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10-21 Resolution No. 10-21 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH BURNS & MCDONNELL ENGINEERING COMPANY, INC. (2010 Neighborhood Street Rehabilitation Project-Park Street) 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 Burns & McDonnell Engineering Company,Inc.for engineering services for the 2010 Neighborhood Street Rehabilitation Project-Park Street, 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 AGREEMENT FOR ENGINEERING SERVICES FOR DESIGN OF 2010 NEIGHBORHOOD STREET REHABILITATION - PARK STREET THIS AGREEMENT, made and entered into this "day ofc , 2010, by and between the CITY OF ELGIN, an Illinois municipal corporation (Fi"ereinafter reerred to as"CITY") and Burns & McDonnell Engineering Company, Inc., an Illinois Corporation (hereinafter referred to as"ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional engineering services in connection with design of the 2010 Neighborhood Street Rehabilitation— Park Street(hereinafter referred to as the"PROJECT"); and WHEREAS, the ENGINEER represents that it is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, it is hereby agreed between the parties hereto that the City hereby retains the engineer to act for and represent City in the engineering matters involved in the PROJECT as described herein subject to the following terms, conditions and stipulations, to-wit. 1. SCOPE OF SERVICES A. ENGINEER shall perform the Services described in Attachment A, Scope of Services, which is attached hereto and incorporated by reference as part of this Agreement. No Supplemental Services shall be performed by the ENGINEER nor shall the CITY be responsible for the payment of any such Supplemental Services unless and until such Supplemental Services are authorized in advance in writing by the CITY. II. 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 and shall have the unrestricted right to their use. III. PAYMENTS TO THE ENGINEER A. The CITY shall pay the ENGINEER for its services under this Agreement a total lump sum fee of One Hundred and Twenty One Thousand ($121,000) regardless of the actual costs incurred by the ENGINEER unless modifications to the scope of the work are authorized in writing by the CITY. B. 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 for each task shall not be made until the task is completed and accepted by the CITY. C. The Work shall be completed per the schedule described in Attachment B. City of Elgin,Illinois Engineering Agreement for 1 2010 Neighborhood Street Rehabilitation—Park Street IV. INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports shall be included with all payment requests. B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The ENGINEER shall permit an 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 such records available at reasonable times during the Agreement period, and for three years after termination of this Agreement. V. 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 total amounts set forth under paragraph III or IV above, whichever is less. VI. TERM This Agreement shall become effective as of the date the ENGINEER is given a Notice to Proceed. Unless terminated for cause or pursuant to Article V herein, this Agreement shall terminate on the date CITY determines in writing that all of ENGINEER'S work pursuant to this Agreement is finally 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 this Agreement. VII. 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 its claim within fifteen (15) days after occurrence of such action. No claim for additional compensation shall be valid unless such notice is so provided. Any changes in the ENGINEER'S fee shall be valid only to the extent that such changes are in writing and signed by the CITY and the ENGINEER. Regardless of the decision of the CITY relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the CITY shall proceed without interruption. VIII. BREACH OF CONTRACT All of the terms and provisions of this agreement are material. If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the non-breaching party shall have the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach. If either party, by reason of any default, fails within fifteen (15) days after written notice thereof by non-breaching party to comply with the conditions of the Agreement, the non-breaching party may terminate this Agreement. IX. INDEMNIFICATION To the fullest extend 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 City of Elgin,Illinois Engineering Agreement for 2 2010 Neighborhood Street Rehabilitation—Park Street other relief, including but not limited to worker's 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 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. 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. X. 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. XI. INSURANCE A. Commercial Liability. The ENGINEER shall provide, pay for and maintain in effect, during the term of this Agreement, a policy of commercial 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 CITY a Certificate of Insurance including the CITY as additional insured. Such policy shall not be modified or terminated without thirty (30) days prior written notice to the CITY. Such certificate of insurance shall include, but shall not be limited to, coverage for all contractual obligations assumed by the ENGINEER, including but not limited to, those obligations assumed pursuant to Article IX herein, entitled "Indemnification". This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY for claims arising from the negligence of the ENGINEER. There shall be no endorsement or modifications of this insurance to make it excess over other available insurance; alternatively, if the insurance states that it is excess or prorata, it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. ENGINEER shall maintain 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. ENGINEER'S requirements for insurance coverage for 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/$3,000,000 aggregate. A Certificate of Insurance shall be submitted to the CITY as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30) days prior written notice to the DIRECTOR. City of Elgin,Illinois Engineering Agreement for 3 2010 Neighborhood Street Rehabilitation—Park Street XII. 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, or 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 this Agreement by the CITY. XIII. 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. XIV. DELEGATION 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. It is understood and agreed that nothing herein contained is intended or shall be construed to, in any respect, create or establish the relationship of co-partners,joint venture or employment between the CITY and the ENGINEER, or as constituting the ENGINEER as a general representative or general agent of the CITY for any purpose whatsoever. XVI. SEVERABILITY The terms of this agreement shall be severable. 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 for any reason, all other portions of this Agreement shall remain in full force and effect. XVII 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. City of Elgin,Illinois Engineering Agreement for 4 2010 Neighborhood Street Rehabilitation—Park Street XVIII MODIFICATION OR AMENDMENT This Agreement and its attachments constitute the sole and 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. XIX. 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 enforcement of any rights and the resolution of any and all disputes shall be in the Circuit Court of Kane County, Illinois. XX. NEWS RELEASES The ENGINEER may not issue any news releases without prior written approval from the CITY, nor may the ENGINEER make public any reports or documents developed under this Agreement without prior written approval from the CITY prior to said documentation becoming matters of public record. XXI. COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY'S employ or any work associated with the PROJECT. XXII. INTERFERENCE WITH PUBLIC CONTRACTING: P.A 85-1295 The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of violations of either Section 33E-3 or Section 33E-4 of the Illinois Criminal Code. XXIII. SEXUAL HARASSMENT As a condition of this contract, the ENGINEER shall have a written sexual harassment policy that includes, at a minimum, the following information: A. The illegality of sexual harassment; B. The definition of sexual harassment under state and federal 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 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 Human Rights Act. A Copy of such policy must be provided to the Department of Human Rights upon request. P.A.87-1257. XXIV. PREVAILING WAGE/PAYMENT OF TAXES. The ENGINEER shall comply with the requirements of the Prevailing Wage Act(820 ILCS 130/0.01 et seq.) The ENGINEER certifies it is not delinquent in the payment of City of Elgin,Illinois Engineering Agreement for 5 2010 Neighborhood Street Rehabilitation—Park Street any tax administered by the Illinois Department of Revenue unless there is a pending proceeding contesting the tax. XXV. WRITTEN COMMUNICATIONS All recommendations and other communications by ENGINEER to the CITY and other participants which may affect cost or time of completion shall be made or confirmed in writing. The CITY may also require other recommendations and communications by the ENGINEER be made or confirmed in writing. XXVI 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 City Engineer City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER Randall Patchett, P.E. Associate Burns& McDonnell Engineering Company, Inc. 1431 Opus Place, Suite 400 Downers Grove, Illinois 60515-1164 XXVII STANDARD OF CARE FOR PROFESSIONAL SERVICES In performing the services described in this Agreement, Engineer will exercise the degree of care and skill ordinarily exercised by reputable companies performing the same or similar services in the same geographic area. City of Elgin,Illinois Engineering Agreement for 6 2010 Neighborhood Street Rehabilitation—Park Street IN WITNESS WHEREOF, the undersigned have placed their hands and seal 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 CITY: ATTEST: CITY OF ELGIN By \ -----.A...C.--N-s4.- y /�//,/�" J City Clerk r City Manager / For the ENGINEER: Dated this � '\4\-- day o ` Ac<,_°5\ , A.D. 2010 WITNESSED: By Mu.h1AbZ J. 6.,-T144- ' r // By eSe. - /--c�k. (Print name) / (Print Name) //// / r 7 -ti , /, bpi D ROSE A TOM Notary Public - Stoto of HNnoii ,,// ALSAA-4 1 My Commission Expires Fob 2b, 2012 Officer Title K• +�F (SEAL) � City of Elgin,Illinois Engineering Agreement for 7 2010 Neighborhood Street Rehabilitation—Park Street ATTACHMENT A TO AGREEMENT FOR ENGINEERING SERVICES City: City of Elgin, Illinois Engineer: Bums &McDonnell Project: 2010 Neighborhood Street Rehabilitation - Park Street GENERAL The wishes to engage the services of Burns & McDonnell to provide design engineering for the rehabilitation of existing streets and replacement of water main in the Park/Channing Area, water main replacement in the Riverside Area and storm sewer upgrades in the Polly Court Area of the City. SCOPE OF SERVICES The Project consists of Preliminary Design, Detailed Design, and Bidding for the 2010 Neighborhood Street Rehabilitation—Park Street (hereinafter referred to as the "PROJECT"). The Project shall include, but are not limited to the following: • Street resurfacing • Pavement patching • Curb and gutter replacement • Sidewalk replacement • Storm drainage system repairs • Storm Sewer Design • Sanitary sewer point repairs • Water main replacement • Utility structure adjustments • Pavement markings • ADA Improvements • Traffic control • Driveway restoration • Parkway restoration Scope of Work Burns & McDonnell has reviewed the example pavement rehabilitation project documents provided by the City and understands that these documents are to be used as a basis for completing the pavement rehabilitation. We also understand that plan and profile sheets will need to be developed for the water main design and submitted to the Illinois Environmental Protection Agency for approval. Storm sewer plan and profiles will also be required on Polly Court. We will provide all of the design and bidding phase services identified for the Project. It is our understanding that the pavement, storm sewer and water main rehabilitation will be combined into one construction contract document Bums & McDonnell proposes to utilize the City of Elgin,Illinois A-1 2010 Neighborhood Street Rehabilitation—Park Street plan sheets developed for the water main replacement as base sheets for identifying the pavement rehabilitation requirements in the bid package. Based on review of the City's example projects, pavement profiles are not anticipated to be required on the Project. We have done this successfully on projects completed by our proposed project team. A discussion of our approach to completing the project scope is presented in the following paragraphs: I. Design Phase Burns&McDonnell will complete the following tasks as part of the design phase of the project: Task 1.1- Preliminary Design: Task I.1 will include the surveys necessary for the completion of the pavement rehabilitation, selection of pipe routing and preliminary design, development of base sheets using field data, preparation of preliminary project drawings and specifications (30% level), meetings with City staff to discuss the preliminary drawings and specifications, and preparation and submittal of a design technical memorandum. > Project Kick-off Meeting: Prior to performing any work on this task, Burns & McDonnell will request and coordinate a project kick-off meeting. The meeting will include: • Introduction of Project Team personnel and the establishment of lines of communication. • Acquisition of existing information including previous reports plans of recent development, and relevant site information. Burns&McDonnell will submit a Request for Information(RFI) list of items to the City several days prior to the kick-off meeting. • Presentation of a work plan for completion of the pavement rehabilitation,water main routing evaluation and design phase of the Project. The work plan will include project design schedule milestones, design criteria and a checklist of design data and information needed to complete the project. The work plan will be reviewed and refined with the City at the meeting. The work plan is a dynamic document that will be updated on a bi-weekly basis, and as needed. It will ultimately be developed into the technical design memorandum required for the Project. It is proposed that the project kick-off meeting be held within one week of receipt of the City's notice to proceed on the project. ➢ Survey: Survey of the project will begin following the kick-off meeting. Project boundaries and vertical and horizontal control points will be established. Topographic survey will be performed using a total station. Survey activities will include structure assessments, existing signage within the right-of-way and pavement markings. Due to tight right-of-way, conflicts with existing trees, curb and sidewalks will be identified during the survey. The survey is expected to be completed within 15 to 35 working days of receipt of the City's notice to proceed depending on the length of pavement to be included in the project. > Site Visit: Within approximately three weeks of the project kick-off meeting, Burns & McDonnell will complete an initial visual pavement evaluation to identify areas where pavement patching, sidewalk replacement and unique driveway and landscaping features should be evaluated. We will coordinate with the City and request a meeting and subsequent site visit to discuss our findings. The site visit with City staff will City of Elgin,Illinois A-2 2010 Neighborhood Street Rehabilitation—Park Street review areas being considered for patching, sidewalk replacement and our evaluation of unique driveway and landscaping features and their impact on the design. Preliminary routing of the new water main will also be reviewed during the meeting. ➢ Review of Geotechnical Information: Burns & McDonnell will review available geotechnical information and make recommendations for acquisition of additional information, if necessary. For the purposes of this proposal we have included seven subsurface borings. We will develop a sketch of where the borings would be taken, stake the boring locations at the project site, and provide a summary of the geotechnical parameters to be analyzed for the project. We will subcontract directly with ECS, unless directed otherwise by the City. If these borings prove not to be necessary they will not be completed or can be completed in another area. Utility Coordination: As part of this task we will contact J.U.L.I.E and request maps of existing utilities located on and in the vicinity of the Project site. This information will be reviewed for potential conflicts and mitigation measures, if needed, and will be presented to the City. Based on the location of the site and preliminary investigation, we do not anticipate any significant utility conflicts at the proposed site. ▪ Preparation of Preliminary Project Plans and Project Specifications: As part of this task, Burns & McDonnell will complete preliminary project plans and project specifications. These documents will be submitted to the City for review and comment. These plans and specifications will include the removal and replacement of existing pavement markings, signage etc. as directed by the City. New pavement markings and signage will be included in the design as directed by the City. Tree protection, removal and replacement as required will also be included in the design. Burns & McDonnell will coordinate and participate in one meeting with the City to review the preliminary plans and project specifications. The information obtained during completion of this task will be compiled into an overall project technical design memorandum, serving as the basis for proceeding with the development of construction bid documents. ➢ Open House Meeting: Burns & McDonnell will coordinate an open house meeting with the residents for early/mid February 2010. Notices will be prepared and sent out to homeowners and businesses with the appropriate information. Burns & McDonnell will be responsible for obtaining homeowner and business addresses, Task 1.2- Design and Preparation of Construction Bid Documents: Upon receipt and disposition of comments on the preliminary design documents, Burns & McDonnell will proceed with the development of Construction Bid Documents. This task will include: ➢ Acquisition and completion of additional survey or data required to complete the design plans and project specifications. ➢ Development of final design documents, including drawings and specifications for bidding. These documents will be developed taking into consideration City procurement requirements, general conditions, bid documents, insurance requirements, performance bonds, etc. The preliminary design documents will be developed upon completion of Task I.1. Burns & McDonnell will implement and complete its six-step City of Elgin,Illinois A-3 2010 Neighborhood Street Rehabilitation—Park Street Quality Assurance Program prior to submittal of the plans and specifications. We anticipate the plans and specifications will be 95% complete and ready for City review. `r Burns & McDonnell will submit six sets of construction bid documents to the Public Works and the Water Department, for review. Burns &McDonnell will coordinate and participate in a meeting with the City to review the bid documents and receive City comments. The submittal will include a draft engineer's opinion of probable construction cost. > Final Construction Bid Documents (Issued for Bid Documents) will be prepared following resolution and incorporation of comments from the City. Written responses to each comment received will be submitted in a disposition of comments document. Task 1.3 - Prepare an Opinion of Probable Construction Costs for Proposed Work included in the Final Design Documents: Burns & McDonnell will submit an Engineer's Opinion of Probable Construction Cost with each design submittal included in Task 1.2. The cost will be submitted in a format acceptable to the City. Task 1.4 - Submit Drawings and Specifications to the City for Review: In this proposal, we have incorporated Task I.4 into our discussion of Task 1.2 — Design and Preparation of Construction Bid Documents. As part of the design work we will meet with representatives of the City during the review process to explain the drawings, specifications and procedures. We will advise the City concerning the impact of any proposed revisions to total project cost and technical performance throughout the design process. We anticipate a minimum of two design review meetings with the City. Task 1.5 - Assist the City with Permit Applications. Burns & McDonnell will prepare permit applications for signature by the City and submit the completed applications and supporting plans and specifications to the Illinois Environmental Protection Agency and any other governmental agencies having a regulatory interest in the project, and will provide all other services to secure permit approval. In conjunction with the applications, we will submit complete sets of the Final Design Drawings and Specification, as required. We will provide all engineering services required to secure permit approval. We will coordinate with the City Water Department as necessary for obtaining water main construction and operating permits from IEPA. Task 1.6— Prepare Bid Forms, Notices and Addenda: Burns & McDonnell will prepare bid forms, notices and addenda as necessary in accordance with the City's standard front end documents. Submittal of"Contract Front End Documents" identified as Division "0" in the City's standard specifications will be submitted with the Final Construction Bid Documents as part of Task 2. Legal, procurement, and technical review comments will be incorporated into the Final Bid Documents.The final bid notice will be provided to the City for publication. II. Bidding Burns &McDonnell will complete the following tasks as part of the bidding phase of the project: Task 11.1 - Provide Twenty-Five (25)sets of Final Bid Documents We will provide 25 sets of Final Bid Documents which will include bid forms, notices for bidders and final drawings and specification to the City for bidding purposes. If requested, we can assist the City in developing web-based procurement and/or electronic bid documents. We have experience in providing bidding support on projects in excess of$15,000,000.00 using these bidding methods. City of Elgin,Illinois A-4 2010 Neighborhood Street Rehabilitation—Park Street Task 11.2 - Assist the City with the Bidding Phase: Burns & McDonnell will provide bidding assistance to the City including receiving bidder questions and requests for clarification, responding to questions in writing and preparing addenda, as necessary. Addenda will be issued by the City for distribution. Burns & McDonnell will coordinate with City's Purchasing Department to confirm all plan holders receive the addenda. As part of this task, Burns & McDonnell will coordinate and participate in a pre-bid meeting, if necessary. Task 11.3-Assist the City with Bid Review: We will review bids and make recommendations to the City concerning the award of contracts. This task will include attendance at the pre-bid meeting, the development and review of bid tabs, completeness of bid submittals, and reference checks as requested by the City. Task 11.4—Preparation of Final Contracts: Burns &McDonnell will assist the City in the preparation of six(6)copies of final contracts for execution by the successful bidder and the City. Burns&McDonnell will coordinate the distribution and execution of the bid and construction documents between(to and from)the City and Contractor. City of Elgin,Illinois A-5 2010 Neighborhood Street Rehabilitation—Park Street t4OFEtG Attachment B - City of Elgin Burris& 2010 Neighborhood Street Rehabilitation - Park Street McDonne►I ,r SINCE 1898 RATEDA0' ' December 28, 2009 2009/2010 PROPOSED PROJECT TASKS November December January February March April May June+ Notice To Proceed U Task 1-Preliminary Phase Including Final Routing Task 2-Design and Preparation of Construction Bid Documents - Task 3-Opinion of Probable Construction Costs - Task 4-Submit Drawings and Specifications to the City for Review _ Task 5-Assist the City with Permit Applications Task 6-Provide twenty(25)Sets of Final Bid Documents U . Task 7-Assist the City with Bidding Phase . Task 8-Assist the City with Bid Review - Task 9-Construction Services of FC (5s c�ti Agenda Item No. V City of Elgin January 7,2010 I 41i „� h h TO: Mayor and Members of the City Council ! t ''pp cnuatiatIy Stahte FROM: Sean R. Stegall, City Manager�J.l.. . kC G1'y overnment Joseph Evers, City Engineer fv� SUBJECT: Engineering Services Agreement with Burns and McDonnell for the 2010 Park Street 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 Bums and McDonnell (B&M) for engineering services for the design and bid preparations for the 2010 Park Street Neighborhood Street Reconstruction Project. RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute an agreement with B&M for engineering services necessary to prepare a design and bidding documents for the 2010 Park Street Neighborhood Street Reconstruction Project in the not-to-exceed amount of $121,000. BACKGROUND The City Council has approved a 2010 budget that includes funds for the street reconstruction and water main upgrades along Park, Addison and Gifford Streets and various streets adjacent to same. Attached as Exhibit A is a map of the proprosed 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 memorandums to the City Council. The City publicly advertised 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, B&M, Rezek, Henry, Meisenheimer and Gende, and Christopher Burke Engineering. Engineering Services Agreement with B&M for 2010 Neighborhood Street Reconstruction January 7,2010 Page 2 With the attached engineering services agreement, it is being recommended that B&M act as the City's project manager on the Park Street Project. Their engineering effort will include design and bidding services for the replacement of curb and gutter, sidewalk, pavements, signs, water main upgrades, 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. 01(FINANCIAL IMPACT The agreement with B&M will total $121,000. 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 Park Street reconstruction and the water main replacement is $1,600,000 and $400,000 respectively. Funds are budgeted ($1,650,000) and available ($1,650,000) in the Riverboat4111) Fund, account number 275-0000-791.93-80 for the street portion of the project. The water portion of the project will be charged to the water portion of the 2008 General Obligation Bond Fund, account number 368-4200-791.93-41 where $500,000 is budgeted and available. The pr ject number is 59911C, "Park Street-2010". GAL IMPACT one. ALTERNATIVES 1. The City Council may choose to approve the Engineering Services Agreement with B&M for the 2010 Park Street Neighborhood Street Reconstruction Project. 2. The City Council may choose not to approve the Engineering Services Agreement with B&M for the 2010 Park Street Neighborhood Street Reconstruction Project. Respectfully submitted for Council consideration. JE:cf Attachment ,4 OF Et Si C' a Memorandum City of Elgin , y � RATED FES. Date: February 4, 2010 To: Joe Evers, City Engineer From: Jennifer Quinton, Deputy City Clerk Subject: Resolution No. 10-21, 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 Burns & McDonnell Engineering Company, Inc. (2010 Neighborhood Street Rehabilitation Project-Park Street)