contractor(s); and receive and
review(for general content as required by the specifications) maintenance and
operating instructions, schedules, guarantees, bonds and certificates of inspection
which are to be assembled by contractor(s) in accordance with the contract
documents.
2) Record and maintain a shop drawing submittal and approval log and notify
contractor whenever submittals are lacking or untimely.
e. Schedules:
Review construction schedule, schedule of shop drawing submissions and
schedule of values prepared by the contractor. Be alert to the construction
schedule and to the conditions which may cause delay in completion and report
same to the contractor and the Construction Administrator in sufficient time to
make adjustments.
f. Conferences:
1) Attend periodic progress meetings scheduled by the Construction Administrator
with all associated parties to review the overall project status and problems.
2) Arrange a schedule of on-site job work meetings with the general contractor and
sub-contractors to review day to day requirements and problems. Maintain and
circulate copies of minutes thereof.
g. Contract Administration and Records:
1) Handle all day to day contract administration and associated correspondence in
accordance with the established procedures.
2) Maintain at the job site orderly files for correspondence, reports of job
conferences, shop drawings and sample submissions, reproductions of original
contract documents including all addenda, change orders, field orders, additional
drawings issued subsequent to the execution of the contract documents, progress
reports, and other project related documents.
3) Keep a diary or log book, recording contractor's hours on the job site, wether
conditions, data relative to questions of extras or deductions, list of visiting
Page 6
officials, daily activities, decisions, observations in general and specific
observations in more detail as in the case of observing test procedures.
4) Record names, addresses and telephone numbers of all contractors, sub-
contractors and major suppliers of equipment and materials.
h. Reports:
Furnish Construction Administrator written reports as required of progress of the
work and contractor's compliance with the approved progress schedule and
schedule of shop drawing submissions.
i. Contractors Payment Requisition:
Review applications for payment with contractor for compliance with the
established procedure for their submission and forward them with
recommendations to Construction Administrator, noting particularly their relation
to the schedule of values, work completed and materials and equipment delivered
to the site.
j. Governmental Policies:
Review contractor EEO policies and other governmental mandated programs to
insure contractor compliance with the governing regulations.
k. Change Orders:
Perform initial evaluation of change orders and submit same to Construction
Administrator with recommendation and cost estimate breakdown for final
approval and processing.
1. As-built Drawings:
Maintain an accurate record of all field conditions and upon completion of the
project insure that the design drawings are revised to show the true as-built
condition.
m. Final-Completion:
1) Together with the Construction Administrator conduct a pre-final inspection and
prepare and give to the contractor a pre-final punchlist. Thereafter insure that the
contractor completes same in an expeditious fashion. Notify the Construction
Administrator in writing when all work is completed and ready for final payment.
2) Together with the Construction Administrator conduct a final inspection with
the City Engineer, Public Works Operations, and Water Division as appropriate,
Project Manager and the general contractor. Prepare a final punchlist and
thereafter insure that the contractor completes same in an expeditious fashion.
Notify the Construction Administrator in writing when all work is completed and
ready for final payment
Attachment B-1
PROJECT SCHEDULE FOR
2010 NEIGHBORHOOD STREET RESURFACING AND 2010 SIDEWALK REPLACEMENT PROGRAM
City of Elgin, Illinois
2010
Feb. Mar. Apr. May June July Aug. Sept. Oct.
PRELIMINARY DESIGN PHASE _ _ _
1.01 Meetings and Coordination
1.02 Field Review
1.03 Field Review with City
1.04 Utility Coordination
1.05 Subsurface Investigations
1.06 Preparation of Preliminary Documents
FINAL DESIGN PHASE _
2.01 Development of Contract Documents _
2.02 Preparation of Engineer's Estimate of Probable Construction Cost
2.03 Final Review by City
2.04 Bidding and Contracting
2.05 Public Coordination _
2.06 Project Management and QC/QA Reviews
CONSTRUCTION PHASE
3.01 Construction I
G:\Public\Elgin\2010\EG1001 2010 Neighborhood Street Resurfacing\Professional Services Agreement\Amendment df\(Attachment B-1-Schedule.xlslSchedule
Preliminary& Final Design
Project Management and QC/QA Review(s)
Meeting(s)
City Review(s)
Bidding and Contracting
Public Coordination
Construction
ENGINEERING ENTERPRISES,INC. Attachment C-1 -Summary of Professional Engineering Services DATE: 5/12/2010
CONSULTING ENGINEERS ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST ENTERED BY: JMB/BPS
PROFESSIONAL ENGINEERING SERVICES
2010 Neighborhood Street Resurfacing and
2010 Sidewalk Replacement Program
City of Elgin,Illinois
ENGINEERING DRAFTING SURVEYING ADMIN. WORK
WORK SENIOR SENIOR SENIOR SENIOR REM 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 ENGINEERING
1.01 Meetings and Coordination 4 8 8 2 22 $2,772
1.02 Field Review 8 120 200 328 $39,456
1.03 Field Review with City 8 32 32 _ 72 $9,168
1.04 Utility Coordination 4 12 3 19 $2,082
1.05 Subsurface Investigations 2 8 4 2 16 $1,728
1.06 Preparation of Preliminary Documents 8 60 160 24 4 256 $29,760
Preliminary Engineering Total 28 0 226 0 420 0 28 0 0 0 0 11 713 $84,966
FINAL ENGINEERING _
2.01 Development of Contract Documents 4 24 50 8 4 90 $10,536
2.02 Preparation of Engineer's Estimate of Probable Construction Cost 2 12 24 38 $4,572
2.03 Final Review by City 4 12 24 - 4 44 $5,208
2.04 Bidding and Contracting 2 12 6 2 22 $2,784
2.05 Public Coordination 2 6 6 2 16 $1,956
2.06 Project Management and OC/OA Reviews 20 60 - 80 $11,520
Final Engineering Total 34 0 126 0 110 0 8 0 0 0 0 12 290 $23,100
CONSTRUCTION ENGINEERING
3.01 Construction Administration 40 160 40 240 $31,680
3.02 Construction Observation and Documentation 40 180 1010 1350 40 2620 $307,500
Construction Engineering Total 80 0 340 1010 1350 0 0 0 0 0 0 80 2860 $339,180
Project Total I 142 i 0 i 692 I 1010 1880 1 0 i 36I 0 I 0 I 0 I 0 I 103 I 3863 i$ 447,246j
FEE SCHEDULE AS OF 01/01/08 DIRECT COSTS
Principal Engineer E-3 142 hours 0 $162 per hour- $23,004 Printing $500
Senior Project Manager E-2 0 hours 0 $150 per hour= $O Supplies 8 Misc. $0
Project Manager E-1 692 hours 0 $138 per hour= $95,496 Rubino(Geotechnical) $7,950
Senior Project Engineer/Surveyor P-5 1010 hours 0 $126 per hour= $127,260 Material Testing-Const.Eng. $21,250
Project Engineer/Surveyor P-4 1880 hours 0 $108 per hour= $203,040 Vehicle Charges-Const.Eng. $4,000
Senior Engineer/Surveyor P-3 0 hours ® $99 per hour= SO
Engineer/Surveyor P-2 0 hours 0 $90 per hour= $0 DIRECT EXPENSES= $33,700
CAD Manager E-1 0 hours 0 $138 per hour= $0
Senior Project Technician T-5 36 hours O $108 per hour= $3,888 TOTAL LABOR COSTS
Project Technician T-4 0 hours O $99 per hour= $0 Drafting Expenses= $3,888
Senior Technician T-3 0 hours 0 $90 per hour= $O Surveying Expenses= $0
Secretary A-3 103 hours 0 $78 per hour= $8,034 Engineering Expenses= $448,800
HOURLY TOTAL= 3863 TOTAL EEI LABOR= $460,722 Administrative Expenses= $8,034
TOTAL LABOR EXPENSES= $480,722
TOTAL CONTRACT COSTS=I $494,422
a\ 2010 Neignbonoud Street ResurlacinglPrdessxnal Ser.cm Ag,eemeneern.eanent$TyAttechmee GI-Fee Esanete.idxlFee Estmele
`C.4 ofECC'
`. tib City of Elgin Agenda Item No.
July 8,2010 ,.
TO: Mayor and Members of the City Council I*1 �
FROM: Sean R. Stegall, City Manager%4Q,i1 ( ♦ i' i ' ' C:Ca„Wally.staph.
Joseph Evers, City Engineer ' ''`ty "`"
SUBJECT: Amendment No. 1 with Engineering Enterprises, Inc. for Construction
Engineering Services for 2010 Neighborhood Street Resurfacing 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 Engineering Enterprises, Inc.
(EEI)for construction services for the 2010 Neighborhood Street Resurfacing Project.
RECOMMENDATION
r It is recommended that city council authorize Amendment No. 1 with EEI in the amount of
$409,000 and authorize staff to execute the necessary documents.
BACKGROUND
The original agreement for the 2010 Neighborhood Street Resurfacing Project Avenue included
the design engineering services for street resurfacing and sidewalk replacement in various
locations throughout the city. The original engineering services agreement for the subject project
($86,000) was authorized by city council on March 10, 2010. The engineering included the
development of bidding documents and details for the resurfacing of streets and the replacement
of public sidewalks in six areas. After the award of the original agreement, the city decided to
expand funding for this program thereby necessitating the need for additional design
engineering.
The original areas (Tier 1) included Nesler Road, Summerhill Subdivision, Special Assessment
Area I (1981), Highland Glen Subdivision, Cobblers Crossing Subdivision and Randall Ridge
Subdivision. The expanded areas (Tier 2) included the rest of Special Assessment Area I, Davis
Road, Kenneth Circle and Bluff City Cemetery. A third group of areas (Tier 3) has been
designed for in terms of quantity but is not included in the bid documents recently completed by
this consultant. A map of the proposed streets is attached as Exhibit A.
The bid documents completed for the initial construction project will improve approximately
16.80 miles of city streets. The attached amendment agreement will provide for additional design
services necessary to add the streets in Tier 2 and Tier 3. The amendment agreement will provide
Amendment No. 1 with EEI—2010 Neighborhood Street Resurfacing Project
July 8,2010
Page 2
for construction engineering services for this improvement project. The services will include
observation of construction procedures, quality control, quantity documentation and contractor
payment processing.
A copy of the amendment agreement is attached as Exhibit B.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
FINANCIAL IMPACT
Amendment No. 1 with EEI will total $409,000 and bring the total cost of the engineering
agreement to expand the 2010 Neighborhood Street Resurfacing Program to $495,000. As a
means of financing the expanded portion of the 2010 street resurfacing program, the General
Fund will loan $409,000 to the Riverboat Fund. These funds are escrowed in the General Fund
for the purpose of completing the South Street extension. Therefore, the South Street extension
cannot move forward until the Riverboat repays the General Fund. The Riverboat Fund will
reimburse the General Fund $409,100, plus interest, when the 2012 Neighborhood Street
Rehabilitation program allocation becomes available.
LEGAL IMPACT
11\401/None.
ALTERNATIVES
1. The city council may choose to approve the amendment as recommended.
2. The city council may choose not to authorize Amendment No. 1 with EEI.
Respectfully submitted for council consideration.
JE: cf
Attachment