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Public Works Packet 2015 08-18-15 AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, August 18, 2015 6:00 p.m. City Hall Conference Room Citizen Comments: Minutes for Correction/Approval: July 21, 2015 New Business: 1. PW 2015-46 Well No. 8 Rehabilitation – Professional Services Agreement – Design and Construction Engineering 2. PW 2015-47 Route 47 Improvements – Route 71 to Caton Farm Road 3. PW 2015-48 River Road and King Street Intersection – Stop Sign Request  4. PW 2015-49 Traffic Control Requests a. Alan Dale Lane and Yellowstone Lane  b. E. Spring Street and Freemont Street  Old Business: 1. PW 2015-45 E-Waste Recycling 2. PW 2015-43 Prestwick / Ashley Pointe Bond Call 3. PW 2015-27 2015 Sanitary Sewer Lining – Change Order No. 1 4. PW 2015-15 Game Farm Road – Somonauk Street Project – Update Additional Business: 2015/2016 City Council Goals – Public Works Committee Goal Priority Staff “Countryside Infrastructure” 4 Eric Dhuse & Brad Sanderson “Vehicle Replacement” 5 Eric Dhuse “Capital Infrastructure” 7 Bart Olson & Eric Dhuse “Road Study (Update & Refresh)” 9 Eric Dhuse & Brad Sanderson “Sidewalk Plan Funding” 18 Bart Olson & Rob Fredrickson United City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 Telephone: 630-553-4350 www.yorkville.il.us UNITED CITY OF YORKVILLE WORKSHEET PUBLIC WORKS COMMITTEE Tuesday, August 18, 2015 6:00 PM CITY HALL CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. July 21 2015 □ Approved ________ □ As presented □ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2015-46 Well No. 8 Rehabilitation – Professional Services Agreement – Design and Construction Engineering □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2015-47 Route 47 Improvements – Route 71 to Caton Farm Road □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2015-48 River Road and King Street Intersection – Stop Sign Request □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2015-49 Traffic Control Requests a. Alan Dale Lane and Yellowstone Lane b. E. Spring Street and Freemont Street □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- OLD BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. CC 2015-45 E-Waste Recycling □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2015-43 Prestwick / Ashley Pointe Bond Call □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2015-27 2015 Sanitary Sewer Lining – Change Order No. 1 □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2015-15 Game Farm Road – Somonauk Street Project - Update □ Moved forward to CC __________ consent agenda? Y N □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- ADDITIONAL BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number Minutes Tracking Number Minutes of the Public Works Committee – July 21, 2015 Public Works Committee – August 18, 2015 Majority Committee Approval Minute Taker Name Department Page 1 of 5 DRAFT UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, July 21, 2015, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Chris Funkhouser Alderman Ken Koch Alderman Jackie Milschewski Alderman Larry Kot Other City Officials City Administrator Bart Olson Community Development Director Krysti Barksdale-Noble Public Works Director Eric Dhuse Engineer Brad Sanderson, EEI Other Guests: Attorney John Phillipchuck, Ashley Pointe Ed Bushnell, Stewart Bryan Hernandez, Whispering Meadows John Stewart, Stewart The meeting was called to order at 6:00pm by Chairman Chris Funkhouser. Citizen Comments: None Previous Meeting Minutes: June 16, 2015 The minutes were approved as presented. New Business: 1. PW 2015-37 2015 Bond/LOC Reduction Summary to Date Mr. Sanderson said this is a quarterly report and noted a couple minimal changes with Caledonia. 2. PW 2015-38 Game Farm Road and Somonauk Street Improvements – Authorization No. 1 Change orders were discussed that include a storm sewer that was thought to be abandoned, but was actually needed. Additional excavation was needed near the retaining wall and temporary signs were Page 2 of 5 also needed to direct drivers. There was an increase of $28,937.05 for which Mr. Sanderson recommended approval. He said some unanticipated things occurred such as storm sewer that needed to be replaced, but due to bad soil it was lined instead. He also said watermain near city hall is shallow and will have to be lowered. This item moves to the consent agenda. 3. PW 2015-39 2014 Road to Better Roads Program – Change Order No. 1 This is a change/balancing order to close out last year's program with work completed this spring and decreased the cost by $3,194.84. Mr. Sanderson recommended approval and it moves to the consent agenda. 4. PW 2015-40 Kennedy Road Right-of-Way – Plat of Dedication Some additional right-of-way dedication was needed for the shared use path tied in with Grande Reserve, now owned by Avanti. The plat was finally received and Mr. Sanderson recommended acceptance of this plat. Alderman Kot inquired about the fund-raising for the path and Mr. Olson said the fund does have a six-digit amount at this time. An updated cost estimate should come in the next month. This moves to consent agenda. 5. PW 2015-41 Kennedy Road Shared Use Path (ITEP) – Railroad Agreement In order to continue the shared use path, improvements will be needed on Kennedy at the railroad crossing. An agreement is needed with ICC in order to make the improvements and a meeting has been held with the railroad. The estimated cost for gates, signals and other requirements is about $300,000 to $400,000. Mr. Sanderson recommended submitting this petition to ICC to continue the process. Chairman Funkhouser noted this action is needed in order to continue the path to the park on Kennedy. This moves to the consent agenda. 6. PW 2015-42 Subordination of Surface Rights – Route 71 and Van Emmon This is a clean-up of the Rt. 71 project whereby the City certifies the State infrastructure is more important than the City's. Alderman Milschewski asked if this might actually be outside the City limits. Chairman Funkhouser said he believes it to be in the City since a utility runs through it. Mr. Olson suggested verifying before approval. It will move to the consent agenda, but will be pulled from consent depending on the finding. 7. PW 2015-43 Prestwick/Ashley Pointe Bond Call Mr. Sanderson said developments are reviewed periodically and Prestwick and Ashley Pointe were brought forward to discuss the lack of improvement completion. Some work was done in 2012, but some items remain to be done. Mr. Sanderson said it's possible the entire binder course may need to be replaced. Attorney John Phillipchuck was present on behalf of the Stewarts. He said there are only 3 houses occupied in the subdivision and asked what action the City desired. Mr. Sanderson detailed what improvements should be made if the bond was called. Chairman Funkhouser said it would be cheaper to repair the road rather than pull it. He noted that if the developer made the improvements and the Council accepted them, it would be City responsibility after that. Mr. John Stewart said he was originally told in April not to put on the final lift. Bart Olson said the developer must maintain the roads until the City accepts them and that the City is moving towards early acceptance. Mr. Olson pointed out that there is a bond in place so the work may be completed instead of paying out the cash. Page 3 of 5 He said the City would like the infrastructure completed first. It was noted some punchlist items are done related to erosion control. Alderman Koch questioned if there are new homes or if progresss is being made in these developments. There is neither, but Mr. Stewart said there is an issue with the gas line being underneath where the turn lane would be and Nicor would charge the developer to move the pipeline. There is no entrance off of Ashley at this point. The Attorney said a schedule of work will be provided and Mr. Olson recommended the item be tabled for one month. Alderman Kot asked for more communication going forward and Mr. Funkhouser requested a timeline from the developer. This item will be moved forward to Council as information and will be brought back to committee next month. 8. PW 2015-44 Blackberry Woods Cash Deposit Call Mr. Sanderson said the developers made some repairs, but the majority of underground and landscaping items are not done. City staff met with the developer in June requesting an updated schedule, but it has not been received. Correspondence indicated they are taking bids on some of the work. Mr. Olson said he is optimistic that an update will be forthcoming from Attorney Kramer. He suggested taking it to City Council with a recommendation to either table it or call the deposit. This moves to the Public Works agenda at City Council. 9. PW 2015-45 E-Waste Recycling Mr. Olson said other communities have similar issues. A recycler who served electronic needs had been receiving a State subsidy, but ran out of funds. He is hoping private e-waste companies can help and a second one may be needed. Mr. Dhuse said he has a month's worth of e-waste at this time and he said citizens are taking the valuable portions of the electronics for which recyclers would have been paid. Mr. Funkhouser said he would like to see the City have a once or twice a year collection service. Alderman Kot said he would like to include collection of hazardous waste (such as batteries) and Naperville is the only place he knows that takes such items. He said if a service is not offered, people just hide the items in their garbage. A partnership with the County was another possibility, however, the cost has become too prohibitive. Mr. Olson said this matter will be addressed before 2017 when the City contract expires with the trash service. The City will include a notice in the next utility bill stating the city facility is closed for e-waste and that Naperville is an option. Old Business: 1. CC 2014-59 Parking Restrictions in Whispering Meadows – Winterberry Drive Letters were sent to adjacent residents regarding this parking restriction proposal with one call of opposition. Mr. Olson said there is a need for restrictions here and in other parts of the City. He added that the problem could potentially be just pushed down the street with this action. Alderman Funkhouser said there about three dozen similar situations in the City where there is a tight radius on the street and that should be prohibited in the future. He said by implementing the restriction in this case it causes more issues since there are mailboxes and driveways on the other side of the road and he does not favor acting on individual parking restriction requests. Alderman Koch also said he is also aware of similar parking situations, but does not favor acting on complaints by one individual. It was noted there appeared to be an oil leak under one of the vehicles in question and that the vehicle had been parked there for some time. There are 3-4 cars parked in this location at all times. Mr. Koch Page 4 of 5 addressed Mr. Hernandez about the situation. Mr. Hernandez said it has become a safety issue with his family and a couple close calls occurred. He said the view would be clear if the cars were gone. Alderman Funkhouser said the City should impose the same restrictions throughout the City and not just on one situation. Fire hydrants and emergency vehicle access also need to be considered with the proposed restrictions. Alderman Kot cautioned that if these types of restrictions are done city-wide, there will be big problems. Parking in cul-de-sac islands was also briefly discussed. The committee was divided on their views of the restrictions and also wish to have Alderman Frieders' opinion since it is in his ward. It moves forward to City Council with a neutral recommendation. Other neighbors are encouraged to contact the City as well. 2. PW 2015-27 2015 Sanitary Sewer Lining – Change Order No. 1 Mr. Olson reported that YBSD is considering the City's request and is receptive to reimbursement. It may not be full reimbursement, but will help alleviate capacity issues. YBSD requested that Mr. Sanderson attend their next meeting to provide details. This item will be brought back next month. 3. PW 2015-15 Game Farm Road – Somonauk Street Project - Update Mr. Sanderson reported the ongoing construction is currently in front of City Hall and is progressing nicely due to continued good weather. This section should be done before school begins. A sanitary pipe was lined and there was a watermain issue for which prices are being sought. Landscaping is underway and the fence is being installed on the retaining wall. Alderman Koch inquired about the manhole covers that protrude and they will be flush with the road when completed. Additional Business: Alderman Koch: Alderman Koch asked about progress on Windett Ridge which had been discussed at a previous meeting. A few punchlist items remain. Maintenance was done on the pond and some underground work is needed. Mr. Sanderson will contact again and ask for a timeline. He also asked for an update on the Raintree muskrats and requested the contractor to address. Three quotes are being obtained and it was noted the Encap does not trap. Mr. Funkhouser said if the food source is removed, the muskrats will leave. Currently, Mr. Koch is the Park Board liaison and he said Alderman Frieders asked to also be a liaison on Park Board. The committee was OK with this. Mr. Olson noted that Mr. Frieders would also like to attend YBSD or KenCom meetings. Ms. Milschewski is currently the YBSD liaison. Alderman Milschewski She discussed the railing near the concrete barrier downtown and said the railing should have been installed on the barrier for a look of consistency. Mr. Olson replied the method of installation was the cheapest. There was a discussion of the business doors being in the back along Rt. 47 and that the railing was a mandate. In another matter, Ms. Milschewski said southbound drivers are turning left on Hydraulic (from Rt. 47) and on to the railroad. Mr. Dhuse replied that barriers will be installed. Page 5 of 5 Alderman Kot He re-addressed the discussion of the sight line on King/Rt. 47/Church/River and asked if a 3-way stop would be appropriate. Mr. Sanderson said the evaluation is not complete yet, but hopes to have done by August. Weeds there were now trimmed for better vision. In another matter, Mr. Kot asked if language “State law, must stop for pedestrians in walkway” or similar, could be added under the pedestrian crossing signs. Mr. Funkhouser cautioned that Oswego has 4 lanes of traffic and flashing lights. The outside lane driver sees the lights/pedestrian, but the inside lane might not. A “walk” button to help pedestrians cross intersections such as Orange St. was suggested. The button is for the crossing guard according to Mr. Dhuse and he added that IDOT would probably not approve a button at every intersection with a crosswalk. Brad will look at the cost of a button at Main & Rt. 47 since many school kids will cross there. Mr. Kot also cited the problem of a “do not stop on tracks” in front of the pedestrian crossing southbound at Hydraulic and Rt. 47. One sign is temporary and will be changed. Alderman Kot asked if the State might pay for a portion of the improvements on Main St. since they used it for construction. The State will be paying for 1 block. He asked if some of the potholes could be fixed in the near future and Mr. Dhuse will work with D Construction. On State St. south of Fox there is a driveway that extends into the roadway, said Mr. Kot, and he wondered if it could be cut out when the street is redone. Mr. Dhuse will look at it. In other additional business: 1. There is now a stop sign at Church & Main. 2. Ms. Milschewski thanked Mr. Dhuse for new signs on Heustis 3. Mr. Funkhouser questioned the blue bollard at Van Emmon & 47. It will be repainted and was a gift from D Construction to protect the mast arm. He also asked about truck traffic enforcement at Corneils and Beecher. Signs are up and Chief Hart will be asked to look at the issue. He also asked about the purchase of Kendall Marketplace. The new owner will invest a significant amount. There is 70% occupancy now and the tenants pay large SSA portions. There was no further business and the meeting was adjourned at 7:28pm. Minutes respectfully transcribed by Marlys Young, Minute Taker Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number NB #1 Tracking Number PW 2015-46 Well No. 8 rehabilitation – professional services agreement Public Works – August 18, 2015 N/A Majority Approval See attached memo. Bart Olson Administration Name Department Summary Approval of an engineering contract with EEI for design and construction engineering of Well No. 8 (Grande Reserve). Background The attached contract will cover design and construction engineering of rehabilitation of Well No. 8 in Grande Reserve. Design engineering will be billed as a flat fee of $14,000, and construction engineering will be billed hourly for an expected cost of $14,000, for a grant total of $28,000. The engineering and capital cost of rehabilitation were approved in the FY 16 budget in the water fund. A more detailed description of the work to be performed is provided below, courtesy of EEI: As we have discussed previously, this is a proactive/preventative measure versus waiting for a catastrophic failure. It is typical to rehabilitate a deep well every 7-10 years. Well No. 8 was constructed in 2004. Given the relatively young age of the pump/motor and the anticipation that there are no significant operational difficulties with the equipment, we believe a rehabilitation of the pump/motor and column piping are appropriate, as opposed to more intensive work related to the replacement of these components. EEI’s contract covers specifications and construction administration/observation for rehabilitation of equipment. The motor rehabilitation by the contractor would include re-establishing proper floatation in the mercury seal, replacing the motor oil and oil filter, replacing o-rings, and cleaning and recoating the motor casing. The pumping assembly rehabilitation by the contractor would include micrometer measurements to determine spacing between bushings, pump shaft, impellers, and wear rings and comparison against manufacturer’s acceptable tolerances. It is assumed that some of these components will require rehabilitation or replacement to re-establish proper tolerances and increase the pumping capacity and efficiency. However, a great majority of the pumping assembly, including the casings, will be reused. It is expected that the column piping will be sandblasted and recoated, which will extend the life of the piping. Televising the well is a common procedure when pulling the pump/motor because it is beneficial to observe and record the condition of the casing piping and the water producing Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: August 13, 2015 Subject: Well No. 8 rehabilitation formation (sandstone) in the well, and this can only be done when the equipment is removed from the well. It also provides a measurement of well depth, which helps determine if bailing of sand/fill at the bottom of the well is necessary. We believe it is unlikely any rehabilitation of the casing or sandstone will be necessary at this time. The worst case scenario for this project is the need to replace the pump and/or motor equipment. Unfortunately, we wouldn’t know if any of this is necessary until the pump and motor are removed from the well and inspected. Although unlikely that equipment replacement will be required, we believe it is beneficial to obtain pricing for the worst case conditions from the bidding contractor(s) prior to starting the work. EEI will include a “Mandatory Alternate Bid Schedule” for items such as motor replacement, motor conversion, pumping assembly replacement, and column piping replacement. If this work is required, you will then have up- front pricing locked in for it. Recommendation Staff recommends approval of the design and construction engineering contract with EEI for Well No. 8. Water Well No. 8 Rehabilitation United City of Yorkville, Kendall County, IL Professional Services Agreement - Design and Construction Engineering THIS AGREEMENT, by and between the United City of Yorkville, hereinafter referred to as the "City" or “OWNER” and Engineering Enterprises, Inc. hereinafter referred to as the "Contractor" or “ENGINEER” agrees as follows: A. Services: ENGINEER agrees to furnish to the City the following services: The ENGINEER shall provide any and all necessary engineering services to the City as indicated on the included exhibits. Design and Construction engineering will be provided for the rehabilitation of Water Well No. 8, including rehabilitation of existing piping and equipment and televising of the well. Scope does not include replacement of the piping and pump, or the replacement or conversion of the existing motor. Engineering will be in accordance with all City, Standard Specifications for Water and Sewer Construction in Illinois, Illinois Department of Transportation, and Illinois Environmental Protection Agency requirements. B. Term: Services will be provided beginning on the date of execution of this agreement and continuing, until terminated by either party upon 7 days written notice to the non- terminating party or upon completion of the Services. Upon termination the ENGINEER shall be compensated for all work performed for the City prior to termination. C. Compensation and maximum amounts due to ENGINEER: ENGINEER shall receive as compensation for all work and services to be performed herein, an amount based on the Estimate of Level of Effort and Associated Cost included in Exhibit 3. Design Engineering will be paid for as a Fixed Fee (FF) in the amount of $14,000.00 and Construction Engineering will be paid for Hourly (HR) at the actual rates for services to be performed, currently estimated at $14,000.00. The hourly rates for this project are shown in the attached 2015 Standard Schedule of Charges (Exhibit 5). All payments will be made according to the Illinois State Prompt Payment Act and not less than once every thirty days. D. Changes in Rates of Compensation: In the event that this contract is designated in Section B hereof as an Ongoing Contract, ENGINEER, on or before February 1st of any given year, shall provide written notice of any change in the rates specified in Section C hereof (or on any attachments hereto) and said changes shall only be effective on and after May 1st of that same year. Water Well No. 8 Rehabilitation United City of Yorkville Professional Services Agreement Design and Construction Engineering E. Ownership of Records and Documents: ENGINEER agrees that all books and records and other recorded information developed specifically in connection with this agreement shall remain the property of the City. ENGINEER agrees to keep such information confidential and not to disclose or disseminate the information to third parties without the consent of the City. This confidentiality shall not apply to material or information, which would otherwise be subject to public disclosure through the freedom of information act or if already previously disclosed by a third party. Upon termination of this agreement, ENGINEER agrees to return all such materials to the City. The City agrees not to modify any original documents produced by ENGINEER without contractors consent. Modifications of any signed duplicate original document not authorized by ENGINEER will be at OWNER’s sole risk and without legal liability to the ENGINEER. Use of any incomplete, unsigned document will, likewise, be at the OWNER’s sole risk and without legal liability to the ENGINEER. F. Governing Law: This contract shall be governed and construed in accordance with the laws of the State of Illinois. Venue shall be in Kendall County, Illinois. G. Independent Contractor: ENGINEER shall have sole control over the manner and means of providing the work and services performed under this agreement. The City’s relationship to the ENGINEER under this agreement shall be that of an independent contractor. ENGINEER will not be considered an employee to the City for any purpose. H. Certifications: Employment Status: The Contractor certifies that if any of its personnel are an employee of the State of Illinois, they have permission from their employer to perform the service. Anti-Bribery : The Contractor certifies it is not barred under 30 Illinois Compiled Statutes 500/50-5(a) - (d) from contracting as a result of a conviction for or admission of bribery or attempted bribery of an officer or employee of the State of Illinois or any other state. Loan Default: If the Contractor is an individual, the Contractor certifies that he/she is not in default for a period of six months or more in an amount of $600 or more on the repayment of any educational loan guaranteed by the Illinois State Scholarship Commission made by an Illinois institution of higher education or any other loan made from public funds for the purpose of financing higher education (5 ILCS 385/3). Water Well No. 8 Rehabilitation United City of Yorkville Professional Services Agreement Design and Construction Engineering Felony Certification: The Contractor certifies that it is not barred pursuant to 30 Illinois Compiled Statutes 500/50-10 from conducting business with the State of Illinois or any agency as a result of being convicted of a felony. Barred from Contracting : The Contractor certifies that it has not been barred from contracting as a result of a conviction for bid-rigging or bid rotating under 720 Illinois Compiled Statutes 5/33E or similar law of another state. Drug Free Workplace: The Contractor certifies that it is in compliance with the Drug Free Workplace Act (30 Illinois Compiled Statutes 580) as of the effective date of this contract. The Drug Free Workplace Act requires, in part, that Contractors, with 25 or more employees certify and agree to take steps to ensure a drug free workplace by informing employees of the dangers of drug abuse, of the availability of any treatment or assistance program, of prohibited activities and of sanctions that will be imposed for violations; and that individuals with contracts certify that they will not engage in the manufacture, distribution, dispensation, possession, or use of a controlled substance in the performance of the contract. Non-Discrimination, Certification, and Equal Employment Opportunity : The Contractor agrees to comply with applicable provisions of the Illinois Human Rights Act (775 Illinois Compiled Statutes 5), the U.S. Civil Rights Act, the Americans with Disabilities Act, Section 504 of the U.S. Rehabilitation Act and the rules applicable to each. The equal opportunity clause of Section 750.10 of the Illinois Department of Human Rights Rules is specifically incorporated herein. The Contractor shall comply with Executive Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order 11375, and as supplemented by U.S. Department of Labor regulations (41 C.F.R. Chapter 60). The Contractor agrees to incorporate this clause into all subcontracts under this Contract. International Boycott: The Contractor certifies that neither it nor any substantially owned affiliated company is participating or shall participate in an international boycott in violation of the provisions of the U.S. Export Administration Act of 1979 or the regulations of the U.S. Department of Commerce promulgated under that Act (30 ILCS 582). Record Retention and Audits: If 30 Illinois Compiled Statutes 500/20-65 requires the Contractor (and any subcontractors) to maintain, for a period of 3 years after the later of the date of completion of this Contract or the date of final payment under the Contract, all books and records relating to the performance of the Contract and necessary to support amounts charged to the City under the Contract. The Contract and all books and records related to the Contract shall be available for review and audit by the City and the Illinois Auditor General. If this Contract is funded from contract/grant funds provided by the U.S. Government, the Contract, books, and records shall be available for review and audit by the Comptroller General of the U.S. and/or the Inspector General of the federal Water Well No. 8 Rehabilitation United City of Yorkville Professional Services Agreement Design and Construction Engineering sponsoring agency. The Contractor agrees to cooperate fully with any audit and to provide full access to all relevant materials. United States Resident Certification: (This certification must be included in all contracts involving personal services by non-resident aliens and foreign entities in accordance with requirements imposed by the Internal Revenue Services for withholding and reporting federal income taxes.) The Contractor certifies that he/she is a: x United States Citizen ___ Resident Alien ___ Non-Resident Alien The Internal Revenue Service requires that taxes be withheld on payments made to non resident aliens for the performance of personal services at the rate of 30%. Tax Payer Certification : Under penalties of perjury, the Contractor certifies that its Federal Tax Payer Identification Number or Social Security Number is (provided separately) and is doing business as a (check one): ___ Individual ___ Real Estate Agent ___ Sole Proprietorship ___ Government Entity ___ Partnership ___ Tax Exempt Organization (IRC 501(a) only) x Corporation ___ Not for Profit Corporation ___ Trust or Estate ___ Medical and Health Care Services Provider Corp. I. Indemnification: ENGINEER shall indemnify and hold harmless the City and City’s agents, servants, and employees against all loss, damage, and expense which it may sustain or for which it will become liable on account of injury to or death of persons, or on account of damage to or destruction of property resulting from the performance of work under this agreement by ENGINEER or its Subcontractors, or due to or arising in any manner from the wrongful act or negligence of ENGINEER or its Subcontractors of any employee of any of them. In the event that the either party shall bring any suit, cause of action or counterclaim against the other party, the non-prevailing party shall pay to the prevailing party the cost and expenses incurred to answer and/or defend such action, including reasonable attorney fees and court costs. In no event shall the either party indemnify any other party for the consequences of that party’s negligence, including failure to follow the ENGINEER’s recommendations. J. Insurance: The ENGINEER agrees that it has either attached a copy of all required insurance certificates or that said insurance is not required due to the nature and extent of the types of services rendered hereunder. (Not applicable as having been previously supplied) K. Additional Terms or Modification: The terms of this agreement shall be further modified as provided on the attachments. Except for those terms included on the attachments, no additional terms are included as a part of this agreement. All prior understandings and agreements between the parties are merged into this agreement, and this agreement may not be modified orally or in any Water Well No. 8 Rehabilitation United City of Yorkville Professional Services Agreement Design and Construction Engineering manner other than by an agreement in writing signed by both parties. In the event that any provisions of this agreement shall be held to be invalid or unenforceable, the remaining provisions shall be valid and binding on the parties. The list of exhibits is as follows: Exhibit 1: Professional Engineering Services Exhibit 2: Limitation of Authority, Duties and Responsibilities of the Resident Construction Observer Exhibit 3: Estimate of Level of Effort and Associated Cost Exhibit 4: Anticipated Project Schedule Exhibit 5: 2015 Standard Schedule of Charges L. Notices: All notices required to be given under the terms of this agreement shall be given mail, addressed to the parties as follows: For the City: For the ENGINEER: City Administrator and City Clerk Engineering Enterprises, Inc. United City of Yorkville 52 Wheeler Road 800 Game Farm Road Sugar Grove Illinois 60554 Yorkville, IL 60560 Either of the parties may designate in writing from time to time substitute addresses or persons in connection with required notices. Agreed to this _____day of __________________, 2015. United City of Yorkville: Engineering Enterprises, Inc.: _________________________________ ________________________________ Gary Golinski Brad Sanderson, P.E. Mayor Vice President _________________________________ ________________________________ Beth Warren Angie Smith City Clerk Executive Assistant 1 EXHIBIT 1 SECTION A - PROFESSIONAL DESIGN ENGINEERING SERVICES For purposes of this Exhibit 1 and all attachments hereto, the term “contractor” shall not refer to Engineering Enterprises, Inc., but shall instead refer to individuals or companies contracted with, to construct or otherwise manage the project described herein. The ENGINEER shall furnish professional design engineering services as follows: 1. The ENGINEER will attend conferences with the OWNER, or other interested parties as may be reasonably necessary. 2. The ENGINEER will perform the necessary design surveys, accomplish the detailed design of the project, prepare construction drawings, specifications and contract documents, and prepare a final cost estimate based on final design for the entire system. It is also understood that if subsurface explorations (such as borings, soil tests, rock soundings and the like) are required, the ENGINEER will furnish coordination of said explorations without additional charge, but the costs incident to such explorations shall be paid for by the OWNER as set out in Section D hereof. 3. The contract documents furnished by the ENGINEER under Section A-2 shall utilize IEPA endorsed construction contract documents, including Supplemental General Conditions, Contract Change Orders, and partial payment estimates. 4. Prior to the advertisement for bids, the ENGINEER will provide for each construction contract, not to exceed 10 copies of detailed drawings, specifications, and contract documents for use by the OWNER, appropriate Federal, State, and local agencies from whom approval of the project must be obtained. The cost of such drawings, specifications, and contract documents shall be included in the basic compensation paid to the ENGINEER. 5. The ENGINEER will furnish additional copies of the drawings, specifications and contract documents as required by prospective bidders, material suppliers, and other interested parties, but may charge them for the reasonable cost of such copies. Upon award of each contract, the 2 ENGINEER will furnish to the OWNER five sets of the drawings, specifications and contract documents for execution. The cost of these sets shall be included in the basic compensation paid to the ENGINEER. Original documents, survey notes, tracings, and the like, except those furnished to the ENGINEER by the OWNER, are and shall remain the property of the ENGINEER. 6. The drawings prepared by the ENGINEER under the provisions of Section A-2 above shall be in sufficient detail to permit the actual location of the proposed improvements on the ground. The ENGINEER shall prepare and furnish to the OWNER without any additional compensation, three copies of map(s) showing the general location of needed construction easements and permanent easements and the land to be acquired. Property surveys, property plats, property descriptions, abstracting and negotiations for land rights shall be accomplished by the OWNER, unless the OWNER requests, and the ENGINEER agrees to provide those services. In the event the ENGINEER is requested to provide such services, the ENGINEER shall be additionally compensated as set out in Section D hereof. 7. The ENGINEER will attend the bid opening and tabulate the bid proposal, make an analysis of the bids, and make recommendations for awarding contracts for construction. 8. The ENGINEER further agrees to obtain and maintain, at the ENGINEER’s expense, such insurance as will protect the ENGINEER from claims under the Workman’s Compensation Act and such comprehensive general liability insurance as will protect the OWNER and the ENGINEER from all claims for bodily injury, death, or property damage which may arise from the performance by the ENGINEER or by the ENGINEER’s employees of the ENGINEER’s functions and services required under this Agreement. 9. The ENGINEER will complete the final plans, specifications and contract documents and submit for approval of the OWNER, and all State regulatory agencies to meet the project schedule(s) as summarized in Exhibit 4: “Anticipated Project Schedule – Water Well No. 8 Rehabilitation” dated August 7, 2015. 3 SECTION B - PROFESSIONAL CONSTRUCTION ENGINEERING SERVICES The ENGINEER shall furnish professional construction engineering services as follows: 1. The ENGINEER will review, for conformance with the design concept, shop and working drawings required by the construction Contract Documents and indicate on the drawings the action taken. Such action shall be taken with reasonable promptness. 2. The ENGINEER will interpret the intent of the drawings and specifications to protect the OWNER against defects and deficiencies in construction on the part of the contractors. The ENGINEER will not, however, guarantee the performance by any contractor. 3. The ENGINEER will evaluate and determine acceptability of substitute materials and equipment proposed by Contractor(s). 4. The ENGINEER will establish baselines for locating the work together with a suitable number of bench marks adjacent to the work as shown in the contract documents. 5. The ENGINEER will provide general engineering review of the work of the contractor(s) as construction progresses to ascertain that the contactor is conforming to the design concept. (a) ENGINEER shall have authority, as the OWNER’s representative, to require special inspection of or testing of the work, and shall receive and review all certificates of inspections, testing and approvals required by laws, rules, regulations, ordinances, codes, orders or the Contract Documents (but only to determine generally that their content complies with requirements of, and the results certified indicate compliance with, the Contract Documents). (b) During such engineering review, ENGINEER shall have the authority, as the OWNER’s representative, to disapprove of or reject contractor(s)’ work while it is in progress if ENGINEER believes that such work will not produce a completed Project that conforms generally to the Contract Documents or that it will prejudice the integrity of the design concept of the Project as reflected in the Contract Documents. 4 6. The ENGINEER will provide resident construction observation. Resident construction observation shall consist of visual inspection of materials, equipment, or construction work for the purpose of ascertaining that the work is in substantial conformance with the contract documents and with the design intent. Such observation shall not be relied upon by others as acceptance of the work. The ENGINEER’s undertaking hereunder shall not relieve the contractor of contractor’s obligation to perform the work in conformity with the drawings and specifications and in a workmanlike manner; shall not make the ENGINEER an insurer of the contractor’s performance; and shall not impose upon the ENGINEER any obligation to see that the work is performed in a safe manner. Exhibit 2 - The Limitations of Authority, Duties and Responsibilities of the Resident Construction Observer is attached to this Agreement. 7. The ENGINEER will cooperate and work closely with representatives of the OWNER. 8. Based on the ENGINEER’s on-site observations as an experienced and qualified design professional, on information provided by the Resident Construction Observer, and upon review of applications for payment with the accompanying data and schedules by the contractor, the ENGINEER: (a) Shall determine the amounts owing to contractor(s) and recommend in writing payments to contractor(s) in such amounts. Such recommendations of payment will constitute a representation to OWNER, based on such observations and review, that the work has progressed to the point indicated, and that, to the best of the ENGINEER’s knowledge, information and belief, the quality of such work is generally in accordance with the Contract Documents (subject to an evaluation of such work as a functioning whole prior to or upon substantial completion, to the results of any subsequent tests called for in the Contract Documents, and to any other qualifications stated in the recommendation). (b) By recommending any payment, ENGINEER will not hereby be deemed to have represented that exhaustive, continuous or detailed reviews or examinations have been made by ENGINEER to check the quality or quantity of contractor(s)’ work as it is furnished and performed beyond the responsibilities specifically assigned to ENGINEER in the Agreement and the Contract Documents. ENGINEER’s review of contractor(s)’ 5 work for the purposes of recommending payments will not impose on Engineer responsibility to supervise, direct or control such work or for the means, methods, techniques, sequences, or procedures of construction or safety precautions or programs incident thereto or contractor(s) compliance with laws, rules, regulations, ordinances, codes or orders applicable to their furnishing and performing the work. It will also not impose responsibility on ENGINEER to make any examination to ascertain how or for what purposes any contractor has used the moneys paid on account of the Contract Price, or to determine that title to any of the work, materials equipment has passed to OWNER free and clear of any lien, claims, security interests, or encumbrances, or that there may not be other matters at issue between OWNER and contractor that might affect the amount that should be paid. 9. The ENGINEER will prepare necessary contract change orders for approval of the OWNER, and others on a timely basis. 10. The ENGINEER will make a final review prior to the issuance of the statement of substantial completion of all construction and submit a written report to the OWNER. Prior to submitting the final pay estimate, the ENGINEER shall submit the statement of completion to and obtain the written acceptance of the facility from the OWNER. 11. The ENGINEER will provide the OWNER with one set of reproducible record (as-built) drawings, and two sets of prints at no additional cost to the OWNER. Such drawings will be based upon construction records provided by the contractor during construction and reviewed by the resident construction observer and from the resident construction observer’s construction data. 12. If State Statutes require notices and advertisements of final payment, the ENGINEER shall assist in their preparation. 13. The ENGINEER will be available to furnish engineering services and consultations necessary to correct unforeseen project operation difficulties for a period of one year after the date of statement of substantial completion of the facility. This service will include instruction of the OWNER in initial project operation and maintenance but will not include supervision of normal 6 operation of the system. Such consultation and advice shall be at the hourly rates as described in the attached Exhibit 5: Standard Schedule of Charges dated January 1, 2015. The ENGINEER will assist the OWNER in performing a review of the project during the 11th month after the date of the certificate of substantial completion. 14. The ENGINEER further agrees to obtain and maintain, at the ENGINEER’s expense, such insurance as will protect the ENGINEER from claims under the Workman’s Compensation Act and such comprehensive general liability insurance as will protect the OWNER and the ENGINEER from all claims for bodily injury, death, or property damage which may arise from the performance by the ENGINEER or by the ENGINEER’s employees of the ENGINEER’s functions and services required under this Agreement. 15. The ENGINEER will provide construction engineering services in accordance with the periods summarized in Exhibit 4: “Anticipated Project Schedule – Water Well No. 8 Rehabilitation” dated August 7, 2015. If the above is not accomplished within the time period specified, this Agreement may be terminated by the OWNER. The time for completion may be extended by the OWNER for a reasonable time if completion is delayed due to unforeseeable cases beyond the control and without the fault or negligence of the ENGINEER. Pursuant to Paragraph D “Changes in Rates of Compensation”, the contract shall be designated on-going consistent with the project schedule. 7 SECTION C – COMPENSATION FOR ENGINEERING SERVICES 1. The OWNER shall compensate the ENGINEER for professional design engineering services in the amount of Fourteen Thousand Dollars – Fixed Fee (FF) ($14,000.00 FF) as summarized on Exhibit 3: “Estimate of Level of Effort and Associated Cost for Professional Engineering Services for Water Well No. 8 Rehabilitation” dated August 7, 2015. (a) The compensation for the professional design engineering services shall be payable as follows: (1) A sum which does not exceed ninety percent (90%) of the total compensation payable under Section C-1 shall be paid in monthly increments for work actually completed and invoiced, for grant administration and for the preparation and submission to the OWNER of the construction drawings, specifications, cost estimates and contract documents. (2) A sum which, together with the compensation paid pursuant to Section C-1(a)(1) above, equals one hundred percent (100%) of the total compensation due and payable in accord with Section C-1 above, shall be due immediately after the award of construction contract(s) is approved by the corporate authorities. 2. The OWNER shall compensate the ENGINEER for the construction administration, construction observation (including the Resident Construction Observer), and any additional consultation services on the basis of Hourly Rates (HR) as described on the attached Exhibit 5: Standard Schedule of Charges dated January 1, 2015. The estimated values are included in Exhibit 3: “Estimate of Level of Effort and Associated Cost for Professional Engineering Services for Water Well No. 8 Rehabilitation” dated August 7, 2015 and are estimated at $14,000.00 Hourly (HR). (a) The compensation for the construction administration, construction observation (including the Resident Construction Observer), and any additional consultation and surveying services shall be payable as follows: 8 (1) A sum which equals any charges for work actually completed and invoiced shall be paid at least once per month. 3. The OWNER shall compensate the ENGINEER for direct expenses as identified in the contract and as noted on Exhibit 3 at the actual cost or hourly cost for the work completed. (1) A sum which equals any charges for work actually completed and invoiced shall be paid at least once per month. 4. The compensation for any additional engineering services authorized by the OWNER pursuant to Section D shall be payable as follows: (a) A sum which equals any charges for work actually completed and invoiced shall be paid at least once per month. 9 SECTION D – ADDITIONAL ENGINEERING SERVICES In addition to the foregoing being performed, the following services may be provided UPON PRIOR WRITTEN AUTHORIZATION OF THE OWNER. 1. Site surveys outside of the project limits and other similar special surveys as may be required. 2. Laboratory tests, well tests, borings, specialized geological soils hydraulic, or other studies recommended by the ENGINEER. 3. Property surveys, detailed description of sites, maps, drawings, or estimates related thereto; assistance in negotiating for land and easement rights. 4. Necessary data and filing maps for litigation, such as condemnation. 5. Redesigns ordered by the OWNER after final plans have been accepted by the OWNER and IEPA. 6. Appearances before courts or boards on matters of litigation or hearings related to the project. 7. Preparation of environmental impact assessments or environmental impact statements. 8. Making drawings from field measurements of existing facilities when required for planning additions or alterations thereto. 9. Services due to changes in the scope of the Project or its design, including but not limited to, changes in size, complexity, schedule or character of construction. 10. Revising studies or reports which have previously been approved by the OWNER, or when revisions are due to cases beyond the control of the ENGINEER. 10 11. Preparation of design documents for alternate bids where major changes require additional documents. 12. Preparation of detailed renderings, exhibits or scale models for the Project. 13. Providing special analysis of the OWNER’s needs such as owning and operating analysis, plan for operation and maintenance, OWNER’s special operating drawings or charts, and any other similar analysis. 14. The preparation of feasibility studies, appraisals and evaluations, detailed quantity surveys of material and labor, and material audits or inventories by the OWNER. 15. Additional or extended services during construction made necessary by (1) work damaged by fire or other cause during construction, (2) defective or incomplete work of the contractor, and/or (3) the contractor’s default on the Construction Contract due to delinquency or insolvency. 16. Providing design services relating to future facilities, systems and equipment which are not intended to be constructed or operated as a part of the Project. 17. Providing other services not otherwise provided for in this Agreement, including services normally furnished by the OWNER as described in Section E – SPECIAL PROVISIONS – Owner’s Responsibilities. Payment for the services specified in this Section E shall be as agreed in writing between the OWNER and the ENGINEER prior to commencement of the work. The ENGINEER will render to OWNER for such services an itemized bill, separate from any other billing, once each month, for compensation for services performed hereunder during such period, the same to be due and payable by OWNER to the ENGINEER on or before the 10th day of the following period. Payment for services noted in D shall be at Actual Cost (AC), Fixed Fee (FF) or Hourly (HR). 11 SECTION E - SPECIAL PROVISIONS 1. OWNER’S RESPONSIBILITIES (a) Provide to the ENGINEER all criteria, design and construction standards and full information as to the OWNER’s requirements for the Project. (b) Designate a person authorized to act as the OWNER’s representative. The OWNER or his representative shall receive and examine documents submitted by the ENGINEER, interpret and define the OWNER’s policies and render decisions and authorizations in writing promptly to prevent unreasonable delay in the progress of the ENGINEER’s services. (c) Furnish laboratory tests, air and water pollution tests, reports and inspections of samples, materials or other items required by law or by governmental authorities having jurisdiction over this Project, or as recommended by the ENGINEER. (d) Provide legal, accounting, right-of-way acquisition and insurance counseling services necessary for the Project, legal review of the construction Contract Documents, and such auditing services as the OWNER may require to account for expenditures of sums paid to the contractor. (e) Furnish above services at the OWNER’s expense and in such manner that the ENGINEER may rely upon them in the performance of his services under this Agreement and in accordance with the Project timetable. (f) Guarantee full and free access for the ENGINEER to enter upon all property required for the performance of the ENGINEER’s services under this Agreement. (g) Give prompt written notice to the ENGINEER whenever the OWNER observes or otherwise becomes aware of any defect in the Project or other event which may substantially affect the ENGINEER’s performance of services under this Agreement. 12 (h) Protect and preserve all survey stakes and markers placed at the project site prior to the assumption of this responsibility by the contractor and bear all costs of replacing stakes or markers damaged or removed during said time interval. 2. Delegation of Duties - Neither the OWNER nor the ENGINEER shall delegate his duties under this Agreement without the written consent of the other. 3. The ENGINEER has not been retained or compensated to provide design services relating to the contractor’s safety precautions or to means, methods, techniques, sequences, or procedures required by the contractor to perform his work but not relating to the final or completed structure. Omitted services include but are not limited to shoring, scaffolding, underpinning, temporary retainment of excavations and any erection methods and temporary bracing. 4. The ENGINEER intends to render his services under this Agreement in accordance with generally accepted professional practices for the intended use of the Project. 5. Since the ENGINEER has no control over the cost of labor, materials, equipment or services furnished by others, or over the contractor(s) methods of determining prices, or over competitive bidding or market conditions, his opinions of probable Project Costs and Construction Costs provided for herein are to be made on the basis of his experience and qualifications and represent his best judgment as an experienced and qualified professional engineer, familiar with the construction industry. The ENGINEER cannot and does not guarantee that proposals, bids or actual project or construction cost will not vary from opinions of probable cost prepared by him. If prior to the bidding or negotiating phase OWNER wishes greater assurance as to project or construction costs he shall employ an independent cost-estimator. 6. Access to Records: (a) The ENGINEER agrees to include subsections E-6(b) through E-6(e) below in all contracts and all subcontracts directly related to project services which are in excess of $25,000. 13 (b) The ENGINEER shall maintain books, records, documents and other evidence directly pertinent to performance of Agency loan work under this Agreement consistent with generally accepted accounting standards in accordance with the American Institute of Certified Public Accountants Professional Standards (666 Fifth Avenue, New York, New York 10019; June 1, 1987). The Agency or any of its duly authorized representatives shall have access to such books, records, documents and other evidence for the purpose of inspection, audit and copying. The ENGINEER will provide facilities for such access and inspection. (c) Audits conducted pursuant to this provision shall be in accordance with generally accepted auditing standards. (d) The ENGINEER agrees to the disclosure of all information and reports resulting from access to records pursuant to subsection E-6(b) above, to the Agency. Where the audit concerns the ENGINEER, the auditing agency shall afford the ENGINEER an opportunity for an audit exit conference and an opportunity to comment on the pertinent portions of the draft audit report. The final audit report will include the written comments, if any, of the audited parties. (e) Records under subsection E-6(b) above shall be maintained and made available during performance on Agency loan work under this agreement and until three years from date of final Agency loan audit for the project. In addition, those records which relate to any “dispute” appeal under an Agency loan agreement, or litigation, or the settlement of claims arising out of such performance, costs or items to which an audit exception has been taken, shall be maintained and made available until three years after the date of resolution of such appeal, litigation, claim or exception. 7. Covenant Against Contingent Fees - The ENGINEER warrants that no person or selling agency has been employed or retained to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bonafide employees. For breach or violation of this warranty, the loan recipient shall have the right to annul this agreement without liability or in its discretion to deduct from the contract price or 14 consideration or otherwise recover, the full amount of such commission, percentage, brokerage, or contingent fee. 8. Covenant Against Contingent Fees - The loan recipient warrants that no person or agency has been employed or retained to solicit or secure a PWSLP loan upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee. For breach or violation of this warranty, the Agency shall have the right to annul the loan or to deduct from the loan or otherwise recover, the full amount of such commission, percentage, brokerage, or contingent fee. 9. Certification Regarding Debarment – The ENGINEER certifies that the services of anyone that has been debarred or suspended under Federal Executive Order 12549 has not, and will not, be used for work under this Agreement. 10. Affirmative Action – The ENGINEER agrees to take affirmative steps to assure that disadvantaged business enterprises are utilized when possible as sources of supplies, equipment, construction and services in accordance with the Clean Water Loan Program rules. As required by the award conditions of USEPA's Assistance Agreement with IEPA, the ENGINEER acknowledges that the fair share percentages are 5% for MBEs and 12% for WBEs. 11. The ENGINEER shall not discriminate on the basis of race, color, national origin or sex in the performance of this contract. The contractor shall carry out applicable requirements of 40 CFR Part 33 in the award and administration of contracts awarded under EPA financial assistance agreements. Failure by the contractor to carry out these requirements is a material breach of this contract which may result in the termination of this contract or other legally available remedies. 15 EXHIBIT 2 THE LIMITATIONS OF AUTHORITY, DUTIES AND RESPONSIBILITIES OF THE RESIDENT CONSTRUCTION OBSERVER ARE AS FOLLOWS: 1. The Resident Construction Observer shall act under the direct supervision of the ENGINEER, shall be the ENGINEER’s agent in all matters relating to on-site construction review of the contractor’s work, shall communicate only with the ENGINEER and the contractor (or contractor’s), and shall communicate with subcontractors only through the contractor or his authorized superintendent. The OWNER shall communicate with the Resident Construction Observer only through the ENGINEER. 2. The Resident Construction Observer shall review and inspect on-site construction activities of the contractor relating to portions of the Project designed and specified by the Engineer as contained in the Construction Contract Documents. 3. Specifically omitted from the Resident Construction Observer’s duties is any review of the contractor’s safety precautions, or the means, methods, sequences, or procedures required for the contractor to perform the work but not relating to the final or completed Project. Omitted design or review services include but are not limited to shoring, scaffolding, underpinning, temporary retainment of excavations and any erection methods and temporary bracing. 4. The specific duties and responsibilities of the Resident Construction Observer are enumerated as follows: (a) Schedules: Review the progress schedule, schedule of Shop Drawing submissions and schedule of values prepared by contractor and consult with ENGINEER concerning their acceptability. (b) Conferences: Attend preconstruction conferences. Arrange a schedule of progress meetings and other job conferences as required in consultation with ENGINEER and notify those expected to attend in advance. Attend meetings and maintain and circulate copies of minutes thereof. 16 (c) Liaison: (1) Serve as ENGINEER’s liaison with contractor, working principally through contractor’s superintendent and assist him in understanding the intent of the Contract Documents. (2) Assist ENGINEER in serving as OWNER’s liaison with contractor when contractor’s operations affect OWNER’s on-site operations. (3) As requested by ENGINEER, assist in obtaining from OWNER additional details or information, when required at the job site for proper erection of the work. (d) Shop Drawings and Samples: (2) Receive and record date of receipt of Shop Drawings and samples. (3) Receive samples which are furnished at the site by contrctor, and notify ENGINEER of their availability for examination. (3) Advise ENGINEER and contractor or its superintendent immediately of the commencement of any work requiring a Shop Drawing or sample submission if the submission has not been approved by ENGINEER. (e) Review of Work, Rejection of Defective Work, Inspections and Tests: (1) Conduct on-site inspection of the work in progress to assist ENGINEER in determining if the work is proceeding in accordance with the Contract Documents and that completed work will conform to the Contract Documents. (2) Report to ENGINEER whenever he believes that any work is unsatisfactory, faulty or defective or does not conform to the Contract Documents, or does not meet the requirements of any inspections, test or approval required to be made or 17 has been damaged prior to final payment; and advise ENGINEER when he believes work should be corrected or rejected or should be uncovered for inspection, or requires special testing, inspection or approval. (3) Verify that tests, equipment and systems start-ups, and operating and maintenance instructions are conducted as required by the Contract Documents and in presence of the required personnel, and that contractor maintains adequate records thereof; observe, record and report to ENGINEER appropriate details relative to the test procedures and start-ups. (4) Accompany visiting inspectors representing public or other agencies having jurisdiction over the Project, record the outcome of these inspections and report to ENGINEER. (f) Interpretation of Contract Documents: Transmit to contractor ENGINEER’s clarifications and interpretations of the Contract Documents. (g) Modifications: Consider and evaluate contractor’s suggestions for modifications in Drawings or Specifications and report them with recommendations to ENGINEER. (h) Records: (1) Maintain at the job site orderly files for correspondence, reports of job conferences, Shop Drawings and samples submissions, reproductions of original Contract Documents including all addenda, change orders, field orders, additional drawings issued subsequent to the execution of the Contract, ENGINEER’s clarifications and interpretations of the Contract Documents, progress reports, and other Project related documents. (2) Keep a diary or log book, recording hours on the job site, weather conditions, data relative to questions of extras or deductions, list of visiting officials and representatives of manufacturers, fabricators, suppliers and distributors, daily 18 activities, decisions, observations in general and specific observations in more detail as in the case of observing test procedures. Send copies to ENGINEER. (4) Record names, addresses and telephone numbers of all contractor’s, subcontractors and major suppliers of materials and equipment. (i) Reports: (1) Furnish ENGINEER periodic reports as required of progress of the work and contractor’s compliance with the approved progress schedule and schedule of Shop Drawing submissions. (2) Consult with ENGINEER in advance of schedule major tests, inspections or start of important phases of the work. (3) Report immediately to ENGINEER upon the occurrence of any accident. (j) Payment Requisitions: Review applications for payment with contractor for compliance with the established procedure for their submission and forward them with recommendations to ENGINEER, noting particularly their relation to the schedule of values, work completed and materials and equipment delivered at the site but not incorporated in the work. (k) Certificates, Maintenance and Operating Manuals: During the course of the work, verify that certificates, maintenance and operation manuals and other data required to be assembled and furnished by contractor are applicable to the items actually installed; and deliver this material to ENGINEER for his review and forwarding to OWNER prior to final acceptance of the work. (l) Completion: (1) Before ENGINEER issues a Statement of Substantial Completion, submit to contractor a list of observed items requiring completion or correction. 19 (2) Conduct final review in the company of ENGINEER, OWNER and contractor and prepare a final list of items to be completed or corrected. (3) Verify that all items on final list have been completed or corrected and make recommendations to ENGINEER concerning acceptance. EN T I T Y : ADMIN.WORK PR I N C I P A L S E N I O R SE N I O R ITEMCOST WO R K IN PR O J E C T PR O J E C T PR O J E C T HOURPER IT E M CH A R G E M A N A G E R EN G I N E E R TE C H N I C I A N I A D M I N . S U M M . I T E M NO . W O R K I T E M HO U R L Y R A T E : $ 1 8 5 $1 7 5 $1 2 5 $1 2 5 $ 7 8 FI N A L E N G I N E E R I N G 2. 1 P r o j e c t M a n a g e m e n t a n d A d m i n i s t r a t i o n 2 2 - - - 4 720$ 2. 2 P r o j e c t M e e t i n g s 2 4 4 - - 10 1,570$ 2. 3 F i n a l P l a n s , S p e c i f i c a t i o n s a n d E s t i m a t e s 2 16 32 8 - 58 8,170$ 2. 4 B i d d i n g a n d C o n t r a c t i n g 2 8 12 - 4 26 3,582$ Fi n a l E n g i n e e r i n g S u b t o t a l : 8 30 48 8 4 9 8 14,042$ CO N S T R U C T I O N E N G I N E E R I N G 3. 1 C o n t r a c t A d m i n i s t r a t i o n 2 16 32 - - 5 0 7,170$ 3. 2 R e c o r d D r a w i n g s 1 2 2 3 1 9 1,238$ 3. 3 O b s e r v a t i o n a n d D o c u m e n t a t i o n 1 8 32 - - 4 1 5,585$ Co n s t r u c t i o n E n g i n e e r i n g S u b t o t a l : 4 26 66 3 1 1 0 0 13,993$ PR O J E C T T O T A L : 12 56 11 4 11 5 1 9 8 28,035 Pr i n t i n g = 25 0 $ 26,270$ Mi l e a g e = 25 0 $ 1,375$ DI R E C T E X P E N S E S = 50 0 $ 390$ 28,035$ 28,535$ G: \ P u b l i c \ Y o r k v i l l e \ 20 1 5 \ Y O 1 5 1 4 - P W e l l N o . 8 Rehabilitation\PSA\[Exhibit 3 - Level of Effort.xlsx]Fee Summary Au g u s t 7 , 2 0 1 5 ES T I M A T E O F L E V E L O F E F F O R T A N D A S S O C I A T E D C O S T F O R PR O F E S S I O N A L E N G I N E E R I N G S E R V I C E S F O R EX H I B I T 3 W A T E R W E L L N O . 8 R E H A B I L I T A T I O N Un i t e d C i t y o f Y o r k v i l l e , I L TOTAL EXPENSES = EN G I N E E R I N G En g i n e e r i n g E x p e n s e s = LABOR SUMMARY DI R E C T E X P E N S E S PR O J E C T R O L E : Drafting Expenses = Ad m i n i s t r a t i v e E x p e n s e s = TO T A L L A B O R E X P E N S E S = WO R K Ye a r : ## # IT E M M o n t h : NO . W O R K I T E M W e e k S t a r t i n g : 7 1 4 2 1 2 8 5 1 2 1 9 2 5 2 9 1 6 2 3 3 0 7 1 4 2 1 2 8 4 1 1 1 8 2 5 1 8 1 5 2 2 2 9 7 1 4 2 1 2 8 FI N A L D E S I G N E N G I N E E R I N G 2. 1 P r o j e c t M a n a g e m e n t a n d A d m i n i s t r a t i o n 2. 2 P r o j e c t M e e t i n g s 2. 3 F i n a l P l a n s , S p e c i f i c a t i o n s a n d E s t i m a t e s 2. 4 B i d d i n g a n d C o n t r a c t i n g CO N S T R U C T I O N E N G I N E E R I N G 3. 1 C o n t r a c t A d m i n i s t r a t i o n 3. 2 C o n s t r u c t i o n R e c o r d D r a w i n g s 3. 3 O b s e r v a t i o n a n d D o c u m e n t a t i o n Pr o j e c t M a n a g e m e n t & Q C / Q A Me e t i n g ( s ) De s i g n Bi d d i n g a n d C o n t r a c t i n g Co n s t r u c t i o n EX H I B I T 4 AN T I C I P A T E D P R O J E C T S C H E D U L E W A T E R W E L L N O . 8 R E H A B I L I T A T I O N UN I T E D C I T Y O F Y O R K V I L L E , K E N D A L L C O U N T Y , I L Au g u s t 7 , 2 0 1 5 De c e m b e r 20 1 5 No v e m b e r M a r c h February Le g e n d Ja n u a r y Oc t o b e r Se p t e m b e r Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Agenda Item Number NB #2 Tracking Number PW 2015-47 Rt 47 Improvements – Rt 71 to Caton Farm Road Public Works Committee – August 18, 2015 Consideration of Approval Resolution Consideration Brad Sanderson Engineering Name Department IDOT is in the process of completing the Phase I report for the project. One of the items that IDOT is requiring is the passing of the attached resolution, which confirms the Cities position on the installation of shared-use paths in the area. The City had previously reviewed this issue in February 2012 (see attached) and determined that paths as a part of the Rt 47 project were not desired since other paths are planned nearby. Staff is recommending approval of the resolution. If you have any questions or require additional information, please let us know. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, Deputy City Clerk Date: August 7, 2015 Subject: Rt 47 Improvements (Rt 71 to Caton Farm Road) The Minutes of the Regular Meeting of the City Council—February 28,2012—Page 10 of 13 City Administrator Olson stated the simple answer is there are different land specifications. You can tell the developer as part of the plat to do a different grading plan. It seem like to him that this is more of a matter of fact that the developer doesn't exist anymore and we missed our own bidding deadline to be able to get this particular type of grading plan in there and then we figured it out after the fact. "This would have been something that on site we would have given the developer a grading plan for the site and said we need a sled hill and we need this area to be clay rather than it being whatever the standard slope is for a park site in grass."Director of Park and Recreation Shraw stated typically follow that process and the City takes ownership and starts mowing it and maintaining it immediately,which is a benefit for the developer and it is a benefit for us. If not,the City makes that developer maintain that area for three years until there is a good stand of grass. The City comes back later and does the improvement anyway.At this point it is usually a win,win for the developer and the City and that is why the City worked with them, but the City didn't have the option.Alderman Gilson stated the City doesn't want to play that safe and wait and keep that$20,000 in our project fund until we get a developer that will pay for that. City Administrator Olson stated no. Motion approved by a roll call vote. Ayes-7 Nays-1 Munns-aye, Spears-aye, Colosimo-aye,Funkhouser-aye, Milschewski-aye,Teeling-aye,Gilson-nay,Kot-aye Route 47 Improvements—Rt. 71 to Caton Farm Road PW 2012-20) Mayor Golinski entertained a motion to authorize staff to send a response to IDOT as presented in the memo from EEI Engineer Brad Sanderson dated February 16, 2012. So moved by Alderman Kot; seconded by Alderman Funkhouser. Alderman Gilson asked what the ramifications for denying or approving this now related to future obligations for the City when it comes to the sidewalk placement. City Administrator Olson stated the City is in the beginning of phase one, so based on past history this is the first step when the City tells IDOT what Yorkville's plans show and what the City wants and then they come to us at the middle of phase two for a letter of commitment.Knowing their time line on this,the City is probably 3 or 4 years off from the middle of phase 2. EEI Engineer Sanderson stated they don't really have a plan for phase 2 yet,but he would say in the next 2 to 4 years. City Administrator Olson stated so they don't have funding for phase 2. EEI Engineering Sanderson stated not that he is aware of.City Administrator Olson stated typically their direction has been that as long as the City notifies them before phase 2 that there has not been any request for reimbursement of funds on their behalf. EEI Engineering Sanderson stated correct. Alderman Gilson asked if the City has to do this now if they haven't begun doing any engineering with us. City Administrator Olson stated yes.They are going to do public hearings; they are going to start doing design plans,they are going to prep documents for a letter of commitments down the road.They are asking now for the City's direction on where the City would like sidewalks,bike paths, lighting,and etc. Alderman Gilson asked what is the City's and staff's reasoning for denying sidewalks to the south side of his ward via a major commercial area versus approving a bike path. Director of Park and Recreation Shraw stated part of the reasoning is that it is a county parcel that the City would have to cross so the County would have to agree to continue the sidewalk and then our actual connection is via the bike trail up to 71 and then over to the commercial area then that way citizens are not crossing a major road without any sort of pedestrian safety. Alderman Gilson asked if and when that area were to ever be developed could there be potential for that developer to put a side walk in. EEI Engineer stated if a developer were to come in and develop it then it would be required for them to have sidewalks on the City's side. Alderman Gilson stated on the school districts projection for new schools,how is that relevant to all this. EEI Engineer Brad Sanderson stated traffic. Alderman Gilson asked in regards to lighting where is that proposed lighting. EEI Engineer Brad Sanderson stated according to state policy it is recommended in transitional areas,and anywhere there is a raised medium. It is a fairly significant amount of lighting. Alderman Gilson's last question was on the ditch versus the storm sewer.Where is the proposed open ditch storm sewer plan?EEI Engineer Brad Sanderson stated no detailed plan has been provided. They are proposing the urban section from route 71 down to Ament.They were generally looking for whether or not the City would be interested in open ditches and eliminating storm sewers when possible.There are no detailed plans.Alderman Spears had a question on item#4 and asked if the City should be a little more specific that the proposed language be kept to a minimum. Public Works Director Dhuse stated that would be more or less the intersection. The main thrust of this response was the fact of the medium lighting. It was a tremendous cost and it would be our cost to bear at instillation. Alderman Spears stated what if IDOT interprets that as the lighting that they originally wanted. Should the City be specific?EEI Engineer Brad Sanderson stated we can add some additional text. Mayor Golinski stated we are voting on a motion to approve this letter with the requested changes. Motion approved by a roll call vote. Ayes-8 Nays-0 Spears-aye,Colosimo-aye,Funkhouser-aye,Milschewski-aye, Teeling-aye,Gilson-aye,Kot-aye,Munns-aye The purpose of this memo is to present draft responses to several items in which IDOT is seeking the City’s feedback. Back on October 26, 2011 staff attended a Project Study Group meeting at IDOT District 3 Headquarters in which the project was discussed. As you know, the project is currently within the Phase I design process. As a result of the meeting, the City was to respond to several items (listed below in italic). Based on information and discussion with City staff, we have developed the following draft responses to those items: 1. Determination of sidewalk placement south of Saravanos – E/W side of 47 and termination point. City response: Additional sidewalk south of Saravanos Drive is not desired by the City (see Exhibit A). 2. Determination of need for a shared-use path, north of Windett to 71. City response: The City has plans for a shared-use path as noted in the attached Exhibit B, therefore a separate path is not necessary. 3. School Districts projection for new schools in the study area, specifically a new High School. City response: It is our understanding that the School District’s plans for an additional High School located south of Route 71 have been placed on hold. 4. Determination on the City’s position on lighting. Lighting is required in areas of raised medians, which is a local area cost. City response: The City’s position is that that we are not currently in a fiscal position to fund the lighting as recommended and any proposed lighting should be kept to a minimum. 5. General opinion on open ditch versus storm sewer. City response: Generally, the City is open to the use of open ditch versus storm sewer. Please place this on the February 21st Public Works Committee meeting agenda for discussion. If you have any questions or require additional information, please let us know. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Laura Schraw, Interim Director of Parks & Recreation Lisa Pickering, Deputy City Clerk Date: February 16, 2012 B r i d g e St a g e co ach L e gio n R a i n t r e e K i n g s m ill S u t t o n Fairfa x B a n b u r y W in d ett R id g e W e s t o n H a z e l t i n e B o n nie W y t h e W a l n u t M u i r f i e l d V i l l a g e V i e w S a r a v a n o s Fountainview C l a r e m o n t Phelps Winter thur D r a y t o n St J o s e p h's Murfield Candleberry Meadow Rose B a l t r u s o l 0200400 Feet Engineering Enterprises, Inc. 52 Wheeler Road Sugar Grove, Illinois 60554 (630) 466-6700 www.eeiweb.com DATE: PROJECT NO.: FILE: PATH: BY: YO1104 YO1104-EXIST SW.MXD H:/GIS/PUBLIC/YORKVILLE/2011 KKP United City of Yorkville 800 Game Farm Road Yorkville, IL, 60560 (630) 553-7575 www.yorkville.il.us ROUTE 47 SOUTH IMPROVEMENTS YORKVILLE, ILLINOIS -PROPOSED MULTI-USE PATHS Legend City Owned/Maintained Asphalt County Trail Private/Public Trail (HOA) Limestone Proposed Conceptual COMED TRAIL R T 7 1 R T 4 7 Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Agenda Item Number NB #3 Tracking Number PW 2015-48 River Road/King Street Intersection Public Works Committee – August 18, 2015 No Action Stop Sign Installation Recommendations Brad Sanderson Engineering Name Department As requested, we investigated the possible installation of a multi-way stop sign at the intersection of King Street and River Road. Our findings are as follows:  Currently there is a stop sign at the approach on King Street.  Police records indicate that there have been no reported accidents at this location.  Generally, upon review of the Manual on Uniform Traffic Control Devices (MUTCD), we feel the intersection is not a good candidate for a multi-way stop sign installation, provided the sight distance constraints are remediated. At this time, we are in the process of locating the right-of-way lines at the intersection. Once identified, we will then develop a plan to “clear” the intersection. This possibly could involve tree / brush removal, retaining wall installation, changes in landscape material, etc. The right-of-way should be able to be identified in the next couple of weeks. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, Deputy City Clerk Date: August 6, 2015 Subject: King Streetand River Road Stop SignAnalysis River Main King 0100200 Feet Engineering Enterprises 52 Wheeler Road Sugar Grove, Illinois 60554 (630) 466-6700 LOCATION MAP www.eeiweb.com DATE: PROJECT NO.: FILE: PATH: BY: August 2015 YO1107 YO1107-Location.mxd H:\GIS\PUBLIC\YORKVILLE\2011\ KKP ³ Approx. Line of Sight Required Line of Sight 290'335' Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number NB #4 Tracking Number PW 2015-49 Traffic Control Requests Public Works – August 18, 2015 N/A Majority Approval See attached memo. Bart Olson Administration Name Department Summary Review of stop signs and yield sign placement at the corners of Alan Dale Lane and Yellowstone Lane, and E Spring St and Freemont St. Background Both of these items were requested by Alderman Funkhouser. The Alan Dale Lane and Yellowstone Lane intersection has been the subject of resident complaints about near-miss accidents as a result of the placement of the yield signs (as opposed to a stop sign). The request from the resident is for a 4-way stop sign at this intersection. No further information was given about E Spring St and Freemont St. Maps of both intersections have been included for your use. EEI has started the analysis of intersection conditions, for purposes of making a recommendation on the need for additional or changed traffic controls. Those analyses were not complete at time of packet creation, but will be available for the September Public Works Committee meeting. Recommendation This is an informational item. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: August 13, 2015 Subject: Traffic Control Requests Alice Alan Dale Yellowstone Sumac Denise 0100200 Feet Engineering Enterprises 52 Wheeler Road Sugar Grove, Illinois 60554 (630) 466-6700 LOCATION MAP www.eeiweb.com DATE: PROJECT NO.: FILE: PATH: BY: August 2015 YO1107 YO1107-Location2.mxd H:\GIS\PUBLIC\YORKVILLE\2011\ KKP ³ Existing Yield Sign Existing Yield Sign Spring Freemont Somonauk Sanders 0100200 Feet Engineering Enterprises 52 Wheeler Road Sugar Grove, Illinois 60554 (630) 466-6700 LOCATION MAP www.eeiweb.com DATE: PROJECT NO.: FILE: PATH: BY: August 2015 YO1107 YO1107-Location3.mxd H:\GIS\PUBLIC\YORKVILLE\2011\ KKP ³ Existing Stop Sign Existing Stop Sign Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number OB #1 Tracking Number PW 2015-45 E-Waste Recycling Public Works Committee – August 18, 2015 N/A Majority Approval See attached memo Bart Olson Administration Name Department Summary Review of City’s e-waste recycling program. Background As discussed previously, the City’s e-waste recycling program at 610 Tower Lane has ended. A few weeks ago, the Mayor and I met with members of the Yorkville Congregational Church’s Green Committee. They presented some ideas and options for the City for its amended e-waste recycling program. Members of the committee are expected to attend the Public Works Committee meeting to listen to the discussion and provide feedback. Public Works Director Dhuse and I have been discussing the implementation of a semi-annual collection program. In this model, the City would contract with a hauler to set up and execute a pickup event every other month or so during the Spring, Summer, and Fall seasons. We would expect this type of a program to reduce the amount of abuse from commercial haulers and overnight fly-dumping. Director Dhuse has been in touch with a couple haulers to get quotes. At time of packet creation, no quotes had been provided. If they are available before the Public Works Committee meeting, they will be presented at the meeting. Recommendation This is an informational item. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: August 13, 2015 Subject: E-waste reycling Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number OB #2 Tracking Number PW 2015-43 Prestwick/Ashley Pointe Bond Call Public Works – August 18, 2015 N/A Majority Approval See attached memo. Bart Olson Administration Name Department Summary Review of Prestwick developer’s proposal for completion of all subdivision infrastructure in exchange for early acceptance. Background This item was discussed at the July 28th City Council meeting. At that meeting, the City Council was informed of a proposal by the subdivision developer to complete all subdivision infrastructure in exchange for early acceptance of the infrastructure by the City. The punchlist of the remaining infrastructure and proposed timeline for completion of said infrastructure is attached. In general, the developer is proposing to complete all infrastructure this calendar year. While formal inspections have not been completed, it is the staff’s best estimate that some of the binder course in the subdivision has failed or is very close to failing. Failure of the binder course requires a significant rehabilitation effort and would push the engineer’s estimate of probable construction costs far beyond the current bond amount. It is recommended to make binder course repairs and place final lift of asphalt on the streets before winter. The City is not required to accept infrastructure until all infrastructure in an entire final plat unit is completed. Additionally, the ordinance generally prevents developers from placing final lift of asphalt on a street until the final plat unit is more than 75% built out. This provision prevents hundreds of construction truck trips on the streets while the subdivision is being built out. Unfortunately, the build out of most subdivisions has taken long enough that the useful life of the binder course is reached before the 75% build out threshold. It should further be noted that while the intersection improvements at Route 126 are not included within the punch list, early acceptance proposal or bond amount, IDOT and the City are both requiring those improvements to be completed before another building permit is issued. Recommendation Staff has reviewed the written proposal and timelines provided by the developer, and feel they are reasonable. Staff recommends early acceptance of the subdivision infrastructure, contingent upon the infrastructure being completed on time and to the City’s standards. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: August 13, 2015 Subject: Prestwick-Ashley Pointe Bond Call This column added by Stewart as of 8/11/15, pending city acceptance of work This column added by Stewart as of 8/11/15, pending city acceptance of work GENERAL ITEMS estimated completion date proposed contractor(s) ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 1COMPLETE AS-BUILT RECORD DRAWINGSLUMP SUM110,000.00 10,000.00 60 daysHR Green 2 INSTALL ROUTE 126/PENNMAN INTERSECTION IMPROVEMENTS LUMP SUM 0 - - 3 REMOVE DEBRIS/GARBAGE LUMP SUM 1 - - 4EROSION AND SEDIMENTATION CONTROL MAINTENANCELUMP SUM137,500.00 37,500.00 completed PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - GENERAL $ 47,500.00 STORM SEWER IMPROVEMENTS ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 5STRUCTURE CLEANING/FILTER FABRIC REINSTALLATION ON OPEN GRATESLUMP SUM15,000.00 5,000.00 60 daysJensen Excavating/ J&S/ Stewart 6CLEAN REMAINING STORM SEWER STRUCTURESLUMP SUM15,000.00 5,000.00 60 days Jensen Excavating/ J&S/ Stewart 7CLEANING AND REPAIR OF STRUCTURE #374LUMP SUM12,000.00 2,000.00 60 daysJensen Excavating/ J&S/ Stewart 8FILLET REPAIR EACH123125.00 15,375.00 60 daysJensen Excavating/ J&S/ Stewart 9MORTAR MANHOLE/ GROUT PIPESEACH14125.00 1,750.00 60 daysJensen Excavating/ J&S/ Stewart 10REPAIR ADJUSTING RINGSEACH22125.00 2,750.00 60 daysJensen Excavating/ J&S/ Stewart 11BENCH REPAIR EACH9125.00 1,125.00 60 daysJensen Excavating/ J&S/ Stewart 12READJUST FRAME EACH1125.00 125.00 60 daysJensen Excavating/ J&S/ Stewart 13INSTALL MISSING RUNGSEACH2125.00 250.00 60 daysJensen Excavating/ J&S/ Stewart 14RESET FRAME AND/OR ADJUSTING RINGSEACH1125.00 125.00 60 daysJensen Excavating/ J&S/ Stewart 15TELEVISE STORM SEWERFOOT13,7892.00 27,578.00 60 daysCam-Vac PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - STORM $ 61,078.00 SANITARY SEWER IMPROVEMENTS ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 16STRUCTURE #214 REPAIRLUMP SUM1750.00$ 750.00$ 60 daysJensen Excavating/ J&S/ Stewart 17REALIGN FRAME AND GRATEEACH1125.00 125.00 60 daysJensen Excavating/ J&S/ Stewart 18MANHOLE REPAIRSEACH4750.00 3,000.00 60 daysJensen Excavating/ J&S/ Stewart 19CHIMNEY SEAL REPLACEMENTEACH28300.00 8,400.00 60 daysJensen Excavating/ J&S/ Stewart 20DEBRIS REMOVAL EACH2125.00 250.00 60 daysJensen Excavating/ J&S/ Stewart 21REINSTALL MARKING POSTSEACH156100.00 15,600.00 60 daysJensen Excavating/ J&S/ Stewart PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - SANITARY $ 28,125.00 WATER MAIN IMPROVEMENTS ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 22CLEAN AND PAINT FIRE HYDRANTSEACH16250.00$ 4,000.00$ 60 daysJensen Excavating/ J&S/ Stewart 23ROTATE FIRE HYDRANTEACH1250.00 250.00 60 daysJensen Excavating/ J&S/ Stewart 24LOCATE AUXILLARY VALVEEACH1250.00 250.00 60 daysJensen Excavating/ J&S/ Stewart 25RAISE FIRE HYDRANTEACH1500.00 500.00 60 daysJensen Excavating/ J&S/ Stewart 26PLUMB VALVE EACH1300.00 300.00 60 daysJensen Excavating/ J&S/ Stewart 27VALVE REPAIR/REPLACEMENTEACH8750.00 6,000.00 60 daysJensen Excavating/ J&S/ Stewart 28REPLACE VALVE EXTENSIONSEACH2250.00 500.00 60 daysJensen Excavating/ J&S/ Stewart 29ADJUST VALVES TO GRADEEACH7250.00 1,750.00 60 daysJensen Excavating/ J&S/ Stewart 30REALIGN FRAME EACH1125.00 125.00 60 daysJensen Excavating/ J&S/ Stewart 31REINSTALL MARKING POSTSEACH156100.00 15,600.00 60 daysJensen Excavating/ J&S/ Stewart PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - WATER MAIN $ 29,275.00 UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS MAY 28, 2014 PRESTWICK SUBDIVISION - COMPLETION OF IMPROVEMENTS PRELIMINARY COST ESTIMATE C:\Users\bolson\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\F41SPEAE\PCE Completion Overall - May 2014 This column added by Stewart as of 8/11/15, pending city acceptance of work This column added by Stewart as of 8/11/15, pending city acceptance of work UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS MAY 28, 2014 PRESTWICK SUBDIVISION - COMPLETION OF IMPROVEMENTS PRELIMINARY COST ESTIMATE ROADWAY ITEMS ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 32REMOVE WEEDS GROWING WITHIN ROADWAYLUMP SUM15,000.00 5,000.00 Completecomplete 33REMOVE AND REPLACE DAMAGED CURBFOOT11030.00 3,300.00 90 daysD Construction 34 BACKFILL BEHIND CURB FOOT 0 1.00 - Complete complete 35BINDER COURSE PATCHING (5% ASSUMED)SQ. YD.1,58645.00 71,370.00 90 daysD Construction 36BITUMINOUS MATERIALS (PRIME COAT)GAL9,5201.00 9,520.00 90 daysD Construction 37HOT-MIX ASPHALT SURFACE COURSE, MIX C, N50TON2,74075.00 205,500.00 90 daysD Construction 38HOT-POURED JOINT SEALERPOUND6,3701.50 9,555.00 90 daysD Construction 39PAVEMENT STRIPINGLUMP SUM17,500.00 7,500.00 90 daysD Construction 40 INSTALL SIDEWALK SQ. FT.0 - - n/a n/a 41INSTALL SIGNS AND POSTSLUMP SUM15,000.00 5,000.00 90 daysD Construction 42STREET LIGHT REPAIRSLUMP SUM15,000.00 5,000.00 60 daysHerren Electric PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - ROADWAY $ 242,075.00 LANDSCAPING ITEMS ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 43SITE MAINTENANCE/MOWINGLUMP SUM125,000.00$ 25,000.00$ 90 daysStewart 44TREE REMOVAL AND REPLACEMENTEACH75225.00 16,875.00 90 daysStewart 45 PARKWAY TREE INSTALLATION EACH 0 - - n/s n/a 46BASIN MONITORING/REPAIRLUMP SUM150,000.00 50,000.00 60 daysStewart PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - LANDSCAPING $ 91,875.00 TOTAL ESTIMATE OF CONSTRUCTION COSTS $ 499,928.00 110% OF ESTIMATED CONSTRUCTION COSTS $ 549,920.80 C:\Users\bolson\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\F41SPEAE\PCE Completion Overall - May 2014 Summary Overview of a request from Prestwick / Ashley Pointe developer for early acceptance of streets. Background At the July Public Works Committee meeting, committee reviewed a bond call recommendation for the Prestwick subdivision. The current developer has not completed work in a timely manner, and had not been responsive to staff requests for updates and work schedules. The developer attended the meeting and indicated they would work with the staff to provide the requested materials in short order. The Committee chose to defer the bond call request discussion until the August Public Works Committee meeting. During the discussion at the July meeting, the staff indicated that the binder course in the subdivision is failing in several areas. As the pavement continues to fail, it becomes more likely that the remaining bond funds will not cover the remaining infrastructure work in the subdivision. The developer indicated that they would be willing to repair the binder course and put a final lift of asphalt in the subdivision, as long as the City accepts the streets immediately upon completion. The developer had requested this in 2013, and the request was declined by staff. The City has a policy not to allow final lifts of asphalt to be placed until 75% of the subdivision is complete (there are currently only 4 homes in Prestwick) or until the third year of subdivision buildout passes. In the past, the City has gone back and forth on trying to defer acceptance on the roadways as long as possible vs. making sure that the binder course doesn’t fail. Recommendation This is an informational item. The Public Works Committee simply wanted the entire City Council to be aware that the Prestwick developer would be requesting to put the final lift of asphalt on a subdivision with four homes in it and have the City accept ongoing maintenance of the roadway thereafter. To the extent that the City Council had a strong opinion on early acceptance, we could advise the developer accordingly. The City Staff has not had an ability to meet to discuss the request as of time of packet creation. In general, we would prefer to make sure that the cost of completion of infrastructure in the subdivision does not exceed the available bond funds. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: July 23, 2015 Subject: Prestwick / Ashley Pointe Development Update This memo is to provide an update as to the status of the completion of the improvements. The City is currently holding a bond in the amount of $559,753.20 (International Fidelity Insurance Co. #ILIFSU0598131) for work to be completed within the development. Staff has requested a completion schedule for the remaining work from the developer. At this point, the developer has not provided the requested information or shown any proof of moving forward. There are significant outstanding work items as outlined in the attached punchlist letter dated September 6, 2012 and latest cost estimate dated May 2014 as the developer has not completed the work per the approved plan. In addition, the road binder course has deteriorated significantly from the 2012 punchlist and staff is concerned that it will have to be replaced in its entirety. Based on the amount of outstanding work and the lack of progress from the developer, staff is recommending that the bond be called for the completion of the work. Should the Public Works Committee be in favor of calling the bond for the subdivision, this matter will then be placed on an upcoming City Council meeting agenda for further discussion and consideration. Upon approvals, letters to the appropriate parties will be drafted and sent via certified mail immediately. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, Deputy City Clerk Date: July 14, 2015 Subject: Prestwick / Ashley Pointe GENERAL ITEMS ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 1 COMPLETE AS-BUILT RECORD DRAWINGS LUMP SUM 1 10,000.00 10,000.00 2 INSTALL ROUTE 126/PENNMAN INTERSECTION IMPROVEMENTS LUMP SUM 0 - - 3 REMOVE DEBRIS/GARBAGE LUMP SUM 1 - - 4 EROSION AND SEDIMENTATION CONTROL MAINTENANCE LUMP SUM 1 37,500.00 37,500.00 PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - GENERAL $ 47,500.00 STORM SEWER IMPROVEMENTS ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 5 STRUCTURE CLEANING/FILTER FABRIC REINSTALLATION ON OPEN GRATES LUMP SUM 1 5,000.00 5,000.00 6 CLEAN REMAINING STORM SEWER STRUCTURES LUMP SUM 1 5,000.00 5,000.00 7 CLEANING AND REPAIR OF STRUCTURE #374 LUMP SUM 1 2,000.00 2,000.00 8 FILLET REPAIR EACH 123 125.00 15,375.00 9 MORTAR MANHOLE/ GROUT PIPES EACH 14 125.00 1,750.00 10 REPAIR ADJUSTING RINGS EACH 22 125.00 2,750.00 11 BENCH REPAIR EACH 9 125.00 1,125.00 12 READJUST FRAME EACH 1 125.00 125.00 13 INSTALL MISSING RUNGS EACH 2 125.00 250.00 14 RESET FRAME AND/OR ADJUSTING RINGS EACH 1 125.00 125.00 15 TELEVISE STORM SEWER FOOT 13,789 2.00 27,578.00 PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - STORM $ 61,078.00 SANITARY SEWER IMPROVEMENTS ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 16 STRUCTURE #214 REPAIR LUMP SUM 1 750.00$ 750.00$ 17 REALIGN FRAME AND GRATE EACH 1 125.00 125.00 18 MANHOLE REPAIRS EACH 4 750.00 3,000.00 19 CHIMNEY SEAL REPLACEMENT EACH 28 300.00 8,400.00 20 DEBRIS REMOVAL EACH 2 125.00 250.00 21 REINSTALL MARKING POSTS EACH 156 100.00 15,600.00 PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - SANITARY $ 28,125.00 WATER MAIN IMPROVEMENTS ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 22 CLEAN AND PAINT FIRE HYDRANTS EACH 16 250.00$ 4,000.00$ 23 ROTATE FIRE HYDRANT EACH 1 250.00 250.00 24 LOCATE AUXILLARY VALVE EACH 1 250.00 250.00 25 RAISE FIRE HYDRANT EACH 1 500.00 500.00 26 PLUMB VALVE EACH 1 300.00 300.00 27 VALVE REPAIR/REPLACEMENT EACH 8 750.00 6,000.00 28 REPLACE VALVE EXTENSIONS EACH 2 250.00 500.00 29 ADJUST VALVES TO GRADE EACH 7 250.00 1,750.00 30 REALIGN FRAME EACH 1 125.00 125.00 31 REINSTALL MARKING POSTS EACH 156 100.00 15,600.00 PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - WATER MAIN $ 29,275.00 UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS MAY 28, 2014 PRESTWICK SUBDIVISION - COMPLETION OF IMPROVEMENTS PRELIMINARY COST ESTIMATE G:\Public\Yorkville\2012\YO1216-DR Prestwick\Eng\PCE Completion Overall - May 2014.xls UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS MAY 28, 2014 PRESTWICK SUBDIVISION - COMPLETION OF IMPROVEMENTS PRELIMINARY COST ESTIMATE ROADWAY ITEMS ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 32 REMOVE WEEDS GROWING WITHIN ROADWAY LUMP SUM 1 5,000.00 5,000.00 33 REMOVE AND REPLACE DAMAGED CURB FOOT 110 30.00 3,300.00 34 BACKFILL BEHIND CURB FOOT 0 1.00 - 35 BINDER COURSE PATCHING (5% ASSUMED)SQ. YD.1,586 45.00 71,370.00 36 BITUMINOUS MATERIALS (PRIME COAT)GAL 9,520 1.00 9,520.00 37 HOT-MIX ASPHALT SURFACE COURSE, MIX C, N50 TON 2,740 75.00 205,500.00 38 HOT-POURED JOINT SEALER POUND 6,370 1.50 9,555.00 39 PAVEMENT STRIPING LUMP SUM 1 7,500.00 7,500.00 40 INSTALL SIDEWALK SQ. FT.0 - - 41 INSTALL SIGNS AND POSTS LUMP SUM 1 5,000.00 5,000.00 42 STREET LIGHT REPAIRS LUMP SUM 1 5,000.00 5,000.00 PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - ROADWAY $ 242,075.00 LANDSCAPING ITEMS ITEM NO.ITEM UNIT QUANTITY UNIT PRICE AMOUNT 43 SITE MAINTENANCE/MOWING LUMP SUM 1 25,000.00$ 25,000.00$ 44 TREE REMOVAL AND REPLACEMENT EACH 75 225.00 16,875.00 45 PARKWAY TREE INSTALLATION EACH 0 - - 46 BASIN MONITORING/REPAIR LUMP SUM 1 50,000.00 50,000.00 PRELIMINARY ESTIMATE OF CONSTRUCTION COSTS - LANDSCAPING $ 91,875.00 TOTAL ESTIMATE OF CONSTRUCTION COSTS $ 499,928.00 110% OF ESTIMATED CONSTRUCTION COSTS $ 549,920.80 G:\Public\Yorkville\2012\YO1216-DR Prestwick\Eng\PCE Completion Overall - May 2014.xls Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number OB #3 Tracking Number PW 2015-27 2015 Sanitary Sewer Lining Program Public Works Committee – August 18, 2015 Consideration of Approval Consideration of Change Order No. 1 Brad Sanderson Engineering Name Department The purpose of this memo is to present Change Order No. 1 for the above referenced project. A Change Order, as defined by in the General Conditions of the Contract Documents, is a written order to the Contractor authorizing an addition, deletion or revision in the work within the general scope of the Contract Documents, or authorizing an adjustment in the Contract Price or Contract Time. Background: The United City of Yorkville and Visu-Sewer of Illinois, LLC entered into an agreement for a contract value of $162,524.65 for the above referenced project. The intent of this project was to rehabilitate various sewers using cured-in-place liners. Questions Presented: Should the City approve Change Order No. 1 which would increase the contract amount by $32,040.65? Discussion: The following discussion points address the items listed on Change Order No. 1: Items 1 through 7 represent field installed quantities that vary from the bid. More specifically:  For items 2, 4, 6 and 7 the Contractor identified two lines that were 10” sewers and not 8” sewers as originally shown on the atlas maps. The two sewers were lined with a 10” liner and paid at the 10” liner unit price. Items 8, 10 and 12 are related to the Game Farm/Somonauk roadway improvements that the City is currently constructing. The sanitary sewer on Somonauk between West St. and King St. was slated to be removed and replaced; however the soil conditions were too poor for traditional removal and replacement. The sewer and existing service were lined instead. This cost should be charged against the Game Farm/Somonauk Street Project ($17,130.50). Items 9 and 11 represent the labor and material cost to grout the heavy leaks that were identified by the Contractor during the pre-lining cleaning and televising of the sewers. The grouting was necessary in order to properly line the sewers. The project is substantially complete. Change Order No. 1 will be the only change order presented for consideration. Action Required: Consideration of approval of Change Order No. 1 in the amount of $32,040.65. Memorandum To: Bart Olson, City Administrator From: Brad Sanderson, EEI CC: Eric Dhuse, Director of Public Works Krysti Barksdale-Noble, Community Dev. Dir. Lisa Pickering, Deputy City Clerk Date: August 12, 2015 Subject: 2015 Sanitary Sewer Lining CHANGE ORDER Order No. 1 Date: August 11, 2015 Agreement Date: June 5, 2015 NAME OF PROJECT: 2015 Sanitary Sewer Lining OWNER: United City of Yorkville CONTRACTOR: Visu-Sewer of Illinois, LLC The following changes are hereby made to the CONTRACT DOCUMENTS: 1. Addition of Cured-In-Place Pipe Lining, 10” (Area 1) 175 FT @ $28.50/FT $ 9,987.50 2. Deduction of Cured-In-Place Pipe Lining, 8” (Area 2) 334 FT @ $24.30/FT $ (8,116.20) 3. Deduction of Remove Protruding Tap, (Area 2) 4 EA @ $10.00/EA $ (40.00) 4. Deduction of Cured-In-Place Pipe Lining, 8” (Area 3) 303 FT @ $24.05/FT $ (7,287.15) 5. Deduction of Heavy Rood Cleaning (Area 3) 5 HR @ $375.00/HR $ (1,875.00) 6. Addition of Cured-In-Place Pipe Lining, 10” (Area 2) 334 FT @ $28.50/FT $ 9,519.00 7. Addition of Cured-In-Place Pipe Lining, 10” (Area 3) 332 FT @ $28.50/FT $ 9,462.00 8. Addition of Cured-In-Place Pipe Lining, 9” (Somonauk) 388 FT @ $28.50/FT $ 11,058.00 9. Addition of Grout Joints (16 Total; Base Bid) 20 HR @ $385.00/HR (Labor) $ 7,700.00 10. Addition of Grout Joints (Somonauk) 5 HR @ $385.00/HR (Labor) $ 1,925.00 11. Addition of Grout Joints 56 GAL @ $10.00/GAL (Material) $ 560.00 12. Addition of 10”x6”x30” T-Liner (Somonauk) 1 LS @ $4,147.50 $ 4,147.50 Change of CONTRACT PRICE: Original CONTRACT PRICE: $162,524.65 Current CONTRACT PRICE adjusted by previous CHANGE ORDER(S): $162,524.65 The CONTRACT PRICE due to this CHANGE ORDER will be (increased) (decreased) by: $ 32,040.65 The new CONTRACT PRICE including this CHANGE ORDER will be: $194,565.30 Change to CONTRACT TIME: The CONTRACT TIME will be (increased) (decreased) by 0 calendar days. The date for completion of all work will be December 11, 2015 Justification Items 1 through 7 represent field installed quantities that vary from the bid. More specifically:  For items 2, 4, 6 and 7 the Contractor identified two lines that were 10” sewers and not 8” sewers as called out in the contract documents. The two sewers were lined with a 10” liner and paid at the 10” liner unit price. Items 8, 10 and 12 are related to the Game Farm/Somonauk roadway improvements the City is currently constructing. The sanitary sewer on Somonauk between West St. and King St. was slated to be removed and replaced; however the soil conditions were too poor for traditional removal and replacement. The sewer and existing service were lined instead. Items 9 and 11 represent the labor and material cost to grout the heavy leaks that were identified by the Contractor during the pre-lining cleaning and televising of the sewers. The grouting was necessary in order to properly line the sewers. Approvals Required Requested by: Visu-Sewer of Illinois, LLC Recommended by: Engineering Enterprises, Inc. 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M X D H: \ G I S \ P U B L I C \ Y O R K V I L L E \ 2 0 1 5 \ KK P NO . RE V I S I O N S ³ Un i t e d C i t y o f Y o r k v i l l e 80 0 G a m e F a r m R o a d Yo r k v i l l e , I L 6 0 5 6 0 63 0 - 5 5 3 - 4 3 5 0 w w w . y o r k v i l l e . i l . u s 0400800 20 0 Feet Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number OB #4 Tracking Number PW 2015-15 Game Farm Road and Somonauk Street Project - Update Public Works Committee – August 18, 2015 Verbal update will be given at meeting. Brad Sanderson Engineering Name Department