18-61 Resolution No. 18-61
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH TROTTER AND ASSOCIATES
FOR DESIGN AND CONSTRUCTION ENGINEERING SERVICES IN CONNECTION
WITH THE 2018 STREET RESURFACING PROGRAM AND 2018 SANITARY SEWER
LINING PROGRAM
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that
an exception to the requirements of the procurement ordinance is necessary and in the best
interest of the city; and
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard G. Kozal, 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
Trotter and Associates for roadway design services, sanitary sewer lining design services and
construction engineering services in connection with the 2018 Street Resurfacing Program and
2018 Sanitary Sewer Lining Program, a copy of which is attached hereto and made a part hereof
by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: May 23, 2018
Adopted: May 23, 2018
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 23 day of May, 2018,by and between
the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and
Trotter and Associates, an Illinois professional service corporation (hereinafter referred to as
"ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with roadway design services, sanitary sewer lining design services and
construction engineering services relating to the 2018 Street Resurfacing Program and the 2018
Sanitary Sewer Lining Program (hereinafter referred to as the PROJECT); and
WHEREAS,the ENGINEER represents that it 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 City Engineer of the
CITY, herein after referred to as the "DIRECTOR".
B. The ENGINEER shall provide the Design and Construction Administration and
Construction Engineering services for the 2018 Street Resurfacing Program (10
roadways or streets, including National Street) and the 2018 Sanitary Sewer Lining
Program(including National Street and various other locations,which are germane to
the 2018 Resurfacing Program) as follows:
• 2018 Street Resurfacing Program Design Engineering Services(10 Roadways
or Streets, including National Street)
• 2018 Sanitary Sewer Lining Program Design Engineering Services(including
National Street and various other locations, which is germane to the 2018
Street Resurfacing Program)
• 2018 Street Resurfacing Program Construction Engineering Services (10
Roadways or Streets, including National Street)
• 2018 Sanitary Sewer Lining Program Construction Engineering Services
(including National Street and various other locations, which is germane to
the 2018 Street Resurfacing Program) 2018 Sanitary Sewer Lining Program
Construction Engineering Services (including National Street and various
other locations, which is germane to the 2018 Street Resurfacing Program)
hereinafter (collectively referred to as the "2018 Additional Engineering
Services").
C. A detailed Scope of Services for the PROJECT 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 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
A. For services provided pursuant to this Agreement the ENGINEER shall be paid at the
hourly rate for the classification of personnel employed on this PROJECT as depicted
in Attachment C attached hereto, with the total fees and amounts to be paid to the
ENGINEER not to exceed $342,150, regardless of the actual costs incurred by the
ENGINEER unless substantial modifications to the scope of services are authorized
in writing by the DIRECTOR and are approved by way of written amendment to this
Agreement executed by the parties hereto. The following amounts have been
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allocated to the various services to be performed pursuant to this Agreement and are
included within the total not to exceed amount of$342,150:
• 2018 Collector Street Resurfacing Design Engineering $13,839
Services
• 2018 Sanitary Sewer Lining Design Engineering $16,047
Services
• 2018 Collector Street Resurfacing Construction $298,150
Engineering Services
• 2018 Sanitary Sewer Lining Construction Engineering $14,114
Services"
B. All costs and reimbursable expenses are included in the not to exceed fee of
$342,150 provided in subparagraph A above including,but not limited to,the work to
be performed by Rubino Engineering for the amount of$13,280.
C. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. 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 Paragraph 6, 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
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rights or claims which the CITY may have or thereafter acquire with respect to any term or
provision of the Agreement.
8. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action
taken by the CITY,the ENGINEER shall give written notice of his claim within 15 days after
occurrence of such action. No claim for additional compensation shall be valid unless so
made. Any changes in the ENGINEER's fee shall be valid only to the extent that such
changes are included in writing signed by the CITY and the ENGINEER. Regardless of the
decision of the DIRECTOR relative to a claim submitted by the ENGINEER, all work
required under this Agreement as determined by the DIRECTOR shall proceed without
interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach shall
be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either 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 501/1, et seq.), as amended, or the Illinois
Interest Act(815 ILCS 205/1,et seq.), as amended. The parties hereto further agree that any
action by the ENGINEER arising out of this Agreement must be filed within one year of the
date the alleged cause of action arose or the same will be time-barred. The provisions of this
paragraph shall survive any expiration, completion and/or termination of this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law,ENGINEER agrees to and shall indemnify,defend and
hold harmless the CITY, its officers, employees, agents,boards and commissions from and
against any and all claims, suits,judgments, costs, attorneys fees, damages or other relief,
including but not limited to workers compensation claims, in any way resulting from or
arising out of negligent actions or omissions of the ENGINEER in connection herewith,
including negligence or omissions of employees or agents of the ENGINEER arising out of
the performance of this Agreement. In the event of any action against the CITY,its officers,
employees, agents, boards or commissions, covered by the foregoing duty to indemnify,
defend and hold harmless such action shall be defended by legal counsel of the CITY's
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choosing. The provisions of this paragraph shall survive any expiration and/or termination of
this Agreement.
11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provision of this Agreement or because of their
execution, approval or attempted execution of this Agreement.
12. INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide, pay for and maintain in
effect,during the term of this Agreement,a policy of comprehensive general liability
insurance with limits of at least $1,000,000 aggregate for bodily injury and
$1,000,000 aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance naming
the CITY as additional insured. The policy shall not be modified or terminated
without thirty (30) days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled "Indemnification" shall be provided.
This insurance shall apply as primary insurance with respect to any other insurance or
self-insurance programs afforded to the CITY. There shall be no endorsement or
modification of this insurance to make it excess over other available insurance,
alternatively, if the insurance states that it is excess or prorated, it shall be endorsed
to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned,non-owned and hired motor vehicles with limits of not
less than $500,000 per occurrence for damage to property.
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.
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13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means,methods,techniques, sequences or procedures,or for safety precautions
and programs in connection with the construction,unless specifically identified in the Scope
of Services.
14. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,there shall be no
discrimination against any employee or applicant for employment because of sex,age,race,
color,creed,national origin,marital status,of the presence of any sensory,mental or physical
handicap, unless based upon a bona fide occupational qualification, and this requirement
shall apply to, but not be limited to, the following: employment advertising, layoff or
termination,rates of pay or other forms of compensation and selection for training,including
apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of
sex, race, color, creed, national origin, age except minimum age and retirement provisions,
marital status or the presence of any sensory,mental or physical handicap. 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.
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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.
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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. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance abuse
prevention program which meets or exceeds the program requirements in the Substance
Abuse Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such 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 ENGINEER to the DIRECTOR and
to other participants which may affect cost or time of completion,shall be made or confirmed
in writing. The DIRECTOR may also require other recommendations and communications
by the ENGINEER be made or confirmed in writing.
28. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail, postage prepaid, addressed as follows:
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A. As to CITY:
Ron Rudd
City Engineer
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
Trotter and Associates
40W201 Wasco Road, Suite D
St. Charles, Illinois 60175
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and understood
that in connection with the performance of this Agreement that the ENGINEER shall comply with all
applicable Federal, State, City and other requirements of law, including, but not limited to, any
applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal
status of employees. Without limiting the foregoing, ENGINEER hereby certifies, represents and
warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing products
and/or services with respect to this Agreement shall be legal residents of the United States.
ENGINEER shall also at its expense secure all permits and licenses, pay all charges and fees and
give all notices necessary and incident to the due and lawful prosecution of the work, and/or the
products and/or services to be provided for in this Agreement. The CITY shall have the right to
audit any records in the possession or control of the ENGINEER to determine ENGINEER'S
compliance with the provisions of this section. In the event the CITY proceeds with such an audit
the ENGINEER shall make available to the CITY the ENGINEER'S relevant records at no cost to
the CITY. ENGINEER shall pay any and all costs associated with any such audit.
IN WITNESS WHEREOF,the parties hereto have entered into and executed this Agreement
effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
By s / ./�. By: '
City Manager
Attes . Name 'rint: e/Zeflj ,5>O77- oZ r-/VZ
htf-6(- 4 Title:
City Clerk
F:\L.egal Dept\Agreement\Trotter Associates Agr-2018 Collector St Resurf-5-4-I8.docx
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ATTACHMENT A
SCOPE OF SERVICES
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 I 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 theworkofcontractors and construction engineer to insure adequate quality control of
the construction work and compliance with the design drawings,specifications andother
required regulations.
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 review
construction progress, procedures, scheduling, design interpretation, problem areas and
overall coordination.
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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 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.
2. Specific Duties and Responsibilities
a. Liaison and Contract Control:
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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.
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
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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, weather
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
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.
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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.
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
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.
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ATTACHMENT B
PROJECT SCHEDULE
• The 2018 Street Resurfacing Program Design and the 2018 Sanitary Sewer Lining
Program Design are scheduled to be completed by May 11, 2018 including the city's
review.
• The 2018 Street Resurfacing Program and the 2018 Sanitary Sewer Lining Program are
scheduled to be advertised for bidding the week of May 14, 2018 with a scheduled bid
opening of the week of May 28, 2018.
• The 2018 Street Resurfacing Program and the 2018 Sanitary Sewer Lining Program
construction contracts will be presented to the city council for approval on June 13th,
2018 with physical construction commencing shortly thereafter.
• The 2018 Sanitary Sewer Lining Program construction shall be substantially complete by
October 1, 2018.
• The 2018 Street Resurfacing Program construction shall be completed by November 1,
2018.
2018 Elgin Street Resurfacing Program-Design
Estimated Person Hours
By Task& Classification
Senior
Project Senior
Task/Description Project Engineer II Staff Hours Costs
Manager Technician
Engineer
2018 Collector Street Resurfacing-Design
1 Additional Design of the Wellington Neighborhood Streets 7 10 16 32 65
2 Bidding 7 4 21 32
3 Incidentals 0 $258
Total Hours 14 10 20 53 97
Hourly Rate$/HR $183 $193 $155 $113
Labor Cost $2,562 $1,930 $3,100 $5,989 TOTAL= $13,581
Note:Direct Costs Trotter and Associates-$258 Incidentals, Copying, Mail
I Total plus Direct CostsCost $13,839
City of Elgin
2018 Sanitary Sewer Lining
Project Number COE020
2018 Elgin Sanitary Sewer Lining Program
Task Manpower and Fee Summary-Design
Department Project CAD Total Fee
Task Engineer VIII Director Engineer Designer Secretarial Manhours Summary
Design Phase
Contract Documents 1 4 40 45 $ 5,739
Bid Package 12 16 28 $ 3,064
Opinion of Probable Costs 8 8 $ 1,104
Subtotal Design Phase 1 4 60 0 16 81 $ 9,907
Bid Assistance
Pre-Bid Meeting 1 2 3 $ 276
Respond to Bidders 8 8 $ 1,104
Addenda 8 8 16 $ 2,248
Distribute Plans and Specifications 16 16 $ 1,408
Bid Review and Recommendation 8 8 $ 1,104
Subtotal Bid Assistance 0 1 26 8 16 51 $ 6,140
TOTAL MANHOURS 1 5 86 8 32 132 $ 16,047
2018 Elgin Street Resurfacing Program
Estimated Person Hours
By Task&Classification
80 Working Days at 10 Hours per Day
Senior
Project Project Senior
Task/Description Project Engineer II Staff Hours Costs
Manager Coordinator Technician
Engineer
2018 Street Resurfacing Northwest-Construction
1 Pre-Construction Video 4 4 8
2 Pre-Construction&Progress Meetings 40 40 4 4 88
3 Shop Drawings 4 6 10
4 Construction Observation 800 640 1440
5 Documentation 80 80 160
6 QA Material Testing 8 8 $13,280
7 Construction Administration&Coordination 80 10 20 110 $550
8 Contractor Pay Requests 40 16 56
9 Change Orders 10 10
10 Pre-Final Punchlist 30 30 60
11 Final Walkthrough 10 10 20
12 Contract Closeout 6 20 16 42
Total Hours 134 10 60 1002 806 2,012
Hourly Rate$/HR $183 $183 $193 $155 $113
Labor Cost $24,522 $1,830 $11,580 $155,310 $91,078 TOTAL= $284,320
Note:Direct Costs Trotter and Associates-$550 Incidentals,Copying,Mail
Note:Direct Costs Rubino Engineering-$13,280 Pavement Cores,Soil Borings, Material Testing
I Total plus Direct Costs $298,150
City of Elgin
2018 Sanitary Sewer Lining
Project Number COE020
2018 Elgin Sanitary Sewer Lining Program
Task Manpower and Fee Summary-Construction
Department Project CAD Total Fee
Task Engineer VIII Director Engineer Designer Secretarial Manhours Summary
Construction-Related Services
Pre-Construction Conference 1 2 3 $ 276
Clarify Documents 8 8 $ 1,104
Change Orders 8 8 $ 1,104
Shop Drawings 12 12 $ 1,656
Pay Requests 16 16 32 $ 3,616
Resident Project Representation 4 32 36 $ 4,416
Subtotal Construction-Related Services 0 5 78 0 16 99 $ 12,172
Completion Documents
Bonds, Certificates, Warranties, Insurance 12 2 14 $ 1,942
Subtotal Completion Documents 0 0 12 2 0 14 $ 1,942
TOTAL MANHOURS 0 5 90 2 16 113 $ 14,114
ATTACHMENT C
SCHEDULE OF HOURLY RATES AND REIMBURSABLE EXPENSES
2018 Schedule of Hourly Rates 2018 Reimbursable Expenses
Item Unit Unit Price
Classification Billing Rate
Principal Engineer $225.00 Engineering Copies Sq.Ft. S0.29
1-249 Sq.Ft.
Engineer VIII $219.00
En ineer VII $193.00 Engineering Copies Sq.Ft. $0.27
g 250-999 Sq.Ft.
Engineer Level VI $183.00
Engineering Copies Sq.Ft $025
Engineer Level V $158.00 1000-3999 Sq.Ft.
Engineer Level IV $138.00 Engineering Copies Sq.Ft. $0.23
Engineer Level III $125.00 3999 Sq.Ft.&Up
Engineer Level II $113.00 Mylar Engineering Copies Each $8.00
Engineer Level I $100.00 up to 24"by 36"
Engineering Intern $52.00 Color Presentation Grade Sq.Ft. 55.15
Large Format Print
Senior Technician $155.00
Technician Level IV $138.00 Comb Binding> 120 Sheets Each 54.75
Technician Level III $125.00 Comb Binding< 120 Sheets Each $3.50
Technician Level II $109.00 Binding Strips(Engineering Plans) Each 51.00
Technician Level I $98.00
5 Mil Laminating Each $1.25
GIS Specialist III $143.00
GIS Specialist II $109.00 Copy I I"x 17" Each $0.50
-Color
GIS Specialist I $98.00
Copy 11"x 17" Each $0.25
Clerical Level III $88.00 -Black and White
Clerical Level II $76.00
Copy 8.5"x 11" Each S0.25
Clerical Level I $64.00 -Color
Professional land Surveyor $183.00 Copy 8.5"x 11" Each $0 12
Survey Crew Chief $155.00 -
Black and White
Survey Technician Level II $79.00 Recorded Documents Each $25.00
Survey Technician Level I $66.00 Plat Research Time and Material
Department Director $183.00
Per Diem Each Day $30.00
Prevailing Wage Survey Foreman** $185.00
Field/Survey Truck Each Day $45.00
Prevailing Wage Survey Worker** $181.00
Sub Consultants Cost Plus 5% Postage and Freight Cost
**Rates will be escalated for Overtime&Holiday Pay to adjust for Mileage Per Mile Federal Rate
Premium Time bused on the current Illinois Department of Labor
Rules
Note: On January I"of each year, the fees and hourly rates may
be escalated by an amount not to exceed five(5)percent.
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