10-189 Resolution No. 10-189
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
HAMPTON LENZINI AND RENWICK, INC.
FOR 2011 CENTER/SENECA NEIGHBORHOOD
STREET REHABILITATION PROJECT
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 an agreement on behalf of the City of Elgin with Hampton Lenzini and Renwick,
Inc. for the 2011 Center/Seneca Neighborhood Street Rehabilitation Project, a copy of which is
attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: October 13, 2010
Adopted: October 13, 2010
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 13th day of October , 2010, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY") and Hampton Lenzini and Renwick, Inc. (hereinafter referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services
in connection with 2011 Center/Seneca Neighborhood Street Rehabilitation Project (hereinafter
referred to as the PROJECT); and
WHEREAS, the ENGINEER represents that he 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, it is hereby agreed by and between the CITY and the ENGINEER that the
CITY does hereby retain the ENGINEER for and in consideration of the mutual promises and
covenants contained herein, the sufficiency of which is hereby acknowledged to act for and
represent it in the engineering matters involved in the PROJECT as described herein, subject to
the following terms and conditions and stipulations, to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the City Engineer of
the CITY, herein after referred to as the "DIRECTOR".
B. The services to be provided by the ENGINEER include:
• Perform topographic survey of project streets, including manhole inspection
• Furnish pavement cores of project streets(one core per block)
• Televise storm (approximately 4,500 feet) and sanitary sewer (approximately
6,800 feet)mains
• Prepare construction plans, specifications and estimates of cost for street
improvements, including water main replacement and storm and sanitary sewer
construction, replacement or repair
• Prepare IEPA water main construction permit application
• Prepare construction bid packages for distribution by CITY, prepare addenda, if
necessary, and advertise for bids
• Attend pre-bid meeting for prospective bidders and distribute minutes of same
• Attend bid opening,prepare tabulation of bids, make award recommendation
• Prepare construction contract documents, work with low responsive bidder to
insure proper execution and return to City
C. A detailed Scope of Services is attached hereto as Attachment A.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided herein.
B. A detailed project schedule for the Project is included as Attachment B, attached
hereto. Progress will be recorded on the project schedule and submitted monthly
as a component of the Status Report described in 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.
3. 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 intended or
represented to be suitable for reuse by the CITY on any extension to the PROJECT or on
any other project, and such reuse shall be at the sole risk of the CITY without liability or
legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER (Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of 3.0 times the
direct hourly rate of personnel employed on this PROJECT, with the total fee not
to exceed $120,000 regardless of the actual costs incurred by the ENGINEER
unless substantial modifications to the scope of the work are authorized in writing
by the DIRECTOR.
B. For outside services provided by other firms or subconsultants, the CITY shall
pay the ENGINEER the invoiced fee to the ENGINEER, plus five percent. Any
such fees are included in the above referred amount of$120,000.
C. Reimbursement for vehicle mileage shall be at the current federally-allowable
rate. Such reimbursements shall be included in the above-referenced not-to-
exceed amount.
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.
E. A summary of expected tasks,hours and fees is attached hereto as Attachment C.
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY.
Progress reports (2C 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.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement at
any time upon fifteen (15) days prior written notice to the ENGINEER. In the event that
this Agreement is so terminated, the ENGINEER shall be paid for services actually
performed and reimbursable expenses actually incurred prior to termination, except that
reimbursement shall not exceed the task amounts set forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to
proceed and, unless terminated for cause or pursuant to Article 5, shall be deemed
concluded on the date the CITY determines that all of the ENGINEER's work under this
Agreement is completed. A determination of completion shall not constitute a waiver of
any rights or claims which the CITY may have or thereafter acquire with respect to any
term or provision of the Agreement.
8. 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.
9. 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. Notwithstanding the foregoing or
anything else to the contrary in this agreement, with the sole exception of the monies the
CITY has agreed to pay to the ENGINEER pursuant to Section 4 hereof, no action shall
be commenced by the ENGINEER or any other related entity against the CITY for
monetary damages.
10. 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, attorneys 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 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. The provisions of this paragraph shall survive any
expiration, completion and/or termination of this Agreement.
11. 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.
12. 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 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.
The Certificate of Insurance which shall include Contractual obligation assumed
by the ENGINEER under Article 10 entitled "Indemnification" shall be provided.
This 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 covering all owned, non-owned and hired motor vehicles with limits of
not less than $500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. 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 Engineers 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.
13. 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.
14. 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.
15. 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.
16. 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.
17. 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.
18. 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.
19. 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.
20. 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.
21. 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.
22. 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.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any
work associated with the PROJECT.
24. 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.
25. 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 shall be provided by ENGINEER to the Department of Human
Rights upon request 775 ILCS 5/2-105.
26. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR
and to other participants which may affect cost or time of completion, shall be made or
confirmed in writing. The DIRECTOR may also require other recommendations and
communications by the ENGINEER be made or confirmed in writing.
27. 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:
JOSEPH EVERS, P.E.
City Engineer
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
Mark A. Stott, P.E.
Hampton, Lenzini and Renwick, Inc.
380 Shepard Drive
Elgin, IL 60123
28. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance 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 necessary and incident to the due and lawful prosecution of the
work, and/or the products and/or services to be provided for in this AGREEMENT. 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.
•
IN WITNESS WHEREOF, the parties hereto have entered into and executed this agreement
effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
--
By anMd. By j41-1 (; 51:0
City agen
Attest:
City Clerk
F:\Public_Works\Engineering\Capital Projects\201 I Street Rehabilitation\2010 AGREEMENT Street Rehab.doc
Attachment A
DESIGN, ADMINISTRATION &
PLANNING ENGINEERING ACTIVITIES
1. OVERALL
1. General: The Desgin Engineer will serve as the City of Elgin's representative for the
entire design and administration of the planning for the 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 Desgin Engineer shall
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 bidding and planning documents in accordance
with the City's objectives of cost, time and quality. The Design Engineer will work
closely with and report to the City Engineer or his designee. It shall be understood
that the Design Engineer will act as the City Engineer on this project and shall
coordinate with other City entities such as the Legal Department, City Clerk,
Purchasing Director, Water Director, Sewer Director and Street Director. The Design
Engineer shall be responsible for acting as the City Engineer on this project in regards
to Federal, State and County issues as well.
2. Law: The Design Engineer is expected to understand all State, County and City Laws
governing the implementation of his bidding and planning documents.
2. DESIGN
1. Preliminary Design:
a. Project Location:
Exhibit 1 establishes the streets and/or areas to be includes in the Design
Engineer's bidding and planning documents.
b. Project Kickoff:
Establish lines of communication.
Present a work plan for the project including schedule milestones, design
criteria (utilize existing standard City contract as a base model), list of
information needed to begin design.
Acquire existing information including previous reports plans of recent
development and relevant site information
Collect water, sanitary and storm atlases
Interview and document same, the Sewer, Water and Street departments
for their knowledge of issues within the project location.
Collect and analyze public utility records and notify utility of pending
project.
Review and include in design recommendations of the City's Bicycle
Master Plan.
c. Inspection of project Location:
The Design Engineer shall provide site inspection of the entire area as well as
immediately adjacent area. The following shall be included;
Televising of all sanitary and storm sewers
Physical inspection of all manholes, valve vaults, catchbasins, inlets,
electrical vaults.
Complete geotechnical investigations where deem necessary by the
Design Engineer.
Signage inventory.
Pavement marking inventory.
Trees inventory.
Lighting inventory.
d. Scope of Work Refinement:
Based upon the collection of the above information, the Design Engineer shall
refine the scope of work, including an estimate of cost, and obtain approval from
the City. The Design Engineer shall include alternatives sufficient to insure the
base bid will be below the total budget (when considering testing, publications,
inspections and other typical costs found in construction projects).
e. Construction Documents:
Design Engineer will complete plan sheets as necessary, construction estimates,
construction specifications,bid and contract documents utilizing a City format.
Any alterations or additions to the City format shall be highlighted and fully
explained to the City Engineer or his representative. Plan sheets shall be
provided for all underground work including water main, storm sewer and
sanitary improvements.
e. Scheduling:
For this agreement, the Design Engineer shall develop a schedule for all steps from
execution of this agreement to contract award. The schedule shall be updated at a
miniumum of every two weeks and submitted to the City Engineer or his designee.
f. Surveying:
The Design Engineer shall provide a topographic survey of the portions of the
project that require water, storm and/or sanitary sewer construction or replacement.
The survey shall also pick up existing underground improvements that the City is
not improving if the City does not have as constructed drawing for same. Base
plan sheets will be developed from this survey at a scale of l"=50'
g. Construction Estimate:
The Design Engineer shall prepare several estimates related to the work the City
desires to have completed under this project. Separate estimates are required for
each of the utilities and separate locations should the project include multiple
locations. In addition, the Design Engineer shall set the project estimates up to
allow for alternates to insure a project may be bid and awarded as close to the
budget as possible.
h. Agency coordination:
At a minimum, the Design Engineer shall schedule meetings with the City and
any other interested agency, at about the midway point in their plan and
specification development to insure they are meeting the expectations of the City.
A second meeting shall be held with the City at approximately 95% completion to
finalize the bid, specifications and planning documents.
The Design Engineer shall prepare any and all necessary permits and documents
required by the Illinois Environmental Protection Agency, Illinois Department of
Transportation, or any other governmental agency that has a regulatory interest in
the project.
The Design Engineer shall coordinate with all public utility companies including
verification of the soundness of their structures and any potential
relocations/delays.
Open House:
The Design Engineer shall locate, schedule and hold an open house for the
properties abuting the project location. The Design Engineer shall hand deliver
or U.S. Mail to each abutting property a notice of this open house a minimum of
seven calendar days in advance.
3. BIDDING
1. Prepare bid forms, notices and addendum as necessary for bidders.
2. Coordinate with the local newspaper to insure the notice is published 10 days in
advance of the bid opening.
3. Provide (25) sets of drawings and specifications to be issued by the City to
prospective bidders.
4. Attend pre-bid meeting with prospective bidders to provide clarification for issues
and concerns from bidders. The Engineer will also distribute minutes from pre-
bid meeting to the City and all meeting attendees with written answers to
concerns/questions from the meeting.
5. The selected Engineer will receive bidder questions and requests for clarification.
Based on these questions and requests, the selected Engineer will prepare addenda
as necessary to respond to the questions presented. Addenda will be issued to the
City for distribution to the bidders.
6. Attend the bid opening and evaluate the bids and bidders to determine if the bids
were submitted in accordance with the contract documents and if the bidders are
qualified to perform the work. Following this review, a recommendation will be
presented to the City for award of the construction contracts.
7. Prepare tabulation of bids for distribution to City agencies and interested bidders.
8. Assist the City in the preparation of six (6) copies of final contracts for execution
by the successful bidder and the City.
2011 Street Rehabilitation - Center / Seneca
Project Area 4
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EXHIBIT 1
City of Elgin
2011 Street Rehabilitation
Center/Seneca
Proposed Design Schedule 2010 2011
AUG SEP OCT NOV DEC JAN FEB MAR APR
DESIGN PHASE
Submit proposal ■
Authorize agreement/Notice to proceed ■
Execute agreement
Kick-off meeting w/City
Topographic survey/Plot topography
Televise sewers
Core pavement '
Plan preparation
Coordinate with utility companies vie .
Submit IEPA water main application
85%submittal/City review
Submit bid documents
Receive IEPA water main permit
-
Coordination with City
Advertise, open bids, award &execute contract VARIABLE
El = duration = milestone
Attachment B
Hampton, Lenzini and Renwick, Inc.
CITY OF ELGIN
2011 STREET REHABILITATION-CENTER/SENECA
DESIGN ENGINEERING
HLR TASKS,HOURS,FEES
CLASSIFICATION E9 E4 E2 El T7 T5 T4 C2 LABOR EXPANDED WM WM SAN SAN STREET STREET
TASK HOURS COST COST HOURS COST HOURS COST HOURS COST
1. Topographic survey r --- T -
a_ Topographic survey I 96 96 192 92 20 80
b Plot existing conditions,including utilities,plan&profile _ 4 112_ 116 60 16 40
Task subtotal 308 $8,575 $25,724 152 $12,674 36 62.988 120 $10,063
2. Plan preparation I
a. Cover,notes,summary of quantities,typical sections, i• ' '
•
IDOT standards,City standards 4 8 21 33 16 2 15
b. Proposed plan&profile including storm sewer,water
main,sanitary sewer 58 92 146 296 160 12 124
c_ Cross sections(critical locations) 36 36' 36
d Erosion control plan¬es(for NPDESL 8 8 16 6 10
e Revisions,disposition of comments 12 12 24 1 12 4 8
-
Task subtotal 405 $12,196' $36,588 194' $17,394' 18 $1,616'! 193 $17,578
3. Permitting i
a. IEPA for water main construction 8, 2 10 10 0
• Task subtotal' 10 $313 $938 10 $938. 0 $0 - 0 $0
4. Quantities,engineer's estimate and specifications _ _(_..
a. Quantitiy take-off 32 40 72 32 4 36
b. Opinion of probable cost 12: _ 8 20
c. Specifications(proposal package)_ 24. 16 40 18 -- - -2 20 -
d. Printing,plotting typing
1 12 8 20 8 4 8
Task subtotal I • 152 $4,694 $14,082 68 $6,326 11 $966' 73 $6.791
5. Consultation&
coordination,project administration,office
review(QC/QA) -
a. Utility coordination 8 4 1• 13 8 2 3
b. Consultation/coordination w/City,subconsultants 8 20 _ 28 13 2 13
C. Office review(QC/QA) 32 32 ' 15 2 15 _
d• Letting bid tab,review,recommend award 2 { 6 8 3 2 3
_ e. Pre-bid meeting,bidder questions 4 4 2 1 1 _
f. Project administration , 24� 24 11 1 12
_ Task subtotal 109 $4.544 $13.633 48 10 51 _
DESIGN ENGINEERING SUBTOTAL 66 186, 40, 96' 270: 317; 1. 8 984 $30,322 $90,966 474 $43,778 75 $6,738 435 $40,450
I
1.
to. Tasks by Others
-
a. Pavement cores-Rubino Engineering Inc. cost based on 16 cores-approximately 1 core per block 1 $3.941 $4.138 $4,138
b. Sanitary sewer light cleaning and televising-H.R.
(_._Stewart,Inc ___ _ cost based on approximately 6,800 feet at$1.70 per foot $11,560 $12,138 $12,138
C. Storm sewer light cleaning and televising-H.R.Stewart.
j Inc. cost based on approximately 4,500 feet at$2.70 per foot $12,150 $12.758 $12,758
_
DESIGN SUBCONSULTANT SUBTOTAL $27,851 $29,034 $12,138 $16,896
DESIGN ENGINEERING NOT TO EXCEED TOTAL COST $57,973 $120,000 643,778 $18,876 $57,346
NOTE: Dollar sums may not add in all directions due to rounding.
Attachment C
Hampton,Lenzini and Renwick,Inc.
a
li
IA a
• FDF(11OMAOR & MEMBERS OF CITY COUNCIL E LG I N
THE CITY IN THE SUBURBS
MEETING DATE: September 22, 2010
INITIATIVE D: Consideration of an Engineering Services Agreement with Hampton
Lenzini and Renwick for the 2011 Center/Seneca Neighborhood
Rehabilitation Project
COMMUNITY GOAL
• Financially Stable City Government: To preserve and enhance the city's sound
and resilient financial condition thru long-term planning for service delivery and -
infrastructure needs
OBJECTIVE
• Provide for the on-going maintenance of city's streets in order to strengthen
the city's neighborhoods and the overall appearance of the community
PURPOSE
1 • Provide engineering services to evaluate and design the street and utility
systems within the areas of Summit, Center, Seneca, Douglas neighborhoods
and to finalize bid documents to complete construction in 2011
i
I RECOMMENDATION
•
• Authorize staff to execute an engineering services agreement with Hampton Lenzini •
and Renwick (HLR) for the engineering services necessary to prepare design and
bidding documents for the 2011 Center/Seneca Neighborhood Street Rehabilitation
I
project
5
{
BACKGROUND
The city began an aggressive program to rehabilitate its streets beginning in the early 1990s
corresponding with increasing investment in the city's neighborhoods. Prior to that, there was
no consistent effort to address the increasing degradation of the city's streets. The initial effort
focused primarily on surface pavement restoration along with minor sidewalk, curb and gutter
repairs.
As the program expanded, coinciding with the introduction of the City's Five-Year Financial
Plan, utilities were evaluated for replacement and sidewalks, curb and gutters underwent
restoration versus minor repair. The city currently maintains a portfolio of three unique street
programs, those being: reconstruction, rehabilitation and resurfacing. The table below
illustrates the varying characteristics of each program:
Program Pavement Pavement Pavement Sidewalk Curb& Signage& Tree
Type Repl. Patching Overlay Repair Gutter Drive Planting
&Overlay Repl. Approaches
Reconstruction X X X X X
Rehabilitation X X X X Going
Forward
Resurfacing X Going
Forward
Areas targeted for improvement are evaluated based upon three criteria in order to prioritize
the work, those being:
• Overall pavement condition;
• Street classification (i.e. how important is the street to the larger street network); and
• When the street was last repaired.
Since the five year budget program was developed in the early 1990s, street repairs have been
identified each year. As much as possible, targeted areas are identified at least one year in
advance of any work so that utility systems can be evaluated and any necessary repairs or
adjustments can be made prior to completion of pavement restoration.
Prior to the 2010 construction season, engineering services associated with the street
restoration program had been accomplished with city staff. As a component of the city's larger
effort to reduce costs, outside professional services were utilized to evaluate, design and bid
the city's street projects. In 2011, the street program is being enhanced financially to take
advantage of very favorable bidding conditions. Four rehabilitation projects have been
identified for rehabilitation in 2011, those being:
• Eagle Heights North;
• Raymond Street;
• North/Porter Street, and
• Center/Seneca Street Area
OPERATIONAL ANALYSIS
Although the city council had not approved a 2010 budget that included funds for the
engineering of street rehabilitation projects for 2011, staff has been directed to move ahead
with the design and bid preparation of a street rehabilitation project in the Center/Seneca area.
This portion of the city is significantly aged with all the utilities exceeding an age of fifty years.
Staff expects to replace water mainand repair sanitary sewer system and storm sewer. It is not
possible to estimate the extent of the utility work until the evaluation is complete. In order to
get all the utilities upgraded and then construct new curbs, sidewalks and pavements, the city
must start the construction early in 2011. At this time, staff is anticipating a start date of March
15, 2011 and an end date just before Thanksgiving.
For this particular project, a request for proposal was sought from three new firms that had not
been part of the effort on the 2010 projects.HLR was selected as being most qualified to
perform the requested professional service. HLR has worked for Elgin in the past to complete
plans, specifications, bid documents and then provide inspection on a number of large city
projects. Attached as Exhibit A is a map of the proposed street rehabilitation area. The streets
to be rehabilitated are based on need as well as balancing the 2011 approved funding among
four street rehabilitation projects. The other projects will be addressed in separate memoranda
to the city council.
With the attached engineering services agreement, it is being recommended that HLR act as the
city's project manager on the 2011 Center/Seneca Neighborhood Street rehabilitation project.
HLR's engineering effort will include design and bidding services for the replacement of curb
and gutter, sidewalk, pavements, signs, water main upgrades, storm and sanitary sewers as
necessary and traffic control for the streets highlighted in Exhibit A. Additional effort will be
added by amendment to include the provisions to provide material testing and construction
inspection. A copy of the proposed engineering services agreement is attached as Exhibit B.
INTERESTED PERSONS CONTACTED
None.
FINANCIAL ANALYSIS
The City has indicated a desire to take advantage of the excellent bidding atmosphere for
construction projects and 2011 promises to be better from the City perspective as little work is
being proposed for this year by the State due to their funding shortfalls. Staff has proposed
moving programmed funding from 2012 up to 2011 for Riverboat, Water and Sewer Funds to
complete as much as possible during the favorable bidding atmosphere as possible.
The cost of engineering services for design and bidding services for the 2011 Center/Seneca
Neighborhood Street Rehabilitation project is a not-to-exceed amount of $120,000. Of this
amount, $55,496 will be funded by the 2005 G.O.Bond Fund and $64,504 will be funded by the
Center City TIF Fund.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
Center City TIF 262-0000-791.93-80 59911E $64,504 $64,504
2005 Bond 365-4000-795.93-41 59911E $36,620 $36,620
2005 Bond 365-4200-795.93-41 59911E $18,876 $18,876
LEGAL IMPACT
None.
ALTERNATIVE COURSES OF ACTION
The city council could choose to postpone engineering until 2011 and plan for construction in
2012.
NEXT STEPS
1. Execute engineering services agreement.
2. Complete design and bid documents
3. Submit lowest qualified bid for council consideration
4. Complete construction during the 2011 construction season.
Prepared by: Joe Evers, City Engineer
Reviewed by: David Lawry, Public Services Director
Reviewed by: Colleen Lavery, Chief Financial Officer
Reviewed by: William A. Cogley, Corporation Counsel/Chief Development Officer
Final Review by: Rick Kozal, Assistant City Manager/Chief Operating Officer
ksi
Approved by:
Sean R. Stegall, City Ma er
ATTACHMENTS
A: Project location map
B: Engineering services agreement
EXHIBIT A
LOCATION MAP
2011 Street Rehabilitation - Center / Seneca
Lcoln Ave ...._ I i L
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EXHIBIT B
ENGINEERING SERVICES AGREEMENT
(11 ' AGREEMENT
THIS AGREEMENT is made and entered into this day of , 2010, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY")and Hampton Lenzini and Renwick, Inc. (hereinafter referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services
in connection with 201,1 Center/Seneca Neighborhood Street Rehabilitation Project (hereinafter
referred to as the PROJECT); and
WHEREAS, the ENGINEER represents that he 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, it is hereby agreed by and between the CITY and the ENGINEER that the
CITY does hereby retain the ENGINEER for and in consideration of the mutual promises and
covenants contained herein, the sufficiency of which is hereby acknowledged to act for and
represent it in the engineering matters involved in the PROJECT as described herein, subject to
the following terms and conditions and stipulations,to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the City Engineer of
the CITY,herein after referred to as the"DIRECTOR".
B. The services to be provided by the ENGINEER include:
• • Perform topographic survey of project streets,including manhole inspection
• Furnish pavement cores of project streets(one core per block)
• Televise storm (approximately 4,500 feet) and sanitary sewer (approximately
6,800 feet)mains
• Prepare construction plans, specifications and estimates of cost for street
improvements, including water main replacement and storm and sanitary sewer
construction,replacement or repair.
• Prepare IPA water main construction permit application
• Prepare construction bid packages for distribution by CITY, prepare addenda, if
necessary,and advertise for bids
• Attend pre-bid meeting for prospective bidders and distribute minutes of same
• Attend bid opening,prepare tabulation of bids,make award recommendation
• Prepare construction contract documents, work with low responsive bidder to
insure proper execution and return to City
C. A detailed Scope of Services is attached hereto as Attachment A.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided herein.
B. A detailed project schedule for the Project is included as Attachment B, attached
hereto. Progress will be recorded on the project schedule and submitted monthly
as a component of the Status Report described in 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.
3. 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 intended or
represented to be suitable for reuse by the CITY on any extension to the PROJECT or on
any other project, and such reuse shall be at the sole risk of the CITY without liability or
legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER (Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of 3.0 times the
direct hourly rate of personnel employed on this PROJECT, with the total fee not
to exceed $120,000 regardless of the actual costs incurred by the ENGINEER
unless substantial modifications to the scope of the work are authorized in writing
by the DIRECTOR.
B. For outside services provided by other firms or subconsultants, the CITY shall
pay the ENGINEER the invoiced fee to the ENGINEER, plus five percent. Any
such fees are included in the above referred amount of$120,000.
C. Reimbursement for vehicle mileage shall be at the current federally-allowable
rate. Such reimbursements shall be included in the above-referenced not-to-
exceed amount.
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.
E. A summary of expected tasks,hours and fees is attached hereto as Attachment C.
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY.
Progress reports (2C 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.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement at
any time upon fifteen (15) days prior written notice to the ENGINEER. In the event that
this Agreement is so terminated, the ENGINEER shall be paid for services actually
performed and reimbursable expenses actually incurred prior to termination, except that
reimbursement shall not exceed the task amounts set forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to
proceed and, unless terminated for cause or pursuant to Article 5, shall be deemed
concluded on the date the CITY determines that all of the ENGINEER's work under this
Agreement is completed. A determination of completion shall not constitute a waiver of
any rights or claims which the CITY may have or thereafter acquire with respect to any
term or provision of the Agreement.
8. 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.
9. 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. Notwithstanding the foregoing or
anything else to the contrary in this agreement, with the sole exception of the monies the
CITY has agreed to pay to the ENGINEER pursuant to Section 4 hereof, no action shall
be commenced by the ENGINEER or any other related entity against the CITY for
monetary damages.
10. 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, attorneys 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 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. The provisions of this paragraph shall survive any
expiration, completion and/or termination of this Agreement.
•
•
•
11. 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.
12. 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 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.
The Certificate of Insurance which shall include Contractual obligation assumed
by the ENGINEER under Article 10 entitled "Indemnification"shall be provided.
This 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 covering all owned, non-owned and hired motor vehicles with limits of
not less than$500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. 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 Engineers 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.
13. 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.
14. 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.
15. 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.
16. 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.
17. 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.
18. 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.
19. 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.
20. 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.
21. 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.
22. 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.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any
work associated with the PROJECT.
24. 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.
25. 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 shall be provided by ENGINEER to the Department of Human
Rights upon request 775 ILCS 5/2-105.
26. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR
and to other participants which may affect cost or time of completion, shall be made or
confirmed in writing. The DIRECTOR may also require other recommendations and
communications by the ENGINEER be made or confirmed in writing.
27. 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:
JOSEPH EVERS,P.E.
City Engineer
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
Mark A. Stott, P.E.
Hampton, Lenzini and Renwick, Inc.
380 Shepard Drive
Elgin, IL 60123
28. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance 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 necessary and incident to the due and lawful prosecution of the
work, and/or the products and/or services to be provided for in this AGREEMENT. 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.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this agreement
effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
By By 064 &
City Manager
Attest:
City Clerk
F:\Public_Works\Engineering\Capital Projects\201 I Street Rehabilitation\2010 AGREEMENT Street Rehab.doc
Attachment A
DESIGN, ADMINISTRATION &
PLANNING ENGINEERING ACTIVITIES
1. OVERALL
1. General: The Desgin Engineer will serve as the City of Elgin's representative for the
entire design and administration of the planning for the 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 Desgin Engineer shall
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 bidding and planning documents in accordance
with the City's objectives of cost,time and quality. The Design Engineer will work
closely with and report to the City Engineer or his designee. It shall be understood
that the Design Engineer will act as the City Engineer on this project and shall
coordinate with other City entities such as the Legal Department, City Clerk,
Purchasing Director,Water Director, Sewer Director and Street Director. The Design
Engineer shall be responsible for acting as the City Engineer on this project in regards
to Federal, State and County issues as well.
2. Law: The Design Engineer is expected to understand all State, County and City Laws
governing the implementation of his bidding and planning documents.
2. DESIGN
1. Preliminary Design:
a. Project Location:
Exhibit 1 establishes the streets and/or areas to be includes in the Design
Engineer's bidding and planning documents.
b. Project Kickoff:
Establish lines of communication.
Present a work plan for the project including schedule milestones, design
criteria (utilize existing standard City contract as a base model), list of
information needed to begin design.
Acquire existing information including previous reports plans of recent
development and relevant site information
Collect water, sanitary and storm atlases
Interview and document same,the Sewer,Water and Street departments
for their knowledge of issues within the project location.
Collect and analyze public utility records and notify utility of pending
project.
Review and include in design recommendations of the City's Bicycle
Master Plan.
c. Inspection of project Location:
The Design Engineer shall provide site inspection of the entire area as well as
immediately adjacent area. The following shall be included;
Televising of all sanitary and storm sewers
Physical inspection of all manholes,valve vaults, catchbasins, inlets,
electrical vaults.
Complete geotechnical investigations where deem necessary by the
Design Engineer.
Signage inventory.
Pavement marking inventory.
Trees inventory.
Lighting inventory.
d. Scope of Work Refinement:
Based upon the collection of the above information, the Design Engineer shall
refine the scope of work, including an estimate of cost, and obtain approval from
the City. The Design Engineer shall include alternatives sufficient to insure the
base bid will be below the total budget (when considering testing,publications,
inspections and other typical costs found in construction projects).
e. Construction Documents:
Design Engineer will complete plan sheets as necessary, construction estimates,
construction specifications,bid and contract documents utilizing a City format.
Any alterations or additions to the City format shall be highlighted and fully
explained to the City Engineer or his representative. Plan sheets shall be
provided for all underground work including water main, storm sewer and
sanitary improvements.
e. Scheduling:
For this agreement,the Design Engineer shall develop a schedule for all steps from
execution of this agreement to contract award. The schedule shall be updated at a
miniumum of every two weeks and submitted to the City Engineer or his designee.
f. Surveying:
The Design Engineer shall provide a topographic survey of the portions of the
project that require water, storm and/or sanitary sewer construction or replacement.
The survey shall also pick up existing underground improvements that the City is
not improving if the City does not have as constructed drawing for same. Base
plan sheets will be developed from this survey at a scale of 1"=S0'
g. Construction Estimate:
The Design Engineer shall prepare several estimates related to the work the City
desires to have completed under this project. Separate estimates are required for
each of the utilities and separate locations should the project include multiple
locations. In addition, the Design Engineer shall set the project estimates up to
allow for alternates to insure a project maybe bid and awarded as close to the
budget as possible.
h. Agency coordination:
At a minimum, the Design Engineer shall schedule meetings with the City and
any other interested agency, at about the midway point in their plan and
specification development to insure they are meeting the expectations of the City.
A second meeting shall be held with the City at approximately 95% completion to
finalize the bid, specifications and planning documents.
The Design Engineer shall prepare any and all necessary permits and documents
required by the Illinois Environmental Protection Agency, Illinois Department of
Transportation, or any other governmental agency that has a regulatory interest in
the project.
The Design Engineer shall coordinate with all public utility companies including
verification of the soundness of their structures and any potential
relocations/delays.
Open House:
The Design Engineer shall locate, schedule and hold an open house for the
properties abuting the project location. The Design Engineer shall hand deliver
or U.S. Mail to each abutting property a notice of this open house a minimum of
seven calendar days in advance.
3. BIDDING
1. Prepare bid forms, notices and addendum as necessary for bidders.
2. Coordinate with the local newspaper to insure the notice is published 10 days in
advance of the bid opening.
3. Provide(25) sets of drawings and specifications to be issued by the City to
prospective bidders.
4. Attend pre-bid meeting with prospective bidders to provide clarification for issues
and concerns from bidders. The Engineer will also distribute minutes from pre-
bid meeting to the City and all meeting attendees with written answers to
concerns/questions from the meeting.
5. The selected Engineer will receive bidder questions and requests for clarification.
Based on these questions and requests, the selected Engineer will prepare addenda
as necessary to respond to the questions presented. Addenda will be issued to the
City for distribution to the bidders.
6. Attend the bid opening and evaluate the bids and bidders to determine if the bids
were submitted in accordance with the contract documents and if the bidders are
qualified to perform the work. Following this review, a recommendation will be
presented to the City for award of the construction contracts.
7. Prepare tabulation of bids for distribution to City agencies and interested bidders.
8. Assist the City in the preparation of six (6) copies of final contracts for execution •
by the successful bidder and the-City.
2011 Street Rehabilitation - Center / Seneca
Project Area 4
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EXHIBIT 1
City of Elgin
2011 Street Rehabilitation
Center/Seneca
Proposed Design Schedule
2010 2011
AUG SEP OCT NOV DEC JAN FEB MAR APR
DESIGN PHASE
Submit proposal 1
Authorize agreement/Notice to proceed
Execute agreement
Kick-off meeting w/City 1
Topographic survey/Plot topography
Televise sewers4
Core pavement _ •
Plan preparation
Coordinate with utility companies Ill •
Submit IEPA water main application
85%submittal/City review - 1.
Submit bid documents I
Receive TEPA water main permit
�-;
Coordination with City i'. tri` I IN
Advertise,open bids,award&execute contract
= duration . = milestone
Attachment B
Hampton, Lenzini and Renwick, Inc.
CITY OF ELGIN
2011 STREET REHABILITATION-CENTER/SENECA
DESIGN ENGINEERING
HLR TASKS,HOURS,EgEB
CLASSIFICATION E9 E4 E2 El T7 T5 T4 C2 LABOR EXPANDED WM WM SAN SAN STREET STREET
TASK HOURS COST COST HOURS COST HOURS COST HOURS COST
1. Topographic survey
a. Topographic survey 96 96_ 192 92 20 80_
b., Plot existing conditions,including utilities,plan&profile 4� , 112 _ 116 60 _ 16_ 40
Task subtotal308 $8,575, $25,724,_ 152 $12,674 36 $2,988 120 $10,063
2. Plan preparation _
8. Cover,notes,summary of quantities,typical sections,
i IDOT standards,City standards 4 8 21 33 n 16 2 15
b. Proposed plan&profile including storm sewer,water
main,sanitary sewer 58 92 146 , 296 160 12 124
c. Cross sections(critical locations) 36 36 36
d• Erosion control plan¬es(for NPDES) 8_, _ _86 6 10
e. Revisions,disposition of comments 12 12 24 12 4 8
Task subtotal 405_ $12,196 836,588 194, $17,394 18 $1,816 193 $17,578
3. Permitting
a. IEPA for water main construction 8 2 10 10 0
Task subtotal10_ $313, $938 10 $938 0 $0 0 $0
4. Quantities,engineer's estimate and specifications
a. Quantitiy take-off 32 40, 72 32 4 36
b. Opinion of probable cost 12 _ 8 _ 20 10 1 9
c. Specifications(proposal package) 2416 40 18 2 20
d. Printing,plotting typing 12 8 20 8 4 8
Task subtotal152 $4,694 $14,082 68 $6,326 11_ $966 73 $6,791
5. Consultation&coordination,project administration,office
review(QC/OA)
a." Utility coordination 8 4 1 13 8 2 3
�
b. Consultation/coordination w/City,subconsultants 8 _ 20 28 13 2 13
c. Office review(QC/QA) 32 32 15 2, 15
d. Letting,bid tab,review,recommend award 2 6 Q i 3 2 3
e. Pre-bid meeting,bidder questions 4 4 2 1 1
1. Project administration 2424 11 1 12
Task subtotal 109 $4,544 $13,6334 48 10 51
DESIGN ENGINEERING SUBTOTAL 66 186 40 96, 270 317 1 8_ 984 $30,322 $90,9661 474 $43,778 75 $6,738 435 $40,450
10. Tasks by Others !'
a. Pavement cores-Rubino Engineering Inc. cost based on 16 cores-approximately 1 core per block $3,941 $4,1381 $4,138
b. Sanitary sewer light cleaning and televising-H.R.
Stewart,Inc cost based on approximately 6,800 feet at$1.70 per foot $11,560_ $12,138 _ $12,138
C. Storm sewer light cleaning and televising-H.R.Stewart,
Inc. cost based on approximately 4500 feet at$2.70 per foot $12,150 $12,758'1 _ $12,758
DESIGN SUBCONSULTANT SUBTOTAL $27,651 $29,034; $12,138 $16,896
DESIGN ENGINEERING NOT TO EXCEED TOTAL COST 557,973 $120,000 $43,778 $18,876 $57,348
'NOTE: Dollar sums may not add in all directions due to rounding.
ci
h k.Lenzlni and Renwick,Inc. Att rnent C
•C
I►
ELGIN
THE CITY IN THE SUBURBS'
Date: October 18, 2010
To: Joe Evers, City Engineer
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution Nos. 10-188 through 10-191, Adopted at the October 13, 2010,
Council Meeting
Enclosed you will find the agreement listed below. Please retain a copy for your records. If you
have any questions please feel free to contact our office 847-931-5660 and we will do our best to
assist you. Thank you.
• Agreement with Burns & McDonnell Engineering Company, Inc. for 2011 Eagle Heights
North Water Main and Street Rehabilitation Project
• Agreement with Hampton Lenzini and Renwick, Inc. for 2011 Center/Seneca
Neighborhood Street Rehabilitation Project
• Agreement with Engineering Enterprises, Inc. for 2011 Street Rehabilitation Program-
Raymond Street
• Agreement with Christopher B. Burke Engineering, Ltd. for 2011 North Street/Porter
Street Neighborhood Street Rehabilitation Project