19-4 Resolution No. 19-4
RESOLUTION
AUTHORIZING EXECUTION OF AMENDMENT AREEMENT NO. 1 WITH
ENGINEERING ENTERPRISES, INC. FOR PHASE II NGINEERING SERVICES
IN CONNECTION WITH THE CHICAGO STREET SU ACE TRANSPORTATION
PROGRAM (STP) PROJEC
BE IT RESOLVED BY THE CITY COUNCIL OF TH CITY OF ELGIN,ILLINOIS,that
pursuant to Elgin Municipal Code Section 5.02.020B(9) the ity Council hereby finds that an
exception to the requirements of the procurement ordinance is ecessary and in the best interest of
the city; and
BE IT FURTHER RESOLVED BY THE CITY COU CIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard G. Kozal, City Manager, and Kimberl A. Dewis, City Clerk, be and are
hereby authorized and directed to execute Amendment Agree ent No. 1 on behalf of the City of
Elgin with Engineering Enterprises, Inc. for Phase II engineefng services in connection with the
Chicago Street Surface Transportation Program(STP)Project,a opy of which is attached hereto and
made a part hereof by reference.
s/ David J. Kaptain
David J. Kaptain, Mayor
Presented: January 9, 2019
Adopted: January 9, 2019
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
I
AMENDMENT AGREEMENT No. 1
THIS AMENDMENT AGREEMENT No. 1 is hereby made and entered into this 9th day of
January , 2019, by and between the City of Elg n, Illinois, a municipal corporation
(hereinafter referred to as the "City"), and Engineering Ente rises, Inc., an Illinois corporation
(hereinafter referred to as"Engineer").
WHEREAS, the City and Engineer hereto have previousl entered into an agreement dated
February 25, 2015 (hereinafter referred to as "ORIGINAL GREEMENT"), wherein the City
engaged the Engineer to furnish certain professional servic s in connection with the Chicago
Street STP Project(hereinafter referred to as the"Project"); a d
WHEREAS, the parties hereto have determined it to be in t eir best interest to amend Original
Agreement; and
WHEREAS, the City has determined that the proposed scope of the Project should be modified
to include Supplemental Design Phase Professional Engine "ng Services for the Chicago Street
STP Project(hereinafter referred to as"Supplemental Service "); and
WHEREAS,the Original Agreement provides for a maximum payment of$548,253.00; and
WHEREAS, the parties hereto have determined and agree that the total maximum payment for
the Supplemental Services described in this Amendment Agreement No. 1 shall be in the amount
of$78,913; and
WHEREAS, the changes contemplated by this Amendment greement No. 1 are germane to the
Original Agreement as signed; and this Amendment Agree ent No. 1 is in the best interests of
City and is authorized by law.
NOW, THEREFORE, for and in consideration of the mut promises and covenants provided
for herein, and other good and valuable consideration, t e sufficiency of which is hereby
acknowledged,the parties hereto agree as follows:
1. The above recitals are incorporated into and made a part of this agreement as if fully
recited hereby.
2. That Section 1 of the Original Agreement is hereby amended by adding the following
subparagraph D thereto to read as follows:
"The Engineer shall also provide Supplemental Services for the Project which includes
the Design Phase Professional Engineering for the Chicago Street STP Project in
accordance with Attachment A-1 and Engineer shall Furnish such Supplemental Services
for the Project as outlined and detailed in Attachment C-1,"
3. That Section 2 of the Original Agreement is hereby amended by adding the following to
the end of Subparagraph B:
"B. Engineer shall provide the Supplemental Sery ces provided for in Amendment
Agreement No. 1 in accordance with the schedul outlined herein and detailed in
Attachment B-1."
4. That Section 4 of the Original Agreement is hereby amended by adding the following
paragraph E and Payment Schedule to read as follows:
"E. For services described in Attachments A-1, C-1', Engineer shall be paid at an hourly
rate for the classifications of personnel who perform work on this Project; provided,
however, that Engineer shall be paid a total maximfee of$78,913 for the services to
be provided pursuant to this Amendment AgreemenlNo. 1, regardless of the actual time
or actual costs incurred by the Engineer unless substantial modifications and scope of
work are authorized in writing by the City and ap roved pursuant to a further written
amendment to this Agreement. The total fees to be paid to the Engineer pursuant to the
Original Agreement and Amendment Agreement No. 1 now total $627,166.00. The
detailed basis of the additional fee associatedwith Amendment A eement No. 1 is
t
l�'
included in Attachment C-1 and is based on hourly rates of personnel utilized.
Attachment D-1, Standard Schedule of Charges dated January 2018, will be utilized for
this Project."
Payment Schedule for Supplemental Services
ESTIMATED ESTIMATED VALUE ESTIMATED INVOICE
DATE %COMPLETE OF WORK COMPLETE VALUE
10/31/2018 20% $ 15,782.60 $ 15,782.60
11/30/2018 30% $ 39,456.50 $ 23,673.90
12/31/2018 30% $ 63,130.40 $ 23,673.90
1/31/2019 10% $ 71,021.70 $ 7,891.30
2/28/2019 10% $ 78,913.00 $ 7,891.30
Total 100% $ 78,913.00
6. That except as amended in this Amendment Agreement No. 1 the Original Agreement
shall remain in full force and effect.
7. That in the event of any conflict between the terms 3f the Original Agreement, and the
provisions in this Amendment Agreement No. 1, the provisions of this Amendment
Agreement No. 1 shall control.
IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment
Agreement as of the date and year first written above.
CITY OF _ CONSULTANT
By: i - / By: 37-
City Manager It Vice President
Att st: Attest:
ad/eh/1444 ,
M
City Clerk Its Executive Assistan
Attachment A-1
Scope of Services — Phase II Close-Out Supplement'
Additional work completed and/or anticipated to be completed to Close-Out Phase Il for
the January 19, 2019 IDOT Letting (assuming no additional delays)
A. Meetings and Coordination with City of Elgin
1. Additional coordination was required with the City for letting delays because of land
acquisition issues.
2. Additional coordination and meetings with the City will be required to coordinate and
finalize Phase 2 of this project (assume 2 meetings x 3 people per meeting x 4 hours).
3. EEI will prepare necessary plans or exhibits for each meeting.
4. EEI will prepare and distribute meeting minutes after each meeting.
5. Internal staff meetings as required for completion of 6ontract (assume 3 meetings x 4
people per meeting x 0.5 hour).
B. Detour Plan Coordination
1. EEI prepared information for and attended an additional Detour Committee Meeting on
February 15, 2018.
2. Prepared and distributed meeting minutes.
3. Provide agenda and exhibit information for October 2018 IDOT Detour Committee
Meeting.
4. Attend IDOT Detour Committee Meeting in October 2018 to request extension of the
approved detour route for the construction season in 2020. It is currently approved for
the 2018 and 2019 construction seasons.
5. Revise detour plan if needed per IDOT comments.
6. Prepare and distribute meeting minutes.
C. Coordination with IDOT and KKCOM for Letting Delays
1. Additional coordination was required with IDOT and KKCOM for letting delays because
of land acquisition issues in late 2017 (moved from November 2017 IDOT Letting to
January 2018 IDOT Letting and again to March 2018 IDOT Letting).
2. EEI will coordinate with !DOT for the letting delay (to the January 2019 Letting) and for
submittal of revised plans for the new letting date.
3. EEI will coordinate with and send necessary documentation to KKCOM for the delay in
letting (to the January 2019 Letting).
4. EEI will continue to submit quarterly STP Update Forms to KKCOM.
D. Final Plan Preparation (Finalize Phase ll Plans for Letting)
1. EEI will revise plans as needed for the following:
a. Traffic Control and Staging — revise.
b. IDOT Coded Pay Items — check and update as needed.
c. IDOT Checksheets — update for correct letting.
d. Special Provisions — update as needed for contract.
e. Estimate of Time — revise for new letting and construction schedule.
f. Estimate of Cost — update with more recent unit costs.
g. Provisions in plans, specs, and estimates for lead service line replacement
coordination.
2. EEI will address IDOT and City of Elgin review comments.
3. EEI will finalize and submit Final Plans, Specifications, and Estimates for the January
2019 IDOT Letting.
\\MILKYWAY\EEI_Storage\Docs\Public\Elgin\2011\EG1104 Chicago Street Rehabilitation\PSA\Supplement Review\Mid 2018
Letting Delay Supplement\Attachment A-1 Phase 2 Engineering Scope of Services.docx
E. Utility Coordination and Permit Review
1. Additional review and coordination with various utilities.
2. Review ComEd Permit, permit revisions, and attend site coordination meeting with
CorEd and City of Elgin.
3. Review MCI Permit.
4. EEI will continue to coordinate with utility companies and review relocation permits
(assume 2 people x 7.5 hours + 1 person x 4 hours)
5. Assume 2 field review meetings will be required for this (2 people X 7.5 hours).
F. Permit Updates
1. EEI will update the IEPA watermain permit as needed
2. EEI will update the biological clearance (it expires September 2018).
G. Lead Service Line Coordination
1. Reviewed information regarding lead service line replacement requirements for this
project.
2. Prepared information for presentation to City Staff and City Council to outline potential
scope, schedule, and budget for lead service line replacement for this project.
3. Project research and planning for lead service line replacement.
H. Quality Control/Quality Assurance
1. QC/QA of plans, specifications, and estimates.
I. Project Administration
1. Additional project management and administration for delays in letting.
J. Plan Revisions for Land Acquisition Delays
1. Plan and construction staging revisions to account for letting delays and change in
construction schedule when moving from November 2017 IDOT Letting to January 2018
IDOT Letting and again to March 2018 IDOT Letting.
2. Specification and estimate revisions to account for letting delays.
\\MILKYWAY\EEI_Storage\Docs\Public\Elgin\2011\EG1104 Chicago Street Rehabilitation\PSA\Supplement Review\Mid 2018
Letting Delay Supplement\Attachment A-1 Phase 2 Engineering Scope of Services.docx
ATTACHMENT B-1 : Project Schedule
,*, Engineering Enterprises,Inc. Chicago Street Phase II - Center Street to Liberty Street
City of Elgin
Kane and Cook Counties
MONTH
2018 2019
Task Description Jan Feb Mar Apr May Jun Jul Aug JSep Oct Nov Dec Jan Feb Mar
Project Administration and Quality Control/Quality Assurance
Meetings and Coordination with City of Elgin
Detour Plan Coordination _
Coordination with IDOT and KKCOM -,,,,,e.
Lead Service Line Coordination for Plans
Plan Preparation/Revision ,
Initital Final Plan Submittal _
IDOT Initial Final Plan Review
Final-Final Plan Submittal
Utility Coordination and Permit Review C .fw ; , , - h
TEPA Permit Uipdates
Project Letting
QualityControl/QualityAssurance Engineering Key Dates
9� 9 � -��
Agency Review Contracting
ATTACHMENT C-1 ,SIL
ESTIMATED OF LEVEL OF EFFORT AND ASSOCIATED COST-PROPOSED ADDITIONAL TASKS -
PROFESSIONAL ENGINEERING SERVICES-PHASE II ENGINEERING CLOSE-OUT E LG IN
CHICAGO STREET PHASE II-CENTER STREET TO LIBERTY STREET
CITY OF ELGIN,ILLINOIS
ENTITY: ENGINEERING SURVEYING DRAFTING ADMIN. WORK
PRINCIPAL SENIOR SENIOR SENIOR SENIOR SENIOR ITEM COST
WORK _ PROJECT ROLE: IN PROJECT PROJECT PROJECT PROJECT ENGINEERING PROJECT PROJECT PROJECT CAD PROJECT HOUR PER
ITEM - CHARGE MANAGER ENGINEER II ENGINEER I ENGINEER INTERN MANAGER_ SURVEYOR II TECHNICIAN MANAGER TECHNICIAN ADMIN. SWAM, ITEM
NO. WORK REM HOURLY RATE: $197 . $191 $160 $149 $137 - $84 $173 $160 $125 -$173 $137 $80
PHASE I
A MEETINGS AND COORDINATION WITH CITY OF ELGIN 10 14 26 6 - - - - - - - - 55 $ 9.504
B DETOUR PLAN COORDINATION 2 20 - - - - - - - - 22 $ 3,822
C COORDINATE WITH IDOT AND KKCOM FOR LETTING DELAY 2 6 2 _ - _ _ _ _ - _ - 9 $ 1.685
D PLAN PREPARATION 6 14 42 71 - - - - - - 32.25 8 173 $ 26.213
E UTILITY COORDINATION AND PERMIT REVIEW - 4 44 23 - - - - - - 71 $ 11.197
F PERMIT UPDATES - 1 2 - - - - - - _ - - 3 S 511
G LEAD SERVICE LINE COORDINATION(FOR REPLACEMENT) 5 15 9 • - 4 - - - - - - 32 $ 5.432
H QUALITY CONTROUQUALITY ASSURANCE 2 8 2 - - - - - - - - - 12 $ 2.242
I PROJECT ADMINISTRATION 2 4 7 - - - - - - - - - 13 $ 2.278
J PLAN REVISIONS FOR LAND ACQUISITION DELAYS - - 33 26 - - - - - - - - 59 $ 9.154
SUB TOTAL 26 67 197 126 - 4 - - - - 32 8 449 $ 71,83725
DIRECT EXPENSES LABOR SUMMARY
Printing $ 200 Engineering Expenses= $ 66.779
Hutt 8 Hutt CCM Update/Sampling $ 6.876 Surveying Expenses= $ -
Drafinq Expenses= S 4.418
Administrative Expenses= $ 640
TOTAL LABOR EXPENSES= $ 71,937
DIRECT EXPENSES= S 7,076 -_��T1XT2GXPEN ES=_ f�28gA t.'C
Attachment D-1
Standard Schedule of Charges
41kor 11111111111
January 1,2018
EMPLOYEE DESIGNATION CLASSIFICATION HOURLY RATE
Senior Principal E-4 $202.00
Principal E-3 $197.00
Senior Project Manager E-2 $191.00
Project Manager E-1 $173.00
Senior Project Engineer/Planner/Surveyor II P-6 $160.00
Senior Project Engineer/Planner/Surveyor I P-5 $149.00
Project Engineer/Planner/Surveyor P-4 $137.00
Senior Engineer/Planner/Surveyor P-3 $125.00
Engineer/Planner/Surveyor P-2 $114.00
Associate Engineer/Planner/Surveyor P-1 $103.00
Senior Project Technician II T-6 $149.00
Senior Project Technician I T-5 $137.00
Project Technician T-4 $125.00
Senior Technician T-3 $114.00
Technician T-2 $103.00
Associate Technician T-1 $ 90.00
Engineering/Land Surveying Intern I-1 $ 84.00
GIS Technician G-1 $ 72.00
Administrative Assistant A-3 $ 70.00
CREW RATES,VEHICLES AND REPROGRAPHICS
1 Man Field Crew with Standard Survey Equipment $163.00
2 Man Field Crew with Standard Survey Equipment $254.00
1 Man Field Crew with RTS or GPS* $202.00
2 Man Field Crew with RTS or GPS* $293.00
Vehicle for Construction Observation $15.00
In-House Scanning and Reproduction $0.25/Sq.Ft. (Black&White)
$1.00/Sq.Ft.(Color)
Reimbursable Direct Costs&Services by Others Cost+ 10%
*RTS=Robotic Total Station/GPS=Global Positioning System
52 Wheeler Road,Sugar Grove, IL 60554— (630) 466-6700 tel — (630)466-6701 fax —www.eeiweb.com