14-41 Resolution No. 14-41
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT AGREEMENT NO. 1
WITH CIVILTECH ENGINEERING, INC. FOR
CONSTRUCTION ADMINISTRATION AND CONSTRUCTION ENGINEERING
ACTIVITIES SERVICES IN CONNECTION WITH THE
2014 NEIGHBORHOOD STREET REHABILITATION PROJECT
(Garden Crescent/Royal Boulevard)
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 on behalf of the City of Elgin with Civiltech
Engineering, Inc. for construction administration and construction engineering activities services
in connection with the 2014 Neighborhood Street Rehabilitation Project (Garden Crescent/Royal
Boulevard), a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: April 9, 2014
Adopted: April 9, 2014
Omnibus Vote: Yeas: 8 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AMENDMENT AGREEMENT No. 1
THIS AMENDMENT AGREEMENT is hereby made and entered into this 9th day of
April , 2014, by and between the City of Elgin, Illinois, a municipal corporation
(hereinafter referred to as the "City"), and Civiltech Engineering, Inc. , an Illinois professional
service corporation (hereinafter referred to as "Engineer").
WHEREAS, the City and Engineer hereto have previously entered into an agreement dated April
10, 2013 wherein the City engaged the Engineer to furnish certain professional services in
connection with the 2014 Neighborhood Street Rehabilitation — Garden Crescent/Royal
(hereinafter referred to as "Subject Agreement" and the "Project"); and
WHEREAS, the parties hereto have determined it to be in their best interest to amend Original
Agreement; and
WHEREAS, the City has determined that the proposed scope of the PROJECT should be
modified to include Construction Engineering Activities—Phase III Engineering Services;
NOW, THEREFORE, for and in consideration of the mutual undertakings as set forth in the
Subject Agreement, and other good and valuable consideration, the receipt and sufficiency of
which is hereby acknowledged, the parties hereto agree as follows:
1. Section 1B of the Subject Agreement is hereby amended by adding the following to the
end thereof: "Engineer shall furnish Inspection Services for the PROJECT as outlined
herein and detailed in Attachment A-1."
2. Section 2B of the Subject Agreement is hereby amended by adding the following to the
end thereof: "A detailed Project Schedule for calendar year 2014 for the Project is
attached hereto as Attachment B-1.
3. Section 4 of the Subject Agreement is hereby amended by adding the following
paragraph F to read as follows: "F. For services described in Attachments A-1 and B-1,
which relate to the construction engineering services for the Project, Engineer shall be
paid at an hourly rate for the classifications of the personnel who perform work on this
Project, with a total fee for such services not to exceed $345,203, regardless of the actual
time or actual costs incurred by the Engineer unless substantial modifications to the
Scope of Work are authorized in writing by the City and approved by way of written
amendment to this Agreement. The detailed basis of the additional fee associated with
the construction engineering services provided in this Amendment Agreement No. 1 is
included in Attachment C-1 and is based on hourly rates of personnel utilized.
4. The changes provided to the Subject Agreement as provided in this Amendment
Agreement are germane to the original contract as signed and this Amendment
Agreement is in the best interests of the City of Elgin and is authorized by law.
5. That except as amended in this Amendment Agreement the Subject Agreement shall
remain in full force and effect.
6. That in the event of any conflict between the terms of the Subject Agreement, and the
provisions in this Amendment Agreement, the provisions of this Amendment Agreement
shall control.
IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment
Agreement as of the date and year first written above.
CITY OF E _ 1 CONSULT A T
By: By: �i ,:•f
Ci Manag
Manager Its Vice President
Attest: Attest:
A / e//4 f
City Clerk Its Assistant Secretary
F:\Public_Works\Engineering\Capital Projects\2014 Street\Abbott Royal\Engineering\Engineering Amendment No 1_Civiltech_2014 Streets
Rehab 02-13-14.doc
Attachment A-1
CONSTRUCTION ADMINISTRATION
AND
CONSTRUCTION ENGINEERING ACTIVITIES
A. CONSTRUCTION ADMINISTRATION
1. General: The Construction Administrator will serve as the City of Elgin's representative
for the entire construction 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 Construction Administrator will provide all Level 1
management services. These services are defined as all management functions and
requirements over and above the daily routine project requirements. They will 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 construction project in accordance with the City's objectives of cost,
time and quality.The Construction Administrator will work closely with and report to the
Director or his designee.
2. Specific Duties and Responsibilities:
a. Project Control:
Establish and maintain lines of communication, authority, and procedures for
coordination among the City, Director, Design Engineer, Contractors, and
Construction Engineer as needed to carry out the project construction requirements.
Provide a pre-construction video of the entire project.
b. Additional Services:
When required, identifies the need for, and retains professional services of a
surveyor, testing laboratories and other special consultants, and coordinates these
services during their performance.
c. Contract Requirements:
Administrates and monitors for the Director, contractors and other project
consultants, the contractual requirements for items such as insurance, bonds, and
general conformance with governmental regulations,including minority compliance.
d. Construction Monitoring:
Monitors the work of contractors and construction engineer to insure adequate quality
control of the construction work and compliance with the design drawings,
specifications and other required regulations.
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e. Scheduling:
Works with the contractor and Construction Engineer to insure that a workable
construction schedule is developed and agreed to by all parties.Provide for continuous
monitoring(WEEKLY UPDATES)of the schedule as construction progresses.Identify
potential variances between scheduled and probable completion dates. Review
schedule for work completed,not started or incomplete and recommend to the Director,
Construction Engineer and contractors, adjustments in the schedule to meet the
probable competition date.Provide summary reports of each monitoring and document
all changes in schedule.
Together with the Construction Engineer determine the adequacy of the contractor's
personnel and equipment and the availability of materials and supplies to meet the
schedule. Recommend courses of action to the Director when requirements of a
contract are not being met.
f. Shop Drawings:
Monitor the submittal of all shop drawings, catalog cuts and material selections by
the contractors and coordinate timely approval of the same by the Design Engineer.
Review and monitor on a continuing basis the delivery status of critical material and
equipment so as to prevent unnecessary delays.
g. Administration:
Handle all project administrative correspondence including preparation of all written
documents and correspondence requiring the City's signature and authorization.
Maintain a file on all project correspondence and records to include daily
construction reports prepared by the Design Engineer's field Construction Engineer.
h. Contractor's Payment:
Review and process for payment,though the Director,all applications by contractors
and design consultants for progress and final payments.
i. Change Orders:
Recommend necessary or desirable changes to the Director and the Design Engineer,
review requests for changes, and handle all administrative aspects to include
contractor negotiations,formal preparation and submission with recommendation to
the Director.
j. Cost Control:
Monitors all project costs and revises and refines the initially approved changes as
they occur, and develop cash flow reports and forecasts as needed.
k. Job Meetings:
Conduct periodic(weekly in general)progress meetings with all associated parties to
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review construction progress,procedures,scheduling,design interpretation,problem
areas and overall coordination.
1. Reports:
Provide a timely weekly status reporting system to keep the City abreast of all aspects
of the project which will: a) emphasize problem areas to the Director on a by-
exception basis; and b) present solutions for the problems which will enable
management to make decisions on a go-or-no-go basis.
m. Public Information:
Provides advance and current information to the public as necessary and appropriate.
Works with citizens directly impacted by contractor to protect citizen's interests.
n. Final Completion:
Together with the Design Engineer and Construction Engineer conduct a pre-final
inspection and develop a pre-final inspection and develop a pre-final punchlist for the
contractor.Upon competition of the pre-final punchlist notify the Director that a final
inspection is in order. Attend the final inspection with the Director and contractors.
Advise the Director when all punchlist work resulting from the final inspection has
been completed.Recommend,prepare,and process all final pay estimates through the
Director and insure final invoice is submitted to the Director within 30 calendar days
of the completion date.
o. As-built Drawings:
Review as-built drawings prepared by the Construction Engineer to insure adequate
information has been given to facilitate on-going maintenance work by the City.
Coordinate distribution of copies to the City Engineering,Public Works Operations
and Water Divisions as appropriate. A full sized hard copy sufficient for review and
electronic format sufficient to download into the city's data base map required as
final as-built drawings.
B. CONSTRUCTION ENGINEER
1. General: The Design Engineer may serve as the City's on-site construction representative
for the construction project as the Construction Engineer. He will be responsible for the
general control and field inspection of the construction project and will provide all Level 2
management services.These services are defined as all management functions required for
day to day control of the project. They will include field inspection,design interpretation,
contract administration and general coordination and control of the day to day construction
activities of the contractor to insure timely completion and quality construction in strict
compliance with contract drawings and specifications. The Construction Engineer will
work closely with and report to the Construction Administrator.
Page 4
2. Specific Duties and Responsibilities
a. Liaison and Contract Control:
Assist and provide guidance to the contractors in understanding the intent of the
contract documents. Serve as the City's representative with the contractors working
principally through the contractor's project engineer and on-site superintendent.
Serve as the City's liaison with other local agencies,utility companies,state agencies,
businesses, etc. keeping them advised of day to day activities.
b. Review of Work, Rejection of Defective Work, Inspection and Testing:
1) Conduct on-site observations of the work in progress to determine that the project
is proceeding in accordance with the contract documents and that completed work
will conform to the requirements of the contract documents.
2) Instruct contractor to correct any work believed to be unsatisfactory, faulty or
defective or does not conform to the requirements of the contract documents,or does
not meet the requirements of any inspections,tests or approval required to be made;
and advise Construction Administrator of action taken and if any special testing or
inspection will be required.
3) Verify that tests are conducted as required by the contract documents and in
presence of the required personnel, and that contractors maintain adequate record
thereof;observe,record and report to Construction Administrator appropriate details
relative to the test procedures.
4) Perform or cause to have performed as applicable, all required field tests such as
concrete tests, soil compaction tests and insure such tests are made by as may be
specified. Analyze the results of all field and laboratory tests to determine the
suitability of materials tested. Unless the consultant has incorporated the Clean
Construction and Demolition Debris (CCDD) into the construction documents,
he/she shall be responsible for all costs to properly meet the requirements of the law.
5) Accompany visiting inspectors representing public or other agencies having
jurisdiction over the project, record the outcome of these inspections and report to
Construction Administrator.
c. Contractors Suggestions and Requests:
Consider and evaluate suggestions and requests for modifications in drawings and
specifications which may be submitted by the contractor and make
recommendations to the Construction Administrator with any time and cost
implications for final decision.
Page 5
d. Shop Drawings:
1) 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 contract documents: determine the acceptability of substitute materials and
equipment proposed by contractor(s); and receive and review(for general content as
required by the specifications) maintenance and operating instructions, schedules,
guarantees, bonds and certificates of inspection which are to be assembled by
contractor(s) in accordance with the contract documents.
2) Record and maintain a shop drawing submittal and approval log and notify
contractor whenever submittals are lacking or untimely.
e. Schedules:
Review construction schedule,schedule of shop drawing submissions and schedule
of values prepared by the contractor. Be alert to the construction schedule and to
the conditions which may cause delay in completion and report same to the
contractor and the Construction Administrator in sufficient time to make
adjustments.
f. Conferences:
1) Attend periodic progress meetings scheduled by the Construction Administrator
with all associated parties to review the overall project status and problems.
2) Arrange a schedule of on-site job work meetings with the general contractor and
sub-contractors to review day to day requirements and problems. Maintain and
circulate copies of minutes thereof.
g. Contract Administration and Records:
1) Handle all day to day contract administration and associated correspondence in
accordance with the established procedures.
2) Maintain at the job site orderly files for correspondence,reports of job conferences,
shop drawings and sample submissions,reproductions of original contract documents
including all addenda, change orders, field orders, additional drawings issued
subsequent to the execution of the contract documents, progress reports, and other
project related documents.
3) Keep a diary or log book, recording contractor's hours on the job site, wether
conditions,data relative to questions of extras or deductions,list of visiting officials,
daily activities,decisions,observations in general and specific observations in more
detail as in the case of observing test procedures.
4) Record names,addresses and telephone numbers of all contractors,sub-contractors
Page 6
and major suppliers of equipment and materials.
h. Reports:
Furnish Construction Administrator written reports as required of progress of the
work and contractor's compliance with the approved progress schedule and schedule
of shop drawing submissions. On a daily workday basis,email the city's designee a
synopsis of the day's activities and a one to two day look ahead of the contractors
proposed activities.
i. Contractors Payment Requisition:
Review applications for payment with contractor for compliance with the established
procedure for their submission and forward them with recommendations to
Construction Administrator, noting particularly their relation to the schedule of
values, work completed and materials and equipment delivered to the site.
j. Governmental Policies:
Review contractor EEO policies and other governmental mandated programs to
insure contractor compliance with the governing regulations.
k. Change Orders:
Perform initial evaluation of change orders and submit same to Construction
Administrator with recommendation and cost estimate breakdown for final approval
and processing.
1. As-built Drawings:
Maintain an accurate record of all field conditions and upon completion of the project
insure that the design drawings are revised to show the true as-built condition.
Minimum Information Requirements:
The city is expecting rim and invert/top of pipe (water) for existing and new
structures within the project limits of all sanitary,storm and water main whether the
project included or not. At a minimum the review copy must show a crossed out
number for inverts with the new number shown (if no number was shown, simply
write in the number). Location,type and size is required on all new structures. All
third party utilities found during construction shall be identified on these as builts
with stationing, offset and approximate (within 6") depth.
m. Final-Completion:
1) Together with the Construction Administrator conduct a pre-final inspection and
prepare and give to the contractor a pre-final punchlist. Thereafter insure that the
contractor completes same in an expeditious fashion. Notify the Construction
Administrator in writing when all work is completed and ready for final payment.
2) Together with the Construction Administrator conduct a final inspection with the
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City Engineer,Public Works Operations,and Water Division as appropriate,Project
Manager and the general contractor. Prepare a final punchlist and thereafter insure
that the contractor completes same in an expeditious fashion.Notify the Construction
Administrator in writing when all work is completed and ready for final payment.
2014 Street and Watermain Rehabilitation; Garden Crescent and Royal-Attachment B-1
City of Elgin
Bid No.: 14-002 and 14-004
Antici•ated Contractor's Schedule
2014
HOURS FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER
7 1 4;2 1;2 8 7 1 1 4 1 2 1;2 8 4!1 1;18;25 2 I 9 1 1 4 12 3 1 3 0 4;13;21327 4 1 1 1;1128 1 ;5 i 15122;29 8:12:19;28 3;10117;24;31 7114;21;28 5112;1028
CMIlsolo 144811168:
AWrrdR td Engineer A4r.R.E 1, .............`_-.. 24 5 40 w 40 40 40 10 40 40 40 40 40;,40 40 45 5':45 40 45:45 45 5,5:5!45.5_40:,[45' _5,40 40 40;24 40 40 24 ', ....
,5;5 40;5 1'
Find En8Yrr Tech Intrpector 480 _5 40 40.40 40 5:10 40 40 40 5i
T rvRVr k4rr1 Saver, 88 24 16 -.. 8 8 `.... 8 ..._ 8. .....8 w,._.._.-. :........ .___�,,.
_ 8 t 1
James D.E ' ...TOW:.... 3,033 . 0 0 0 0 2 6 84 58 40 42 40 50 40 42 64 90 80 i 82 125 140 130 132 120',140 130 132 130 140.130 132: 2 __:-Y 2 _-:2 , 0.
Su vq Tecnniclan Survey Tech 0
34 --___ 2 2 2 2 2 2 { ;2 2 2 2
90 90 90;92 00 82;80�68 40 24 0 0 0 0 0'� 0 0 0
Attachment C-1-Construction Engineering
COST ESTIMATE OF CONSTRUCTION SERVICES
PHASE III ENGINEERING SERVICES
2014 Street and Watermain Rehabilitation;Garden Crescent and Royal
City of Elgin
BHeld below Ann's approved rates on file with
Roth: 2014 Street and Watermain Rehabilitation;Garden Crescent and Royal IDOTs Bureau of Accounting and Auditing:
Local Agency: City of Elgin "Includes annual Increase for work in 2014
Section No.: ..Firm's approved Over Head rate on file with!DOT's
Protect No.: Bureau of Accounting and Auditing is 148.26%
Bid No.: 14-002 and 14-004 "'Labor x 6145 x 2.4826=Fixed Fee
County: Kane Complexity factor(R=0.00)
Consultant:CMllech •,Inc. Pre. red:2/12/2014
Estanated Manhoars by Task Total DOLLARS(5)
_ Number Percent Roadway Watermain Payroll,Burden&
ITEM Employee - _ -di _ of of Hours Hours Payro1 Payroll Fringe Costs; Fixed Roadway Watermain
Classification - - Manhours Total are Costs Overhead&Expenes Fee••" TOTAL TOTAL TOTAL
a <( 80%) (20%) x t. i# x 0.35# ., ,
Construction Engineering: Res.Engr. 28 36 1030 344 1,438 47.41% 1,150 288 $ 49.10 $ 70,606 $ 98,848 $ 24,712 $ 155,333 $ 38,833 $ 194,186
Asst.RE 18 40 895 242 993 32.74% 794 199 $ 27.00 $ 28,811 $ 37,535 $ 9,384 $ 58,984 $ 14,748 $ 73,730
Engr.(Inspector) 0 0.00% 0 0 $ 27.00 $ - $ - $ - $ - $ - S -
Tech(Intern) 384 96 480 15.83% 384 98 $ 14.00 $ 6,720 $ 9,408 $ 2,352 $ 14,784 $ 3,696 $ 18,480
Surveyor 72 18 88 2.90% 70 18 $ 36.00 $ 3,188 $ 4,435 S 1,109 5 6,970 $ 1,742 $ 8,712
Survey Tech 0 0.00% 0 0 $ 14.00 $ - $ - $ - $ - $ - $ -
ProJ.Mngr. 17 17 34 1.12% 27 7 $ 70.00 $ 2,380 $ 3,332 $ 833 $ 5,236 $ 1,309 $ 6,5.45
SUBTOTAL
Direct Expenses: $241,306 $ 60,327 $ 301,633
1.)Vehicle Expense $ 10,440 $ 2,610 $ 13,050
2.)Material Testing $ 24,000 $ 6,000 5 30,000
3.)Printing Expense $ 338 5 84 $ 420
4. Phot.. :.,yi $ 80 $ 20 $ 100
TOTALS 61 148 2109 698 17 3.033 100.00% 2,426 607 S 109.685 S 153.558 S 38,390 S 276.162 S 69,041 S 345,203
1.)290 Days @$45.00/Day
2.)Material Testing(Midland Standard Engineering&Testing,Inc.)
3.)Estimated printing expense for Record Drawings
4.)Estimated photography expense
2014 Street and Watermain Rehabilitation; Garden Crescent and Royal
Summary of Direct Costs
Route: 2014 Street and Watermain Rehabilitation; Garden Crescent and Royal
Local Agency: City of Elgin
Section:
Proj. No.:
Bid No.: 14-002 and 14-004
County: Kane
Contract No.:
Direct Costs:
Printing Expense
Assume 1 large sets for working drawings & 1 set for final "As-Builts"
Bond Prints: 3 sets X 82 sheets/set X$0.72 per sheet = $177.12
Mylars: 1 set X 82 sheets/set X$3.00 per sheet = $246.00
Total = $423.12
Say: $420.00
Photography Expense
Assume 10 sets of developed digital pictures @ $10.00 ea. = $100.00
Total: $100.00
2/14/14 2014 Street Rehabilitation A, B Watermain
Elgin, Illinois
Estimate of Testing&Inspection Costs INSPECTION ATTACHMENT 1.1
E .._._
PERSONNEL REQUIREMENTS • LABORATORY TESTING _-_LAB WORK
• WORK DESCRIPTION QTY, PCC TESTER 1 HMA TESTER 1 MAIL TESTER 2 COST Ashalt Content Gyratory Maximum Organic Content Wash HMA Core Standard Hydrometer Cylinder COST ITEM
.@patios:May to September2014 I (mandays) (mandays) (mandays) EXTENSION Cylinders &Gradation Voids Specfic Gravity &pH Sieve Density Proctor &Atterberg Pickup EXTENSION TOTAL
Estimate of Testing&Inspection Costs
WATERMAIN _..l-
442 Class D Patches,2" 3,988 sq yd _- 2.0 $1,536.00 L.. $1,536.00.
34 Curb and Gutter 987 ft 1.0 $768.00 4 $70.00 $838.00
•18 Sidewalk,5" _ 1158 sq ft 0.5 $384.00 4 j L-__ $70.00 $454.00
9 Driveways,6" 52 sq yd 0.5 $384.00 4 l $70.00 $454.00
RESURFACING A
541 Curb and Gutter - 9,754 If 1.5 $1,152.00 12 i _ $210.00 $1,362.00
306 Concrete Driveway,6",8" 1,487 sq yd 1.0 $768.00 8 _� _ $140.00 $908.00:
411 Sidewalk,5" 26,631 sq ft 1.0 t $768.00 8 _ -- .__ $140.00
HMA Binder,N50 3,824 tons l 4.0 ' 1.0 $3,864.00 1 1 1 5 $852.00 $4,716.00
HMA Surface,N50 1,410 tons 2.0 1.0 $2,328.00 1 1 1 5 $852.00 $3,180.00
RESURFACING __-._--
B
75 Oas5 D Patches,8 $384.00�- 170 Isq yd 0.5 $384.00 { _.. -___._ -___. ---_ --
•
722 iCurb and Gutter 12,997,If 2.0 $1,536.00 8 $140.00 $1,676.00,
.304 Concrete Driveway,6",8" 1,686 sq yd 1.5 $1,152.00 12 __ $210.00 $1,362.00.
802 'Sidewalk,5" 1 51,985;tons 2.0 $1,536.00 8 $140.00 $1,676.00
HMA Binder,N50 4,600 SUBTOTAL,TECHNICIANS 2,203(tons ___J_11.0 1.0 4.0 $22 7520 68.0 410 410 4'O 0.0 0.0 _ --20.0 0.0 -- 0.0 -- 0.0 $4,598.00 $27,350.00
$768.00/dy $768.00/dy $792.00/dy $17.50/ea $163.00/ea $326.00/ea $163.00/ea $88.00/ea $74.00/ea $40.00/ea $165.00/ea $178.00/ea $75.00/ea
$8,448.00 $11,136.00 $3,168.00 $22,752.00 $1,190.00 $652.00 $1,304.00 $652.00 $0.00 $0.00 $800.00 40.00 $0.00 $0.00 $459800 $27,550.00
ALLOWANCE FOR ADDITIONAL ITEMS I
PCC Tester 1 hr. $0.00
HMA Tester 1 16 hr. $2,150.40 _..__..
Material Tester 2 hr. $0.00
IPW Administration hr. � $0.00 subtotal of laboratory testing- $4,598.00_
Field Engineer hr. $0.00 _ _subtotal of technician time-1 $22,752.00
Project P Engineer hr. $500.00 __- _-. �_ --subtotal of adaftional allowances $2650.40
Pr nc al En neer 4 hr. j - $0.00 _ I GRAND TOTAL w/additionaTa7�wance= $30,000.40