13-60 Resolution No. 13-60
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH CIVILTECH ENGINEERING, INC. FOR ENGINEERING SERVICES IN
CONNECTION WITH THE 2014 NEIGHBORHOOD STREET
REHABILITATION-ABBOTT/ROYAL/GARDEN CRESCENT 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 an Agreement with Civiltech Engineering,Inc. on behalf of the City of Elgin for
engineering services in connection with the 2014 Neighborhood Street Rehabilitation-
Royal/Abbott/Garden Crescent Project,a copy of which is attached hereto and made a part hereof by
reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: April 10, 2013
Adopted: April 10, 2013
Vote: Yeas: 7 Nays: 0
Recorded: April 11, 2013
Attest:
s/Kimberly Dewis
Kimberly A. Dewis, City Clerk
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AGREEMENT
THIS AGREEMENT is made and entered into this 10tWay of April 2013,by and between
the CITY OF ELGIN,an Illinois municipal corporation (hereinafter referred to as"CITY")and Civiltech
Engineering, Inc..(hereinafter referred to as"ENGINEER").
WHEREAS,the CITY desires to engage the ENGINEER to furnish certain professional services in
connection with the 2014 Neighborhood Street Rehabilitation—Abbott/Royal/Garden Crescent(hereinafter
referred to as the PROJECT);and
WHEREAS,the ENGINEER represents that he is in compliance with Illinois Statutes relating to
professional registration of individuals and has the necessary expertise and experience to furnish such services
upon the terms and conditions set forth herein below.
NOW,THEREFORE,it is hereby agreed by and between the CITY and the ENGINEER that the CITY does
hereby retain the ENGINEER for and in consideration of the mutual promises and covenants contained herein,the
sufficiency of which is hereby acknowledged to act for and represent it in the engineering matters involved in the
PROJECT as described herein,subject to the following terms and conditions and stipulations,to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Director of Public Works of the
CITY,herein after referred to as the"DIRECTOR".
B. The services to be provided by the ENGINEER include:
• Data Collection and Early Coordination
• Inspect,clean and televise sewers
• Pavement cores and geotechnical investigations
• Topographic Survey
• Environmental Investigations
• Prepare Inventory Reports
• Street Signs
• Street Lights
• Parkway Trees
• Utility Design
• Pavement Design
• Preparation of Plans, Contract Documents,and Estimates
• Public Coordination
• Utility Coordination
• Permit Applications
• Bidding Assistance
• Coordination with City Staff
C. A detailed Scope of Services is attached hereto as Attachment A.
March 5,2013
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
B. A detailed project schedule for the Project is included in Attachment B,attached hereto. Progress will
be recorded on the project schedule and submitted monthly as a component of the Status Report
described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to the project
schedule.A brief narrative will be provided identifying progress, findings and outstanding issues.
3. WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including, but not limited to, reports,
plans, 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 product for its records. ENGINEER'S
execution of this Agreement shall constitute ENGINEER'S conveyance and assignment of all right, title
and interest, including but not limited to any copyright interest, by the ENGINEER to the CITY of all
such work product prepared by the ENGINEER pursuant to this Agreement. The CITY shall have the
right either on its own or through such other engineers as determined by the CITY to utilize and/or amend
such work product.Any such amendment to such work product shall be at the sole risk of the CITY. Such
work product is not intended or represented to be suitable for reuse by the CITY on any extension to the
PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY without liability or
legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER (NOT TO EXCEED METHOD)
A. For services provided the ENGINEER shall be paid at the rate of 2.75 times the direct hourly rate of
personnel employed on this PROJECT,with the total fee not to exceed$234,530 regardless of the
actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are
authorized in writing by the DIRECTOR.
B. For outside services provided by other firms or subconsultants, the CITY shall pay the ENGINEER
the invoiced fee to the ENGINEER. Any such fees for outside services are included within the not to
exceed amount of$234,530 referred to in section 4A hereof.
C. Reimbursement of direct costs are included in the not-to-exceed amount.
D. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30
days after receipt and approval of invoice. Said periodic payments to the ENGINEER shall not exceed
the amounts shown in the following schedule, and full payments for each task shall not be made until
the task is completed and accepted by the DIRECTOR.
E. A detailed breakdown of the Cost Estimate of Consultant Services including manhours,direct costs,
and subconsultant costs are included in Attachment C.
March 5,2013 Page 2 of 8
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports (2C above)
will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost incurred.The ENGINEER
shall permit the authorized representative of the CITY to inspect and audit all data and records of the
ENGINEER for work done under this Agreement.The ENGINEER shall make these records available at
reasonable times during the Agreement period,and for a year after termination of this Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time
upon fifteen (15) days prior written notice to the ENGINEER. In the event that this Agreement is so
terminated, the ENGINEER shall be paid for services actually performed and reimbursable expenses
actually incurred prior to termination, except that reimbursement shall not exceed the task amounts set
forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to proceed and,
unless terminated for cause or pursuant to Article 5,shall be deemed concluded on the date the CITY
determines that all of the ENGINEER's work under this Agreement is completed.A determination of
completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter
acquire with respect to any term or provision of the Agreement.
..8. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action taken by the CITY,
the ENGINEER shall give written notice of his claim within 15 days after occurrence of such action.No
claim for additional compensation shall be valid unless so made.Any changes in the ENGINEER's fee shall be
valid only to the extent that such changes are included in writing signed by the CITY and the ENGINEER.
Regardless of the decision of the DIRECTOR relative to a claim submitted by the ENGINEER,all work
required under this Agreement as determined by the DIRECTOR shall proceed without interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement,such violation or breach shall be deemed
to constitute a default, and the other party has the right to seek such administrative,contractual or legal
remedies as may be suitable to the violation or breach; and, in addition, if either part,by reason of any
default, fails within fifteen (15) days after notice thereof by the other party to comply with the conditions
of the Agreement, the other party may terminate this Agreement. Notwithstanding the foregoing, or
anything else to the contrary in this Agreement,with the sole exception of an action to recover the monies
the CITY has agreed to pay to the ENGINEER pursuant to Paragraph 4 hereof, no action shall be
commenced by the ENGINEER against the CITY for monetary damages. ENGINEER hereby further
March 5,2013 Page 3 of 8
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waives any and all claims or rights to interest on money claimed to be due pursuant to this Agreement,
and waives any and all such rights to interest which it claims it may otherwise be entitled pursuant to law,
including, but not limited to, the Local Government Prompt Payment Act(50 ILCS 501/1,et seq.), as
amended,or the Illinois Interest Act(815 ILCS 205/1,et seq.), as amended. The parties hereto further
agree that any action by the ENGINEER arising out of this Agreement must be filed within one year of the
date the alleged cause of action arose or the same will be time-barred. The provisions of this paragraph shall
survive any expiration, completion and/or termination of this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law, ENGINEER agrees to and shall indemnify; defend and hold
harmless the CITY, its officers,employees, agents, boards and commissions from and against any and
all claims,suits,judgments, costs, attorneys fees, damages or other relief, including but not limited to
workers compensation claims, in any way resulting from or arising out of negligent actions or omissions
of the ENGINEER in connection herewith, including negligence or omissions of employees or agents of
the ENGINEER arising out of the performance of this Agreement. In the event of any action against the
CITY, its officers,employees, agents, boards or commissions, covered by the foregoing duty to indemnify,
defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. The
provisions of this paragraph shall survive any expiration and/or termination of this Agreement.
11. NO PERSONAL LIABILITY
No official,director,officer, agent or employee of the CITY shall be charged personally or held
contractually liable under any term or provision of this Agreement or because of their execution,approval
or attempted execution of this Agreement.
12. INSURANCE
A. Comprehensive Liability.The ENGINEER shall provide, pay for and maintain in effect,during the
term of this Agreement,a policy of comprehensive general liability insurance with limits of at least
$1,000,000 aggregate for bodily injury,and$1,000,000 aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance naming the CITY
as additional insured. The policy shall not be modified or terminated without thirty(30) days prior
written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by the ENGINEER
under Article 10 entitled"Indemnification" shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance or self-insurance
programs afforded to the CITY. There shall be no endorsement or modification of this insurance to
make it excess over other available insurance, alternatively, if the insurance states that it is excess or
prorated, it shall be endorsed to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all
owned, non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for
damage to property.
March 5,2013 Page 4 of 8
C. Combined Single Limit Policy.The requirements for insurance coverage for the general liability and
auto exposures may be met with a combined single limit of$1,000,000 per occurrence subject to a
$1,000,000 aggregate.
D. Professional Liability.The ENGINEER shall carry Engineers Professional Liability Insurance
Covering claims resulting from error, omissions or negligent acts with a combined single limit of not
less than $1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR
as evidence of insurance protection. The policy shall not be modified or terminated without thirty(30)
days prior written notice to the DIRECTOR.
13. CONSTRUCTION MEANS, METHODS,TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for construction
means, methods, techniques,sequences or procedures, or for safety precautions and programs in
connection with the construction, unless specifically identified in the Scope of Services.
14. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement, there shall be no
discrimination against any employee or applicant for employment because of sex, age, race, color, creed,
national origin, marital status, of the presence of any sensory, mental or physical handicap, unless based
upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the
following: employment advertising, layoff or termination, rates of pay or other forms of compensation and
selection for training, including apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any services or
activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed,
national origin, age except minimum age and retirement provisions, marital status or the presence of any
sensory, mental or physical handicap.An}'violation of this provision shall be considered a violation of a
material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in
whole or in part, of the Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the
parties hereto;provided,however,that no assignment shall be made without the prior-,vritten consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other
provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to each and
every item, condition and other provision hereof to the same extent that the ENGINEER would have been
obligated if it had done the work itself and no assignment,delegation or subcontract had been made.Any
proposed subcontractor shall require the CITY's advanced written approval.
March 5,2013 Page 5 of 8
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership,joint venture,employment or other
agency,relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other provision
of this Agreement, or any portion thereof,shall be held to be void or otherwise unenforceable, all other
portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience
and for reference and in no way are they intended to define, limit or describe the scope of intent of any
provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions
hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter
hereof and may not be changed, modified, discharged or extended except by written amendment duly
executed by the parties. Each party agrees that no representations or warranties shall be binding upon the
other parry unless expressed in writing herein or in a duly executed amendment hereof, or change order as
herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws
of the State of Illinois.Venue for the resolution of any disputes or the enforcement of any rights pursuant
to this Agreement shall be in the Circuit Court of Kane County, Illinois.
22. NEWS RELEASES
The ENGINEER may not issue any,news releases without prior approval from the DIRECTOR, nor will
the ENGINEER make public proposals developed under this Agreement without prior written approval
from the DIRECTOR prior to said documentation becoming matters of public record.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any work associated
with the PROJECT.
March 5,2013 Page 6 of 8
24. INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a
violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging.
25. SEXUAL HARASSMENT
As a condition of this contract, the ENGINEER shall have written sexual harassment policies that include,
at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the Illinois Department of
Human Rights, and the Illinois Human Rights Commission;
E directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies shall be provided by ENGINEER to the Department of Human Rights upon
request 775 ILCS 5/2-105.
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance abuse prevention
program which meets or exceeds the program requirements in the Substance Abuse Prevention Public
Works Project Act at 820 ILCS 265/1 et seq.A copy,of such polity,shall be provided to the City's Assistant
City Manager prior to the entry into and execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and to other
participants which may affect cost or time of completion,shall be made or confirmed in writing.The
DIRECTOR may also require other recommendations and communications by,the ENGINEER be made
or confirmed in writing.
March 5,2013 Page 7 of 8
28. 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
Cite Engineer
City,of Elgin
1900 Holmes Road
Elgin, Illinois 60123
B. As to ENGINEER:
Reid T.Magner,P.E.
Civiltech Engineering, Inc.
450 E. Devon Avenue, Suite 300
Itasca, IL 60143
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly,agreed and understood that
in connection with the performance of this Agreement that the ENGINEER shall comply with all
applicable Federal, State, City and other requirements of law, including, but not limited to, any applicable
requirements regarding prevailing wages, minimum wage,workplace safety and legal status of employees.
Without limiting the foregoing, ENGINEER hereby certifies, represents and warrants to the CITY that
all ENGINEER'S employees and/or agents who will be providing products and/or services with respect
to this Agreement shall be legal residents of the United States. ENGINEER shall also at its expense secure
all permits and licenses, pay all charges and fees and give all notices necessary and incident to the due and
lawful prosecution of the work, and/or the products and/or services to be provided for in this Agreement.
The CITY shall have the right to audit any records in the possession or control of the ENGINEER to
determine ENGINEER'S compliance with the provisions of this section. In the event the CITY proceeds
with such an audit the ENGINEER shall make available to the CITY the ENGINEER'S relevant records
at no cost to the CITY. ENGINEER shall pay any and all costs associated with any such audit.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this Agreement effective as
of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
By:
CIT MANAGER John L. Breitsameter, P.E.
President
Attest:
9MA':�
� A�Z16A
CITY CLERK
March S,2013 Page 8 of 8
Attachment A
DESIGN, ADMINISTRATION &
PLANNING ENGINEERING ACTIVITIES
1. OVERALL
1. General: The Design Engineer will serve as the City of Elgin's representative for the
entire design and administration of the planning for the project as assigned by the City.
As such he will function as an extension of the City's staff and be responsible for
overall implementation and management of the project. The Design Engineer shall
include implementation of City policies, program administration, coordination and
monitoring of consultants and contractors providing overall management control and
direction to insure completion of the bidding and planning documents in accordance
with the City's objectives of cost, time and quality. The Design Engineer will work
closely with and report to the City Engineer or his designee. It shall be understood
that the Design Engineer will act as the City Engineer on this project and shall
coordinate with other City entities such as the Legal Department, City Clerk,
Purchasing Director, Water Director, Sewer Director and Street Director. The Design
Engineer shall be responsible for acting as the City Engineer on this project in regards
to Federal, State and County issues as well.
2. Law: The Design Engineer is expected to understand all State, County and City Laws
governing the implementation of his bidding and planning documents.
2. DESIGN
1. Preliminary Design:
a. Project Location:
Exhibit 1 establishes the streets and/or areas to be includes in the Design
Engineer's bidding and planning documents. All streets are residentail in nature
except for Abbott Drive and the railroad crossing on McLean Boulevard which are
considered commercial/industrial in nature.
• Abbott Drive 2,750 lineal feet
• McLean Boulevard 800 lineal feet
• Getzelman Drive 1,800 lineal feet
• Royal Boulevard 2,400 lineal feet
• Adeline Avenue 1,150 lineal feet
• Royal Court 250 lineal feet
• Clayton Avenue 480 lineal feet
• Garden Crescent Drive 2,150 lineal feet
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b. Project Kickoff-
Establish lines of communication.
Present a work plan for the project including schedule milestones, design criteria
(utilize existing standard City contract as a base model), list of information
needed to begin design. Any proposed revisions or additions to the standard
contract to be highlighted by the design engineer.
Acquire existing information including previous reports, plans of recent
development and relevant site information including:
• Subdivision plans, plats, geotechnical data, aerial photos, traffic studies
• Collect water, sanitary and storm atlases
• Interview and document same, the Sewer, Water, ITS and Street
departments for their knowledge of issues within the project location.
• Collect and analyze public utility records and notify utility of pending
proj ect.
Determine what underground improvements will be included in design.
c. Inspection of project Location:
The Design Engineer shall provide site inspection of the entire area as well as
immediately adjacent area. The following shall be included;
• Televising of all sanitary and storm sewers (Design Engineer will
subcontract with Visu-Sewer to televise sewers).
• Physical inspection of all manholes, valve vaults, catchbasins, inlets,
electrical vaults.
• Video recording of existing improvements within and adjacent to the
project location. Also, private property as it abuts the project.
• Complete geotechnical investigations where deem necessary by the Design
Engineer. Subcontract with Rubino Engineering and True North
consultants who will provide:
o Pavement cores, soil borings, CCDD compliance, soil testing, data
sampling, environmental science, completion of source site
certifications. Both Design Engineer and subconsultants will
provide geotechnical analysis.
• Signage inventory.
• Pavement marking inventory.
• Trees inventory.
• Lighting inventory.
• Video Inspection of entire project.
d. Scope of Work Refinement:
Based upon the collection of the above information, the Design Engineer shall
refine the scope of work, including an estimate of cost, and obtain approval from
the City. The Design Engineer shall include alternatives sufficient to insure the
base bid will be below the total budget (when considering testing, publications,
inspections and other typical costs found in construction projects).
Project will include:
• watermain replacement
• storm sewer sizing, routing, inlet spacing evaluation for construction and
repairs
• sanitary sewer repairs
• stormwater drainage restoration/improvements for railroad crossing at N.
McLean Blvd and water quality basin at east end of Abbott Drive
• erosion control and cleaning of existing Tyler Creek culvert (under Garden
Crescent Drive)
• preliminary estimates, specifications and plans for a 65% review
• pre final estimates, specs and plans for 90% review
• public involvement
• easement documents, if necessary, for drainage improvements
• pavement design
• meetings with various City departments and Engineering for 65% and 90%
stages
• Final estimates, specifications and plans
e. Construction Documents:
Design Engineer will complete plan sheets as necessary, construction estimates,
construction specifications, bid and contract documents utilizing a City format.
Any alterations or additions to the City format shall be highlighted and fully
explained to the City Engineer or his representative. Plan sheets shall be
provided for all underground work including water main, storm sewer and sanitary
improvements.
e. Scheduling:
For this agreement, the Design Engineer shall develop a schedule for.all steps from
execution of this agreement to contract award. The schedule shall be updated at a
miniumum of every two weeks and submitted to the City Engineer or his designee.
f. Surveying:
The Design Engineer shall provide a topographic survey of the portions of the
project that require water, storm and/or sanitary sewer construction or
replacement. All frames and lids/grates, all inverts or top of pipe of City facilities
shall be surveyed and plotted. The survey shall also pick up existing
underground improvements that the City is not improving if the City does not
have as constructed drawing for same. Base plan sheets will be developed from
this survey at a scale of 1"=20'.
Desgin Engineer will subcontract with Compass Surveying Ltd. to develop
topographic survey of the entire project site. Based on the topographic survey
and a field evaluation of same, the Design Engineer will recommend
improvements to eliminate drainage problems. To the most practible extent
possible, establish locations of existing private utilities.
Page 4
g. Construction Estimate:
The Design Engineer shall prepare several estimates related to the work the City
desires to have completed under this project. Separate estimates are required
for each of the utilities and separate locations should the project include
multiple locations. In addition, the Design Engineer shall set the project
estimates up to allow for alternates to insure a project may be bid and awarded
as close to the budget as possible.
h. Agency coordination:
At a minimum, the Design Engineer shall schedule meetings with the City and any
other interested agency, at about the midway point in their plan and specification
development to insure they are meeting the expectations of the City. A second
meeting shall be held with the City at approximately 95% completion to finalize
the bid, specifications and planning documents.
The Design Engineer shall prepare any and all necessary permits and documents
required by the Illinois Environmental Protection Agency, Illinois Department of
Transportation, or any other governmental agency that has a regulatory interest in
the project.
The Design Engineer shall coordinate with all public utility companies including
verification of the soundness of their structures and any potential
relocations/delays.
• Design Engineer will contact JULIE and send letters to Utility Companies.
• Design Engineer will provide analysis, design and permitting through
USCOE to provide maintnenance on the existing water quality basin at the
east end of Abbott Drive.
• Desgin Engineer will work with the Union Pacific railroad to secure
financial assistance, if possible, to design and construct drainage relief for
the N McLean crossing and existing drainage problems at this crossing.
i. Open House:
The Design Engineer shall locate, schedule and hold an open house for the
properties abuting the project location. The Design Engineer shall hand deliver
or U.S. Mail to each abutting property a notice of this open house a minimum of
seven calendar days in advance.
• Design Engineer shall contact all property owners within project limits
utilizing door hangers informing them of the proposed project.
3. BIDDING
1. Prepare bid forms, notices and addendum as necessary for bidders.
2. Coordinate with the local newspaper to insure the notice is published 10 days in
advance of the bid opening.
Page 5
3. Provide (25) sets of drawings and specifications to be issued by the City to
prospective bidders.
4. Attend pre-bid meeting with prospective bidders to provide clarification for issues
and concerns from bidders. The Engineer will also distribute minutes from pre-
bid meeting to the City and all meeting attendees with written answers to
concerns/questions from the meeting.
5. The selected Engineer will receive bidder questions and requests for clarification.
Based on these questions and requests, the selected Engineer will prepare
addenda as necessary to respond to the questions presented. Addenda will be
issued to the City for distribution to the bidders.
6. Attend the bid opening and evaluate the bids and bidders to determine if the bids
were submitted in accordance with the contract documents and if the bidders are
qualified to perform the work. Following this review, a recommendation will be
presented to the City for award of the construction contracts.
7. Prepare tabulation of bids for distribution to City agencies and interested bidders.
8. Assist the City in the preparation of six (6) copies of final contracts for execution
by the successful bidder and the City.
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��r, --° ,� �O` ',y��j� `��t..,a. •' �!�j`, �� �:t,l ,,U�i' � .O� +'eo � '' CITY OF ELGIN
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STREET REHABILITATION-D
lkll� '47 Q c N �4� I' II� ) GARDEN CRESCENT/ROYAL/ABBOTT
�. , J AERIAL EXHIBIT
L* a
1 ( Xl�#,� �,ti I'y*, ; ,!S`..•' 1�"'�"-'�� �5� t�,r. � �' � J� CA
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(clou,1:01 Do1o;1/70/2013 Hod,0 100 200
1ixhihil I
0�i s t
•
a-
Schedule
2013
WORK ITEM February March April May June July August September October November December
Authorization to Proceed
1 Data Collection and Early Coordination
2 Distribute Public Information
3 Field Survey and Preparation of Base Sheets
4 Gootechnical Investigaitlon
5 Sewer Videotaping
8 Preliminary Design Parameters
7 Preliminary(85%)P,S&E
8 City Review
9 Pre-Final(95%)P,S&E
10 Village Review
11 Public Information Meeting
12 Permitting Submittal,Review and Approval
13 Final(100%)P,S&E
14 Advertisement,Bidding Phase and Award To Bo Dotorminod
♦ Indicates Project Milestone
- Indicates Consultant Work Time
Indicates Agency Review Time
Attachment B www.civiltechinc.com
M
Cost Estimate of Consultant Services
-Personnel&Hours JF 1/6
Project Project Project Design Design pCIQA
Coordinator Manager Engineer Engineerll Engineer) Engineer
ask No. Task b62.00 $46.26 $39.60 $29.60 b29.00 $63.00 Tota�Hou�s _otHours_[L.b.7C�q.t
e•
1 Data Collection and Early Coordination
6 17 16 38 50 0 127 8.2% $ 4,344.25
2 Preliminary 65% Engineering Plans,Special Provisions and Estimates
24 90 138 218 202 2 674 43.5% $ 23,426.50
3 Pre-Final 90% Plans,Special Provisions and Estimates
21 66 90 134 169 2 482 31.1% $ 16,823.50
4 Final 100% Plans,Special Provisions and Estimates
8 16 24 36 32 2 118 7.6% $ 4,284.00
5 Project Administartion,Coordination and Permits
22 40 34 28 24 0 148 9.6% $ 6,039.00
Total Cost $ 54,917
Multi lier' 2.75 $ 151,022
Direct Costs and Sub Consultant Expense(See attached calculation) $ 83,508
Total Engineering:q�ost [:::: 00.0
"Multiplier
1(Direct Labor)+OH+0.145'(1+OH)
Our approved IDOT overhead rate for fiscal year ending December 31,2011 is 147.53%. Using this approved IDOT overhead rate and
the MOT profit formula results in an overall billing factor of 2.83. Civiltech will hold its overall billing factor to 2.75 x direct labor for the
City of Elgin project. Direct costs such as printing,vehicle expenses and sub-consultant costs will be billed at their actual cost,without
markup.
Attachment C-page 1 of 3 www.civiltechinc.com
4 �
t _
n.
Manhours
PC PM PE DE 11 DE I QC/QA
D-
A. Initial Kick Off Meeting with City 3 3 6 4.7%
B. Obtain and Review Record Data 2 4 8 8 8 30 23.6%
C. Preliminary Utility Company Coordination 2 2 8 8 20 15.7%
D. Obtain and Review Geotechnical and Environmental Data 1 2 2 2 2 9 7.1%
E. Property Owner Coordination 8 6 6.3%
F. Field Survey and Preparation of Base Sheets 6 4 20 24 54 42.5%
Sub-total Task 1 6 17 16 38 50 0 127 100.0%
__y_(651/.)Engineering Plans,Special Provisions and Estimates
A. Preliminary Design Parameters 4 8 24 24 20 80 11.9%
B. Utility Assessment-(video sewer inspection review and analysis) 1 2 4 8 12 27 4.0%
C. Inventory Reports(Signs,Trees,Lighting) 2 4 8 24 24 1 63 9.3%
D. Utility Design 2 16 24 32 48 122 18.1%
E. Pavement Design 2 4 8 8 22 3.3%
F. Preliminary Plans 0.0%
Cover Sheet and Index of Sheets(1 sheet) 1 2 2 5 0.7%
General Notes and List of Standards(1 sheet) 1 2 4 7 1.0%
Typical Sections-Existing and Proposed (1 sheet) 1 3 4 16 24 3.6%
Construction Staging Plan(1"=50')(1 sheet) 1 2 6 10 19 2.8%
Roadway Plan and Profile(1"=20')(24 sheets) 4 32 40 64 48 188 27.9%
Detention Basin Plan(1 sheet) 1 2 4 10 17 2.5%
G. Preliminary Special Provisions 2 8 12 12 34 5.0%
H. Preliminary Estimate of Cost 1 4 6 24 24 1 60 8.9%
I. Preliminary Design Review Meeting 3 3 6 0.9%
Sub-total Task 2 24 90 138 218 202 2 674 100.0%
0.
A. Pre-Final Plans
Cover Sheet and Index of Sheets(1 sheet) 1 1 3 5 1.0%
General Notes and List of Standards(1 sheet) 1 2 2 2 7 1.5%
Summary of Quantities(2 sheets) 2 4 12 18 3.7%
Typical Sections-Existing and Proposed(1 sheet) 1 3 2 12 18 3.7%
Alignment Ties and Benchmarks(1'=100')(1 sheet) 1 4 8 20 33 6.8%
Construction Staging Plan(1"=50')(1 sheet) 1 1 2 4 8 16 3.3%
Roadway Plan and Profile(1"=20')(24 sheets) 2 24 32 60 48 166 34.4%
Detention Basin Restoration Plan(1 sheet) 1 2 2 8 13 2.7%
Landscape and Erosion Control(1"=50')(10 sheets) 1 2 6 12 24 45 9.3%
Construction Details(8 sheets) 2 6 6 16 30 6.2%
B. Pre-Final Special Provisions and Contract Documents 4 8 12 16 40 8.3%
C. Pre-Final Quantity Calculations and Estimates 2 8 8 20 20 58 12.0%
D. Pre-Final QC/QA Review 2 2 2 2 2 2 12 2.5%
E. Pre-Final Project Review Meeting 3 3 6 1.2%
F. Open House Presentation 3 3 3 6 15 3.1%
Sub-total Task 3 2166 90 134 169 2 482 100.0%
it
.)_Plans,Special Provisions and EsUrnates
A. Final Plans,Special Provisions and Estimates 8 16 24 36 32 2 118 100.0%
Sub-total Task 4 8 16 24 36 32 2 118 100.0%
ject Admimstartion,Coordination and Permits
A. Project Administration 8 12 4 4 4 32 21.6%
B. Project Submittals 2 8 8 8 6 32 21.6%
C. Utility Company Coordination 2 8 8 8 6 32 21.6%
D Stonnwater,Erosion Control,IEPA Permitting,USACOE Permitting 4 6 8 8 8 34 23.0%
E. Bidding and Construction Assistance 6 6 6 18 12.2%
Sub-total Task 5 22 40 34 28 24 0 148 100.0%
Total Hours: 81 229 302 454 477 6 1549
30.8% i i0.0
Attachment C-page 2 of 3 www.civiltechinc.com
Direct Costs
Item No. Description Cost
'Item 1 Printing
Preliminary Plans
City-2 sets x 29 sheets/set @$0.75/sheet(22"x34") $43.50
City-2 sets x 29 sheets/set @ $0.25/sheet(11"x17") $14.50
Utility Co.- 10 sets x 29 sheets/set @ $0.75/sheet(22"x34") $217.50
Pre-Final Plans
City-2 sets x 50 sheets/set @ $0.75/sheet(22"x34") $75.00
City-2 sets x 50 sheets/set @ $0.25/sheet(11"x17") $25.00
Utility Co. - 10 sets x 50 sheets/set @ $0.75/sheet(22"x34") $375.00
Pre-Final Specification Books
City-4 books @$30/book $120.00
Final Plans
City-2 sets x 50 sheets/set @ $0.75/sheet(22"x34") $75.00
City-2 sets x 50 sheets/set @$0.25/sheet(11"x17") $25.00
Utility Co. 10 sets x 50 sheets/set @ $0.75/sheet(22"x34") $375.00
Bid -25 sets x 50 sheets/set @ $0.25/sheet(11"x1 T') $312.50
Final Specification Books
City and Bid-39 books @ $30/book $1,170.00
Total Item 1 $2,828.00
Item 2 Shipping
Overnight Shipping w/Tracking Items-30 sets @ $15/each
Total Item 2 $450.00
Item 3 Vehicle Expense
Mileage- (Site Visits, Meetings, Deliveries)
Total Item 3 $200.00
Item 4 Topographic
Compass Surveying Ltd.
Total Item 4 $17,240.00
'Item 5 Enviromental Science
True North Consultants
Total Item 5 $16,640.00
Item 6 Geotechnical Investigation
Rubino Engineering, Inc.
Total Item 6 $8,250.00
Item 7 Sewer Inspection
Visu-Sewer
Storm Sewer(approx. 5,700 ft X$2.55/ft) $14,535.00
Sanitary Sewer(approx. 9,100 ft X$2.15/ft) $19,565.00
McLean Boulevard Sewer Investigation ($475/hr X 8 hrs) $3,800.00
Total Item 7 $37,900.00
TOTAL DIRECT 0: 00
Attachment C-page 3 of 3 wwwaviltechinc.com