12-42Resolution No. 12 -42
RESOLUTION
AUTHORIZING EXECUTION OF FIFTH AMENDMENT AGREEMENT
WITH TRANSYSTEMS CORPORATION FOR THE
2012 CENTRAL BUSINESS DISTRICT STREET RESURFACING,
WATERMAIN AND STREETSCAPE PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that
Sean R. Stegall, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and
directed to execute Fifth Amendment Agreement with TranSystems Corporation on behalf of the
City of Elgin for the 2012 Central Business District Street Resurfacing, Watermain and Streetscape
Project, a copy of which is attached hereto and made a part hereof by reference.
s/ David J. Kaptain
David J. Kaptain, Mayor
Presented: March 7, 2012
Adopted: March 7, 2012
Omnibus Vote: Yeas: 5 Nays: 0
Attest:
s/ Kimberly Dewis
Kimberly Dewis, City Clerk
FIFTH AMENDMENT AGREEMENT
This Amendment Agreement No. 5 is hereby made and entered into this 7th day of
March 2012, by and between the City of Elgin, an Illinois municipal corporation
(hereinafter referred to as the "City ") and TranSystems Corporation, a Missouri corporation
(hereinafter referred to as "Engineer ").
WHEREAS, the parties hereto have previously entered into an agreement dated March 22,
2006 (hereinafter referred to as the "Original Agreement'); and
WHEREAS, the parties have previously entered into four amendments amending the Original
Agreement pursuant to a First Amendment Agreement dated February 28, 2007, a Second
Amendment Agreement dated February 27, 2008, a Third Amendment Agreement dated April 29,
2009 and a Fourth Amendment Agreement dated May 12, 2010 (such Original Agreement as
amended by the four prior amendment agreements is hereinafter collectively referred to as the
"Subject Agreement'); and
WHEREAS, the Original Agreement provided for a maximum payment of $543,948.28;
Amendment Agreement No. 1 provided for a maximum payment of $1,324,248.91; Amendment
Agreement No. 2 provided for a maximum payment of $2,346,802.88; Amendment Agreement No. 3
provided for a maximum payment of $3,376,777.48; Amendment Agreement No. 4 provided for a
maximum payment of $3,790,524.94; and
WHEREAS, the parties hereto have each determined it to be in their best interest to further
amend the Subject Agreement as hereinafter set forth; and
WHEREAS, the City has determined that the proposed scope of the Project should be further
modified to include supplemental surveying and design engineering services, and construction
engineering services for the 2012 roadway, watermain and streetscape improvements, for the overall
Central Business District Street Resurfacing and Streetscape Program and Watermain; and
WHEREAS, the City has determined that the total maximum payment for the additional
services described in this Fifth Amendment Agreement shall be in the amount of $590,800.00; and
WHEREAS, the changes in performance contemplated by this amendment are germane to the
Original Agreement as signed and this Amendment Agreement is in the best interests of City and is
authorized by law.
NOW, THEREFORE, for and in consideration of the mutual promises and covenants
contained herein and other good and valuable consideration, the sufficiency of which is hereby
mutually acknowledged, the parties hereto hereby agree as follows:
1. Section I(B) of the Subject Agreement is hereby further amended by adding the
following additional text to the end thereof which reads as follows: "ENGINEER shall also perform
the additional services for the PROJECT to include design and construction engineering services for
the 2012 roadway, watermain and streetscape improvements ".
2. Section I(C) of the Subject Agreement is hereby further amended by adding the
following additional text to the end thereof which reads as follows: "A detailed Scope of Services
for the additional services provided by this Fifth Amendment Agreement is attached hereto as
Attachment F ".
3. Section IV(A) of the Subject Agreement is hereby further amended to read "For
services provided by the ENGINEER as described in the Original Agreement, the First Amendment
Agreement, the Second Amendment Agreement, the Third Amendment Agreement, the Fourth
Amendment Agreement and the Fifth Amendment Agreement, ENGINEER shall be reimbursed at
the rate of 2.9 times the direct hourly rate of personnel employed on this PROJECT as set forth in
Attachment F of the Fifth Amendment Agreement, with the total fee not to exceed $4,381,324.94
regardless of the actual time expended or actual costs incurred by the ENGINEER unless substantial
modifications to the Scope of Work are authorized in writing by the DIRECTOR.
4. Section IV(B) of the Subject Agreement is hereby further amended to read: "For
outside services provided by other firms or subconsultants, the City shall pay the ENGINEER the
invoiced fee to the ENGINEER, plus N /A. Any such invoiced fees to ENGINEER shall be included
with and constructed as part of the above - referenced amount of $4,381,324.94."
5. Section IV(B) of the Subject Agreement is hereby further amended to read: "A cost
estimate of consultant services for the additional services provided by the Fifth Amendment
Agreement is attached hereto as Attachment F. Such consultant services fees shall be included with
and construed as part of the above - referenced "not -to- exceed" amount of $4,381,324.94."
6. Except as amended by this Fifth Amendment Agreement, Original Agreement as
amended by First Amendment Agreement as Amended by Second Amendment Agreement as
Amended by Third Amendment Agreement as Amended by the Fourth Amendment Agreement
between the parties hereto shall remain in full force and effect.
IN WITNESS WHEREOF the parties have entered into and executed this Fifth Amendment
Agreement on the date and year first written above.
CITY OF ELGIN
r j
TLt &,�Z
City Clerk
TRANSYSTEMS CORPORATIO�N�,
By
Todd S. Bright
Vice - President
Attest:
Brian L. Faifivood
Vice - President
F: \Legal DepEAgreemenATranSystemsFourth Amendment Agmement.doc
-2-
of Services — Amendment No. 5
SCOPE OF ENGINEERING SERVICES
Phase 5 of the Elgin CBD Improvements will include the following design (water main and streetscape) and construction
(water main) limits: Spring Street between Division Street and Kimball Street and Dexter Street between Douglas Avenue
and Center Street.
Additionally included items are: the as -built survey of drainage and utility structures in Phase 1, retrofitting of LED
luminaires on light poles in Phase 1, construction of the streetscape along the west side of S. Grove Street near Prairie
Street, mast arm signage for Phase 1 through Phase 5, restriping of Phase 1 through Phase 2, additional landscaping
quantities for Phase 1 through Phase 4 (as necessary), research and analysis of a surface treatment for the hot -mix
asphalt in Phase 1 and Phase 2, and an update to the Framework/Master Plan for future phases (Phase 6 through Phase
8).
A. Data Collection and Concept Review
1. Project Coordination and Data Collection
a. Preliminary conference with the City staff to confirm (estimated as 1 meeting):
1. Goals and objectives
2. Schedule
3. Budget
4. Participants
5. Communications
6. Other administrative considerations
b. Inventory readily - available existing data for the project area and
neighborhoods including:
1. Right -of -way data
2. Conventional and digital map files
3. Aerial photography
4. Jurisdictional boundaries
5. Property boundaries
6. Property owners
7. Other area roadway, utility, and signal improvements
8. Current public utility atlases and GIS information
9. Current power, communications, gas, and other private utility atlases
10. Previously prepared plans and reports
11. Development plans
2. Field Survey
immediately surrounding
a. A supplemental topographic design survey based on the English system for elements missing or
changed since Spring Street between Division Street and Kimball Street and Dexter Street between
Douglas Avenue and Center Street will be performed (full topographic survey conducted as part of
Amendment 3).
b. Download supplemental topographic survey in Microstation v8. Plot survey at V =20' scale and revise
existing cross sections. Update existing base map used in presentations and discussions with City
personnel and the public.
c. Inventory existing signing.
d. Conduct a supplemental drainage and utilities survey to determine the contents, structure composition
(brick or precast), pipe sizing, and flow direction (as applicable) for all public underground utility
structures not previously obtained.
1
Attachment "F "Vz;t'iTIS
ope of Services — Amendment No. 5
CBD Street Resurfacing and Streetscape Program
e. Request a JULIE utility design locate, if possible, to obtain utility atlases. Survey, download, and map
the JULIE utility lines.
f. Observe, digitally photograph, and digitally videotape the project to become acquainted with readily
apparent existing conditions.
g. Perform a vaulted sidewalk and utility service inventory. Meet with building owner or resident
representatives to identify the location of vaulted sidewalks and utility services (both public and private)
which require replacement, modification, or realignment. It is estimated that 16 buildings front on the
streets within the project limits.
h. Draw existing utility information from utility atlases on the project base map. Update as additional
information, such as future plans, test hole data, or comments are received.
i. Conduct a pavement core investigation to identify pavement condition and composition. Reconstruction
of the roadways is not anticipated, and therefore, a complete soils investigation program will not be
undertaken.
j. An as -built topographic and invert survey of drainage and utility structures in the Phase 1 Streetscape
(constructed in 2007) and Phase 5 Streetscape (to be constructed in 2012).
3. Public Participation
a. Conduct a series of informational meetings with area residents and business owners, as well as the
Downtown Neighborhood Association to present the preferred improvement plans. Although the
concept developed in 2006 will be used, it is anticipated that an effort to reach out to those specifically
impacted by the 2011/2012 projects will be necessary. These meetings will be smaller than those
conducted during the development of the concept plan. (estimated as 4 small meetings and 1 large
meeting)
b. Prepare all notifications, handouts, presentation text, exhibits, and minutes for the above meetings.
Exhibits may include plots, photos, hand or computer renderings, drawings, or schematic plans as
specific conditions warrant.
c. Prepare and distribute newsletters to the public at various times. (estimated as 8 newsletters during the
design phase)
d. Work with City staff to develop relevant content for the City's web site.
4. Framework Plan (Future Phases)
a. Prepare a schematic design update for the future project phases (Phases 6 through 8) illustrating
alternatives for additional locations, type and /or style of the following items. Consider the previously
completed downtown streetscape schemes, input from the public and other stakeholders, and sound
engineering practice.
1. On- street parking
2. Pedestrian walks and crosswalks
3. Benches, trash receptacles, and other pedestrian amenities
4. Irrigated planter boxes
5. Trees in tree grates
6. Lighting
7. Plant materials
8. Special features
9. Roadway intersection geometry (bump -outs or corner radii modifications)
10. Paver bricks
Attachment 7" w Vstems
Scope of Services — Amendment No. 5
CBD Street Resurfacing and Streetscape Program
b. Document the schematic streetscape design using:
1. The surveyed base map
2. Conventional and computer graphics as may be appropriate
3. Supplementary sections and elevations
4. Photography from comparable projects, completed sections of the Elgin CBD area, and /or
product catalogs.
c. Review improvement for vehicle, pedestrian, and ADA accommodations.
d. Prepare preliminary opinion of project costs.
e. Present updated master plan and recommendations to City Public Works staff. (estimated as 1
meeting)
I. Present the updated master plan to the City Council with representatives from the Public Works
Department. Prepare necessary exhibits. (estimated as 1 Council presentation)
B. Sewer and Water Main Design Services
Preliminary Design
a. Consult with City staff to review the scope of the project and collect pertinent information from the City:
1. Review the City GIS records for information on the water system and sanitary sewer system.
2. The Resident Engineer will perform a door -to -door survey of building basements within the project
limits to determine the location of the nearest functional water valves, water service tap locations,
and building /hydrant fire services.
3. Compare records to the conducted private utility location survey and develop a useable map of
existing water mains and services.
b. Review City utility maps and previous engineering studies conducted by the City:
1. Assess the need for separation of the sanitary and storm sewer mains in areas where this work
has not yet been completed, if any. This item is only expected to cover deficiencies noted in the
field during the field surveys or construction or indicated by City staff and is not intended as a full
scale analysis of area sewers. Work to fully separate the sewers is being performed by others.
2. Review, as provided, City records, videotapes, and associated reports, public comment, and
drainage survey to identify locations of necessary storm sewer repair, if any.
3. The City will furnish a list of any deficiencies in the sewer lines or services noted during the lining
contract or associated videotaping. Work is expected to be limited to the replacement of poor
condition structures and the potential replacement of a few services.
4. Review the City maps, records, and past engineering studies to determine the need for resizing the
water main, based on an assessment of local area needs but not an overall assessment of the
City's distribution system. All existing 6" mains will be upgraded to 8" mains per current City
standards. It is expected that all water main within the project limits will be replaced, regardless of
apparent condition.
5. Determine which buildings currently have separate fire services and which will require a fire service
or separation of the fire service and the domestic service. Locate branch services based on visual
inspection and/or information obtained from the Water Department. At the conclusion of this
project, it is anticipated that each meter will be on a separate service and each building will have at
least one fire service.
c. Conduct a physical survey of the drainage and sanitary structures within the project limits.
1. Compare observed field conditions to the City's atlases to identity any potentially buried or
removed manholes.
2. Investigate all of the located manholes by surface and internal inspection.
3
Attachment " F" `vstef11S\
of Services — Amendment No. 5
CBD Street Resurfacing and
3. Brick manholes will be replaced with precast structures if in poor condition. If in good condition,
only the cone will be replaced. Brick catch basins and inlets will be replaced with precast concrete
structures. Precast structures in poor condition shall either be repaired or replaced as necessary.
It is anticipated that a certain quantity of replacement of tributary and effluent pipes will require
replacement adjacent to these structures. The majority of structure and sewer
replacements /additions will occur as part of the streetscaping contract.
d. Identify the location of any in -line water main valves or pressure connections necessary for water main
isolation and replacement staging. It is expected that connections to older water mains will be pressure
connections due to the age and non - operability of many existing water valves.
e. Engineering services for underground utilities do not include engineering design of electrical conduit,
transmission lines, or services; gas transmission mains or services; telephone lines or services; or
cable television lines or services. TranSystems will work closely with the appropriate utility companies
to facilitate any improvements or modifications that are necessary; however, we will not actually design
these facilities.
f. A walk through of previous water main phases will be conducted and a visual assessment of all fire
hydrants will be performed. Additional quantities will be identified for painting the fire hydrants as
needed.
2. Prefinal Plans and Documents
a. Prepare prefinal contract plans, specifications, and estimates for the sanitary, water main, and any
storm sewer work. It is anticipated that the following sheets will be included in the contract plans:
List of Plan Sheets
Title
1
General Notes and State Standards
1
Alignment, Ties, and Benchmarks
1
Existing and Proposed Typical Sections
1
Existing and Proposed Plan and Profile (20 scale)
5
Drainage and Water Main Structures Tables
1
Maintenance of Traffic Notes and Typical Sections
1
Maintenance of Traffic (50 scale)
2
Pavement Marking Plan
2
Vaulted Sidewalk Details
2
Construction Details
2
Total
20
b. Analyze the construction staging scheme and construction schedule. Evaluate alternative construction
staging schemes with the goal of minimizing resident and business impacts.
c. Identify and detail any sections of storm or sanitary sewer which must be upgraded to water main
requirements sewer to meet IEPA separation requirements. Also identify and detail required casing
locations; only steel casings will be used.
d. Prepare special provisions, supplemental specifications, and checklist of recurring specifications. The
2007 IDOT Standard Specifications for Road and Bridge Construction and 2011 Supplemental
Specifications and Recurring Special Provisions will be used as the guideline for this construction
project.
e. Prepare the status of utilities to be adjusted specification. Meet with representatives of the various
affected utility companies to discuss necessary relocations, system upgrades, service and meter
relocations, and other related work as is necessary for improvement design. Coordinate schedules for
the required private utility work.
4
Attachment "IF"
ope of Services - Amendment No. 5
CBD Street Resurfacing and Streetscape Program
Some utility relocation necessary for sidewalk vault filling is expected to occur under or concurrently
with this construction contract. To the extent that vaults can be filled at the same time, that work will be
included in the contract as well, although the majority of the sidewalk vault filling operations are
expected to occur under the streetscaping contract. This scope does not include efforts to design any
new structural slabs or repairs to existing structural slabs over vaults.
Prepare and track the IEPA Water Main and Sanitary Sewer permits, as applicable. The City will be
responsible for payment of any required permit fees.
Review drainage conditions at the northwest portion of the cul -de -sac at Dexter Court to determine the
need for pavement regrading or the installation of a new structure.
Prepare special provisions and pay items in accordance with Clean Construction or Demolition Debris
(CCDD) regulations. Any potential contaminated excavation will be identified and tested by the
Contractor per CCDD regulations.
3. Final Plans and Documents
a. Meet with City subsequent to the submittal of the prefinal contract documents to discuss comments,
estimate of cost, schedule, and contract bidding procedures. (estimated as 1 meeting)
b. Conduct a QC /QA review of the plans by construction and office personnel for constructability, quality,
and completeness.
c. Revise plans in response to QC /QA review.
d. Process final contract documents for a City project letting. City boilerplate contract documents will be
utilized. IDOT standard bid forms will be used as necessary or applicable to supplement the City
documents. Provide thirty -five (35) sets of 22 "04" plans, specifications, and bid documents.
e. Furnish the City with a Notice to Bidders for publication.
f. Provide a CD with the final plan, specification, and estimates files in Microsoft Office, Adobe Acrobat,
and/or Microstation v8 formats to the City.
g. Attend and make the presentation at a pre -bid meeting with contractors and City personnel and present
relevant information about the contract. (estimated as 1 meeting)
h. Respond to contractor questions regarding bid preparation. Assist in the preparation of addenda, as
required.
i. Attend the bid opening meeting. Prepare bid tabulations within 24 hours of the bid opening meeting
and provide bid tabulations and recommendations for contractor selection. (estimated as 1 meeting)
j. Attend the pre- construction meeting. (estimated as 1 meeting)
C. Streetscape and Roadway Improvements Design Services
Preliminary Design
a. Meet with City to discuss the proposed improvement plan. (estimated as 1 meeting)
b. Analyze the construction staging scheme and construction schedule. Evaluate alternative construction
staging schemes with the goal of minimizing resident and business impacts. Some night time
construction will likely be used.
c. Determine the proposed geometry for the improvements. Certain channelization may be eliminated,
and offset intersections will be aligned to the extent possible. Consider the provision of shared or
striped bike lanes as indicated in the City's bikeway master plan. Present alternative geometries to the
City as applicable with justification for recommendations.
d. Identify any driveways adjacent to the roadway project limits that may be either reduced in width or
eliminated, without causing undesired impacts to the corresponding land owners. Contact appropriate
land owners to discuss options.
5 --
Attachment "F" m . s ap"111's
of Services — Amendment No. 5
CBD Street Resurfacing and Streetscape Program
2. Prefinal Plans
a. It is anticipated that the following sheets will be included in the contract plans. The project will be
prepared in English format in Microstation v8.
List of Plan Sheets
Title
Index of Sheets and General Notes
Alignment, Ties, and Benchmarks
Alignment, Ties, and Benchmarks (S. Grove Street)
Existing and Proposed Typical Sections
Existing and Proposed Plan (20 scale)
Profile or Pavement Elevations Table
Drainage Structure Tables
Existing and Proposed Plan (S. Grove Street)
Maintenance of Traffic Notes and Typical Sections
Maintenance of Traffic (50 scale)
Lighting General Notes
Lighting Plan
Wiring Diagram
Lighting Plans and Wiring Diagram (Phase 1)
Lighting Details
Pavement Marking
Pavement Marking (Phase 1 through Phase 2)
Signing Plan
Signing Schedules
Signing Details
Mast Arm Signage and Details (Phase 1 through Phase 5)
Vaulted Sidewalk Details'
Construction Details
Hardscape Plan (20 scale)
Landscape Key Plan
Landscape Detail Plans
Hardscape Detail Plans
Landscape Detail Plan (S. Grove Street)
Irrigation Plans and Details
Roadway Cross Sections
Total
:W
Includes details for filling and necessary details for utility relocation. This
scope does not include the structural design of any vaults, supports, or vault
slabs for vaults which are to remain but are in need of repair or reconstruction.
b. Utilize the planting methods, tree pit configuration, soil mixtures, irrigation, and subgrade drainage
schemes employed in the fourth phase of the project. Make modifications to the design as necessary
based on constructability or maintenance issues encountered.
c. Lighting will follow the design and layout already installed in certain portions of the CBD area. All
luminaires will be LED. All areas of this project except Dexter Street from Spring Street to Center
Street have already been updated to the new standard so the light poles will not be replaced but will be
updated with LED luminaires. Plans and design will address the relocation of existing light poles in
6
Attachment "F" fi ffVSuni
Scope of Services - Amendment No. 5
Program
areas where curb lines will move due to geometric modifications. Existing lighting conduits in areas
where trees will be installed will be replaced to allow for excavation for the tree root balls.
d. It is anticipated that no changes to traffic signal installations will be necessary. Ensure that lights and
traffic signals are properly turned over to the contractors electrical subcontractor or will be maintained
by the City contractor including costs for maintenance or providing through the contract.
e. Assess the possibility of a reduction in the number of regulatory parking signs. Work with the Downtown
Neighborhood Association and the Elgin Police Department to incorporate new parking signage and
pavement marking standards implemented in 2011 by the City in the CBD.
f. Lighting plans and wiring diagrams from the Phase 1 Streetscape (constructed in 2007) will be included
to facilitate the retrofit of LED luminaires to the light poles in this segment. A specification for the retrofit
will be developed and sufficient quantifies will be included in the estimate of construction cost.
g. Restripe pavement markings in previous Streetscape phases (Phase 1 through Phase 4).
h. Roadway mast arm street signs will be designed for all previous Streetscape phases (Phase 1 through
Phase 5). Signage will also include "No Left Turn ", "No right Turn ", and "One Way" as appropriate.
i. Research and analyze a surface treatment, potentially a micro seal, for the hot -mix asphalt in Phase 1
and Phase 2.
j. Replace Architectural Pre -Cast Stone panel with "City Half' label in the planter at Dexter Court. The
new panel will have the "City Half' label that is level as viewed from a sitting height of 3 -feet above
grade.
k. Provide drawing detail and/or specification to secure the City's drop box on Dexter Court.
I. Review with Elgin Police Department the traffic signal head placement at the intersections of Highland
with Grove Avenue and Riverside Drive to determine proper alignment with the traffic lanes.
3. Prefinal Documents
a. Prepare summary of quantities and estimate of construction cost based on current contract unit prices.
b. Prepare special provisions, supplemental specifications, and checklist of recurring specifications. The
2007 IDOT Standard Specifications for Road and Bridge Construction and 2011 Supplemental
Specifications and Recurring Special Provisions will be used as the guideline for this 'construction
project.
c. Prepare the status of utilities to be adjusted specification. It is anticipated that some necessary
upgrades and adjustments will have taken place during the utilities contract construction but some will
still be necessary in conjunction with this project. Vaults not filled during the underground contract
(which will be the majority of the vaults) will be filled as part of this improvement. This scope does not
include efforts to design any new structural slabs or repairs to existing structural slabs over vaults.
d. Prepare the NPDES permit (BIDE form 2342).
e. A walk- through of the previous Streetscape phases will be conducted and a visual assessment of the
existing landscaping will be performed. Additional landscaping quantities will be included for items such
as planter curb and fence repair, remulching of landscape beds, and dead trees and shrubs
replacement where necessary.
f. A walk- through of the previous Streetscape phases will be conducted and a visual assessment of the
brick pavers, curb and gutter, and sidewalk will be performed. Additional quantities will be included for
these items as necessary.
g. Provide specification to require the Contractor perform construction layout and benchmark placement
for the project.
4. Final Plans and Documents
a. Meet with City subsequent to submittal of prefinal contract documents to discuss comments, estimate of
cost, schedule, and contract bidding procedures. (estimated as 1 meeting)
b. Based on comments received, final contract plans, specifications, and documents will be prepared.
7
Attachment "F" m �ySt?CT1S
of Services — Amendment No. 5
CBD
c. Conduct a QC /QA review of the plans by construction and office personnel for constructability, quality,
and completeness.
d. Process final contract documents for a City project letting. City boilerplate contract documents will be
utilized. IDOT standard bid forms will be used as necessary or applicable to supplement the City
documents. Provide fifty (50) sets of 22 "x34" plans, specifications, and bid documents.
e. Furnish the City with a Notice to Bidders for publication.
f. Provide a CD with the final plan, specification, and estimates files in Microsoft Office and Microstation
v8 formats to the City.
g. Attend and make the presentation at a pre -bid meeting with contractors and City personnel and present
relevant information about the contract. (estimated as 1 meeting)
h. Respond to contractor questions regarding bid preparation. Assist in the preparation of addenda, as
required.
i. Assist the City in the determination of qualified contractors.
j. Attend the bid opening meeting. Prepare bid tabulations within 24 hours of the bid opening meeting
and provide recommendations for contractor selection. (estimated as 1 meeting)
k. Attend the pre - construction meeting. (estimated as 1 meeting)
D. Construction Inspection Services — Sewer and Water Main Contract
TranSystems and Geo Services, Inc. will provide the resident engineer, inspectors, and other technical personnel
necessary to observe, monitor, and document the contractor's progress on the project from the start of field operations to
final completion.
Pre - Construction
a. Video record and document the existing site conditions.
b. Attend the pre- construction meeting.
2. Liaison and Contract Control
a. Act as the City's representative with duties, responsibilities and limitations of authority as assigned in
the construction contract documents, and advise and confer with City officials during construction and
issue the City's authorized instructions to the contractor.
b. Assist the contractor in understanding the intent of the construction contract documents. Serve as the
City's liaison with other local agencies such as businesses, City's on -site representative, etc.
c. Coordinate with utility companies and developers to ensure an orderly progression of work and ensure
completion of any required facility relocations.
3. Public Outreach and Coordination
a. Assign a dedicated public liaison to provide residents, tenants, and property owners with a single,
knowledgeable, and authoritative point of contact for concerns, comments, and questions.
b. Maintain an office in the CBD area to assist in the above coordination effort. Plans, photos, documents,
and exhibits shall be available for public viewing. It is expected that this office will be in the same
location as the engineer's field office.
c. Continue to maintain the project web site and disseminate relevant information to the public through this
means.
d. Prepare and distribute project newsletters and /or letters to the affected properties notifying them of
construction operations, staging or traffic modifications, interruptions in water or sewer service, and
other pertinent information.
e. Monitor public opinion and report any issues requiring attention to the City staff.
8 - - - --
Attachment "F "vSt @(i)s`
of Services — Amendment No. 5
Program
4. On -Site Review of Work
a. Conduct continuous and full -time on -site observations of the work in progress to determine that the
project proceeds in accordance with the construction contract documents and that completed work will
conform to the requirements of the construction contract documents.
b. Instruct Contractor to correct any work believed to be unsatisfactory, faulty or defective, not conforming
to the requirements of the construction contract documents, or does not meet the requirements of any
inspections, tests, or approval required to be made and report same to the City; and advise City of
action taken or if any special testing or inspection will be required.
c. Verify that tests are conducted as required by the construction contract documents and in the presence
of the required personnel, and that contractors maintain and submit adequate records thereof; observe,
record, and report to the City appropriate details relative to the test procedures.
d. Perform all required field tests such as concrete tests and soil compaction tests and ensure such tests
are conducted as specified. Analyze the results of all field and laboratory tests to determine the
suitability compliance with the requirements of the construction contract documents.
e. Accompany visiting inspectors representing public or other agencies having jurisdiction over the project,
record the outcome of these inspections and report to the City.
f. Stake -out construction lines and grades and assist the contractor with interpretation of the drawings
and specifications.
g. Prepare and submit detailed daily reports of construction progress.
h. Monitor the contractors project traffic control for compliance with the contract documents as well as
safety and impacts to vehicles and pedestrians.
5. Contractor Suggestions and Requests
a. Consider and evaluate suggestions and requests for modifications in drawings and specifications which
may be submitted by the contractor and make recommendations to the City with any time or cost
implications for final decision.
6. Shoo Drawings
a. Develop shop drawing submittal requirements and assist contractor in development of submittal
schedules. Review and monitor compliance with submittal schedules.
b. Review and approve shop drawings and samples, the results of tests and inspections and other data
which any contractor is required to submit, but only for conformance with the design concept of the
project and compliance with the information given in the construction contract documents. Such review
shall not be construed as relieving the contractor of the responsibility to meet requirements of the
construction contract documents. Determine the acceptability of substitute materials and equipment
proposed by the contractor; and receive and review (for general content as required by the
specifications) maintenance and operating instructions, guarantees, bonds and certificates of inspection
which are to be assembled by the contractor(s) in accordance with the construction contract
documents.
c. Record and maintain a shop drawing submittal and approval log and notify the contractor whenever
submittals are lacking or untimely.
Schedules
a. Prepare a final construction schedule with the participation of the contractor and obtain the contractor's
approval of the construction schedule. A schedule of shop drawing submissions, and schedule of
values shall also be prepared by the contractor and approved by the engineer.
9
Attachment 7"�Sgil15�
of Services - Amendment No. 5
CBD Street Resurfacing and
b. Work with the contractor to maintain a workable updated Primavera style construction schedule that is
maintained and monitored weekly as construction progresses as required by the construction contract
documents. Report progress and schedule deviations and corrective measures proposed by the
contractor to the City.
8. Job Meetings
a. Conduct weekly progress meetings with all parties as required by the construction contract documents
to review construction progress, design interpretations and overall progress. Prepare, maintain, and
circulate copies of minutes thereof. Arrange a schedule of on -site job work meetings with the general
contractor and subcontractors to review day -to -day operations.
b. Attend public informational meetings that may occur from time to time during the construction phase.
9. Contract Administration and Records
a. Handle all day -to -day contract administration and associated correspondence. Maintain at the job site
orderly files for correspondence, reports of job conferences, shop drawings, and samples submissions,
reproductions of original construction contract documents including all addenda, change orders, field
orders, additional drawings issued subsequent to the execution of the construction contract documents,
progress reports, and other project related documents.
10. Reports
a. Furnish written reports to the City on a biweekly basis of progress of the work and the contractor's
compliance with the approved progress schedule and schedule of shop drawing submissions.
11. Contractor Pay Requests and Change Orders
a. Review the contractor's requests for payments as construction work progresses, and advise the City of
the amounts due and payable to the contractor in accordance with the terms of the construction
contract documents.
b. Perform evaluation of proposed construction contract change orders and submit recommendation for
approval or denial to the City. Prepare construction contract change orders when authorized by the
City.
12. Government Policies
a. Review the contractors compliance with governmental mandated programs. Compliance with OSHA
requirements and general safety provisions will be reviewed by an independent safety officer retained
by the contractor as part of the construction work. The safety officer will visit the job site periodically and
will submit written reports to the City, contractor, and engineer.
13. Final Completion and Record Drawings
a. Prepare record drawings which show field measured dimensions of the completed construction work
which the engineers consider significant and provide the City with one set of reproducible record
drawings and all equipment operation and maintenance manuals within ninety (90) days of the project
completion.
10 -
Attachment "F "VSt11S`
of Services — Amendment No. 5
CBD Street Resurfacing and
b. Conduct a final inspection of the project with the City and the contractor, and prepare and give to the
contractor a final punch list. Issue an opinion of satisfactory completion for acceptance of the project by
the City to process the contractor's final request for payment.
c. Conduct a final "lessons learned" meeting with design engineering and City staff to discuss project
procedures and items for potential improvement in future projects. The goal of this meeting shall be to
have continuous improvement in procedures and property owner /tenant disruption over.
d. Ensure all contractor paperwork is filed properly and shall maintain those files until project close out,
including insurance, bonding, partial waivers, EEO documents and certified payroll. Final paperwork will
be submitted to the City within thirty (30) days of the completion of the project.
Attachment 7" SyS�t'l11S
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Elgin CBD Street Resurfacing and Streetscape Program
City of Elgin
Direct Cost Summary
TranSystems
A -1 Project Coordination and Data Collection
Tax Maps
2 maps @ $ 40.00 /map $ 80
Vehicle
100 miles @ $ 0.55 /mile $ 55
SUBTOTAL $ 135
A -2 Field Sury ev
Metra Train Fare
4 roundtrips @
$ 12.00
/roundtrip
$
48
Company Vehicle
1 days @
$ 45.00
/day
$
45
Vehicle
400 miles @
$ 0.55
/mile
$
220
Photocopies (11'"17" report)
SUBTOTAL
$
313
A -3 Public Participation
Company Vehicle
4 days @ $ 45.00 /day $ 180
Vehicle
300 miles @ $ 0.55 /mile $ 165
SUBTOTAL $ 345
A -4 Framework Plan (Future Phases
Vehicle
200 miles @
$
0.55 /mile
$
110
Photocopies (11 "x17" exhibits)
10 sheets @ 30 copies @
$
1.00 /sheet
$
300
Photocopies (2704" exhibits)
10 sheets @ 4 copies @
$
6.00 Isheet
$
240
Photocopies (11'"17" report)
100 sheets @ 30 copies @
$
1.00 /sheet
$
3,000
Overnight Shipping
4 packages @
$
25.00 /package
$
100
SUBTOTAL
$
3,750
B -1 Preliminary Design
Company Vehicle
1 day @
$
45.00 /day
$
45
Vehicle
100 miles @
$
0.55 /mile
$
55
SUBTOTAL
$
100
Elgin CBD Street Resurfacing and Streetscape Program
City of Elgin
Direct Cost Summary
TranSystems
B•2 Prefinal Plans and Documents
Vehicle
100 miles @
$ 0.55
/mile
$
55
Photocopies (11"x17" reduced size plans)
20 sheets @ 12 copies @
$ 0.25
/sheet
$
60
Photocopies (22"x34" full size plans)
20 sheets @ 4 copies @
$ 1.35
/sheet
$
108
Photocopies (8.5 "x11" specifications)
175 sheets @ 10 copies @
$ 0.12
/sheet
$
210
Overnight Shipping
4 packages @
$ 25.00
/package
$
100
SUBTOTAL
$
533
B3 Final Plans and Documents
Vehicle
400 miles @
$ 0.55
/mile
$
220
Photocopies (11 "x17" reduced size plans)
20 sheets @ 10 copies @
$ 0.25
/sheet
$
50
Photocopies (22"x34" full size plans)
20 sheets @ 35 copies @
$ 1.35
/sheet
$
945
Photocopies (8.5 "x11" specifications)
175 sheets @ 40 copies @
$ 0.12
/sheet
$
840
Overnight Shipping
2 packages @
$ 25.00
/package
$
50
SUBTOTAL
$
2,105
C•1 Preliminary Design
Company Vehicle
1 day @ $ 45.00 /day $ 45
Vehicle
100 miles @ $ 0.55 /mile $ 55
SUBTOTAL $ 100
Elgin CBD Street Resurfacing and Streetscape Program
City of Elgin
400 miles @
$ 0.55
Direct Cost Summary
$
220
Photocopies (11'x17" reduced size plans)
TranSystems
C -2 Prefinal Plans
$ 0.25
/sheet
$
Vehicle
Photocopies (22'x34" full size plans)
200 miles @ $ 0.55
/mile
$
110
Photocopies (11'x17" reduced size plans)
$
5,603
Photocopies (8.5 "x11" specifications)
83 sheets @ 14 copies @ $ 0.25
/sheet
$
291
Photocopies (22'04" full size plans)
$ 0.12
/sheet
$
83 sheets @ 5 copies @ $ 1.35
/sheet
$
560
Overnight Shipping
2 packages @
$ 25.00
4 packages @ $ 25.00
/package
$
100
SUBTOTAL
$
1,061
C -3 Prefinal Documents
Photocopies (8.5 "x11" specifications)
300 sheets @ 10 copies @ $ 0.12
/sheet
$
360
SUBTOTAL
$
360
C -4 Final Plans and Documents
Vehicle
400 miles @
$ 0.55
/mile
$
220
Photocopies (11'x17" reduced size plans)
83 sheets @ 12 copies @
$ 0.25
/sheet
$
249
Photocopies (22'x34" full size plans)
83 sheets @ 50 copies @
$ 1.35
/sheet
$
5,603
Photocopies (8.5 "x11" specifications)
300 sheets @ 50 copies @
$ 0.12
/sheet
$
1,800
Overnight Shipping
2 packages @
$ 25.00
/package
$
50
SUBTOTAL
$
7,922
D -1 Pre - Construction
Company Vehicle
1 day @ $ 45.00 /day $ 45
Photocopies (22 "x34" full size plans)
83 sheets @ 2 copies @ $ 1.35 /sheet $ 224
SUBTOTAL $ 269
Elgin CBD Street Resurfacing and Streetscape Program
City of Elgin
Direct Cost Summary
TranSystems
D -2 Liaison and Contract Control
Company Vehicle
1 days @ $ 45.00 /day $ 45
SUBTOTAL $ 45
D -3 Public Outreach and Coordination
Photocopies (8.5'x11" handouts)
250 sheets @ 4 versions @ $ 0.12 /sheet $ 120
SUBTOTAL $ 120
D -4 On -Site Review of Work
Company Vehicle
120 days @ $ 45.00 /day $ 5,400
SUBTOTAL $ 5,400
D -6 Shop Drawings
Overnight Shipping
0 packages @ $ 25.00 /package $
SUBTOTAL $
D -13 Final Completion and Record Drawings
Mylar Reproductions
103 sheets @ 1 copy @ $ 10.00 /sheet $ 1,030
SUBTOTAL $ 1,030
TOTAL $ 23,588
REPORT TO 1\A1YOR 6. MEMBERS OF CITY COUNCIL
AGENDA ITEM: F
MEETING DATE: February 22, 2012
J11 k
ELGIN
THE CITY IN THE SUBURBS
ITEM:
Amendment No. 5 to the Engineering Services Agreement with Transystems, Inc. for the 2012
Central Business District Streetscape and Watermain Project
($590,800)
OBJECTIVE:
Improve, maintain and enhance the watermain, streetscape and pavement infrastructure of
Spring Street between Kimball Street and Division and Dexter Street between Douglas and Cen-
ter Street.
RECOMMENDATION:
Approve Amendment No. 5 to the existing Engineering Services Agreement with Transystems,
Inc. to provide design for streetscape and watermain and construction administration for wa-
termain at a fee of $590,800.
BACKGROUND
In 2006, the city initiated that Central Business District (CBD) streetscape project by entering
into an engineering services agreement with Transystems, Inc. to develop a master plan. Since
the initial agreement, there have been four amendments to provide design, inspection and
construction administration for the different phases of the streetscape and the infrastructure
aspects of each. With Transystems' direction, the city has completed four streetscape and wa-
ter main phases.
Amendment No. 5, attached as Exhibit A, will provide design and inspection for the fifth phase
of watermain improvements and design for the fifth streetscape phase. Construction inspection
for the streetscape will be added by a future amendment no. 6. The majority of Transystems'
work in 2012 will focus on water and street improvements on Spring Street between Kimball
and Division and on Dexter Street between Douglas and Center. However, several smaller areas
of concern will be addressed by Transystems including new LED lights in the original CBD
Streetscape phase, a portion of sidewalk near the old Crocker Theatre site previously excluded
due to potential development, redesign of the city hall sign and other touch ups at Dexter Court
not considered previously, maintenance in original phases of the streetscape, repairs of plant-
ers damage by vehicles, one way and street name signage enhancements in the previous phas-
es and several minor miscellaneous issues.
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In addition, Transystems will hold at least one update charrette for the Framework /Master Plan
completed in 2006 due to requested changes or enhancements by various interested parties.
Parking, signage, signage frames and location of street furniture are examples of items that
have changed or have been added since initiating the streetscape program.
OPERATIONAL ANALYSIS
The attached amendment will provide the city with the data collection, plan development and
bid documents that are essential to successfully complete the construction of new watermain,
the rehabiltiation of sanitary and storm sewers and ultimately replace the street pavements
with an inviting streetscape. The product the city will strive for is the same as that found along
the various CBD streets where streetscape work has been completed.
A well designed and constructed streetscape project will enhance the business atmosphere,
encourage retail visits and alleviate the typical maintenance effort provided by public works for
street repair, sidewalk and curb repairs, utility maintenance and other relative issues for years
to come. The streetscape projects have been well received by the general public and are creat-
ing a renewed interest in the image of the city's downtown.
INTERESTED PERSONS CONTACTED
None.
FINANCIAL ANALYSIS
This Amendment No. 5 will total $590,800. The total of the original agreement, amendments
one through four and this amendment no. 5 is $4,381,324.94. Streetscape work and watermain
upgrade work will be included in the amendment. The watermain work is charged against the
Water Bond Fund. The cost of the design engineering for the streetscape work is $365,000, the
cost of the design engineering for watermain is $95,100 and the cost of the construction engi-
neering for watermain is $130,700. The cost of the construction engineering of the streetscape
will be added by amendment once said work has been bid.
Phase 5 Streetscape design per the amendment = $365,000
Phase 5 Watermain design and construction engineering per the amendment = $225,80 0
Total cost of amendment five $590,800
BUDGET IMPACT
FUND(S)
ACCOUNT(S)
PROJECT
#(S)
AMOUNT
BUDGETED
AMOUNT
AVAILABLE
Tax Increment
262- 0000 - 791.92 -32
262000
$22,724,496
$4,725,740
2008 G.O. Bond
368 - 4000 - 795.93 -41
409670
$5,035,425
$1,405,002
LEGAL IMPACT
None.
ALTERNATIVES
The city council may choose not to authorize Amendment No. 5 with Transystems.
NEXT STEPS
1. Execute Amendment No. 5.
2. Update the purchase order with Transystems.
3. Begin engineering efforts to design water and streetscape for phase five.
Originators: Joseph Evers, P.E., City Engineer
Final Review: Colleen Lavery, Chief Financial Officer
William A. Cogley, Corporation Counsel /Chief Development Officer
Richard G. Kozal, Assistant City Manager /Chief Operating Officer
Sean R. Stegall, City Manager
ATTACHMENTS
A: Fifth Amendment Agreement
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