10-79 City of Elgin
4.APATEDFE$~
July 1, 2011
RE: Resolution No. 10-79
Joint Agreement with the Illinois Department of Transportation and an Illinois
Department of Transportation Engineering Services Agreement with Baxter and
Woodman, Inc. (Resurfacing McLean Boulevard from Big Timber Road to Todd Farm
Drive)
To Whom It May Concern:
The document listed above was sent out for signatures to another entity and an executed copy
was never returned to the City Clerk's office for record retention. Attached is the un-executed
copy that was sent out for signature. Thank you.
Resolution No. 10-79
RESOLUTION
AUTHORIZING EXECUTION OF A JOINT AGREEMENT WITH
THE ILLINOIS DEPARTMENT OF TRANSPORTATION AND
AN ILLINOIS DEPARTMENT OF TRANSPORTATION
ENGINEERING SERVICES AGREEMENT WITH
BAXTER AND WOODMAN, INC.
(Resurfacing McLean Boulevard from Big Timber Road to Todd Farm Drive)
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that
Edward Schock, Mayor be and is hereby authorized and directed to execute a joint agreement on
behalf of the City of Elgin with the Illinois Department of Transportation for the resurfacing of
McLean Boulevard from Big Timber Road to Todd Farm Drive, a copy of which is attached hereto
and made a part hereof by reference.
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Edward Schock, Mayor, and Diane Robertson, City Clerk, be and are hereby
authorized and directed to execute an Illinois Department of Transportation engineering services
agreement with Baxter and Woodman, Inc. for the resurfacing of McLean Boulevard from Big
Timber Road to Todd Farm Drive, a copy of which is attached hereto and made a part hereof by
reference.
s/Ed Schock
Ed Schock, Mayor
Presented: April 14, 2010
Adopted: April 14, 2010
Vote: Yeas: 6 Nays: 0
Attest:
s/ Diane Robertson
Diane Robertson, City Clerk
•
OF0:
' Memorandum
City of Elgin
�RATEDFEg
Date: April 26, 2010
To: Joe Evers, City Engineer
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution No. 10-79, Adopted at the April 14, 2006, Council Meeting
Enclosed you will find the agreement listed below. Please have these agreements signed and
executed by the appropriate parties and return one fully executed copy to the City Clerk's
office for the City's 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.
• Joint Agreement with the Illinois Department of Transportation and an Illinois
Department of Transportation Engineering Services Agreement with Baxter and
Woodman, Inc. (Resurfacing McLean Boulevard from Big Timber Road to Todd Farm
Drive)
Local Agency Job Number-Construction
lihnots Department
City of Elgin of Transportation C91-463-10
Job Number-Engineering/ROW
Section Local Agency/State
10-000178-00-RS Agreement D91-463-10
This Agreement is made and entered into between the above local agency hereinafter referred to as"LA",and the State of Illinois,acting
by and through its Department of Transportation, hereinafter referred to as"STATE". The STATE and LA jointly propose to improve the
designated location as shown below.
Location
Local Name Mclean Boulevard Route FAU 2509 Length 2000'
Termini Big Timber Road to approximately 400'north of Todd Farm Road •
Current Jurisdiction City of Elgin
Project Description
Grind and overlay Mclean Boulevard,including curb and gutter repairs,pavement patching, and parkway restoration.
Division of Cost
Type of Work STATE LA Total
Participating Construction 310,956 310,956
Non-Participating Construction 0
Preliminary Engineering 14,000 14,000
Construction Engineering 20,000 20,000
Right-of-Way 0
0
0
TOTAL $344,956 $ 0 $ 0 $344,956
Note:
Payment Method(check one):
❑ Upon award of the project and request of payment from the LA,the STATE will pay the LA 100%its share of the project costs.
® Upon execution of the construction contract and request of payment from the LA,the STATE will pay the LA 95%of its share of the
project costs. The remaining 5%will be paid to the LA upon receipt of the final invoice.
❑ The STATE will reimburse the LA for the STATE share of the project on the basis of periodic billings,provided said billings contain
sufficient cost information and show evidence of payment by the LA
Printed 2/5/2010 Page 1 of 3 BLR 05323(Rev.07/21/09)
•
Agreement Provisions
1. It is mutually agreed that the PROJECT will be processed, let and constructed in accordance with Motor Fuel Tax
standards, policies and procedures.
2. The LA will certify to the STATE that all necessary right-of-way, temporary and permanent easements, and temporary
use permits have been obtained or are not required, prior to the LA advertising for bids for the PROJECT.
3. The PROJECT will be let and awarded by the LA upon approval of the plans and specifications by the STATE.
4. The LA agrees to retain jurisdiction and to maintain or cause to be maintained the completed PROJECT in a manner
satisfactory to the STATE unless otherwise specified by addendum.
5. Upon approval of the final plans and specifications by the STATE and the LA, the LA agrees to accept bids and award
the contract to the lowest responsible bidder after receipt of a satisfactory bid and concurrence in the award has been
received from the STATE. If necessary the LA agrees to provide, or cause to be provided, all of the initial funding
necessary to complete the project subject to reimbursement by the STATE.
6. The LA shall maintain, for a minimum of 3 years after the completion of the project, adequate books, records, and
supporting documents to verify the amounts, recipients and uses of all disbursements of funds passing in conjunction
with this Agreement. All books, records, and supporting documents related to the project shall be available for review
and audit by the Auditor General and the Department. The LA agrees to cooperate fully with any audit conducted by
the Auditor General and the Department and to provide full access to all relevant materials. Failure to maintain the
books, records and supporting documents required by this section shall establish a presumption in favor of the STATE
for the recovery of any funds paid by the STATE under the contract of which adequate books, records, and supporting
documentation are not available to support their purported disbursement. •
7. To complete this phase of the project within three years from the date this agreement is approved by the STATE if this
portion of the project described in the Project Description does not exceed $1,000,000(five years if the project costs
exceed $1,000,000).
8. Upon completion of this phase of the project,the LA will submit to the STATE a complete and detailed final invoice
with all applicable supporting documentation of all incurred costs, less previous payments, no later than one year from
the date of completion of this phase of the project. If a final invoice is not received within one year of completion of
this phase of the project, the most recent invoice may be considered the final invoice and the obligation of funds
closed.
9. Obligations of the STATE shall cease immediately without penalty or further payment being required if, in any fiscal
year, the Illinois General Assembly fails to appropriate or otherwise make available funds for the work contemplated
herein.
r-
10.
10. All projects for the construction of fixed works which are financed in whole or in part with funds provided by this
Agreement shall be subject to the Prevailing Wage Act(820 ILCS 130/0.01 et seq.)unless the provisions of that Act
exempt its application.
11. This Agreement shall be binding upon and inure to the benefit of the parties hereto, their successors and assigns.
Local Agency Section
City of Elgin 10-000178-00-RS
Printed 2/5/2010 Page 2 of 3 BLR 05323(Rev.07/21109)
EXHIBITS
Additional information and/or stipulations are hereby attached and identified below as being a part of this Agreement.
Exhibit A- Location Map
The LA further agrees,as a condition of payment,that it accepts and will comply with the applicable provisions set forth in this
Agreement and all exhibits indicated above.
APPROVED APPROVED
•
Local Agency State of Illinois
Department of Transportation
City of Elgin
(Print or Type Name) Gary Hannig,Secretary of Transportation Date
Ed Schack By:
( /Mayor/VMage Rre- � ,,tom^�^'e.) Delegate's Signature)
(Delegate's Name-Printed)
ignature) Date
Christine M.Reed,Director of Highways/Chief Engineer Date
TIN Number --6.0e6d'��'
NOTE: If signature is by an APPOINTED official,a resolution Ellen J.Schanzle-Haskins,Chief Counsel Date
said appointed official to execute this agreement is required.
Ann L.Schneider,Director of Finance and Administration Date
Local Agency Section r
City of Elgin 10-000178-00-RS
Printed 2/5/2010 Page 3 of 3 BLR 05323(Rev.07/21/09)
Municipality• L Name
o Illinois Department
City of Elgin of Transportation C Baxter&Woodman, Inc.
O
Township L N Address
S 8678 Ridgefield Road
Preliminary/Construction U
County A Engineering Services L City
Kane E Agreement Crystal Lake
For p`
Section C Motor Fuel Tax Funds N State
10-00178-00-RS Y T IL
THIS AGREEMENT is made and entered into this \ \ day of , 2010 between the above Local
Agency(LA)and Consultant(ENGINEER) and covers certain professional engineering services in connection with the
improvement of the above SECTION. Motor Fuel Tax Funds, allotted to the LA by the State of Illinois under the general
supervision of the State Department of Transportation, hereinafter called the "DEPARTMENT", will be used entirely or in part
to finance ENGINEERING services as described under AGREEMENT PROVISIONS.
Section Description
Name McLean Blvd ERP Route Length 2000' ( 0.38 Miles)(Structure No.
Termini Big Timber Road to approximately 400' north of Todd Farm Road
Description
Design and Construction Engineering Services for milling and resurfacing McLean Blvd. including curb repair, pavement
patching and pavement marking (See Exhibit A), ENGINEER's Project No. 100148.40/.60.
Agreement Provisions
The Engineer Agrees,
1. To perform or be responsible for the performance of the following engineering services for the LA in connection with the
proposed improvement herein before described, and checked below:
a. ❑ Make such detailed surveys as are necessary for the preparation of detailed roadway plans.
b. ❑ Make stream and flood plain hydraulic surveys and gather high water data and flood histories for the
preparation of detailed bridge plans.
c. ❑ Make or cause to be made such soil surveys or subsurface investigations including borings and soil profiles and
analyses thereof as may be required to furnish sufficient data for the design of the proposed improvement.
Such investigations are to be made in accordance with the current requirements of the DEPARTMENT.
d. ❑ Make or cause to be made such traffic studies and counts and special intersection studies as may be required
to furnish sufficient data for the design of the proposed improvement.
e. ❑ Prepare Army Corps of Engineers Permit, Division of Water Resources Permit, Bridge waterway sketch and/or
Channel Change sketch, Utility plan and locations and Railroad Crossing work agreements.
f. ❑ Prepare Preliminary Bridge Design and Hydraulic Report, (including economic analysis of bridge or culvert
types) and high water effects on roadway overflows and bridge approaches.
Note Four copies to be submitted to the Regional Engineer
Printed 3/17/2010 Page 1 of 5 BLR 05512(Rev. 11/06)
g. ® Make complete general and detailed plans, special provisions, proposals and estimates of cost and furnish the
LA with five(5)copies of the plans, special provisions, proposals and estimates. Additional copies of any or all
documents, if required shall be furnished to the LA by the ENGINEER at his actual cost for reproduction.
h. ❑ Furnish the LA with survey and drafts in quadruplicate of all necessary right-of-way dedications, construction
easements and borrow pit and channel change agreements including prints of the corresponding plats and
staking as required.
i. ® Assist the LA in the receipt and evaluation of proposals and the awarding of the construction contract.
j. ® Furnish or cause to be furnished:
(1) Proportioning and testing of concrete mixtures in accordance with the"Manual of Instructions for
Concrete Proportioning and Testing" issued by the Bureau of Materials and Physical Research, of the
DEPARTMENT and promptly submit reports on forms prepared by said Bureau.
(2) Proportioning and testing of bituminous mixtures (including extracting test) in accordance with the
"Manual of Instructions for Bituminous Proportioning and Testing" issued by the Bureau of Materials and
Physical Research, of the DEPARTMENT, and promptly submit reports on forms prepared by said
Bureau.
(3) All compaction tests as required by the specifications and report promptly the same on forms prepared
by the Bureau of Materials and Physical Research.
(4) Quality and sieve analyses on local aggregates to see that they comply with the specifications contained
in the contract.
(5) Inspection of all materials when inspection is not provided at the sources by the Bureau of Materials and
Physical Research, of the DEPARTMENT and submit inspection reports to the LA and the
DEPARTMENT in accordance with the policies of the said DEPARTMENT.
k. ® Furnish or cause to be furnished
(1) A resident engineer, inspectors and other technical personnel to perform the following work: (The
number of such inspectors and other technical personnel required shall be subject to the approval of the
LA.)
a. Continuous observation of the work and the contractor's operations for compliance with the plans
and specifications as construction proceeds, but the ENGINEER does not guarantee the
performance of the contract by the contractor.
b. Establishment and setting of lines and grades.
c. Maintain a daily record of the contractor's activities throughout construction including sufficient
information to permit verification of the nature and cost of changes in plans and authorized extra
work.
d. Supervision of inspectors, proportioning engineers and other technical personnel and the taking
and submitting of material samples.
e. Revision of contract drawings to reflect as built conditions.
f. Preparation and submission to the LA in the required form and number of copies, all partial and
final payment estimates, change orders, records and reports required by the LA and the
DEPARTMENT.
2. That all reports, plans, plats and special provisions to be furnished by the ENGINEER pursuant to this agreement will be
in accordance with the current standard specifications and policies of the DEPARTMENT, it being understood that all
such reports, plats, plans and drafts shall before being finally accepted, be subject to approval by the LA and the said
DEPARTMENT.
3. To attend conferences at any reasonable time when requested to do so by the LA or representatives of the
DEPARTMENT.
4. In the event plans, surveys or construction staking are found to be in error during the construction of the SECTION and
revisions of the plans or survey or construction staking corrections are necessary, the ENGINEER agrees that he will
perform such work without expense to the LA, even though final payment has been received by him. He shall give
immediate attention to these changes so there will be a minimum delay to the contractor.
5. The basic survey notes and sketches, charts, computations and other data prepared or obtained by the ENGINEER
pursuant to this agreement will be made available upon request to the LA or the DEPARTMENT without cost and without
restriction or limitations as to their use.
6. To make such changes in working plans, including all necessary preliminary surveys and investigations, as may be
required after the award of the construction contract and during the construction of the improvement.
7. That all plans and other documents furnished by the ENGINEER pursuant to the AGREEMENT will be endorsed by him
Printed 3/17/2010 Page 2 of 5 BLR 05512(Rev. 11/06)
and will show his professional seal where such is required by law.
8.. To submit, upon request by the LA or the DEPARTMENT a list of the personnel and the equipment he/she proposes to
use in fulfilling the requirements of this AGREEMENT.
The LA Agrees,
1. To pay the Engineer as compensation for all services performed as stipulated in paragraphs 1 a, 1g, 1 i, 1j, 1k, 2, 3, 5 and
6 in accordance with one of the following methods indicated by a check mark:
a ❑ A sum of money equal to percent of the awarded contract cost of the proposed improvement as
approved by the DEPARTMENT.
b. ® A sum of money equal to the percentage of the awarded contract cost for the proposed improvement as
approved by the DEPARTMENT based on the following schedule:
Schedule for Percentages Based on Awarded Contract Cost
Awarded Cost Percentage Fees
Under $50,000 Cost plus fixed fee not to (see note)
exceed $34,000.
(See Exhibit B)
Note: Not necessarily a percentage. Could use per diem, cost-plus or lump sum.
2. To pay for services stipulated in paragraphs 1 b, 1 c, 1d, 1 e, 1f, 1 h, 14 and 1-k of THE ENGINEER AGREES at the hourly
rates stipulated below for personnel assigned to this SECTION as payment in full to the ENGINEER for the actual time
spent in providing these services the hourly rates to include profit, overhead, readiness to serve, insurance, social
security and retirement deductions. Traveling and other out-of-pocket expenses will be reimbursed to the ENGINEER at
his actual cost. Subject to the approval of the LA, the ENGINEER may sublet all or part of the services provided under
paragraphs 1 b, 1 c, 1 d, 1 e, 1 f, 1j and 1k of THE ENGINEER AGREES. If the ENGINEER sublets all or a part of this
work, the LA will pay the cost to the ENGINEER plus a five (5) percent service charge. "Cost to ENGINEER" to be
verified by furnishing the LA and the DEPARTMENT copies of invoices from the party doing the work. The
classifications of the employees used in the work should be consistent with the employee classifications for the services
performed. If the personnel of the firm including the Principal Engineer perform routine services that should normally be
performed by lesser-salaried personnel, the wage rate billed for such services shall be commensurate with the work
performed.
Grade Classification
of Employee Hourly Rate
Principal Engineer
Resident Engineer
Chief of Party
Instrument Man
Rodmen
Inspectors
The hourly rates itemized above shall be effective the date the parties, hereunto entering this AGREEMENT, have affixed
their
hands and seals and shall remain in effect until . In event the services of the ENGINEER extend
beyond , the hourly rates will be adjusted yearly by addendum to this AGREEMENT to compensate for
increases or decreases in the salary structure of the ENGINEER that are in effect at that time.
Printed 3/17/2010 Page 3 of 5 BLR 05512(Rev. 11/06)
3. That payments due the ENGINEER for services rendered pursuant to this AGREEMENT will be made as soon as
' practicable after the services have been performed, in accordance with the following schedule:
a. Upon completion of detailed plans, special provisions, proposals and estimate of cost- being the work required by
paragraphs 1a through 1g under THE ENGINEER AGREES-to the satisfaction of the LA and their approval by the
DEPARTMENT, 90 percent of the total fee based on the above fee schedule and the approved estimate of cost.
b. Upon award of the contract for the improvement by the LA and its approval by the DEPARTMENT, 100 percent of
the total fee(excluding any fees paragraphs 1j and 1 k of the ENGINEER AGREES), based on the above fee
schedule and the awarded contract cost, less any previous payment.
c. Upon completion of the construction of the improvement, 90 percent of the fee due for services stipulated in
paragraphs 1j and 1k.
d. Upon completion of all final reports required by the LA and the DEPARTMENT and acceptance of the improvement
by the DEPARTMENT, 100 percent of the total fees due under this AGREEMENT, less any amounts previously
paid.
By mutual agreement, partial payments, not to exceed 90 percent of the amount earned, may be made from time to time
as the work progresses.
4. That should the improvements be abandoned at any time after the ENGINEER has performed any part of the services
provided for in paragraphs 1 a and 1 g, and prior to the completion of such services the LA shall reimburse the
ENGINEER
for his actual costs plus 147 percent incurred up to the time he is notified in writing of such abandonment
"actual cost" being defined as material costs plus actual payrolls, insurance, social security and retirement deductions.
Traveling and other out-of-pocket expenses will be reimbursed to the ENGINEER at his actual cost.
5. That should the LA require changes in any of the detailed plans, specifications or estimates (except for those required
pursuant to paragraph 4 of THE ENGINEER AGREES)after they have been approved by the DEPARTMENT, the LA
will pay the ENGINEER for such changes on the basis of actual cost plus 147 percent to cover profit, overhead
and readiness to serve-"actual cost" being defined as in paragraph 4 above. It is understood that"changes" as used in
this paragraph shall in no way relieve the ENGINEER of his responsibility to prepare a complete and adequate set of
plans.
6. That should the LA extend completion of the improvement beyond the time limit given in the contract, the LA will pay the
ENGINEER, in addition to the fees provided herein, his actual cost incurred beyond such time limit-"actual cost" being
defined as in paragraph 4 above.
It is Mutually Agreed,
1. That any difference between the ENGINEER and the LA concerning the interpretation of the provisions of this
AGREEMENT shall be referred to a committee of disinterested parties consisting of one member appointed by the
ENGINEER one member appointed by the LA and a third member appointed by the two other members for disposition
and that the committee's decision shall be final.
2. This AGREEMENT may be terminated by the LA upon giving notice in writing to the ENGINEER at his last known post
office address. Upon such termination, the ENGINEER shall cause to be delivered to the LA all drawings, specifications,
partial and completed estimates and data if any from traffic studies and soil survey and subsurface investigations with
the understanding that all such material becomes the property of the LA. The ENGINEER shall be paid for any services
completed and any services partially completed in accordance with Section 4 of THE LA AGREES.
3. That if the contract for construction has not been awarded one year after the acceptance of the plans by the LA and their
approval by the DEPARTMENT, the LA will pay the ENGINEER the balance of the engineering fee due to make 100
percent of the total fees due under the AGREEMENT, based on the estimate of cost as prepared by the ENGINEER and
approved by the LA and the DEPARTMENT.
4. That the ENGINEER warrants that he/she has not employed or retained any company or person, other than a bona fide
employee working solely for the ENGINEER, to solicit or secure this contract and that he/she has not paid or agreed to
pay any company or person, other than a bona fide employee working solely for the ENGINEER, any fee, commission,
percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award or making of this
contract. For breach or violation of this warranty the LA shall have the right to annul this contract without liability.
Printed 3/17/2010 Page 4 of 5 BLR 05512(Rev. 11/06)
IN WITNESS WHEREOF, the parties have caused this AGREEMENT to be executed in quadruplicate counterparts, each of
which shall be considered as an original by their duly authorized offices.
Executed by the LA:
City of Elgin of the
(Municipality/Township/County)
ATTEST: State of Illinois, acting by and through its
By \ lbe a
Diane Robertson
<0 OF F ' Clerk By
(S-
•.0i51-1711111111114.�. Title: mayor
mintjIli IC,;
Executed by the 7titj1,EBaxter &Woodman, Inc.
8678 Ridgefield Road
ATTEST: / Crystal Lake 2
J f ,
.1'7/
By
Title: Deputy Secretary Title: Vice President
Approved
Date
Department of Transportation
Regional Engineer
Printed 3/17/2010 Page 5 of 5 BLR 05512(Rev. 11/06)
CITY OF ELGIN, ILLINOIS
MCLEAN BLVD ERP IMPROVEMENTS
SECTION NO.: 10-00178-00-RS
EXHIBIT A
SCOPE OF SERVICES
DESIGN ENGINEERING SERVICES (100148.40)
1. (TR100) MANAGE PROJECT
Plan, schedule, and control the activities that must be performed to complete the
PROJECT including budget, schedule, and scope. Confer with CITY staff, from
time to time, to clarify and define the general scope, extent and character of the
PROJECT and to review available data. Attend one kick-off meeting with the
CITY to review the PROJECT and establish PROJECT criteria and clear lines of
communication, and attend up to one progress meeting to review the Plans,
Contract Proposal and Estimate of Cost.
2. (TR180) PRELIMINARY PLANS, SPECIFICATIONS, AND ESTIMATE
OF COST
Perform a field evaluation on the condition of existing pavements and curbs and
gutters, and calculate quantities of pavement repair. Prepare draft contract
documents consisting of Plan view schematics (no topographic survey), Special
Provisions, Contract Proposal, and Engineer's Estimate of Cost.
3. (TR190) FINAL PLANS, SPECIFICATIONS,AND ESTIMATE OF COST
Perform an in-house peer review and constructability review of the pre-final
plans, specifications, and estimate of cost for the PROJECT. Prepare contract
documents consisting of Plan view schematics (no topographic survey), Special
Provisions, Contract Proposal, and Engineer's Estimate of Cost and submit these
documents to the DEPARTMENT for the CITY to receive construction bids.
Make any necessary changes to the documents as required by the
DEPARTMENT to secure approval.
4. (TR200) ASSIST BIDDING
Provide documents for bidding and assist the CITY in solicitation of bids from as
many qualified bidders as possible, receive and evaluate bids, tabulate bids, and
make a recommendation to the CITY for an award of contract.
BAXTER
111"111- 1 - 411I .
WOODMAN
CONSTRUCTION ENGINEERING SERVICES (100148.60)
Act as the CITY's representative with duties, responsibilities and limitations of
authority as assigned in the Construction Contract Documents.
1. (CS100) PROJECT INITIATION
• Attend and prepare minutes for the preconstruction conference, and review the
Contractor's proposed construction schedule and list of subcontractors.
• Prepare Award Letter, Agreement, Contract Documents,
Performance/Payment Bonds, and Notice to Proceed. Review Contractor
insurance documents.
2. (CS105) CONSTRUCTION ADMINISTRATION
• Attend periodic construction progress meetings.
• Check, Review, and Approve Shop Drawings, Manufacturer's Literature,
Samples, and other submittals by the Contractor, but only for compliance with
the Drawings and Specifications as to quality of materials and performance of
equipment. Such review shall not be construed as relieving the Contractor of
the responsibility to meet requirements of the Construction Contract
Documents.
• Prepare Construction Contract Change Orders and Work Directives when
authorized by the CITY.
• Review the Contractor's requests for payments as construction work
progresses, and advise the CITY of amounts due and payable to the
Contractor in accordance with the terms of the Construction Contract
Documents.
• Research and prepare written response by ENGINEER to requests for
information from the CITY and Contractor.
• Visit site as needed by project manager or other office staff.
3. (CS110) FIELD OBSERVATION
• Provide Resident Project Representatives at the construction site on a
periodic part-time basis from the ENGINEER's office of not more than eight
(8) hours per regular weekday, not including legal holidays as deemed
necessary by the ENGINEER, to stake-out construction lines and grades, to
assist the Contractor with interpretation of the Drawings and Specifications, to
observe in general if the Contractor's work is in conformity with the Final
Design Documents, and to monitor the Contractor's progress as related to the
Construction Contract date of completion. The construction Contractor is a
separate company from the ENGINEER. The CITY understands and
acknowledges that the ENGINEER is not responsible for the Contractor's
construction means, methods, techniques, sequences or procedures, time of
performance, compliance with Laws and Regulations, or safety precautions
and programs in connection with the PROJECT, and the ENGINEER does not
BAXTER
- 2 410
-
WOODMAN
guarantee the performance of the Contractor and are not responsible for the
Contractor's failure to execute the work in accordance with the Construction
Contract Documents.
• Provide the necessary base lines, benchmarks, and reference points to enable
the Contractor to proceed with the work.
• Keep a daily record of the Contractor's work on those days that the
ENGINEER is at the construction site including notations on the nature and
cost of any extra work, and provide weekly reports to the CITY of the
construction progress and working days charged against the Contractor's time
for completion.
4. (CS130) COMPLETION OF PROJECT
• Provide construction inspection services when requested by the Contractor/
CITY that the PROJECT is complete. Prepare written punch lists during final
completion inspections.
• Review the Contractor's requests for final payment, and advise the CITY of
the amounts due and payable to the Contractor in accordance with the terms of
the Construction Contract Documents.
5. (CS140) PROJECT CLOSEOUT
• Provide construction-related engineering services including, but not limited to,
General Construction Administration and Resident Project Representative
Services.
I:\Crystal Lake\ELGNC\100148-Mclean ERP\40-Design\Manage Project\Agreement\Exhibit A.Doc
BAXTER
- 3 - .
WOODMAN
EXHIBIT B-PRELIMINARY ENGINEERING
MCLEAN BLVD ERP IMPROVEMENTS
ROUTE- Various *FIRM'S APPROVED RATES ON FILE WITH DOTS
LOCAL AGENCY: CITY OF ELGIN BUREAU OF ACCOUNTING AND AUDITING:
(Municipality/Township/County)
SECTION: 10-00178-00-RS OVERHEAD RATE(OH) 147%
PROJECT: MCLEAN BLVD ERP IMPROVEMENTS COMPLEXITY FACTOR(R) 0
JOB NO.: 100148.40 CALENDAR DAYS
METHOD OF COMPENSATION:
COST PLUS FIXED FEE 1 X 14.5%[(DL+R(DL)+OH(DL)+IHDC]
COST PLUS FIXED FEE 1 14 5%[(DL+R(DL)+1 4(DL)+IHDC]
COST PLUS FIXED FEE 1 14.5%[(2 3+R)DL+IHDC]
DIRECT LABOR MULTIPLE [(2.8+R)DL]+IHDC
SPECIFIC RATE
LUMP SUM
COST ESTIMATE OF CONSULTANT SERVICES IN DOLLARS
EMPLOYEE MAN- PAYROLL PAYROLL SERVICES IN-HOUSE
ELEMENT OF WORK CLASSIFICATION HOURS RATE COSTS(DL) OVERHEAD* BY OTHERS DIRECT COSTS PROFIT TOTAL
(IHDC)
DESIGN SERVICES(100148.40)
MANAGE PROJECT
PRINCIPAL 5' $66.25 $331.00 $487.00 $119.00 $937.00
SR ENGINEER I 20 $42.09 $842.00 $1,238 00 $156.00 $324.00 $2,560.00
PRELIMINARY PLANS,SPECIFICATIONS,AND ESTIMATE OF COST
SR ENGINEER I 3 $42.09 $126.00 $185.00 $45.00 $356.00
ENGINEER II 40 $35.84 $1,434.00 $2,108.00 $514.00 $4,056.00
FIELD ENGINEER 10 $35.80 $358.00 $526.00 $128.00 $1,012.00
CADD OPER.I 20 $21.76 $435.00 $639.00 $156.00 $1,230 00
FINAL PLANS,SPECIFICATIONS,AND ESTIMATE OF COST
ENGINEER II 15' $35.84 $538.00 $791.00 $193.00 $1,522.00
SR ENGINEER I 4 $42.09 $168.00 $247.00 $60.00 $475.00
ASSIST BIDDING
ENGINEER II 12 $35.84 $430.00 $632.00 $154.00 $1,216.00
SR ENGINEER I 3 $42.09 $126.00 $185.00 $45.00 $356.00
SECRETARY 4 $24.76 $99.00 $146.00 $35.00 $280.00
DESIGN SERVICES SUBTOTAL 136 $4,887 $7,184 $0 $156 $1,773 $14,000
IN-HOUSE DIRECT COSTS(INCLUDED IN TOTAL COST):
VEHICLE EXPENSES-TRAVEL,312 MI @$0 50/MILE $156 00
PAGE 1 OF 2
I.\Crystal Lake\ELGNC\100148-Mclean ERP\40-Design\Menage Prolect\Agreement\Exhibit B.xls
EXHIBIT B-CONSTRUCTION ENGINEERING
MCLEAN BLVD ERP IMPROVEMENTS
ROUTE: Various 'FIRM'S APPROVED RATES ON FILE WITH IDOT'S
LOCAL AGENCY: CITY OF ELGIN BUREAU OF ACCOUNTING AND AUDITING:
(Mu nici pal ity/Township/County)
SECTION' 10-00178-00-RS OVERHEAD RATE(OH) 147%
PROJECT: MCLEAN BLVD ERP IMPROVEMENTS COMPLEXITY FACTOR(R) 0
JOB NO.: 100148.60 CALENDAR DAYS
METHOD OF COMPENSATION:
COST PLUS FIXED FEE 1 X 14.5%[(DL+R(DL)+OH(DL)+IHDC]
COST PLUS FIXED FEE 1 14.5%[(DL+R(DL)+1.4(DL)+IHDC]
COST PLUS FIXED FEE 1 14 5%[(2.3+R)DL+IHDC]
DIRECT LABOR MULTIPLE [(2.8+R)DL]+IHDC
SPECIFIC RATE
LUMP SUM
COST ESTIMATE OF CONSULTANT SERVICES IN DOLLARS
EMPLOYEE MAN- PAYROLL PAYROLL SERVICES IN-HOUSE
ELEMENT OF WORK CLASSIFICATION HOURS RATE COSTS(DL) OVERHEAD* BY OTHERS DIRECT COSTS PROFIT TOTAL
(IHDC)
CONSTRUCTION SERVICES(100148.60)
MANAGE PROJECT
COORDINATION PRINCIPAL 2 $66.25 $133.00 $196.00 $48.00 $377.00
SR ENGINEER IV 10 $53 29 $533.00 $784.00 $100.00 $205.00 $1,622.00
SECRETARY 4 $24.76 $99.00 _ $146.00 $35.00 $280.00
CONTRACT DOCUMENTS SR ENGINEER IV 5 $53.29 $266.00 $391.00 $95.00 $752.00
SECRETARY 2 $24.76 $50.00 $74.00 $18.00 $142.00
PARTIAL PAYMENTS SR ENGINEER IV 5 $53.29 $266.00 $391.00 $95.00 $752.00
SECRETARY 2 $24.76 $50.00 $74.00 $18 00 $142.00_
CHANGE ORDERS SR ENGINEER IV 5 $53.29 $266.00 $391.00 $95.00 $752.00
PROJECT CLOSEOUT SR ENGINEER IV 5 $53.29 $266 00 $391.00 $95.00 $752.00
OBSERVE CONSTRUCTION-PART TIME
MATERIAL TESTING $1,100.00 $0.00 $1,100.00
RESIDENT PROJECT REPRESENTATIVE FIELD ENGINEER 110 $35.80 $3,938.00 $5,790.00 $502.00 $1,483.00 $11,713.00
CONSTRUCTION STAKING FIELD ENGINEER 8 $35.80 $286.00 $420.00 $102.00 $808.00
FINAL INSPECTION FIELD ENGINEER 8 $35.80 $286.00 $420.00 $102.00 $808.00
CONSTRUCTION SERVICES SUBTOTAL 166 $6,439 $9,468 $1,100 $602 $2,391 $20,000
IN-HOUSE DIRECT COSTS(INCLUDED IN TOTAL COST).
VEHICLE EXPENSES-TRAVEL,1204 MI @$0.50IMILE $602.00
SERVICES BY OTHERS(INCLUDED IN TOTAL COST).
TESTING(SOIL&MATERIAL CONSULTANTS) $1,100.00
APPROXIMATE CONSTRUCTION SERVICES SUBTOTAL $20,000 00
APPROXIMATE DESIGN SERVICES SUBTOTAL $14,000.00
ENGINEERING TOTAL $34,000.00
PAGE 2 OF 2
C
• \ City of Elgin Agenda Item No. lq
•March 25, 20101
TO: Mayor and Members of the City Council
" Ill a#
AA � ,Sr,,b;.
FROM: Sean R. Stegall, City Manager '1 ca;-c;o„ ;,,r. ,.
Joe Evers, City Engineer
SUBJECT: Joint Agreement with Illinois Department of Transportation and an Engineering
Services Agreement with Baxter and Woodman, Inc. for the Resurfacing of
McLean Boulevard from Big Timber Road to Todd Farm Drive
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider a Joint Agreement with the Illinois Department of Transportation
(IDOT) and an agreement with Baxter and Woodman, Inc. (B&W) for design engineering
services for the resurfacing of McLean Boulevard from Big Timber Road to Todd Farm Drive.
rill** RECOMMENDATION
It is recommended that the City Council authorize the City Manager to execute the Joint
Agreement with IDOT and the Engineering Services Agreement with B&W in the not-to-exceed
amount of$34,000.
BACKGROUND
In May 2009, staff, on behalf of the City, submitted an application to the Office of Government
Affairs in Springfield for the use of state funds from their "Emergency Repair Program" to
resurface McLean Boulevard from Big Timber Road northward to the tollway. In November
2009, staff learned that the State approved a portion of the funding which would cover
approximately 2,000 lineal feet of North McLean to be resurfaced (approximately Big Timber to
Todd Farm Drive). The State granted the City $344,956 of the $1,100,000 requested.
The estimated design, construction engineering and construction cost are $14,000, $310,956 and
$20,000, respectively, for a total project cost of$344,956. The entire project costs will be fully
reimbursed. In accordance with the IDOT Joint Agreement, the City will have to up-front funds
for the design and construction inspection. Once the project is awarded, IDOT will reimburse
the City ninety-five percent (95%) of the granted amount or $327,709. The remaining five
percent (5%) will be paid out at the completion of the project.
Joint Agreement with. IDOT and Baxter& Woodman
March 25, 2010
Page 2
A project location map is attached as Exhibit A. A copy of the Joint Agreement is attached as
Exhibit B and the Engineering Services Agreement is attached as Exhibit C.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
Vllk
FINANCIAL IMPACT
The agreement with B&W will total $34,000. The agreement with IDOT indicates that the
project will not exceed $344,956 and 100% of the project costs will be reimbursed. While the
project was not originally budgeted it is contemplated that any funds expensed prior to receiving
reimbursement can be accommodated by temporarily using funds from the Riverboat Fund
originally budgeted for the Bowes Road Salt Storage Facility, project number 339896, account
number 275-0000-791.92-36. There is $62,000 remaining to temporarily fund this project. A
budget transfer will be required to fund the new project.
wejEGAL IMPACT
None.
ALTERNATIVES
1. The City Council may choose to approve the Joint Agreement with Illinois Department of
Transportation and the Engineering Services Agreement with Baxter and Woodman, Inc.
in the amount of$34,000.
2. The City Council may choose not to approve the Joint Agreement with Illinois
Department of Transportation and the Engineering Services Agreement with Baxter and
Woodman, Inc. in the amount of$34,000.
Respectfully submitted for Council consideration.
JE: cf
Attachments
4115
i
Exhibit A
North McLean Resurfacing
Location Map
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