14-84 Resolution No. 14-84
RESOLUTION
AUTHORIZING EXECUTION OF A NOVATION AGREEMENT
ARNOLD & O'SHERIDAN, INC. TO MEAD AND HUNT, INC.
REGARDING SECURITY-RELATED ENGINEERING SERVICES
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 a Novation Agreement Arnold & O'Sheridan, Inc. to Mead
and Hunt, Inc. on behalf of the City of Elgin regarding security-related engineering services, a
copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: June 25, 2014
Adopted: June 25, 2014
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
NOVATION AGREEMENT
ARNOLD &O'SHERIDAN,INC.TO MEAD AND HUNT,INC.
This novation agreement is hereby made and entered into this 25th day of
dune_ , 2014, by and between the City of Elgin, Illinois, a municipal corporation
(hereinafter referred to as the "City"), Mead and Hunt, Inc.,a Wisconsin corporation(hereinafter
referred to as "Mead") and Arnold & O'Sheridan, Inc., a Wisconsin corporation (hereinafter
referred to as"Arnold").
WHEREAS, the City and Arnold have previously entered into an agreement dated June
12, 2013 (hereinafter referred to as the "Security Engineering Agreement"), attached hereto and
made a part hereof as Attachment"A", to provide detention security-related engineering services
to the City; and
WHEREAS, Arnold will no longer be able to perform the services which are relevant to
the aforementioned Security Engineering Agreement; and
WHEREAS, the parties hereto each and all desire to enter into a novation agreement
whereby the Security Engineering Agreement will be adopted in its entirety, including all rights
and duties attendant thereto,by Mead.
NOW, THEREFORE, in consideration of the mutual promises and covenants contained
herein, the sufficiency of which is hereby acknowledged by all parties hereto, the parties hereto
hereby agree as follows:
1. The above recitals are incorporated into and made a part of this agreement as if
fully recited hereby.
2. Mead hereby undertakes to observe, perform, discharge and he bound by the
terms, conditions and covenants of the Security Engineering Agreement,
including but not limited to all the liabilities and obligations of the Security
Engineering Agreement arising under the Security Engineering Agreement, but
only to the extent caused by the negligent acts, errors or omissions of Mead, its
officers,and employees for services performed after the date hereof.
3. Notwithstanding anything to the contrary provided for herein,Arnold shall remain
liable to the City for the performance of the Security Engineering Agreement
prior to the date of this agreement and for all obligations, liabilities, claims and
demands however arising under or in relation to the Security Engineering
Agreement for all of the services provided by Arnold. Commencing as of the date
of this agreement,the City accepts the obligations and liabilities of Mead pursuant
to the Security Engineering Agreement in place of the liabilities and obligations
of Arnold; and subsequent to the date of this agreement, the City agrees to
observe, perform, discharge and be bound by the terms and conditions and
covenants of the Security Engineering Agreement in every way as if Mead were,
and had originally been a party to the Security Engineering Agreement in place of
Arnold.
4. Arnold hereby releases and discharges the City from the performance of the
Security Engineering Agreement and from all obligations, liabilities, claims and
demands, however arising under or in relation to the Security Engineering
Agreement. Arnold covenants not to bring any suit, action or proceeding or make
any demand or claim of any type against the City relating to or in connection with
the Security Engineering Agreement or the relationship created thereby. Such
release and discharge is without prejudice to the liabilities and obligations of the
City to Mead under the Security Engineering Agreement as novated by this
novation agreement. Nothing in this provision shall affect the City's,Arnold's or
Mead's right to make claims or bring an action for breach of this novation
agreement.
5. Arnold hereby assigns and transfers absolutely to Mead all its rights, title and
interests in the Security Engineering Agreement including all correspondence,
memorandum, drawings, samples, calculations, plans, specifications, and other
relevant documents and information pertaining to the services and work that
Arnold provided pursuant to the Security Engineering Agreement.
6. Mead agrees with the City that all previous payments made by the City to Arnold
under the Security Engineering Agreement shall, for the purposes of this novation
agreement,be deemed to be payments made to Mead.
7. Each party to this novation agreement shalt at all times hereinafter and at their
own cost and expense make, do and execute or caused to be made, done or
executed all such acts, instruments,assurances and writings whatsoever as may be
reasonable to perform or give effect to this novation agreement.
8. This novation agreement is supplemental to the Security Engineering Agreement.
The terms and conditions of this novation agreement and as described by
Attachment B, attached hereto and made a part hereof, represent the entire
agreement between the parties hereto relating to the novation of the Security
Engineering Agreement and except as specifically supplemented or otherwise
amended by this novation agreement, all the terms and conditions of the Security
Engineering Agreement shall remain in full force and effect. Except as
specifically provided herein, no provision of this novation agreement, nor any
action or inaction by the City prior to the date hereof,shall be construed as waiver
by the City of any right under the Security Engineering Agreement or any other
agreement or applicable law, including,without limitation, any right with respect
to any default under the Security Engineering Agreement. Mead understands and
agrees that it shall not rely on this novation agreement as indicative of the position
the City will take in future proposed transfers or assignments by Mead or its
owners,shareholders or directors.
2
9. This novation agreement shall be governed by and subject to the laws of the State
of Illinois. Venue for the resolution of any disputes or the enforcement of any
rights arising out of or in connection with this agreement shall be in the Circuit
Court of Kane County,Illinois.
10. In the event of any conflict between the terms and provisions of this novation
agreement and the Security Engineering Agreement, the terms and provisions of
this novation agreement shall control.
11. This agreement may be executed in counterparts, each of which shall be an
original and all of which shall constitute one and the same agreement. For the
purposes of executing this agreement, any signed copy of this agreement
transmitted by fax machine or e-mail shall be treated in all manners and respects
as an original document. The signature of any party on a copy of this agreement
transmitted by fax machine or e-mail shall be considered for these purposes as an
original signature and shall have the same legal effect as an original signature.
Any such faxed or e-mailed copy of this agreement shall be considered to have
the same binding legal effect as an original document. At the request of either
party any fax or e-mail copy of this agreement shall be re-executed by the parties
in an original form. No party to this agreement shall raise the use of fax machine
or e-mail as a defense to this agreement and shall forever waive such defense.
FOR THE CITY: ARNOLD& O'SHERIDAN,INC:
By By: lire
1ty Manager Name/Print: _B/,Ab 11�wseN
Title: Pw_s)1w'Nj
At s•
MEAD AND H INC:
City Cleric
By:
AFAo
Name/Print: !'t AJ
Title:
F.Usgai DepAAgreemeatlNovation Agreement•Mea dHunt-ArnoldOSheridamclean-6-12.14.docx
3
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AGREEMENT
THIS AGREEMENT is made and entered into this 26-th day of June, 2013, by and between the
CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and
Arnold & O'Sheridan Consulting Engineers (hereinafter referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services
in connection with Detention Security Related Engineering Services (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 Building
Maintenance Superintendent, herein after referred to as the "DIRECTOR".
B. Services to be provided by the ENGINEER are outlined as follows:
• Programming
• Schematic Design
• Design Development
• Construction Documents
• Bid Review
• Construction Oversight
C. A detailed Scope of Services is attached hereto as Attachment A.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
B. 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 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
Attachment A
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(Lump Sum Method)
A. The CITY shall reimburse the ENGINEER for services under this Agreement a
lump sum of $77,000.00 Dollars, regardless of actual Costs incurred by the
ENGINEER unless substantial modifications to the project are authorized in
writing by the DIRECTOR.
B. 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 amounts
provided in Attachment A hereto, and full payments for each task shall not be
made until the task is completed and accepted by the DIRECTOR.
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.
F
S. 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 ENGNEER'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 party, 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 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
50111, 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 of 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, 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 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 (3)0) 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.
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 Agreemellat, 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 lany 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: lemployment
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 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.
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 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 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.
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;
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 ENGINEER to the Department of Human
Rights upon request 775 ILCS 5/2-105.
26. 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
confirrried in writing. The DIRECTOR may also require other recommendations and
communications by the ENGINEER 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 ENGINEER:
Jeff Pronschinske
Project Manager
Arnold & O'Sheridan Consulting Engineers
4125 N. 124`h Street
Brookfield, WI 53005
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
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.
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 AWW By S�a9/r3
Ci Manager f r . Pronschinsk
Director of Security Engineering
Att s : Arnold & O'Sheridan, Inc.
City Clerk
FALegal DepAAgreementTNGINEERING AGREEMENT-FORM-04-17-08.doc
ATTACHMENT A
I. SCOPE OF SERVICES
GENERAL SCOPE:
1. A complete evaluation and design of the security system for the detention facility.
a. Develop an overall equipment replacement strategy for the system including:
i. Cell electronic locks
ii. Man traps at detention area entrances
iii. Jail intercom/monitor
iv. Prisoner elevator access
v. Receiving garage access
vi. All related control systems
b. Develop a budget for the replacement of the equipment.
c. Prepare bid specifications and drawings for the replacement.
d. Project oversight and submittal review
2. A complete evaluation and design of the video surveillance system for the entire facility.
a. Develop an overall equipment replacement strategy for the system including:
i. New cameras
ii. New DVRs
iii. Monitoring and review stations
b. Develop a budget for the replacement of the equipment.
c. Prepare bid specifications and drawings for the replacement.
d. Project oversight and submittal review
Phase 1 —Programming Phase
• Site survey existing security electronics design. Field verify location of equipment
cabinets, cameras, intercoms, and all security electronic items.
• Investigate existing cable infrastructure. Determine wheat infrastructure needs to be
upgraded or replaced.
• Interview Owner team to identify what works under the current security electronics
design and what doesn't. Determine what security electronics items could be
implemented so that processes are streamlined or security increased.
• Provide physical security assessment. Investigate physical security components for
condition, function, lifespan and durability.
The fee for this phase of work is $8,500.00
Phase 2 — Schematic Design Phase
C
• Discuss security electronics design considerations. Review different components of
security electronics design that could be incorporated into the design.
• Discuss detention equipment design considerations. Review different physical
security equipment components that could be incorporated into the design.
• Provide a report identifying what security electronics components will be designed
and implemented with this project. Provide cut sheets of products selected.
• Provide an estimate of probable construction costs associated with the design.
The fee for this phase of work is $12,000.00
Phase 3 —Design Development Phase
• Incorporate schematic design decisions into preliminary documents showing
required demolition and proposed layout of new components.
• Provide door by door review of security electronics and detention equipment
design. Discuss how the security system can be designed to support jail processes,
functions and management.
• Implement decisions into design development documents.
• Develop preliminary project descriptions in the form of narrative specifications of
selected design components.
• Provide an estimate of probable construction costs associated with the design.
The fee for this phase of work is $15,500.00
Phase 4 — Construction Document Phase
• Incorporate design development decisions into final construction documents
showing all detailed information required for demolition and identifying the
necessary components and processes to upgrade existing system. Provide compete
floor plans of the security electronic system, enlarged plans of control rooms and
equipment rooms, security details, riser diagrams, wiring diagrams.
• Develop final project specifications and bid documents.
• Identify construction packages, alternates and phasing.
• Provide an estimate of probable construction costs associated with the design.
The fee for this phase of work is $24,500.00
Phase 5 —Bid Phase
• Coordinate and perform a pre-bid walk-thru with bidding contractors to explain
project scope and requirements.
• Review and pre-approve security electronics and detention equipment contractors
qualified to perform the work.
• Process contractor requests for information and generate documents and addenda as
required.
The fee for this phase of work is $6,500.00
Phase 6—Construction Phase
• Attend monthly construction meetings to ensure the project runs efficiently.
• Generate meeting minutes to document the progress per each construction meeting.
• Process contractor requests for information.
• Identify; review and process project Change Order requests.
• Review equipment shop drawing submittals to ensure conformance with the
Construction Documents.
• Generate and distribute a punch list of corrective items to the contractors based on a
final inspection at the end of construction. Review to ensure corrective action is
taken.
• Provide record drawings based on contractor-provided mark-ups of Construction
Documents.
The fee for this phase of work is $10;000.00
ATTACHMENT B
Phase 1 —Programming Phase
Start Date: 6/12/13
Completion Date: 8/7/13
Phase 2 — Schematic Design Phase
Start Date: 8/8/13
Completion Date: 10/23/13
Phase 3 —Design Development Phase
Start Date: 10/24/13
Completion Date: 1/22/14
Phase 4 —Construction Document Phase
Start Date: 1/23/14
Completion Date: 6/11/14
Phase 5 —Bid Phase
Start Date: TBD
Completion Date: TBD
Phase 6 —Construction Phase
Start Date: TBD
Completion Date: TBD
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ELGIN POLICE DEPARTMENT A R N O L D AND
SECURITY ELECTRONIC UPGRADE AND REPLACEMENT
PROJECT SCHEDULE-$/29113 NO'SHERIDAN INC
PHASE TASK DESCRIPTION MEETING Q4Y MEEnNGOELIVERY DURATION JUNE I JULY AUG I SEP DEC I JAN 1 B 1 MARCH I L I WAY JUNE"
Oalde
9116123130171i412112a 4ji1j18I25jij6ji5j22j2Q a 132027 311017124 1161161221291611211912612 a 1OZ31210liGI231301613202'44iiiiial2slilaii6l22
6 Constriction Shop Drowina Submission TBD 6 weeks
6 Comtn<Uon A80 Review weeks
2 wea
6 Construction Imtatatan TOD 12-18 rtiordfis
6 Cavtrtccon Find System Checkout-Note C TBD 2 weeks
6 Deliverable Punehlist Deliverable TBD 1 week
6 Comtrichan Incorporate PtncHist hems TOO 2 weeks
6 Construction Substardid Com0ekn Surnmer/Fd12015 1
PROJECT SCHEDULE KEY NOTE$:
A Provide(3)capes of$0%CDs vAdW bid dates. D=ffrmnts to be reviewed by the folov*V offices:
1. Elgin Buidrp Maintenance
2. Bon IT
3. Elgin Pwtltesing
4.EVn Legd
5. Elgin Police Depatrna6
B. 100%Does to include: 1. (1)copy of led CPC.
2. (3)stamped ad signed U aim drawings.
3. (1)hard Dopy of prged rrtersial
4. (1)disc of d documents in POF famart
5. (1)copy of d CAD dreAngs(a ospi standard deeds).
6. (1)set of msrked.tp redline Dammam and review notes as received from Omisr during ONOC.
C. ASO to be present.
D. Elgin Building Maintenance to submit Bid Documents for code complanca Addondni No.1 to include any chwVn from the plan reviewer.
E. Contract award to include: 1.Tat bampaion Certificate
2 Notice to Proceed
3.Pundma Oder boon City
2
Mead 6501,� R.d
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May 5, 2014
Mr. Rich Hoke
City of Elgin Building Maintenance
1900 Holmes Road
Elgin, IL 60123
Subject: Elgin Police Department
Security Electronics Upgrade& Replacement
Elgin, IL
Dear Rich:
Mead& Hunt, Inc. (Mead &Hunt) is pleased to submit this proposal to provide remaining Design, Bidding
and Construction Administration services for the above-referenced project.
Project Understanding
This proposal is based upon approximately 91,600 sf of renovated/upgraded construction including a
complete upgrade/replacement of the existing Security System.
Jeff Pronschinske will be the exclusive Mead & Hunt representative for Security and administration of this
contract.
Scope of Services
Upon receipt of authorization to proceed, Mead & Hunt shall provide Construction Administration services
as follows:
Phase 4—Construction Document Phase
• Incorporate design development decisions into final construction documents showing all detailed
information required for demolition and identifying the necessary components and processes to
upgrade existing system. Provide complete floor plans of the security electronic system, enlarged
plans of control rooms and equipment rooms,security details, riser diagrams, and wiring diagrams.
• Develop final project specifications and bid documents.
• Identify construction packages, alternates, and phasing.
• Provide an estimate of probable construction costs associated with the design.
The fee for this phase of the work is$24,500
Wke-Ip011entp14314 1001140879 011CFEElcontractlPROP 20140505-Cq of Elgin-Mead Hunt Proposal-Revision A docx
Attachment B
Mr. Rich Hoke
May 5, 2014
Page 2
Phase 5—Bid Phase
• Coordinate and perform a pre-bid walk-thru with bidding contractors to explain project scope and
requirements.
• Review and pre-approve security electronics and detention equipment contractors qualified to
perform the work.
• Process contractor requests for information and generate documents and addenda as required.
The fee for this phase of the work is$6,500
Phase 6—Construction Phase
• Attend monthly construction meetings to ensure the project runs efficiently.
• Generate meeting minutes to document the progress per each construction meeting.
• Process contractor requests for information.
• Identify, review, and process project Change Order requests.
• Review equipment shop drawing submittals to ensure conformance with the Construction Documents.
• Generate and distribute a punch list of corrective items to the contractors based on a final inspection
at the end of construction. Review to ensure corrective action is taken.
• Provide record drawings based on contractor-provided mark-ups of Construction Documents.
The fee for this phase of the work Is$10,000
Responsibilities of City of Elgin
Our Scope of Services and Compensation are based on the City of Elgin performing or providing the
following:
• Provide a designated representative with complete authority to transmit instructions and information,
receive information, interpret policy, and define decisions.
• Provide access to the project site if necessary.
• Provide all available data, drawings files, specifications, and information related to the project
• Protection of Mead& Hunt-supplied digital information or data, if any, from contamination, misuse, or
changes.
Professional Liability
Our proposal is based on the following assumptions of professional liability:
• The original Engineer of Record (Arnold &O'Sheridan)will be terminated from their Agreement with
the City of Elgin dated June 26, 2013 per Article 6.
• Mead &Hunt shall pick up design at the 35%stage of completion, and finish the design and
construction administration. Consultant has reviewed the 35%documents and assures that the
Drawings are complete to the 35% level. Any errors or omissions which are determined to have
occurred prior to Mead & Hunt beginning work(April 3, 2014), shall be deemed the responsibility of
the prior consultant(Arnold &O'Sheridan, Inc), and shall fall under their Professional Liability."
lVoke-fp0ll entp14314100 1140879.011CFEEtcontractlPROP 20140505-City of Elgin-Mead Hunt Proposal•Revision Adocx
Mr. Rich Hoke
May 5, 2014
Page 3
Project Schedule
It is our understanding that the proposed schedule is as follows:
• Submit 90% Bid Documents to Owner—11 J""y ,3�
• Submit 100% Bid Documents to Owner—J 'F4 fqNy
• Construction—9 to 12 months
The scheduled time periods and dates are estimated and may change.
Compensation Mt : Thly T., 9—
The work described under the Scope of Services will be performed on a I basis.The City of
Elgin will pay Mead &Hunt Forty-one Thousand Dollars($41,000.00) in engineering fees for the work
performed under this Contract.
Expenses associated with transportation to the project are included in our fee.
Invoices for payment will be submitted monthly by Mead & Hunt based on the percentage of the work
completed; payment to be made within 30 days.
Authorization
The Scope of Services and Compensation stated in this proposal are valid for a period of thirty(30)days
from date of submission. If authorization to proceed is not received during this period, this proposal may
be withdrawn or modified by Mead & Hunt.
Signatures of authorized representatives of the City of Elgin and Mead & Hunt shall convert this proposal
to an Agreement between the two parties, and receipt of one signed copy shall be considered
authorization to proceed with the work described in the Scope of Services. All services shall be performed
in accordance with the General Terms and Conditions for Engineering, Architectural, or Consulting
Services which is made a part of this proposal.
We appreciate the opportunity to submit this proposal to the City of Elgin and we look forward to working
with you.
Respectfully submitted,
MEAD&HUNT, Inc.
David A. Way, PE
Vice President
Attachmentz
lWke•fp011entp14 3 14 1 00114 08 79.011CFEEIcontractFROP 20140505-City or Elgin-Mead Hunt Proposal-Revision A.docx
Mr. Rich Hoke
May 5, 2014
Page 4
Accepted by: Cl OF ELGIN Approved by: MEAD &HUNT, INC.
By' By: l-% y —
Name: can R. Stegall Name: David Way
-
Title: City Manager
Title:Vice President
The above person is authorized to sign for Client
and bind the Client to the terms hereof.
Date: June 25, 2014 Date: /s� y
IIMke-/poll entp143141001140 @79.011CFEElcontract%PROP 20140505-City of Elgin-Mead Hunt Proposal-Revision A.docx