15-71 Resolution No. 15-71
RESOLUTION
AUTHORIZING EXECUTION OF AGREEMENT WITH
CIVILTECH ENGINEERING, INC. FOR
DESIGN, ADMINISTRATION AND PLANNING ENGINEERING SERVICES
IN CONNECTION WITH THE NEIGHBORHOOD STREET
REHABILITATION-EAGLE HEIGHTS 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 on behalf of the City of Elgin with Civiltech
Engineering, Inc. for design, administration and planning engineering services in connection
with the Neighborhood Street Rehabilitation-Eagle Heights Project, a copy of which is attached
hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: May 27, 2015
Adopted: May 27, 2015
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 27thday of May , 2015, by and
between the CITY OF ELGIN.an Illinois municipal corporation (hereinafter referred to as "CITY")
and Civiltech Engineering, Inc. (hereinafter referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with the Neighborhood Street Rehabilitation — Eagle Heights (hereinafter
referred to as the PROJECT); and
WHEREAS, the ENGINEER represents that he is in compliance with Illinois Statutes
relating to professional registration of individuals and has the necessary expertise and experience to
furnish such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by and between the CITY and the ENGINEER that
the CITY does hereby retain the ENGINEER for and in consideration of the mutual promises and
covenants contained herein, the sufficiency of which is hereby acknowledged to act for and represent
it in the engineering matters involved in the PROJECT as described herein, subject to the following
terms and conditions and stipulations, to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Director of Public
Works of the CITY, herein after referred to as the "DIRECTOR".
13. The services to he provided by the ENGINEER include:
• Data Collection and Early Coordination
o Inspect, clean and televise storm and sanitary sewers
o Pavement cores and geotechnical investigations
o Topographic Survey
o Environmental Investigations
• Prepare Inventory Reports
o Street Signs
o Street Lights
o Parkway Trees
• Utility Design
• Pavement Design
• Preparation of Plans. Contract Documents, and Estimates for a watermain
construction project and a street construction project
• Public Coordination
• Utility Coordination
• Permit Applications
• Bidding Assistance
• Coordination with City Staff
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 in Attachment A. 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 he the property of the CITY and shall he delivered to the CITY upon
request of the DIRECTOR; provided. however, that the ENGINEER may retain copies of
such work product for its records. ENGINEER'S execution of this Agreement shall
constitute ENGINEER'S conveyance and assignment of all right,title and interest,including
hut 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 he 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 he at the sole risk of the CITY without liability or legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER (Not To Exceed Method)
A. For services provided the ENGINEER shall he paid at the rate of 2.74 times the
direct hourly rate of personnel employed on this PROJECT, with the total fee not to
exceed $247.884 regardless of the actual costs incurred by the ENGINEER unless
substantial modifications to the scope of the work are authorized in writing by the
DIRECTOR.
B. For outside services provided by other firms or subconsultants, the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER. The cost of such outside
services provided by other firms or suhconsultants are included in the not-to-exceed
amount in subparagraph 4A above.
C. Reimbursement of direct costs are included in the not-to-exceed amount.
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D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the amounts shown in the following
schedule, and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
E. A detailed breakdown of the Cost Estimate of Consultant Services including
manhours, direct costs, and subconsultant costs are included in Attachment A.
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress
reports (2C above) will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY to
inspect and audit all data and records of the ENGINEER for work done under this
Agreement. The ENGINEER shall make these records available at reasonable times
during the Agreement period. and for a year after termination of this Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any
time upon fifteen (15) days prior written notice to the ENGINEER. In the event that this
Agreement is so terminated, the ENGINEER shall be paid for services actually performed
and reimbursable expenses actually incurred prior to termination,except that reimbursement
shall not exceed the task amounts set forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to
proceed and, unless terminated for cause or pursuant to Article 5, shall be deemed concluded
on the date the CITY determines that all of the ENGINEER's work under this Agreement is
completed. A determination of completion shall not constitute a waiver of any rights or
claims which the CITY may have or thereafter acquire with respect to any term or provision
of the Agreement.
8. NOTICE OF CLAIM
If the ENGINEER wishes to'make a claim tbr additional compensation as a result of action
taken by the CITY.the ENGINEER shall give written notice of his claim within 15 days after
occurrence of such action. No claim for additional compensation shall be valid unless so
made. Any changes in the ENGINEER`S fee shall be valid only to the extent that such
changes are included in writing signed by the CITY and the ENGINEER. Regardless of the
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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
he deemed to constitute a default. and the other party has the right to seek such
administrative, contractual or legal remedies as may he suitable to the violation or breach:
and, in addition, if either party, by reason of any default, fails within fifteen (1 5)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 he entitled pursuant to Iaw, including, but not limited to, the Local
Government Prompt Payment Act (50 ILCS 501/1. et seq.), as amended, or the IIlinois
Interest Act(8 15 ILCS 205/1,et seq.),as amended. The parties hereto further agree that any
action by the ENGINEER arising out of this Agreement must he 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, I',Nit;INI11Z agrees to and shall indemnify,defend and
hold harmless the CITY, its officers,employees, agents, hoards and commissions from and
against any and all claims, suits. judgments, costs, attorneys fees, damages or other relief,
including hut 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 ENGINE}R 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 he defended by legal counsel of the CITY's
choosing. The provisions of this paragraph shall survive any expiration and/or termination of
this Agreement.
11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provision of this Agreement or because of their
execution. approval or attempted execution of this Agreement.
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12. INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide, pay for and maintain in
effect, during the term of this Agreement, apolicy 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 he modified or terminated
without thirty (30) days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled "Indemnification" shall he provided.
This insurance shall apply as primary insurance with respect to any other insurance or
self-insurance programs afforded to the CITY. There shall he 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 he 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 he 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.
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14. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,there shall he 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 he 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 he 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 he 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 he 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.
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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 he changed, modified, discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations or
warranties shall he 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 he deemed to have been made in,and shall he 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 he 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 5/33F 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:
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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 F,NGINFI;R to the Department of Human Rights
upon request 775 ILCS 5/2-105.
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement. ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance
Abuse Prevention Public Works Project Act at 82(1 II,CS 265/1 et seq. A copy of such policy
shall be provided to the City's Assistant City Manager prior to the entry into and execution of
this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the 1?NGINI;ER to the DIRECTOR and
to other participants which may affect cost or time of completion.shall be made or confirmed
in writing. The DIRECTOR may also require other recommendations and communications
by the ENGINEER be made or confirmed in writing.
28. NOTICES
All notices, reports and documents required under this Agreement shall he in writing and
shall be mailed by First Class Mail, postage prepaid, addressed as follows:
A. As to CITY:
Joseph Evers
City Engineer
City of EIgin
150 Dexter Court
Elgin, Illinois 60120-5555
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B. As to ENGINEER:
Gary A. Blazek, P.E.
Civiltech Engineering, Inc.
450 E. Devon Avenue, Suite 300
Itasca, IL 60143
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and understood
that in connection with the performance of this Agreement that the ENGINEER shall comply with all
applicable Federal. State. City and other requirements of law, including, hut 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 he providing products
and/or services with respect to this Agreement shall he 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 he 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 ENGGINEER'S
compliance with the provisions of this section. In the event the CITY proceeds with such an audit
the ENGINEER shall make available to the CITY the ENGINEER'S relevant records at no cost to
the CITY. ENGINEER shall pay any and all costs associated with any such audit.
IN WITNESS WHEREOF,the parties hereto have entered into and executed this Agreement
effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
By (aol I- ByC 4_ce 4 3.
.it Y Manager Name/Print: John L. Breitsameter
Title: President
A test:
40114e/(11 ,Oeete
City Clerk
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ATTACHMENT A
SCOPE OF SERVICES, PROJECT MAP, SCHEDULE,
& COST ESTIMATE OF CONSULTANT SERVICES
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Attachment A
DESIGN, ADMINISTRATION &
PLANNING ENGINEERING ACTIVITIES
1. OVERALL
1. General: The Design Engineer will serve as the City of Elgin's representative for the
entire design and administration of the planning for the project as assigned by the City.
As such he will function as an extension of the City's staff and be responsible for
overall implementation and management of the project. The Design Engineer shall
include implementation of City policies, program administration, coordination and
monitoring of consultants and contractors providing overall management control and
direction to insure completion of the bidding and planning documents in accordance
with the City's objectives of cost, time and quality. The Design Engineer will work
closely with and report to the City Engineer or his designee. It shall be understood
that the Design Engineer will act as the City Engineer on this project and shall
coordinate with other City entities such as the Legal Department, City Clerk,
Purchasing Director, Water Director, Sewer Director and Street Director. The Design
Engineer shall be responsible for acting as the City Engineer on this project in regards
to Federal, State and County issues as well.
2. Law: The Design Engineer is expected to understand all State, County and City Laws
governing the implementation of his bidding and planning documents.
2. DESIGN
1. Preliminary Design:
a. Project Location:
Exhibit 1 establishes the streets and/or areas to be includes in the Design
Engineer's bidding and planning documents. All streets are residential in nature.
• Royal Boulevard from McLean Boulevard to Tyler Creek (2,150 ft)
• Ruth Avenue (600 ft)
• Deborah Avenue (1,420 ft)
• Carol Avenue (1,170 ft)
• Diane Avenue (1,840 ft)
• Scott Drive (1,760 ft)
• Kimberly Avenue (850 ft)
• Junior Place (315 ft)
b. Project Kickoff:
• Establish lines of communication.
• Present a work plan for the project including schedule milestones, design
criteria(utilize existing standard City contract as a base model), list of
information needed to begin design. Any proposed revisions or additions
to the standard contract to be highlighted by the design engineer.
• Acquire existing information including previous reports plans of recent
development and relevant site information including:
o Subdivision plans, pl.ats, geotechnical data, aerial photos, traffic
studies
o Collect water, sanitary and storm atlases
o Interview and document same, the Sewer, Water, ITS and Street
departments for their knowledge of issues within the project
location.
o Collect and analyze public utility records and notify utility of
pending project.
• Determine what underground improvements will be included in design.
c. Inspection of project Location:
• The Design Engineer shall provide site inspection of the entire area as well
as immediately adjacent area. Door hangers will be hung on all front doors
of the residential properties within the project limits to notify them of the
planned improvement and impending field work. The following shall be
included;
o Televising of all sanitary and storm sewers (Design Engineer will
subcontract with Chicagoland Trenchless Rehabilitation to televise
sewers).
o Physical inspection of all manholes, valve vaults, catchbasins,
inlets, electrical vaults.
o Video recording of existing improvements within and adjacent to
the project location. Also, private property as it abuts the project.
o Complete geotechnical investigations where deem necessary by the
Design Engineer. Subcontract with Rubino Engineering and True
North Consultants who will provide:
• Pavement cores, soil borings, CCDD compliance, soil
testing, data sampling, environmental science, completion
of source site certifications. Both Design Engineer and
subconsultants will provide geotechnical analysis.
o Signage inventory.
o Pavement marking inventory.
o Trees inventory.
o Lighting inventory.
o Video Inspection of entire project.
d. Scope of Work Refinement:
Based upon the collection of the above information, the Design Engineer shall
refine the scope of work, including an estimate of cost, and obtain approval from
the City. The Design Engineer shall include alternatives sufficient to insure the
base bid will be below the total budget (when considering testing, publications,
inspections and other typical costs found in construction projects).
Project will include:
• Watermain replacement
• Storm sewer sizing, routing, inlet spacing evaluation for construction and
repairs
• Sanitary sewer repairs
• Preliminary estimates, specifications and plans for a 65% review
• Pre-final estimates, specifications and plans for a 90% review
• Public involvement
• Pavement design
• Meetings with various City departments and engineering for 65% and 90%
stages
• Final estimates, specifications and plans
e. Construction Documents:
For each project (one watermain project and one street project with sanitary sewer
and storm sewer improvements) the design engineer will complete plan sheets as
necessary, construction estimates, construction specifications, bid and contract
documents utilizing a City format. Any alterations or additions to the City format
shall be highlighted and fully explained to the City Engineer or his representative.
Plan sheets shall be provided for all underground work including water main,
storm sewer and sanitary improvements.
f. Scheduling:
For this agreement, the Design Engineer shall develop a schedule for all steps
from execution of this agreement to contract award. The schedule shall be
updated at a minimum of every month and submitted to the City Engineer or his
designee.
g_ Surveying:
After the residents have been notified of the project with door hangers, the design
survey shall be completed. The Design Engineer shall provide a topographic
survey of the portions of the project that require water, storm and/or sanitary
sewer construction or replacement. All frames and lids/grates, all inverts or top
of pipe of City facilities shall be surveyed and plotted. The survey shall also pick
up existing underground improvements that the City is not improving if the City
does not have as constructed drawing for same. Base plan sheets will be
developed from this survey at a scale of l".20'.
A Plat of Easement will be drafted to allow the watermain on Ruth Avenue to be
looped through the city park to Deborah Avenue.
Design Engineer will subcontract with Compass Surveying Ltd. to develop
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topographic survey of the entire project site and draft the Plat of Easement. Based
on the topographic survey and field evaluation of same, the Design Engineer will
recommend improvements to eliminate drainage problems. To the most
practicable extent possible, establish locations of existing private utilities.
h. Construction Estimate:
The Design Engineer shall prepare several estimates related to the work the City
desires to have completed under this project. Separate estimates are required for
each of the utilities and separate locations should the project include multiple
locations. In addition, the Design Engineer shall set the project estimates up to
allow for alternates to insure a project may be bid and awarded as close to the
budget as possible.
i. Agency coordination:
At a minimum, the Design Engineer shall schedule meetings with the City and any
other interested agency, at about the midway point in their plan and specification
development to insure they are meeting the expectations of the City. A second
meeting shall be held with the City at approximately 95% completion to finalize
the bid, specifications and planning documents.
The Design Engineer shall prepare any and all necessary permits and documents
required by the Illinois Environmental Protection Agency, Illinois Department of
Transportation, or any other governmental agency that has a regulatory interest in
the project.
The Design Engineer shall coordinate with all public utility companies including
verification of the soundness of their structures and any potential
relocations/delays.
• Design Engineer will contact JULIE and send letters to Utility Companies.
j. Open House:
The Design Engineer shall locate, schedule and hold an open house for the
properties abuting the project location. The Design Engineer shall hand deliver
or U.S. Mail to each abutting property a notice of this open house a minimum of
seven calendar days in advance.
• Design Engineer shall contact all property owners within project limits
utilizing door hangers informing them of the proposed project.
3. BIDDING
1. Prepare bid forms, notices and addendum as necessary for bidders.
2. Coordinate with the local newspaper to insure the notice is published 10 days in
advance of the bid opening.
Page 5
3. Provide (25) sets of drawings and specifications to be issued by the City to prospective
bidders for each contract (roadway and watermain).
4. Attend pre-bid meeting with prospective bidders to provide clarification for issues and
concerns from bidders for each contract (roadway and watermain). The Engineer will
also distribute minutes from pre-bid meeting to the City and all meeting attendees with
written answers to concerns/questions from the meeting.
5. The selected Engineer will receive bidder questions and requests for clarification. Based
on these questions and requests, the selected Engineer will prepare addenda as
necessary to respond to the questions presented. Addenda will be issued to the City for
distribution to the bidders.
6. Attend the bid opening for each contract (roadway and watermain) and evaluate the bids
and bidders to determine if the bids were submitted in accordance with the contract
documents and if the bidders are qualified to perform the work. Following this review,
a recommendation will be presented to the City for award of the construction contracts.
7. Prepare tabulation of bids for distribution to City agencies and interested bidders.
8. Assist the City in the preparation of six (6) copies of final contracts for execution by the
successful bidder and the City for each contract (roadway and watermain).
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EXHIBIT 1
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CIVILTECH
Eagle Heights Subdivision
Schedule
2015 2018
WORK ITEM May June July August September October November December January
Authorization to Proceed •
1 Data Collection and Early Coordination
2 Distribute Public Information
3 Field Survey and Preparation of Base Sheets
4 Geotechnical investigaition
5 Sewer Videotaping
6 Preliminary Design Parameters
7 Preliminary(65%)P,S&E
8 City Review
9 Pre-Final(95%)P,S&E
10 Village Review
11 Public information Meeting
12 Permitting Submittal,Review and Approval
13 Final(100%)P,S&E
14 Advertisement,Bidding Phase and Award To 8e Determined
Review Meeting with City
City of Elgin I May 12,2015 www.civiltechinc.com
CIVILTECH
Eagle Heights Subdivision
Cost Estimate of Consultant Services
Personnel&Hours
Project Senior Project Design QC/QA
Project Project
Coordinator Manager Engineer Engineer II Engineer
Engineer
Task $65.00 $52.00 $42.00 $34.00 $33.50 $65.00 Total Hours %of Hours Labor Cost
Design Engineering
Data • -«ion and = oordination
11 7 16 0 98 1 133 8.4% $ 5,099.00
Preliminary(85%)Engineering Plans,Special Provisions and Estimates
10 36- 114 72 468 33 733 46.2% $ 27,581.00
Pre-Final(90%)Plans,Special Provisions and Estimates
6 36 75 44 266 40 467 29.5% $ 18,419.00
Final(100%)Plans,Special Provisions and Estimates
0 16 24 16 40 8 104 6.6% $ 4,244.00
Project Administartion,Coordination and Permits
28 34 28 24 34 0 148 9.3% $ 6,719.00
Total Cost
Multiplier' 2.74 $ 62,062
$ 170,050
Direct Costs and Sub Consultant Expense(See attached calculation $ 77,834
Total Engineering Cost: 1585 100.0% $ 247,884
*Multiplier
1(Direct Labor)+OH+0.145*(1+OH)
Our approved IDOT overhead rate as of October 10,2014 is 139.37%. Using this approved IDOT overhead rate and the IDOT profit
formula results in an overall billing factor of 2.74. Direct costs such as printing,vehicle expenses and sub-consultant costs will be billed
at their actual cost,without markup.
City of Elgin I April 21,2015 www.civiltechinc.com
CIVILTECH
Eagle Heights Subdivision
Manhours
Personnel&Hours %of
Task PC PM Sr PE PE DE II QC/QA Total Hours
Design Engineering
1 Data Collection and Early Coordination
A. Initial Kick Off Meeting with City 3 3 6 4.5%
B. Obtain and Review Record Data 2 2 8 8 20 15.0%
C. Preliminary Utility Company Coordination 2 2 16 20 15.0%
D. Obtain and Review Geotechnical and Environmental Data 2 2 2 1 7 5.3%
E. Property Owner Coordination 4 32 36 27.1%
F. Field Survey and Preparation of Base Sheets 4 40 44 33.1%
Sub-total Task 1 11 7 16 0 98 1 133 100.0%
2 Preliminary(65%)Engineering Plans.Special Provisions and Estimates
A. Preliminary Design Parameters 4 4 16 24 48 6.5%
B. Utility Assessment-(video sewer inspection review and analysis) 1 2 24 27 3.7%
C. Inventory Reports(Signs,Trees,Lighting) 1 60 61 8.3%
D. Utility Design 8 24 24 48 4 108 14.7%
E. Pavement Design 8 4 1 13 1.8%
F. Preliminary Plans
Water Main
Cover Sheet and Index of Sheets(1 sheet) 2 2 0.3%
General Notes(1 sheet) 4 2 6 0.8%
Removal Plans(10 sheets) 2 25 2 29 4.0%
Water Main Plan and Profile(20 sheets) 20 40 2 62 8.5%
Roadway Plans
Cover Sheet and Index of Sheets(1 sheet) 2 2 0.3%
General Notes(1 sheet) 8 2 10 1.4%
Typical Sections-Existing and Proposed(1 sheet) 4 12 1 17 2.3%
Construction Staging Plan(1 sheet) 2 10 1 13 1 8%
Removal Plan(10 sheets) 2 25 2 29 4.0%
Roadway Plan and Profile(20 sheets) 8 20 40 60 4 132 18.0%
Design Cross Sections 2 2 40 2 46 6.3%
G. Preliminary Special Provisions 4 8 8 4 24 33%
H. Preliminary Quantity Calculations&Estimates 4 8 80 6 98 13.4%
I. Preliminary Design Review Meeting 3 3 6 0.8%
Sub-total Task 2 10 36 114 72 468 33 733 100.0%
3 Pre-Final(90%)Plans,Special Provisions and Estimates
A. Pre-Final Plans
Water Main
Cover Sheet and Index of Sheets(1 sheet) 1 1 0.2%
General Notes(1 sheet) 2 2 2 6 13%
Summary of Quantities(1 sheet) 4 1 5 1.1%
Alignment,Ties and Benchmarks(1 sheet) 1 16 2 19 4.1%
Removal Plans(10 sheets) 1 4 4 9 1 9%
Water Main Plan and Profile(20 sheets) 1 12 16 2 31 6.6%
Restoration Plan/Erosion Control Notes(1 sheet) 1 8 9 1 9%
Details(3 sheets) 6 1 7 1.5%
Roadway Plans
Cover Sheet,Index of Sheets,and List of Standards(1 sheet) 1 1 0.2%
General Notes(1 sheet) 2 2 2 6 1.3%
Summary of Quantities(1 sheet) 1 6 2 9 1.9%
Typical Sections-Existing and Proposed (2 sheets) 4 12 1 17 3.6%
Construction Staging Plan(1 sheet) 4 1 5 1.1%
Removal Plan(10 sheets) 1 10 11 2.4%
Roadway Plan and Profile(20 sheets) 4 20 60 4 88 18.8%
Landscape and Erosion Control Plan(10 sheets) 2 8 40 2 52 11.1%
Intersection Grading Plans(2 sheets) 24 16 2 42 9.0%
Details(3 sheets) 2 8 2 12 2.6%
B. Pre-Final Special Provisions and Contract Documents 8 8 16 4 36 7.7%
C. Pre-Final Quantity Calculations and Estimates 4 60 4 68 14.6%
D. Pre-Final QC/QA Review 4 8 12 2.6%
E. Pre-Final Project Review Meeting 3 3 6 1.3%
F. Open House Presentation 3 3 3 6 15 3.2%
Sub-total Task 3 6 36 75 44 266 40 467 100.0%
4 Final(100%)Plans,Special Provisions and Estimates
A. Final Plans,Special Provisions and Estimates 16 24 16 40 8 104 100.0%
Sub-total Task 4 0 16 24 16 40 8 104 100.0%
5 Project Administartion,Coordination and Permits
A. Project Administration 8 12 4 4 4 32 21.6%
B. Project Submittals 2 8 8 8 6 32 21.6%
C. Utility Company Coordination 2 6 6 4 8 26 17.6%
D. Stormwater,Erosion Control,IEPA Permitting,USACOE Permitting 4 6 8 8 8 34 23.0%
E. Bidding and Construction Assistance 12 2 2 8 24 162%
Sub-total Task 5 28 34 28 24 34 0 148 100.0%
Total Hours. 55 129 257 156 906 82 1585
of Hours. 3.5% 8.1% 16.2% 9.8% 57.2% 5.2% 10006
City of Elgin I April 21,2015 www.civiltechinc.com
CWILTECH
Eagle Heights Subdivision
Direct Costs
Item No. Description Cost
Item 1 Printing
Preliminary Plans
City-4 sets x 66 sheets/set @$0.75/sheet(22"x34") $198.00
City-4 sets x 66 sheets/set @$0.25/sheet(11"x17") $66.00
Utility Co. -6 sets x 66 sheets/set @$0.75/sheet(22"x34") $297.00
Pre-Final Plans
City-4 sets x 87 sheets/set @$0.75/sheet(22"x34") $261.00
City-4 sets x 87 sheets/set @$0.25/sheet(11"x17") $87.00
Utility Co. -6 sets x 87 sheets/set @$0.75/sheet(22"x34") $391.50
Pre-Final Specification Books
City-4 books @$30/book $120.00
Final Plans
City-4 sets x 87 sheets/set @$0.75/sheet(22"x34") $261.00
City-4 sets x 87 sheets/set @$0.25/sheet(11"x17") $87.00
Utility Co.6 sets x 87 sheets/set @$0.75/sheet(22"x34") $391.50
Bid -25 sets x 87 sheets/set @$0.25/sheet(11"x17") $543.75
Final Specification Books
City and Bid-55 books @$30/book $1,500.00
Total Item 1 $4,203.75
Item 2 Shipping
Overnight Shipping
Total Item 2 $200.00
Item 3 Vehicle Expense
Mileage-(Site Visits, Meetings, Deliveries)
Total Item 3 $200.00
Item 4 Topographic Survey & Plat of Easement
Compass Surveying Ltd.
Total Item 4 $26,970.00
Item 5 Enviromental Science
True North Consultants
Original Testing&Report $5,084.00
Additional Testing (if required) $5,638.00
Total Item 5 $10,722.00
Item 6 Geotechnical Investigation
Rubino Engineering, Inc.
Total Item 6 $6,630.00
Item 7 Sewer Inspection
Chicagoland Trenchless Rehabilitation
Storm Sewer(approx. 6,024 ft X$2.32/ft) $13,975.68
Sanitary Sewer(approx. 9,050 ft X$1.65/ft) $14,932.50
Total Item 7 $28,908.18
TOTAL DIRECT EXPENSES: $77,833.93
City of Elgin I April 21,2015 www.civiltechinc.com