1984-04-23 - Resolution 1984-22 - APPROVING AN AGREEMENT FOR PRELIMINARY ENGINEERING SERVICES FOR THE 1985 VILLAGEWIDE CONTRACTUAL STREET MAINTENANCE PROJECTRESOLUTION NO. 84- 22
A RESOLUTION APPROVING AN AGREEMENT
FOR PRELIMINARY ENGINEERING SERVICES
FOR THE - 1985 VILLAGE!(IDE CONTRACTUAL
STREET MAINTENANCE PROJECT
WHEREAS, the President and Board of Trustees of the
Village of Buffalo Grove desire to cause the implementation of
the 1985 Villagewide Contractual Street Maintenance Proiect; and,
WHEREAS, the approval of an agreement with a consulting
engineering is required in order to proceed with the necessary
engineering of the project.
NOH, THEREFORE, BE IT RES0LVED by the President and
Board of Trustees of the Vi1)age of Buffalo Grove, Lake and
Cook Counties, Illinois, that the President and Clerk be, and
they are hereby authorized and directed to execute the
"Agreement for Preliminary Engineering Services for the Village
of Buffalo Grove the Vi'llagewide Contractual Street Ma'intenance
Project". A copy of said contract is attached hereto and made a
part thereof.
AyES: 6 - Marienthal, Stone, O'Reilly, HartsEein, clover, Reid
NAYES: O - NONE
ABSENT: O - NONC
PASSED: APTiI 23 , 1984
APPROVED: APTiI 23 , 1984
APPROVED:
I
age res l ent
ATTEST:
>
ViTIajr
L-2.4L
AGREEMENT FOR PRELIMINARY
ENGINEERING SERVICES FOR
THE
VILLAGE OF BUFFALO GROVE
VILLAGE-WIDE CONTRACTUAL STREET MAINTENANCE
PROJECT
THIS AGREEMENT !,IADE AND ENTERED INTO this 20th day of March,
1984, by and between Baxter & Woodman, Inc., Environnental Engi-
neers, of the City of crystal Lake, County of McHenry and State of
IIIinois, hereinafter called the ENGINEERS, and the village of
Buffalo crove, Iocated in the Counties of Cook and Lake, and State
of I1linois, hereinafter called the MUNfCIPALITY covers certain
engineering services in connection with the proposed improvement
designated as Section 84-00035-00-EG, which irnprovement will be
financed entirely or in part vrith Uotor Fuel Tax funds allotted to
the MUNICIPALITY by the State of Illinois and constructed under
the general supervision of the Staters Department of Transporta-
tion, Division of Highyray, hereinafter called the DIVISION OF
HIGHWAYS .
WITNESSETH TIIAT, in consideration of these prenises and of
the mutual covenants herein set forth, the ENGfNEERS agree:
1. To perform or be responsible for the performance of the
fotlowing engineering services for the I4UNICIPALITY in connection
with the proposed improvements heretofore described:
pa ra t ion
the pro je
ment.
Make
plans
wh ich
of
such field surveys as are necessary for the pre-
, specifications and detailed cost estirnates foris further described in Exhibit E of this agree-
b. Make or cause to be made such subsurface investiga-tions and analyses thereof as may be reguired to furnish suffi-
cient data for the design of the proposed improvement, such in-
vestigations to be made in accordance with the current require-
nents of the DIVISION Of HIGHWAYS.
(198s)
c. Review and analyze traffic
furnished by the MUNICIPALITY for thosestructural pavement des ign.
stud ies
streets
and counts to be
reguiring a
2
d. Make completed p1ans, special provisions, and esti-
mates of cost. The plans shall be drawn to a suitable scale onstandard sheets. Five (5) copies of the plans, specialprovisions, proposals, and estimate of cost shaIl be furnished to
the MUNICIPALITY. Additional copies of any or all docurnents, ifrequired, shall be furnished to the MUNCIPALITY by the ENGINEERS
at their actual cost for reproduction.
e.
MUNCIPALITY
Attend conferences to befor review and evaluation
held at the reguest of theof proposed improvements.
f. Provide documents for bidding, assist in bidreceiving, evaluate bids, make recomnendation to the MUNICIPALITY
and prepare final contract documents for approval by the MUNICI-
PALITY and DMSION OF HIGHWAYS.
2. That all reports, plans, plats, and special provisions tobe furnished by the ENGfNEERS pursuant to this Agreement will bein accordance rr,ith the current standard specifications and poli-cies of the DfVISION OF HIGHWAYS, it being understood that all
such reports, p1ats, plans and drafts, sha1l before being finallyaccepted, be subject to approval by the MUNICIPATITY and said
DIVISION OF HIGHWAYS.
3. That the basic survey notes and sketches, charts, conpu-tations and other data prepared or obtained by the ENGINEERS pur-
suant to this Agreement will be made available, upon request, tothe TJTUNICIPALITY or the DIVISION OE HIGHWAYS vrithout cost andwithout restriction or limitations as to their use.
NEERS
s how
4. That all plans and other documents furnished by the ENGI-pursuant to this Agreement will be endorsed by them and willtheir professional seal where such is required by 1aw.
To submit, upon request by the MUNICIPALITY or the DM-
HIGHWAYS, a list of the personnel and the equipment theyto use in fulfilling the requirements of this Asreement.
THE I,IUNICIPALITY AGREES :
5.
SION OF
propo se
1. That it wiII appoint an employee as Project Manager whoshall be in responsible charge and direct control of the project
at all times.
2. That
ENGINEERS a1Ipertaining to
said Project Manager will make availableavailable reports, maps, traffic counts,the proposed improvements.
to the
and data
IT IS FURTHER MUTUALLY AGREED:
1. The MUNICIPALITY shall pay to the ENGINEERS, and
ENGINEERS agree to accept as fuII compensation for their
as stipulated in paragraphs Ia, J,b, lc, ld, le, 1-f,2,3,of the ENGINEERS ag ree:
A lump sun of $3,990.00 for profit only; and
the
services,4, and 5
b
C
reimbursement for all costs reLated to the directsalaries of employees for time chargeable to theproject, and direct salaries of principals for timethey are engaged in work necessary to fuIfi1I the
terms of this Agreementi and
reinbursement for overhead and/or indirect costsincurred in fulfilling the terrns of this Agreement;
and
fringe costs,in fulf il1ing
2. The maximum amount of the total fee payment under this
Agreement is $42,340.00 , as determined by Exhibits A and B, andas long as the scope is in accordance with Paragraph I of ENGf-
NEERS AGREE. Should the VILLAGE require changes in scoperesulting in the revision or abandonnent of work already per-
forned by the ENGINEERS or require other elenents of work not
included in the original scope, then the ENGINEERS sha11 be
conpensated in addition to the amount stipulated above for such
changes or additions in accordance with the methods set forthin this Agreement.
3. In the event that the work under this Contract isentirely suspended, the ENGINEERS agree that their services maylikewise be suspended without additional compensation for costs
caused by such suspension of services. The ENGINEERS will bepaid for any services rendered prior to suspension in accord-
ance with the terns of this Agreement.
4. A tabufation of the regular hourty salary range for
each classification of employee expected to be productively
engaged in work necessary to fulfilt the terns of this Agree-nent, is shown on Exhibit C of this Agreenent.
3
d. reirnbursement for payroll burden and
and direct non-salary costs incurredthe terms of this Agreernent.
4
5. Overhead and indirect costs shown on Exhibit D of thisAgreement, as a percent of direct productive payroII, are repre-sentative of the ENGINEERST actual overhead and indirect costsbased on the ENGINEERST records over the past one year prior tothe effective date of this Agreement.
6. Payroll burden and fringe benefit costs shown on ExhibitE of this Agreement as a percent of direct productive payroll arerepresentative of the ENGINEERS' actual payroll and fringe bene-fits cost based on the ENGINEERST records over the past one yearprior to the effective data of this Agreement.
7. Payment by the MUNICIPALITy shall be made to the ENGI-
NEERS as soon as practical each month, in the amount of 9Ot of thefee earned (invoiced). Monthly progress payments for the lump surnfor profit, section 1a, shall be prorated based on the fee paymentearned to date. The 10t retainage plus any balance due shall- bepaid in ful1 upon plan and specification approval by the DIVISION
OF HIGHWAYS or upon final construction contract award, whicheveroccurs first.
8. Travel and other out-of-pocket expenses wilI be reim-bursed to the ENGINEERS at their actual cost.
WARRANTIES:
In addition to the covenants herein made, the ENGINEERSwarrant:
1. That they have not employed or retained any company orperson, other than a bona fide enployee working solely for tfreENGINEERS, to solicit or secure this Agreenent, and that they havenot paid or agreed to pay any company or person, other than a bonafide employee working solely for the ENGINEERS, any fee, commis-sion, percentage, brokerage fee, gifts, or any othir considera-
ilgn, .ontingent upon or resulting from the aivard or making ofthis Agreenent. For breach or violation of this warranty, theMUNrcrPALrrY shall have the right to annur this Agreement $rithoutIiability, or in its discretion to deduct from th6 Agreement priceor consideration, or otherwise recover, the ful1 amoint of suchfee, commission, percentage brokerage iee, gifa; ;; ;;ntingent ree.
2. That they are qualified technically and are entirely con_versant -with- the poricies applicable to the project; ani-irrat tnevhave,and will furnish at the- request of the lruNicrpaliii, -"rrri-
cient, properly trained and experienced personnel to periorm theservices enumerated herein. Tire MUNICIpALITY will pa^ss on thequalification of aI1 personnel.
3. That they will not employ any person presently enployedby the MUNICIPALITY or the DIVISION OF HIGHWAYS of t.he State ofI11inois, without the written consent of the ITIUNICIPALT?Y orDirector of Highways of said DIVISION oF HIGHWAYS.
EXTRA WORK:
If the ENGINEERS are of the opinion that any work they have
been directed to perforn is beyond the scope of the Agreement and
constitutes extra work, they sha1l promptly notify the MUNICIPAL-
ITY of that fact before proceeding. No extra work shall be eIi-gible for payment unless it is authorized in writing in advance by
the MUNICIPALITY. In the event the MUNICIPALITY determines that
such work does constitute extra r"rork, it shal1 provide extra com-
pensation to the ENGINEERS upon a fair and equitable basis.
IN WITNESS WHEREOF the ENGINEERS have hereunto set their hand
and seal the day and date first above written and the MUNICIPALITY
has caused the execution of the Contract to be made by its
President and attested by its Clerk pursuant to the resolution
passed by the Board of Trustees, which resolution is to be con-sidered as a part of this Agreement, the same as though it werewritten here in.
BAXTER & WOODMAN, TNC.
By
P resl dent
ATTEST:
r.OR THE MUNICI PALITY
Munic a C er
-27
Mayor or P resl ent the Boar
Municipal Seal Baxter &Wo odma n Inc. Seal
rn &,"$**
EXHIBTT A
AVERAGE PAYROLL RATE
(
Personnel
Classificatlon Salary
Admln. &
Meetlngs
Field
Surveys Evaluation
PreL . Est.
& Design Draftlng
FinaI
P.S. & E
Bld
RecelvLngt
Part .
I\rgt .
Ra te
t
Part .
wgt .
Rate
t
Part .
$rgt .
Rate
t
Part -
wgt.
Rate
t
Part .
wgt.
Ra te
t
Part .
wqt.
Ra te
t
Part -
lrst.
Rate
Principle $21.40 67 L4 .34 30 5 .42 I1 2 .35 2 .57 4.24
Sr. Engr.16 .60 33 5.48 30 4 .9A 9 1 .49 29 4 .81 80 13 .2A
Engineer 13.00 40 5 .20 40 30 3.90 3 .25
Jr. Englneer 10 .80 40 4.32 20 2.L6 25 2.70
Engr. Tech.20 ) ti 30 3.30 34 3.74 9 0.99
Draftsman l-2.00 33 3.96
Draftsman 10 .60 33 3 .50
Average
Salary Rate 100 19 .82 100 tt.72 100 16 .60 100 13.20 100 11 .20 100 14.32 r00 17 .56
(
20
11.00
(
\
EXHIBIT B
COST ESTIMATE OF CONSUI,TANT SERVICES
I tem Hours Payrol l
Fringe
Beneflts Overhead Subtotal Profit
Direct
Cost Total
Cost
Percent
Adminlstration and
Meetings BO $ 1, s86 $ 874 $ 1,8s4 $ 4,314 # 476 $ lzo *$ 4, e10 11 .6
Fleld Surveys 230 2 ,696 7 ,4A7 3,151 't ,334 809 a ,429 19 .9
Evaluati on 90 I ,494 a24 L ,746 4 ,064 444 4 ,612 r0 .9
Preliminary Eatlmate and
Deslgrn IL 0 I ,452 BOI ). ,69't 3,950 436 1,600**5 ,986 14.r
300 3, 360 1, 853 3 ,927 9, r40 1,008 10,148 24.O
Final P. S. & E
Bid Receiving
r40 2 1005 1,106 2 ,343 5 ,454 602 60*L4 .4
40 702 387 820 t, 909 211 20*2,LAO 5.1
Totals 990 $r3,29s $7 ,332 *rs, s3B $36 , r5s $3 , eeo S2 ,1Bs 100.0
(
(
*Vehicle E)q)ense**Soi1 Borings, if requi red
285*
100*
Draftlng
6,116
$42,340
EXHIBT C
HOURLY RATE RANGE - ENGINEERIS REGULAR SCALE
Classification
Principal Eng ineer
Senior Eng ineer
Engineer
,funior Engineer
Draf tsman,/Techn ic ian
Clerical
From TO
$29. 90
19.60
14.40
11.80
13. 60
11.50
$19.00
14.20
II. 5O
9.00
5.80
7.80
EXHIBIT D
OVERHEAD AND INDIRECT COSTS
Administrative, unassignable staff tine,recruiting, training and eduction, severance,negotiating new business, and office account-ing, clerical and secretarial wages and
salar ies
Utilities, Telephone, Electric, cas
Rental of business space and equipment
Dues, meetings, seninars, conventions,
and P.E. licenses
Depreciation
Business insurance
and valuable pape r s
including acc ident, tiability
Taxes except Federal Income
Maintenance and repa ir s
Office suppl ies
Professional services includ ingspecialists, lega1, auditing, etc.
Employeesr travel expenses not assignedto cl ient
Miscellaneous expenses
TOTAL OVERHEAD
Percent of Di rec tProductive Payrol l
73.3r
3.23
7.55
0.8s
3.49
6.35
1.32
2 .87
5.25
11.50
0 .27
116.87
0.87
EXHIBIT E
PAYROLL BURDEN AND FRINGE COSTS
Percent of Di rect
Productive Payrol I
Federal Insurance Contributions Act
Federal and State Unemploynent Compensation
Workmenrs Compensation Insurance
Paid HoIidays, Vacation, Sick Leave
Pens ion
Group Insurance
TOTAL PAYROLL BURDEN AND FRINGE COSTS
9.48
0.56
1.68
r1.31
25.90
6.12
55.15
EXHIBIT F
PROJECT BACKGROUND AND DESCRIPTION
In October, 198I, a report entitled "Pavenent Management System
Study" was completed for the Village of Buffato Grove by Novak,
Denpsey and Associates, Inc. This study presented recommendationsfor optimal S-year street maintenance programs for several alter-nate funding and service quality leve1s. These alternate street
rnaintenance programs utilized eight different maintenance andreconstruction strategies including:
1
2
3
4
5
6
7
8
) Slurry Seal
) 2 .0" Ne$, Surface
) 2.0u Bituminous Concrete Overlay
) 2.0" New Surface plus Fabric
) 2.O" Bituminous Concrete Overlay
) Reconstruct with 8.0r' PAM Base +
) Reconstruct with 8.0' BAM Base +
) Reconstruct with 8.0" PAIU Base p1
s Fabr ic
" Surfacerr Sur face
Fabric + 2.5" Sur face
p1u
2.5
,q
us
The study included cost estimates for the various strategies uti-lized in each recommended alternate program which vrere intended toinclude typical quantities for items such as pavement patching
under surface treatments.
After reviewing the qualifications of a number of consulting engi-neers, the Village selected the firm of Baxter & Woodman, Inc. toperform design services for the first phase improvements. Theseservices included preparation of plans, specifications, and esti-nate of cost for all streets listed with the strategy number 1through 5 in the Report under l-983 Optimal Inprovement Schedute(Appendix E). In addition, the services included an evaluationand recommended strategy (revised in many instances from that pro-posed by Novak, Dempsey and Associates) ind an updated cost esti-mate for those streets listed with the strategy number 6 through gin the Report under 1983 Optimal Improvement Slheau:-e (AppenaliiE). In both cases, the list of streets to be improved eilludedcertain streets for which Developers who had conltructed thestreets were still responsible for and also those streets thatwere already under contract for rehabilitation.
fn the spring of 1982, the Village of Buffalo Grove elected to
proceed with the design and construction of inprovements ingeneral accordance with the program recommendation entitled in theReport as "Optimal Inprovement Prograrn - 70 Level". The improve-
ments r.rere to be village-wide and were to be accomplished over aperiod of approximately four to five years. The extent of eachyear's program vras to be determined by the Village on an annualbasis.
2.
The Village of Buffalo Grove now desires to proceed with the thirdphase improvements. The streets to be improved in this phase arel-isted in the October, 198I, Report under 1985 Optimal InprovementSchedule (Appendix E) excluding Devonshire Road West, BuckthornTerrace, and tilac Lane, which are Developer responsibility (a copyis attached).
The engineering services required at this time consist of the design
and preparation of pIans, specifications, and bidding documents, aswell as receiving bids and preparation of contract docunents for theabove described streets based on the strategies indicated on theattached Iists. This work ,wiIt include the design of minor amountsof needed removal and replacernent of adjacent curb and gutter, thedesign of minor drainage improvements (problem areas not reguiringextensive field investigation and/or office evaluation), and thefield evaluation of a11 drainage and utility structures found withinthe pavement cross-section (curb-to-curb) in order to determine thecondition and possible repair method for each.
The phrase "minor anounts of needed removal and replacement ofadjacent curb and gutter" is implied to mean that removal- andreplacement will generally be limited to short, isolated lengthsrather than long, continuous lengths and wiII not require any sub-stantial increase in engineering time to expand field topogriphy andto establish existing and/or new grades.
Since there are no reconstruct streets anticipated in this yearrsprogram, structural design of pavements, traffic surveys, andextensive soiJ. exploration and testing will not be necessary. Somesoil borings may be required so as to deterrnine the pavemenl andbase thickness on questionable areas. If reconstruction of anystreet is required, the additional service costs wiLr be negotiatedwith the Village before any work is undertaken.
OPTIMAL D(P ROVEYENT SCHEDULE
SECTION
EST I MAT ED
cosr
2C014
20041
200 56
20L77
20209
202Ll
20225
2.0218
20250'
00054
00054
00067
00086
0009r
00r26
00141
0019E
0025 3
00258
{efi1+ rf
00301
00307
00323
00338
00346
00363
00365
40543
40570.
40669
40673
40677
50005
50036
50040
SeeTL rF
r.'II TTEHATL PL
TI}GER, HTLL RD
WINDSOR DR
SHADY GROVE I.}I
ASPEN DR. NORTH
ASPEN DR. SOUTH
CLOHESEY OR
LBI ITS
TIIC}ER HILL RD TO ARLTNCTON HTS 2
B E&YARD DR TO IIKE-CooK RD (inc1. loop) 2
B Efu{ARD DR TO I.IEIDNER RD 2
CHECKER DR TO SILVER ROCK LN' 3
ALDEN LN TO 125,.NO OF IVY HAIL LN. I
4OOI S IyY E{IL t,N TO CLOHSEY DR 3
ASPEN DR TO IVY IL{LL L\ I
KNOLLI.J@D TO I(\O LLWOOD
ARL INGTON UIS RD TO ESTATE DR
IJEII.{ND TO CDS
1985 TOTAL
*LESS DEvELopER' s RESpoNsrBrLrTy
SUBTOTAL
CURB & GUTTER REPLACEMENT:,AVEBAGE +
ESTIMATED TOTAL PROGRAM
29,981
64 ,245
L7,L3Z
J-t,275
5,r8s
24,200
6.222
ffi
16022 oxFoRD DR16129 BER.I.IARD DR16336 cHrcoRY r.\
5
4
3
504
345
175
27ltl
2L
NoTE: EstimaEed cost may vary, probable increase ifstrategy requires change,
$ 795,074
65 t7L
$ 729,303
106 497
s 835,800
APPENDIX E
1985
ROAD STRATEGY
UERITACE PL S L!{
PROVIDENCE
SAYBROOK I.!I
FR.ANIGIN I,J.\
C@PB. CT
CHASE CT
CAHDEN CT
HAC ARTHIIR CT
DIANE DR.
ARBOR CT.
I.IEITEHALL CT.
STONEGATE CT.
A^YITEEST CT.
WEIDNER CT.
CHENAULT CT
ARIINGToN ETS TO FREllONI(poss. N&S Ln.)1
FRE{ONT TO CDS 3
PROVTDB{CE tO CDS 1
E?EHOI{T ITAY TO FAIR.FAX 3
FR.BIONT TO CDS 3
EREI,IOITT TO CDS 3
FRB{ONT TO CDS I
UAC ARTHI'R DR TO CDS 2
BERNARD DR TO MOI{AWK TER.RACE I
coTToNI.]ooD RD TO CDS 3
IJS ITEHALL PL TO END .2
STONECATE RD TO END 2.
ASPBI DR TO CDS 2cDs 2
GOLETIE!' TERRACE TO CDS 2
3, 111
18, r50
5 ,060
9,O75
6,050
3,025
1,037
8,566
5 , r.85
6 ,050
L7 ,L32
4,283
13,5 33
4,5rl
9,022