13-75 Resolution No. 13-75
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH FACILITY MANAGEMENT WORLD WIDE LTD. FOR EQUIPMENT INVENTORY
AND EQUIPMENT MAINTENANCE PROGRAM SERVICES IN CONNECTION WITH THE
FACILITY AUDIT FOR BUILDING MAINTENANCE 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 Facility Management World Wide Ltd. on behalf of the City
of Elgin for equipment inventory and equipment maintenance program services in connection with
the Facility Audit for Building Maintenance 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 24, 2013
Adopted: April 24, 2013
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 24th day of April, 2013, by and between the
CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and
Facility Management World Wide LTD. a New York corporation (hereinafter referred to as
"CONSULTANT").
WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain professional
services in connection with Facility audit for Building Maintenance(hereinafter referred to as the
PROJECT); and
WHEREAS, the CONSULTANT 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 CONSULTANT that
the CITY does hereby retain the CONSULTANT 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 Consulting 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 Building
Maintenance Superintendent, herein after referred to as the"DIRECTOR".
B. Services to be provided by the CONSULTANT are outlined as follows:
• Equipment Inventory, Maintenance Manual and Critical Parts Inventory
• Staffing Model for the Building Maintenance Department
• Central Store Room Setup and Van Setup for Tools and Supplies
C. A detailed Scope of Services to be provided by the CONSULTANT is attached
hereto as Attachment A.
2. PROGRESS REPORTS
A. A detailed project schedule for the PROJECT is included as Attachment B,
attached hereto. Progress will be recorded on the project schedule and submitted
monthly as a component of the Status Report described in B below.
B. The CONSULTANT 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 PRODUCT
All work product prepared by the CONSULTANT 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 CONSULTANT may retain copies of
such work product for its records. CONSULTANT's execution of this Agreement shall
constitute CONSULTANT's conveyance and assignment of all right, title and interest, including
but not limited to any copyright interest, by the CONSULTANT to the CITY of all such work
product prepared by the CONSULTANT pursuant to this Agreement. The CITY shall have the
right either on its own or through such other consultants 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 CONSULTANT.
4. PAYMENTS TO THE CONSULTANT (Not To Exceed Method)
A. For services identified in Paragraph B and C of the Scope Services the
CONSULTANT shall be paid on a lump sum basis a total fee not to exceed $324,600, regardless
of the actual costs incurred by the CONSULTANT unless substantial modifications to the scope
of the work are authorized in writing by the DIRECTOR and approved by way of written
amendment to this agreement executed by the parties hereto.
B. The CITY shall make periodic payments to the CONSULTANT based upon actual
progress within 30 days after receipt and approval of invoice. Full payment for each phase of the
project shall not be made until the phase is completed and accepted by the DIRECTOR.
C. Reimbursable expense including travel and printing may be charged at cost+ 5% for a
total amount not to exceed $40,000. Any expense in excess of$1000 individually shall require
the prior approval of the DIRECTOR before being incurred. Such reimbursable expenses are
included in the total fee not to exceed $324,600 provided for in Section 4 (A) above.
5. INVOICES
A. The CONSULTANT shall submit invoices in a format approved by the CITY.
Progress reports (213 above) will be included with all payment requests.
B. The CONSULTANT shall maintain records showing actual time devoted and cost
incurred. The CONSULTANT shall permit the authorized representative of the CITY to inspect
and audit all data and records of the CONSULTANT for work done under this Agreement. The
CONSULTANT 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 CONSULTANT. In the event that this
Agreement is so terminated, the CONSULTANT 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 CONSULTANT is given a
notice to proceed and, unless terminated for cause or pursuant to Article 6, shall be deemed
concluded on the date the CITY determines that all of the CONSULTANT'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 CONSULTANT wishes to make a claim for additional compensation as a result of
action taken by the CITY, the CONSULTANT 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 CONSULTANT's fee shall be valid only to the extent that such
changes are included in writing signed by the CITY and the CONSULTANT. Regardless of the
decision of the DIRECTOR relative to a claim submitted by the CONSULTANT, all work
required under this Agreement as determined by the DIRECTOR shall proceed without
interruption.
9. BREACH OF CONTRACT
If either parry 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 parry, 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 CONSULTANT pursuant to Paragraph 4 hereof, no action shall be commenced by the
CONSULTANT against the CITY for monetary damages. CONSULTANT hereby further
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 CONSULTANT 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, CONSULTANT agrees to and shall indemnify,
defend and hold harmless the CITY, its officers, employees, agents, boards and commissions
from and against any and all claims, suits, judgments, costs, attorney 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 CONSULTANT in connection herewith,
including negligence or omissions of employees or agents of the CONSULTANT 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, completion 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 CONSULTANT 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 CONSULTANT 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 CONSULTANT 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.
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.
13. INTENTIONALLY OMITTED
1. Construction means, methods,techniques, sequences or procedures.
2. Safety precautions and programs.
14. NONDISCRUMNATION
In all hiring or employment made possible or resulting from this Agreement, there shall
be no discrimination against any employee or applicant for employment because of sex, age,
race, color, creed, national origin, marital status, of the presence of any sensory, mental or
physical handicap, unless based upon a bona fide occupational qualification, and this
requirement shall apply to, but not be limited to, the following: employment advertising, layoff
or termination, rates of pay or other forms of compensation and selection for training, including
apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of sex,
race, color, creed, national origin, age except minimum age and retirement provisions, marital
status or the presence of any sensory, mental or physical handicap. Any violation of this
provision shall be considered a violation of a material provision of this Agreement and shall be
grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the
CITY.
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 written 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 CONSULTANT shall remain liable to the CITY
with respect to each and every item, condition and other provision hereof to the same extent that
the CONSULTANT 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.
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 matt er 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 parry agrees that no representations or
warranties shall be binding upon the other party unless expressed in writing herein or in a duly
executed amendment hereof, or change order as herein provided.
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 CONSULTANT may not issue any news releases without prior approval from the
DIRECTOR, nor will the CONSULTANT 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 CONSULTANT shall cooperate with any other consultants in the CITY'S employ or
any work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The CONSULTANT 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 CONSULTANT shall have written sexual harassment
policies that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies shall be provided by CONSULTANT to the Department of Human
Rights upon request 775 ILCS 5/2-105.
26. WRITTEN COMMUNICATIONS
All recommendations and other communications by the CONSULTANT 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 CONSULTANT be made or confirmed in writing.
27. 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:
Rich Hoke
Building Maintenance Superintendent
City of Elgin
1900 Holmes Road
Elgin, Illinois 60123
B. As to CONSULTANT:
Carol E. Faren
President
Facility Management World Wide Ltd.
7080 Route 81
East Durham,NY 12423
28. 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
CONSULTANT 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,
CONSULTANT hereby certifies, represents and warrants to the CITY that all CONSULTANT'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. CONSULTANT 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 CONSULTANT to determine CONSULTANT'S compliance with
the provisions of this section. In the event the CITY proceeds with such an audit the
CONSULTANT shall make available to the CITY the CONSULTANT'S relevant records at no
cost to the CITY.
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 CONSULTANT:
By By
City anager President
Attest:
City Clerk
FALegal DepAAgreemenACONSULTING AGREEMENT-FORM-04-17-08.doc
ATTACBMENT A
SCOPE OF SERVICES
The City of Elgin currently uses Naviline software for the work order system. All of the data
being collected in all phases must be entered into a new software system. Part of the scope will
include collecting data such as O&M manuals that will be stored in the new software system.
The consultant will help to develop a protocol for the electronic storage of that data.
The project will include but not be limited to:
Phase 1
• Inventory equipment within all City owned buildings: The City of Elgin has
approximately 125 buildings that range in size from picnic shelters and storage sheds to a
200,000 square foot recreation facility. We currently have 2,303 pieces of equipment
inventoried. The consultant will be responsible for physically verifying all existing
information and collecting data for any missing equipment within each facility. The
inventory will include location, manufacturers, model number, serial number and all
other label information.
o Label equipment: All equipment will be labeled in accordance with established
naming protocols currently in use by the City. All labels will be weather proof
and include the equipment name, number and barcode.
o Establish facility relationships for all equipment: Establish a relationship for
each piece of equipment so all costs link to a facility.
o Collect O & M data for each piece of equipment: Collect O&M data for each
piece of equipment where possible. This data is to be collected as or converted to
pdf format to be stored electronically. A new software system will be established
and all documentation needs to be linked to the various pieces of equipment.
• Develop maintenance tasks for each piece of equipment in accordance with
manufacture's recommendations and established industry practices: Many of the
currently inventoried equipment have scheduled maintenance tasks assigned to them. The
consultant will review current tasks and determine all the tasks that should be assigned
for each piece of equipment.
• Develop detailed task instructions: Many of the current task instructions are
very generic in nature. The consultant will develop specific instructions for each
task that would include special procedures or safety precautions for each piece of
equipment.
• Develop proper frequencies for maintenance tasks:.The consultant will
develop and assign the proper frequency of each task for all of the equipment.
• Establish estimated man hours for each task: The consultant will assign
estimated man hours for each task to help determine proper staffing levels and
scheduling.
o Establish parts required for each task: The consultant will determine a list of
parts required to complete each task. Those parts will then be written into the task
instructions.
• Develop a critical parts inventory for City equipment: The consultant will help
determine what critical parts should be kept in inventory for critical applications or items
with long lead times.
Phase 1 Cost$123,285
Phase 2
• Prepare a staffing model for the Building Maintenance department: Use the
information collected in Phase 1 along with available historical data to develop an
optimum staffing model for the building maintenance department.
• Establish optimum staff levels for planned maintenance tasks: Develop
optimum staff levels to complete all preventive maintenance tasks identified
during Phase 1 of the project.
• Establish optimum staff levels for repair and restorative tasks: Using
available historical data and general information from Phase 1, develop optimum
staff levels needed to complete repair and restorative tasks. Service levels to be
discussed and standards for response times to be determined.
• Establish optimum staff levels for custodial services (limited buildings): The
Building Maintenance department provides custodial services to a small number
of City buildings: City Hall, Police Facility, Hawthorn Hills Nature Center, Lords
Park Pavilion and a small preforming arts space. Based on the square footage and
use of these spaces develop optimum staffing levels to provide cleaning services
for the facilities listed.
o Establish contract service levels for outsourced maintenance tasks: Review
maintenance tasks currently outsourced such as elevator maintenance and pest
control, to verify proper service levels are being performed.
Phase 2 Cost$120,225
Phase 3
• Set up an efficient storeroom for materials, spare parts and custodial supplies:
Currently the Building Maintenance inventory is located in multiple locations. There has
been an attempt to consolidate the inventory but at this time it has not been completed.
• Develop efficient shelf/bin layout: Help to develop an efficient layout for parts
and materials that will allow parts to be located quickly and easily and improve
inefficiencies. Layout should allow easy inventory control and restocking.
• Develop inventory labeling system: Develop a labeling system that will work
with the new software system and provide for an easy way to locate parts.
Develop a bar code system to work with the new software to provide ease of
check out and return for inventory items. Label shelving/bins in the stock room to
identify proper location of each item.
• Help identify a critical parts inventory: From information collected in Phase 1
identify parts that should be kept in stock at all times to reduce potential
downtime of critical equipment.
• Develop min/max levels for inventory items: Help develop min/max levels for
inventory that provide common materials when needed without overstocking
inventory. Identify items with long lead times to ensure they will be available
when needed.
• Take a physical inventory: Take a physical inventory of the stockroom and enter
that information into software system.
• Help set up efficient service vehicles for Building Maintenance: The Building
Maintenance department currently operates six service vehicles. These vehicles are the
mobile storeroom and toolbox for the service technicians. Since the City has buildings
spread out over a wide area it is important for these vehicles to operate efficiently.
o Establish parts inventories: Help establish an optimum parts inventory that
should be carried in each van. The goal is to reduce time required to get parts
needed for each job. Inventories will need to be tailored to the general tasks
typically carried out by that technician.
o Establish proper tool inventories: Help establish a tool list for each vehicle to
ensure that the technician will have what they need to carry out the job.
Determine a list of tools that are used at a lower frequency that can be shared
between vehicles.
o Help establish efficient layout of the service vehicles: Help to develop an
efficient layout for the tools and supplies that are carried in each vehicle. Include
recommendations for shelves and bin systems for the best storage. Provide a
labeling system to make things easy to find and ensure they are in their proper
place.
Phase 3 Cost $41,090
Attached is a list of buildings and the number of items currently inventoried for each building.
The list is meant as a reference to estimate quantities and will be adjusted to actual conditions.
NAVILINE BUILDING EQUIPMENT LIST
JILDING NUMBER BUILDING NAME ADDRESS APPROXIMATE APPROXIMATE
SQ.FOOTAGE NUMBER OF PCS.
OF EQUIPMENT
INVENTORIED
JILD-010 Old Parks Office-Fmr Woolworth 31 South Grove 20,000 24
JILD-020 Centre 100 Symphony Way 200,000 173
JILD-030 City Hall 150 Dexter Court 54,000 183
JILD-032 Ice Rink Warming Shed 150 Dexter Court 2
JILD-050 Police 151 Douglas 83,000 228
JILD-055 ROPE 429 Jay Street 7
JILD-55G ROPE-Garage 429 Jay Street 2
JILD-056 ROPE 489 Fremont 7
JILD-565 ROPE-Shed 489 Fremont 1
JILD-058 ROPE 310 Spring St 7
JILD-58G ROPE-Garage 310 Spring St 1
JILD-059 ROPE 326 E.Chicago St 8
JILD-060 ROPE 302 W.Chicago St 1
JILD-063 ROPE 110 Union 8
JILD-63G ROPE-Garage 110 Union 1
JILD-066 ROPE 114 Channing 1
JILD-089 Hemmens Auditorium 45 Symphony Way 50,000 103
JILD-090 Airlite Transmitter Bldg 74 N.Airlite 3
JILD-091 Tollway Transmitter Bldg Rt25 and Tollway 3
JILD-092 Nestler Rd Transmitter Bldg 1ON459 Nestler 3
JILD-093 120 S State St Transmitter Bldg 120 S.State Street 2
JILD-101 Wing Park Maintenance Bldg 1020 Wing Street 3,700 11
JILD-102 Wing Park Barn 1018 Wing St. 2,000 8
JILD-103 Wing Park Pool Filter Bldg 1010 Wing St. 2,200 5
JILD-104 Wing Park Pool Bath House 1030 Wing St. 8,280 48
JILD-107 WP Pool Pump Bldg-Wtr Features 1010 Wing St. 35
JILD-108 Wing Park Band Shell 1010 Wing St. 1
JILD-109 WP Rstrm/Storage Ball Field 1045 Wing St. 1,280 9
JILD-110 Wing Park Restroom-Playground 1025 Wing St. 13
JILD-111 Wing Park Shelter#1 1010 Wing St. 1
JILD-112 Wing Park Picnic Shelter#2 1010 Wing St. 1
JILD-201 Sports Complex Maint. Bldg. 865 Sports Way 3
JILD-202 Sports Complex West Tower 855 Sports Way 3
JILD-203 Sports Complex East 801 Sports Way 3
JILD-204 SC Concession/Restroom Softball 835 Sports Way 16
JILD-205 SC Storage Shed-Softball field 835 Sports Way 1
JILD-206 SC Sprinkler Building-Softball 835 Sports Way 6
JILD-207 SC Soccer Filed Restroom Bldg 709 Sports Way 22
JILD-208 SC Picnic Shelter 601 S. McLean 1
JILD-209 Pole Barn By Softball fields 825 Sports Way 3
JILD-210 Sports Complex Soccer Trailer 709 Sports Way 12
JILD-301 Lords Park Maintenance Bldg 100 Oakwood Drive 4,257 19
JILD-302 LP Pool Pump Bldg-Water Features 325 Hiawatha Drive 4
JILD-304 LP Restroom/Storage Building 100 Oakwood Drive 990 8
JILD-305 Lords Park Picnic Shelter 225 Grand Blvd 1
JILD-306 Elk and Buffalo Shelter-LP Zoo 100 Oakwood Drive 1
JILD-307 Lords Park Zoo Deer Shelter 100 Oakwood Drive 1
JILD-308 Lords Park Zoo Barn#1 100 Oakwood Drive 2
JILD-309 Lords Park Zoo Barn#2 100 Oakwood Drive 2
JILD-310 Lords Park Pool Filter Bldg 325 Hiawatha Drive 4
JILD-311 Lords Park Pool Bath House 325 Hiawatha Drive 8
JILD-312 Lords Park Pavilion 100 Oakwood Drive 8,420 41
JILD-313 Zoo Storage Building-LP Zoo 100 Oakwood Drive 1
JILD-314 Lords Park Picnic Shelter 325 Hiawatha Drive 1
JILD-400 Riverside Water Treatment Plant 375 W.River Road 88
JILD-401 River Intake Building-Riverside R1 375 W. River Road 17
JILD-402 Carbon Building-Riverside RO 375 W. River Road 35
JILD-403 Aeration Building-Riverside R8 375 W. River Road 30
JILD-404 Sludge Building 1-Riverside R7 375 W. River Road 31
JILD-405 Sludge Building 2-Riverside R7 375 W. River Road 34
JILD-406 Storage Building-Riverside 375 W. River Road 2
JILD-410 Slade Avenue Water Plant 2 Slade Avenue 41
JILD-420 Airlite Water Treatment Plant 74 N.Airlite 73
JILD-421 Pump Bldg Behind Airlite Plant 74 N.Airlite 1
JILD-430 Lyle Avenue Booster Station 1155 N. Lyle Avenue 12
JILD-431 Fox Lane Booster Station 1850 Fox Lane 3
JILD-432 Bowes Road Booster Station 3505 Bowes Road 3
JILD-501 Gazebo-Walton Island 2 Kimball Street 1
JILD-510 Trout Park East Picnic Shelter 576 Trout Park Blvd 1
JILD-511 Trout Park West Picnic Shelter 576 Trout Park Blvd 1
JILD-522 Drake Field Football Concession 701 Hastings Street 1
JILD-530 St. Francis Park Shelter 277 Jefferson Avenue 2
JILD-540 Gifford Park Shelter 355 DuPage Street 707 2
JILD-550 Grolich Park Picnic Shelter 37 Souster Avenue 768 3
JILD-555 Festival Park 160 S.Grove 1,756 20
JILD-560 Bluff City Cemetery 945 Bluff City Blvd. 22
JILD-562 Prairie Park Shelter 301 Willard Avenue 1
JILD-570 Wright Park Shelter Wright Avenue 1
JILD-580 Hawthorn Hills Nature Center 28 Brookside Drive 4,680 37
JILD-581 Garage-Hawthorn Hills Nature Center 28 Brookside Drive 0
JILD-591 Settlers Park Shelter 3046 Sutton Street 1
JILD-592 Clara Howard Park Shelter 448 Fremont Street 1
JILD-610 Fire Station#1 550 Summit Street 48
JILD-611 Storage Shed-Fire Station#1 550 Summit Street 0
JILD-620 Fires Station#2 650 Big Timber Road 66
JILD-621 Fire Station Training Tower 650 Big Timber Road 1
JILD-622 Fire Station Roof Simulator 650 Big Timber Road 0
JILD-623 Storage Shed-Fire Station#2 650 Big Timber Road 1
JILD-630 Fire Station#3 2455 Royal Blvd. 38
JILD-631 Storage Shed-Fire Station#3 2455 Royal Blvd. 0
JILD-640 Fire Station#4 599 S. McLean Blvd. 37
JILD-650 Fire Station#5 804 Villa Street 40
JILD-651 Storage Shed-Fire Station#5 804 Villa Street 0
JILD-660 Fire Station#6 707 W.Chicago Street 58
JILD-670 Fire Station#7 2170 Longcommon 58
JILD-724 PW New Salt Storage Building 1900 Holmes Road 3
JILD-725 Public Works 1900 Holmes Road 130,000 113
JILD-726 PW Salt Storage on Shales Pkwy 525 Shales Parkway 3
JILD-727 PW Salt Dome on Bowes Road 2761 Bowes Road 2
JILD-728 PW Salt Dome on Brandt Brandt Drive 0
JILD-740 Gifford Road Lift Station 1553 Gifford Road 2
JILD-744 Hopps Road Lift Station 2450 Hopps Road 7
JILD-750 Spring Street Parking Deck 200 E.Chicago Street 30
JILD-751 Symphony Way Parking Deck 95 Symphony Way 12
JILD-752 Fulton Parking Deck 245 Fulton 16
JILD-813 The Highlands Maintenance 715 S. McLean 21
JILD-814 The Highlands Clubhouse 875 Sports Way Drive 36
JILD-815 Highlands Range Shed 875 Sports Way Drive 2
JILD-816 Highlands Comfort Station (hole#18) 875 Sports Way Drive 2
JILD-817 Highlands Comfort Station(hole#9) 875 Sports Way Drive 1
JILD-818 Highlands Pump Building 875 Sports Way Drive 1
JILD-819 Highlands Maintenance Storage Bldg 875 Sports Way Drive 1
JILD-820 Wing Park Golf Clubhouse 1010 Wing St. 2,300 13
JILD-821 Wing Park Golf Maintenance Bldg 1047 Wing St. 1,300 9
JILD-822 Wing Park Golf Sprinkler Bldg 1010 Wing St. 2
JILD-830 Bowes Creek Clubhouse 1250 Bowes Creek Blvd. 40
JILD-831 Bowes Creek Maintenance Bldg. 1250 Bowes Creek Blvd. 3
JILD-832 Bowes Creek Comfort Station (hole#3) 1250 Bowes Creek Blvd. 3
JILD-833 Bowes Creek Comfort Station (hole 14) 1250 Bowes Creek Blvd. 2
JILD-834 Bowes Creek Turn Grill 1250 Bowes Creek Blvd. 3
JILD-835 Bowes Creek Small Garage 1250 Bowes Creek Blvd. 0
JILD-900 Old Main Building 360 Park Street 27
JILD-905 Old Coin Shop 122 S.Grove 0
JILD-910 Elgin Public Museum 225 Grand Blvd 31
JILD-920 Fire Museum 533 St.Charles 18
JILD-931 Old Train Depot National St. 1
JILD-940 East Side Recreation Center 1080 E.Chicago St. 10
JILD-950 Arts Center(Professional Bldg.) 8th Fl, 164 Division 0
JILD5010 Arbor-Walton island 2 Kimball Street 0
JILD5110 Trout Park Rivers Edge-Gazebo Duncan Avenue 1
JILD5111 Trout Park Rivers Edge-Restroom Hut Duncan Avenue 1
JILD5112 Trout Park Rivers Edge-Picnic Shelter Duncan Avenue 1
JILD5220 Drake Field Theater Building 701 Hastings Street 1
JILD5221 Drake Field Storage Building 701 Hastings Street 1
JILD5222 Drake Field Picnic Shelter 701 Hastings Street 1
JILD5223 Drake Field Announcers Booth 701 Hastings Street 1
JILD5470 Meier Park-Southeast Shelter 3770 Gansett Pkwy 1
JILD5471 Meier Park-East Shelter near Playground 3770 Gansett Pkwy 1
JILD5472 Meier Park-West Shelter BB Courts 3770 Gansett Pkwy 1
JILD5620 Small Shelter Between Basketball Crt 301 Willard Avenue 1
JILD5650 Shadow Hill-Picnic Shelter 340 Cassidy Lane 1
JILD5900 Barn at Water Road Park 3400 Water Road 1
JILD5901 Copper Springs Park-Picnic Shelter 380 Copper Springs Lane 1
)TAL: 2302
ATTACHMENT "B"
SCHEDULE
ELGIN, IL FM RELATED CONSULTING SERVICES a 24 Week Proiect
April 21, 2013
Phase 1 —Equipment Inventory, O & M Manual, & Critical Parts Inventory— 15 Wks
Week 1 — Start Tuesday June 4, 2013
Orientation meetings, overview of project and building locations, tour of selected facilities,
planning and ordering of scanners and label material, researchers to collect building manual
information and scan into OMD system. Carol to tour custodial supply areas and meet with
head housekeeper. Bruce and Carol on site Tues. to Thurs. June 4 to 6.
Week 2 —June 10, 2013
Project development and set up. Wait for scanners and labels to be delivered, review floor plans,
researchers to collect building manual information, scan into OMD system, and research
equipment requirements.
Week 3 —June 17. 2013
Develop a spread sheet for OMD approval, develop an inventory training program.
Week 4—June 24, 2013
Rich Hoke away all week. Researchers to continue work on O & M Manual & critical parts
inventory
Week 5 —July 1. 2013 —Holiday Thursday,July 4
Program scanners and test. Inventory training with taggers, supervisor, and project manager.
Perform a pilot study for approval of OMD, and make any changes necessary. Bruce on site for
2 days.
Week 6—July 8. 2013
Commence inventory tagging
Week 7—July 15 through Week 12 —Aug 19. Inventory complete Aug 23.
Inventory tagging complete and research on tagged equipment complete.
Week 13 —Aug 26 through Week 14— Sept 2. Complete Sept 6, 2013. Holiday Mon, Sept 2
Upload inventory data, upload maintenance data from research on inventoried items, and
complete inventory and O & M Manual. Bruce on site for 2 days.
Week 15 — Sept 9. Complete Sept 13.
Complete O & M Manual. Carol on site Sept 9 to 13
FMWW j 7080 Route 81 J East Durham,NY 12423 J Tel: 518-772-3319 j Fax: 518-239-4462 j e-mail: fmw«@earthlink.net
Phase 2—Conditions Assessment & Prepare Staffing Model for OMD—7 Weeks
Week 15 — Start Sept 9 and Week 16— Sept 16 Complete Sept 20 2013
Engineers to commence conditions assessment and survey all facilities. Four engineers on site
for 2 weeks. Carol on site for 5 days Sept 9 to Sept 13 to review policies & procedures & to
interview executives and user groups.
Week 17— Sept 23 through Week 19 —Oct 7 2013 Complete Report Oct 11 2013
Engineers to write final conditions assessment report, recommendations and schedules for
repairs, rehabilitation, and replacement. Three researchers will interview OMD Supervisor,
technicians, and custodial workers and gather information on department policies and procedures
and work order forms for one week.
Week 20—October 14. 2013 and Week 21 — Oct 21 2013 Complete Oct 25 2013
FMWW to meet with OMD to discuss recommendations and gain consensus in order to produce
final reports with a staffing model based on the overall volume of work that needs to be done.
Carol on site for 2 days Oct 24 & 25.
Phase 3 —Set up a Central Parts Sugnly Room & Efficient Service Vehicles— 11 Weeks
It is assumed that the racks, bins, and shelving necessary for the new storage areas may take
some time to determine best fit, select, specify, place the orders, and await delivery and
installation so we want to start the layout drawings for the store rooms as early as possible in this
phase. We are assuming a 2 week lag between ordering the equipment and the installation.
Week 11 —Aug 12. 2013 and Week 12 —Aug 19 2013
Tour storage areas (including supply areas), take measurements of central store room and vans,
layout the racks and storage equipment for the store room, select equipment, write specifications,
and price out with OMD vendor. OMD to purchase the equipment.
Week 13 —Aug 26, 2013 to Week 15 — Sept 9, 2013. Holiday Sept 2
Inventory takers will count the parts, custodial supplies, and tools and data will be uploaded into
the inventory system. Location specifications will be written to move the parts, supplies, and
tools into the central store room and/or to rearrange them within the central store room. Carol on
site Sept 9 to 13 to finalize custodial recommendations.
Week 16— Sept 16. 2013
Supervise the delivery and installation of the storage equipment in the central store room,
satellite supply store rooms, and vans. Create labeling system for shelves, parts listings, and
parts location charts.
Week 17— Sept 23. 2013 and Week 18 — Sept 30
Label the racks, bins, and shelves. Supervise the parts, tools and supplies move.
Week 19—Oct 7
Create check-in and check-out process for parts and set up low volume reorder points.
FMW W f 7080 Route 81 1 East Durham.NY 12423 f Tel: 518-772-3319 f Fax: 518-239-4462 f e-mail: fmww @earthlink.net
Week 20—Oct 14 and Week 21 —Oct 21 Complete Oct 25 2013
Create final reports to include process for OMD to track and manage the parts, custodial
supplies, and tools. Complete critical inventory. Meeting to wrap up the parts, tools, and
supplies inventory project. Carol on site for 2 days Oct 24 & 25.
Project Final Report and Recommendations—3 Weeks
Week 22— Oct 28 to Week 24—Nov 11 2013 Complete Nov 15 2013
FMWW to produce Final Report with Recommendations and present to OMD. Carol on site for
2 days Nov 14 and 15.
FMWW j 7080 Route 81 ) East Durham,NY 12423 f Tel: 518-772-3319 f Fax: 518-239-4462 J e-mail: fmwwnearthlink.net