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10-19 1 Resolution No. 10-19 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH REZEK, HENRY, MEISENHEIMER and GENDE, INC. (2010 Neighborhood Street Rehabilitation Project-Highland Avenue) 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 Rezek, Henry, Meisenheimer and Gende,Inc. for engineering services for the 2010 Neighborhood Street Rehabilitation Project- Highland Avenue, a copy of which is attached hereto and made a part hereof by reference. s/ Ed Schock Ed Schock, Mayor Presented: January 27, 2010 Adopted: January 27, 2010 Vote: Yeas: 6 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk 4 AGREEMENT THIS AGREEMENT, made and entered into this 5)1-0— day of , 2010, by and between the CITY OF ELGIN, an Illinois municip� orporation (hereinafter referred to as "CITY") and Rezek, Henry, Meisenheimer and Gende, Inc., an Illinois Corporation (hereinafter referred to as ENGINEER). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with 2010 Neighborhood Street Rehabilitation - Highland Avenue (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, for and in consideration of the mutual undertakings set forth herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the CITY and the ENGINEER agree that the CITY does hereby retain the ENGINEER to act for and represent the CITY in the engineering matters involved in the PROJECT as set forth herein subject to the following terms, conditions and stipulations, to wit: I. 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 "CITY ENGINEER". B. The ENGINEER shall provide all services necessary to complete the preliminary engineering, final design, and bidding phase services of the PROJECT. The limits of the PROJECT shall include Highland Avenue from State Street west to Monroe Street. C. A detailed Scope of Services is attached hereto as Attachment A. II. PROGRESS REPORTS A. An outline project milestone schedule is provided herein under. Milestone Date Authorization to Proceed January 14, 2010 -1- Project Initiation Meeting January 19, 2010 Preliminary Engineering Study February 15, 2010 Review Meeting with City Staff February 22, 2010 Resident Open House Meeting March 2, 2010 Final Design March 22, 2010 Review with City Staff March 22, 2010 Complete Final Bid Documents March 29, 2010 Advertise for Bids April 8, 2010 Award Construction Contract May 12, 2010 B. 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 CITY ENGINEER monthly a Status Report keyed to the Project Schedule. A brief narrative will be provided identifying progress, findings and outstanding issues. III. WORK PRODUCTS All work products prepared by the ENGINEER pursuant hereto including, but not limited to, reports, designs, calculations, work drawings, studies, photographs, models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the CITY ENGINEER 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. IV. PAYMENTS TO THE ENGINEER (Not to Exceed Method) A. For services provided the ENGINEER shall be reimbursed at the rate of 3.07 times the direct hourly rate of personnel employed on this PROJECT, with the total fee not to exceed $89,522 regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are authorized in writing by the CITY. The detailed basis of this fee is included in Attachment B. B. For outside services provided by other firms or subconsultants, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER, plus -2- 5%. Any such fees are included in the above referred amount of $89,522. C. Direct reimbursable expenses will be billed at actual cost to the CITY. These expenses include travel, printing, postage, computer charges and long distance telephone. Such direct reimbursable expenses shall be included and construed as part of the above-referenced not- to-exceed total payment amount of$89,522. 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 payment for each task shall not be made until the task is completed and accepted by the CITY ENGINEER. V. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. 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 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. VI. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to the ENGINEER. In the event that this Agreement is so terminated, the ENGINEER shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the task amounts set forth under Paragraph IV above. VII. 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 V, 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. -3- VIII. NOTICE OF CLAIM If the ENGINEER wishes to make a claim for additional compensation as a result of action taken by the CITY, the ENGINEER shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the ENGINEER. Regardless of the decision of the CITY ENGINEER relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the CITY ENGINEER shall proceed without interruption. IX. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party, by reason of any default, fails within fifteen (15) days after notice thereof by the other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. 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 IV hereof, no action shall be commenced by the ENGINEER or any other related entity against the CITY for monetary damages. X. INDEMNIFICATION To the fullest extent permitted by law, ENGINEER agrees to and shall indemnify, defend and hold harmless the CITY, its officers, employees, agents, boards and commissions from and against any and all claims, suits, judgments, costs, attorney's fees, damages or other relief, including but not limited to workers' compensation claims, in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith, including negligence or omissions of employees or agents of the ENGINEER arising out of the performance of this Agreement. In the event of any 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 completion, expiration, and/or termination of this Agreement. -4- XI. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. XII. INSURANCE A. Comprehensive Liability The ENGINEER shall provide, pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance written in occurrence form with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The ENGINEER shall deliver to the CITY ENGINEER 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 CITY ENGINEER. The Certificate of Insurance which shall include Contractual obligation assumed by the ENGINEER under Article X 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 prorate, it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability Comprehensive Automobile Liability Insurance written in occurrence form covering all owned, non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence subject to a $1,000,000 aggregate. D. Professional Liability The ENGINEER shall carry Engineer's Professional Liability-Insurance- covering claims resulting from error, omissions or negligent acts with a combined single limit of not less than $1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the CITY ENGINEER as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30) days prior written notice to the CITY ENGINEER. -5- XIII. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES, PROCEDURES AND SAFETY The ENGINEER shall not have control over or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the construction, unless specifically identified in the Scope of Services. XIV. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement, there shall be no discrimination against any employee or applicant for employment because of sex, age, race, color, creed, national origin, marital status, of the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. XV. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto; provided, however, that no assignment shall be made without the prior written consent of the CITY. XVI. DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to each and every item, condition and other provision hereof to the same extent that the ENGINEER would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY' s advanced written approval. -6- XVII. NO CO-PARTNERSHIP OR AGENCY This agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. XVIII. SEVERABILITY The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. XIX. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. XX. MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. XXI. APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane County, Illinois. XXII. NEWS RELEASES The ENGINEER may not issue any news releases without prior approval from the CITY ENGINEER, nor will the ENGINEER make public proposals developed under this Agreement without prior written approval from the CITY ENGINEER prior to said documentation becoming matters of public record. -7- XXIII. COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. XXIV. INTERFERENCE WITH PUBLIC CONTRACTING The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq. Or any similar state or federal statute regarding bid rigging. XXV. SEXUAL HARASSMENT As a condition of this contract, the ENGINEER shall have written sexual harassment policies that include, at a minimum, the following information: A. The illegality of sexual harassment; B. the definition of sexual harassment under state law. C. a description of sexual harassment, utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission. G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies must be provided to the Department of Human Rights upon request 775 ILCS 5/2-105. XXVI. WRITTEN COMMUNICATIONS All recommendations and other communications by the ENGINEER to the CITY ENGINEER and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The CITY ENGINEER may also require other recommendations and communications by the ENGINEER be made or confirmed in writing. XXVII. NOTICES All notices, reports and documents under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: -8- A. As to CITY: JOE EVERS, P.E. City of Elgin 150 Dexter Court Elgin, IL 60120-5555 B. As to ENGINEER: WILLIAM R. RICKERT, P.E., BCEE Rezek, Henry, Meisenheimer and Gende, Inc. 975 Campus Drive Mundelein, IL 60060 XXVIII. 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 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 and shall pay all costs of any audit at ENGINEER'S sole expense. IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. For the CITY: ATTEST: THE CI OF ELGI \� , `;` _ . lb . By: ,��4- t,~ Cler City M.04.ger 44C ' �. For the ENGINEER: ATTEST: Dated this f(44- day of ci a* , A.95, 2010 n Z:1,____, By: , /i/ _ ` , By: L , Sec e - President (SEAL) -10- ATTACHMENT A DETAILED SCOPE OF SERVICES A. Detailed Project Approach The project limits extend from State Street west to the Y-intersection of Larkin Avenue. The current cross-section consists of 4-lanes. These lanes are very narrow. The PROJECT will determine if a 3-lane configuration with a dedicated center turn lane is more realistic, and if incorporating a dedicated bike lane is viable. There are safety concerns at the intersection of Highland Avenue and Larkin Avenue. Modifications to this intersection will be made to address these safety concerns. The PROJECT will also address excessive cross slope of the existing roadway and ensure that all handicap ramps meet existing ADA requirements. 1. Preliminary Engineering Study 1.1 Project Initiation Meeting with City Staff - This initial task will consist of a meeting of key RHMG team members and City staff to discuss project requirements, design criteria, and milestone dates for submittals and review meetings. 1.2. Field Investigation - This phase will involve the following: • Evaluation of the existing roadway pavement to assess failures and defects. • Perform corings to identify the existing pavement cross sections and base materials/conditions. RHMG will subcontract with Soil and Material Consultants, Inc. for this work. • Documentation of existing trees within the right-of-way and identification of trees that are in conflict with existing curbs or sidewalks. • Documentation of existing signage and pavement markings. 1.3. Data Collection - This task will involve the collection and review of all existing data pertinent to the project including: • Existing IDOT plans • Right-of-way maps • Utility location maps A-1 • Traffic accident reports for the vicinity of the Highland Avenue and Larkin Avenue Intersection • The City of Elgin's Bikeway Master Plan 1.4. Roadway Assessment/Preliminary Design - This task will determine the appropriate means for rehabilitation, determine the proposed cross-section and address the intersection improvements at Highland Avenue and Larkin Avenue. A short report/letter will be prepared discussing the findings of the field investigation and data collected. Drawings will also be included showing the proposed roadway cross-sections and the various options available to improve the intersection at Highland and Larkin. 1.5. Prepare Preliminary Cost Estimates - Based on the findings from the assessment of the existing pavement/preliminary design, preliminary cost estimates will be prepared for the particular rehabilitation needs of each particular street. The estimates will include options for using asphalt vs. concrete as part of the rehabilitation. 1.6. Meet with City Staff - The findings and cost estimates will be reviewed with City staff. Comments from the City will be incorporated into the final design. 1.7. Resident Open House Meeting - Once the final project scope is agreed upon by City Staff, a resident open house meeting will be held. The purpose of the meeting will be to inform residents and businesses about the project scope and schedule. RHMG will acquire addresses and send out notices for the meeting. 2. Final Design Phase 2.1. Prepare Contract Documents and Specifications - It is assumed that only the intersection of Highland Avenue and Larkin Avenue will be completely reconstructed and reconfigured with respect to geometrics. The remaining length of Highland Avenue will maintain the same centerline alignment and profile, but will be reconstructed with respect to all new pavement, curb and gutter, driveway approaches, and the majority of the sidewalks. Depending on the findings of the pavement cores, the base may also need to be replaced for portions of the project corridor. RHMG will prepare contract documents, bidding documents, and specifications for the proposed project, utilizing the format typically prepared by in-house City staff. RHMG noted that this format is very similar to the format required by IDOT for Motor Fuel Tax projects. Required construction schedules will be identified. The construction contract will be set up on a unit price basis. All required bid items will be identified and their associated quantities estimated. Any A-2 exhibits, construction details and drawings will be no larger than 11-inch x 17-inch. A pavement striping plan will be prepared for the entire length of the PROJECT. Traffic control plans and/or detour plans will also be prepared. If it is determined that the reconstruction of Highland Avenue and Larkin Avenue is required, a drawing set in 24 x 36-inch format will be prepared for the work in the vicinity of the intersection. 2.2. Quantities and Final Cost Estimate - A detailed takeoff will be prepared and incorporated into the bid form. The PROJECT is to be bid assuming asphalt resurfacing, but an alternate bid will be prepared assuming concrete overlay of the existing roadway surface. Using these quantities, detailed construction and project cost estimates will be prepared. The construction cost estimate will be prepared in bid tabulation format. 2.3. Meet with City Staff - Review sets of the pre-final (90% complete) bid documents will be submitted to the City. A meeting will then be held to discuss the bid documents and the City staffs comments. 2.4. Independent In-House Review - As a final quality control measure, a final in-house review of the complete design will be performed. The final review will address such issues as coordination between plans and specifications, coordination between drawings, missing details, constructability, and potential for construction claims. 2.5. Prepare Final Contract Documents - Review comments from the City of Elgin and the other permitting agencies will be incorporated into the final plans and specifications. As required in the RFQ, 25 sets of drawings and specifications will be delivered to the City for issuance to prospective bidders. 2.6. Coordination and Administration - RHMG will provide the required project coordination and administration. 3. Bidding Phase Services 3.1 Bid Advertisement and Pre-Bid Conference - RHMG will prepare the Advertisement for Bids for solicitation of proposals. If desired by the City, RHMG will conduct one pre-bid conference to review the project in detail with prospective bidder's and highlight the unique features of the project. 3.2 Bidder Inquiries and Addenda - RHMG will field inquiries from prospective bidders and prepare addenda where required to make any necessary clarifications to the contract plans and specifications. Any addenda will be issued by the City. RHMG A-3 will coordinate with the City Purchasing Department to ensure that all plan holders receive the addenda. 3.3 Bid Evaluation and Award - RHMG will attend the bid opening for the project. RHMG will review the bids, prepare a bid tabulation, and make a recommendation for bid award to the City of Elgin. RHMG will assist the City with the preparation of six (6) copies of the final conformed contract documents and will coordinate their execution and delivery by the successful bidder and the City as stipulated in the RFP. A-4 ATTACHMENT B MANPOWER& FEE ESTIMATE HIGHLAND AVENUE STREET REHABILITATION CITY OF ELGIN HOURS Proj. Senior Proj. Field Drafter! TASK Man. Designer Eng. Surveyor Inspector Tech. Cleric. Total 1. Preliminary Design 1.1 Project Initiation Meeting 4 4 8 1.2.Street Rehabilitation Field Investigation 16 24 24 64 1.3.Data Collection 12 - 32 44 1.4.Roadway Assessment and Preliminary Design 32 60 40 8 140 1.5.Street Rehabilitation Preliminary Cost Estimating 8 16 24 1.6.Review Meeting with City 4 4 8 1.7.Resident Open House Meeting 2 6 4 4 16 2. Final Design 2.1.Prepare Contract Documents and Specifications 8 40 100 84 24 256 2.2.Quantities and Final Cost Estimate 16 32 48 2.3.Review Meeting with City Staff 4 4 8 2.4.Independent In-House Review 8 8 2.5.Prepare Final Contract Documents 24 40 12 12 88 2.6.Coordination&Administration 24 24 3. Bidding Services 3.1.Bid Advertisement&Pre-Bid Conference 4 10 14 3.2. Bidder Inquiries and Addenda 4 20 8 32 3.3.Bid Evaluation and Award 4 12 8 24 TOTAL HOURS 66 208 308 0 0 160 64 806 Hourly Billing Rate - $155 $129 $91 $115 $93 $81 $61 Labor Cost 10,230 26,832 28,028 0 0 12,960 3,904 81,954 Direct Expenses RHMG 4,098 Geotechnical Subconsultant-Pavement Cores 3,470 TOTAL FEE $89,522 • ,cY OF FSC' City of Elgin Agenda Item No. �3 A y Janmary 7, 2010 • i D TO: Mayor and Members of the City Council `� �� � FROM: Sean R. Stegall, City Managerof�, 'n ,City Crowe Af City Gotxmunext Joseph Evers, City Engineer /V SUBJECT: Engineering Services Agreement with Rezek, Henry, Meisenheimer and Gende, Inc. for the 2010 Highland Avenue Neighborhood Street Reconstruction Project PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into an agreement with Rezek, Henry, Meisenheimer and Gende, Inc. (RHMG) for engineering services for the design and bid preparations for the 2010 Highland Avenue Neighborhood Street Reconstruction Project. RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute an agreement with RHMG for engineering services necessary to prepare design and bidding documents for the 2010 Highland Avenue Neighborhood Street Reconstruction Project in the not-to-exceed amount of$85,662 . BACKGROUND The City Council has approved a 2010 budget that includes funds for the street reconstruction and water main upgrades along various streets including Highland Avenue. Attached as Exhibit A is a map of the proposed street reconstruction. The streets are based on need and balancing the approved funding amongst three street reconstruction projects. The other two street reconstruction projects will be addressed in separate memorandum to City Council. The City publicly advertized for the water main replacement and received 36 proposals. Public Works and Water Department personnel selected eight of the 36 firms to be considered for water main designs. The eight firms were then re-evaluated for street reconstruction and Public Works staff selected four firms to assist the City in design of street resurfacing, street reconstruction and water main upgrades. The four firms selected were Engineering Enterprise, Burns and McDonnell, RHMG and Christopher Burke Engineering. r • Engineering Services Agreement with RHMG for 2010 Neighborhood Street Reconstruction January 7,2010 Page 2 With the attached engineering services agreement, it is being recommended that RHMG act as the City's project manager on the Highland Avenue Project. Their engineering effort will include design and bidding services for the replacement of curb and gutter, sidewalk, pavements, signs, sewers as necessary and traffic control for the street highlighted in Exhibit A. Additional effort will have to be added by amendment to include the development of construction documents sufficient for the City to bid the project, provide material testing and construction inspection. A copy of the proposed Engineering Services Agreement is attached as Exhibit B. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. (Olik FINANCIAL IMPACT The agreement with RHMG will total $85,662. The total budget for the 2010 Neighborhood Street Reconstruction Project is $3,925,710 which will be divided between three projects. The Annual Water Distribution System Upgrading budget is $2,100,000. The estimated cost for the proposed Highland Avenue reconstruction is $1,100,000. There is no water improvements associated with the project. Funds are budgeted ($1,200,000) and available ($1,200,000) in the Riverboat Fund, account number 275-0000-791.93-80, "Major Repairs-Street Improvements", Ai) project number 59911B "Spring Street". wviiiGAL IMPACT ne. ALTERNATIVES 1. The City Council may choose to approve the Engineering Services Agreement with RHMG for the 2010 Highland Avenue Neighborhood Street Reconstruction Project. 2. The City Council may choose not to approve the Engineering Services Agreement with RHMG for the 2010 Highland Avenue Neighborhood Street Reconstruction Project. Respectfully submitted for Council consideration. Attachment . . . . . . r . . . . , VAtibit. A , VS-ay of.VtoSect •. Sr S . . . . .. . , . . r . . Exhibit E-xx 2010 Street Rehabilitation & Water Main Upgrading Project Area 3 - Highland Ave e • Monroe St Pp \ • Hamilton Ave • Criegnton Ave ----/ g Mclure , Ave Silver Ct t • \ \ \ . • N e iu .i Silver ! 411)kr:41't CrescenSt Nelson Ct _,\,_ G \ '. Is .. % %'..." ta O e$t, dlio c' N Ngt� O Gfi}$ 00 S 1 Si AI .0 OF Et.0 Memorandum f, i„ �M' City of Elgin , co 111,, „„4.4 rr D FE` Date: February 4, 2010 To: Joe Evers, City Engineer From: Jennifer Quinton, Deputy City Clerk Subject: Resolution No. 10-19, Adopted at the January 27, 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 Rezek, Henry, Meisenheimer and Gende, Inc. (2010 Neighborhood Street Rehabilitation Project-Highland Avenue)