07/10/2013 Committee of the Whole Agenda Packet

 CITY COUNCIL COMMITTEE OF THE WHOLE MEETING JULY 10, 2013|6:00 PM CITY COUNCIL CHAMBERS Call to Order Roll Call Approval of Minutes of Previous Meeting ‐ June 26, 2013 Special Presentations and Reports A. Elgin Housing Market Presentation by Chris Huecksteadt, Metrostudy
B. Continued Discussion Concerning Financial Support for the Elgin Symphony Orchestra Initiatives and Other Items C. Consideration of Engineering Services Agreement with Collins Engineers, Inc. to Provide Annual Inspection Services for the Kimball Street Dam ($53,760 over six years) Objective: Provide mandatory inspection and insure quality infrastructure to maintain the city’s investment in the Fox River and water treatment plant. D. Consideration of Acceptance of Public Improvements within Multi‐Family Portions of Princeton West Phases 1, 2 and 3 Subdivisions ($20,276 estimated five‐year maintenance cost)
Objective: Fulfill the city’s obligation to maintain reliable infrastructure for serving businesses and residents. E. Consideration of Acceptance of Plat of Easement for Public Utilities at 1385 Madeline Lane (No Cost to the City) Objective: Enable the city to enter onto private property to maintain public infrastructure. F. Consideration of Amendment No. 1 with Homer L. Chastain and Associates, LLP to Add Construction Administration Engineering Services for Hammond‐Cookane 2013 Street Rehabilitation Project ($178,650) Objective: Ensure quality infrastructure and strengthen the city’s neighborhoods by administrating the construction of a street rehabilitation project. COMMITTEE OF THE WHOLE AGENDA July 10, 2013 G. Consideration of Amendment No. 7 to Engineering Services Agreement with TranSystems, Inc. for the 2014 CBD Streetscape Project ($421,474) Objective: Design engineering plans and specifications to improve, maintain and enhance the streetscape and pavement infrastructure on Riverside, Highland and Chicago Street Bridges as well as the streets of Highland, Chicago and the frontage of State Street between State Street and the Fox River. H. Consideration of Sole Source Purchase Agreement with Stryker Sale Corporation for the Purchase of a Power Load System ($32,100) Objective: Upgrade an existing ambulance so that patients weighing up to 700 pounds can be safely secured on the cot and easily loaded in or unloaded from the ambulance. I. Consideration of Emergency Communications Center Dispatch Purchase of Console Equipment Improvements with Watson Furniture Group ($35,976) Objective: Create more efficient work environment for the handling of emergency call for service within the emergency communications center and backup communications center. Announcements from Council Announcements from Staff Executive Session J. Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More Classes of Employees ‐ Exempt Under Section 120/2(c)(2) of the Open Meetings Act K. Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance ‐ Exempt Under Section 120/2(c) (3) of the Open Meetings Act Adjournment PLEASE NOTE: The City of Elgin is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are requested to contact the Human Resources Department at (847) 931‐6076 or TT/TDD (847) 931‐5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. 2 Special Presentation and Reports A
Elgin Housing Market Presentation
by Chris Huecksteadt
Metrostudy
NO MATERIALS
Special Presentation and Reports B
Continued Discussion Concerning
Financial Support for the Elgin
Symphony Orchestra
Elgin Symphony Orchestra:
Consideration of Financial Support
Do you view the ESO’s success
as their success or our success?
Historical Perspective
• 63-year relationship with the city
– By any objective criteria it has been a successful one
• Relationship is one of interdependence
– ESO and Hemmens
– ESO and downtown
• Historically it has had characteristics more like a city
department than an outside agency
– Funding, Facility, Functional Support
Considerations
• 63-year relationship with the city
– This council is establishing policy that will set the tone
for years to come.
• Relationship is one of interdependence
– The viability of the Hemmens or any future performing
arts facility is in large-part dependent on a healthy
ESO.
Considerations
• Financial Reality (Data) vs. Financial Capacity
(Speculation)
– Reality: “Going Concern”
– Capacity: Unknown and cannot be evaluated
• Does not lend itself to a traditional private sector
analysis in all respects – nor should any
decision be based solely on financial metrics
• How are we going to define the term
“investment” in this scenario?
Financial Support Framework
1. Rental Repayment Agreement
 Outstanding Balance: $303,786/$243,658
 Term: 15 years
 Interest Rate: Variable, adjusted annually to mirror city’s
borrowing costs. Currently 3% (AAA rating)
2. Rental Fees
 Rate (Volume Discount)




50% of building and labor costs
Other entities or NFPs would be eligible as well
Retroactive to September 2012 and Going Forward ($243,658)
15 Year Commitment to utilize the Facility
 ($60,000 per annum)
Financial Support Framework
3. Annual Direct Financial Support
 Historical Average is approximately $125,000
 Adjusted Average is approximately $75,000
 Annual payments would only be made after
annual loan payments have been made
 Accrual Accounting, Colleen to review monthly
and report quarterly
 Performance Should be reviewed regularly –
funding scrutinized annually
4. Facility and Functional Support
 Would remain as is.
Questions?
C
AGENDA ITEM: MEETING DATE: July 10, 2013 ITEM: Engineering Services Agreement with Collins Engineers, Inc. to Provide Annual Inspection Ser‐
vices for the Kimball Street Dam ($53,760 over six years) OBJECTIVE: Provide mandatory inspection and insure quality infrastructure to maintain the city’s invest‐
ment in the Fox River and water treatment plant. RECOMMENDATION: Enter into a professional services agreement with Collins Engineers, Inc. to provide the manda‐
tory inspection services over the next six years in the amount of $53,760. BACKGROUND The Illinois Department of Natural Resources (IDNR) requires the owner of each Class II dam within the State to provide a minor inspection every year with a major inspection every third year. The history of the Kimball Street dam extends back before the city incorporated. The ownership and the cost to maintain the dam has been disputed since its original construction. Prior to 1980, the file documents indicate reluctance on the city’s part to accept ownership and maintenance. The files also indicate that even though the city received benefit from the “pool” created by the dam for the Slade Avenue Treatment Plant, the courts had ruled that this fact did not dictate city jurisdiction. In the late 1970’s and again in the 1980’s, the city attempted to determine ownership and maintenance responsibilities. The city began to rethink ownership with the planning and ultimate development of the River‐
side Treatment Plant. The city ultimately accepted ownership and in 1999 repaired the Kimball Street dam which required a permit from the IDNR. This permit compelled the city to compose several documents including an Emergency Action Plan, an Operation and Maintenance Plan and an “Owner’s Maintenance” statement which ultimately led to the annual inspections. 1 OPERATIONAL ANALYSIS The city officially began annual inspections of the Kimball Street dam in 2001. Collins Engineers, Inc. (CEI) of Chicago, Illinois performed the mandatory inspections for each of the years be‐
tween 2001 and 2012. CEI also prepared the plans and bid documents and functioned as the construction administrator for the rehabilitation of the dam in 1999. Given their history of providing service for dam related projects, the city engineer determined that it would be ad‐
vantageous to continue to utilize CEI for the annual inspections. The attached agreement with Collins Engineers, Inc. will provide for the mandatory inspection of the Kimball Street Dam for this year and the next five years. These inspections will insure the continuation of the required permit with the IDNR. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The agreement with Collins Engineers, Inc. totals $53,760 over a six year period. The annual payments are as follows: 2013 Minor Inspection $6,650 2014 Minor Inspection $6,915 2015 Major Inspection $11,735 2 2016 Minor Inspection $7,480 2017 Minor Inspection $7,780 2018 Major Inspection $13,200 BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT # AMOUNT BUDGETED AMOUNT AVAILABLE General Fund 010‐3311‐752.30‐03 122,000 42,800 LEGAL IMPACT The approval of this agreement would require an exception to the procurement ordinance which would require the approval of two thirds of the members of the city council. ALTERNATIVES The city council may choose not to authorize the agreement with Collins Engineers, Inc. Howev‐
er the city would have to employ a professional engineer with expertise in the type of inspec‐
tion required for a Class II dam. NEXT STEPS 1.
Execute the agreement. 2.
Issue directive to engineer to begin work. Originators: Final Review: Joseph Evers, City Engineer Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A.
Engineering Services Agreement 3 Attachment A
Kimball Street Dam Inspection Services
Agreement
With
Collins Engineers, Inc.
AGREEMENT
THIS AGREEMENT is made and entered into this ____ day of _________, 2013, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as “CITY”)
and Collins Engineers, Inc. (hereinafter referred to as “ENGINEER”).
WHEREAS, the CITY desires to engage th e ENGINEER to f urnish certain prof essional
services in connection with the Kimball Street Dam Inspection Services (hereinafter referred to as
the PROJECT); and
WHEREAS, the ENGINEER represents that he is in com pliance with Illinois Statutes
relating to professional registration of individualsand has the necessary expertise and experience to
furnish such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by andbetween the CITY and the ENGINEER that
the CITY does hereby retain the ENGINEER for and in consideration of the mutual promises and
covenants contained herein, the sufficiency of which is hereby acknowledged to act for and represent
it in the engineering matters involved in the PROJECT as described herein, subject to the following
terms and conditions and stipulations, to-wit:
1.
2.
SCOPE OF SERVICES
A.
All work hereunder shall be performed under the direction of the Director of Public
Works of the CITY, herein after referred to as the “DIRECTOR”.
B.
The work hereunder shall be performed under this AGREEMENT includes providing
field inspection, surveying report prepar ation, Illinois Departm ent of Natural
Resources (IDNR) com munication and subm ittals, and engineering services to
perform the 2013 through 2018 major and minor inspections of the Kimball Street
Dam.
C.
A detailed Scope of Services is attached hereto as Attachment A.
PROGRESS REPORTS
Progress Reports will not be required f or this project. The inspections will occur
once a year in accordance with IDNR rulesand regulations and said inspection will
occur in the fall of each year beginningin 2013 and extending through to the end of
2018.
3.
WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including, but not lim
ited to,
correspondence to and from the IDNR, reports,plans, designs, calculations, work drawings,
studies, photographs, models and recommendations shall be the property of the CITY and
shall be delivered to the CITY upon requestof the DIRECTOR; provided, however, that the
ENGINEER m ay retain copies of such wo rk product for its records. ENGINEER’S
execution of this Agreement shall constitute ENGINEER’S conveyance and assignment of
all right, title and interest, including but not lim ited to any copyright interest, by the
ENGINEER to the CITY of all such workproduct prepared by the ENGINEER pursuant to
this Agreement. The CITY shall have the right either on its own or through such other
engineers as determined by the CITY to utilizeand/or amend such work product. Any such
amendment to such work product shall be at thesole risk of the CITY. Such work product is
not intended or represented to be suitable fo r reuse by the CITY on any extension to the
PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY
without liability or legal exposure to the ENGINEER.
4.
PAYMENTS TO THE ENGINEER
A.
For services provided by the ENGIN EER, the CITY shall pay the ENGINEER a
lump sum of $53,760 over the six year period with various annual payments being
specified in subparagraph D below rega rdless of actual cost incurred by the
ENGINEER unless substantial m odifications to the PROJECT are authorized in
writing by the DIRECTOR and approved by way of a written am endment to this
Agreement.
B.
For outside services provided by other firms or subconsultants, the CITY shall pay
the ENGINEER the invoiced fee to the ENGINEER, plus ___0____.
C.
The fees listed in subparagraph D
reimbursables.
D.
The CITY shall m ake periodic paym ents to the ENGINEER based upon actual
progress within 30 days after receipt a nd approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the amounts shown in the following
schedule, and full paym ents for each task shall not be m ade until the task is
completed and accepted by the DIRECTOR. The paym ent schedule shall be as
follows:
YEAR
2013
2014
2015
2016
2017
2018
below include all direct expenses and
INSPECTION TYPE
Minor
Minor
Major
Minor
Minor
Major
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FEE
$6,650
$6,915
$11,735
$7,480
$7,780
$13,200
5.
6.
INVOICES
A.
The ENGINEER shall submit invoices in a format approved by the CITY.
B.
The ENGINEER shall m aintain reco rds showing actual tim e devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY to
inspect and audit all data and records of the ENGINEER for work done under this
Agreement. The ENGINEER shall make these records available at reasonable times
during the Agreement period, and for a year after termination of this Agreement.
TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, theCITY may terminate this Agreement at any
time upon fifteen (15) days prior written notice to the ENGINEER. In the event that this
Agreement is so terminated, the ENGINEER shall be paid for services actually performed
and reimbursable expenses actually incurred prior to termination, except that reimbursement
shall not exceed the task amounts set forth under Paragraph 4 above.
7.
TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to
proceed and, unless terminated for cause or pursuant to Article 5, shall be deemed concluded
on the date the CITY determines that all of the ENGINEER's work under this Agreement is
completed. A determ ination of completion shall not constitute a waiver of any rights or
claims which the CITY may have or thereafteracquire with respect to any termor provision
of the Agreement.
8.
NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as a result of action
taken by the CITY, the ENGINEER shall give written notice of his claim within 15 days
after occurrence of such action. No claimfor additional compensation shall be valid unless
so made. Any changes in the ENGINEER' s fee shall be valid only to the extent that such
changes are included in writing signed by the CITY and the ENGINEER. Regardless of the
decision of the DIRECTOR relative to a claim subm itted by the ENGINEER, all work
required under this Agreem ent as determ ined by the DIRECTOR shall proceed without
interruption.
9.
BREACH OF CONTRACT
If either party violates or breaches any termof this Agreement, such violation or breach shall
be deem ed to constitute a def ault, and th e other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party, by reason of anydefault, fails within fifteen (15) days after
notice thereof by the other party to comply with the conditions of the Agreement, the other
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party may terminate this Agreement. Notwithstanding the foregoing, oranything else to the
contrary in this Agreement, with the sole exception of an action to recover the monies the
CITY has agreed to pay to the ENGINEER pursuant to Paragraph 4 hereof, no action shall
be commenced by the ENGINEER against the CITY for monetary damages. ENGINEER
hereby further waives any and all claim s or rights to interest on money claimed to be due
pursuant to this Agreement, and waives any and all such rights to interest which it claims it
may otherwise be entitled pursuant to law,
including, but not lim ited to, the Local
Government Prompt Payment Act (50 ILCS 501/1, et seq.), as am ended, or the Illinois
Interest Act (815 ILCS 205/1,et seq.), as amended. The parties hereto further agree that any
action by the ENGINEER arising out of this Agreement must be filed within one year ofthe
date the alleged cause ofaction arose or the same will be time-barred. The provisions of this
paragraph shall survive any expiration, completion and/or termination of this Agreement.
10.
INDEMNIFICATION
To the fullest extent permitted by law, ENGINEER agrees to and shall indemnify, defend
and hold harmless the CITY, its officers, employees, agents, boards and commissions from
and against any and all claim s, suits, judgm ents, costs, attorneys fees, dam ages or other
relief, including but not limited to workers compensation claims, in any way resulting from
or arising out of negligent actions or omissions of the ENGINEER in connection herewith,
including negligence or omissions of employees or agents of the ENGINEER arising out of
the performance of this Agreement. In the event of any action against the CITY, its officers,
employees, agents, boards or com missions, covered by the foregoing duty to indem nify,
defend and hold harm less such action shall be defended by legal counsel of the CITY' s
choosing. The provisions of this paragraph shall survive any expiration and/or termination
of this Agreement.
11.
NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provision of this Agreement or because of their
execution, approval or attempted execution of this Agreement.
12.
A.
INSURANCE
Comprehensive Liability. The ENGINEER shall provide, pay for and maintain in
effect, during the term of this Agreement, a policy of comprehensive general liability
insurance with lim its of at least $1,000,000 aggregate for bodily injury and
$1,000,000 aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance naming
the CITY as additional insured. The polic y shall not be m odified or term inated
without thirty (30) days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the ENGINEER under Article 10 entitled “Indemnification” shall be provided.
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This insurance shall apply as primary insurance with respect to any other insurance
or self-insurance programs afforded to the CITY. There shall be no endorsement or
modification of this insurance to m ake it excess over other available insurance,
alternatively, if the insurance states that it is excess or prorated, it shall be endorsed
to be primary with respect to the CITY.
B.
Comprehensive Automobile Liability. Com prehensive Autom obile Liability
Insurance covering all owned, non-owned and hired motor vehicles with limits of not
less than $500,000 per occurrence for damage to property.
C.
Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures m ay be met with a com bined single lim it of
$1,000,000 per occurrence subject to a $1,000,000 aggregate.
D.
Professional Liability. The ENGINEER shall ca rry Engineers Professional
Liability Insurance Covering claims resulting from error, omissions or negligent acts
with a com bined single lim it of not less than $1,000,000 per occurrence. A
Certificate of Insurance shall be subm itted to the DIRECTOR as evidence of
insurance protection. The policy shall not be modified or terminated without thirty
(30) days prior written notice to the DIRECTOR.
13.
CONSTRUCTION MEANS,
PROCEDURES AND SAFETY
METHODS,
TECHNIQUES,
SEQUENCES,
The ENGINEER shall not have control over or charge of and shall not be responsible for
construction means, methods, techniques, sequences or procedures, or for safety precautions
and programs in connection with the construction, unless specifically identified in the Scope
of Services.
14.
NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement, there shall be
no discrimination against any employee or applicant for employment because of sex, age,
race, color, creed, national origin, marital status, of the presence of any sensory, mental or
physical handicap, unless based upon a bona fi de occupational qualification, and this
requirement shall apply to, but not be lim ited to, the following: em ployment advertising,
layoff or termination, rates of pay or other forms of compensation and selection for training,
including apprenticeship.
No person shall be denied or subjected to di scrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of
sex, race, color, creed, national origin, age except minimum age and retirement provisions,
marital status or the presence of any sensory,mental or physical handicap. Any violation of
this provision shall be considered a violation of a material provision of this Agreement and
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shall be grounds for cancellation, term ination or suspension, in whole or in part, of the
Agreement by the CITY.
15.
ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and
the assigns of the parties hereto; provided, however, that no assignm ent shall be m ade
without the prior written consent of the CITY.
16.
DELEGATIONS AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject to all the term s, conditions
and other provisions of this Agreement and the ENGINEER shall remain liable to the CITY
with respect to each and every item, condition and other provision hereof to the same extent
that the ENGINEER would have been oblig ated if it had done the work itself and no
assignment, delegation or subcontract had been m ade. Any proposed subcontractor shall
require the CITY's advanced written approval.
17.
NO CO-PARTNERSHIP OR AGENCY
This Agreem ent shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties hereto.
18.
SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other
provision of this Agreement, or any portion ther eof, shall be held to be void or otherwise
unenforceable, all other portions of this Agreement shall remain in full force and effect.
19.
HEADINGS
The headings of the several paragraphs of th is Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define, limit or describe
the scope of intent of any provision of this Agreement, nor shall they be construed to affect
in any manner the terms and provisions hereof or the interpretation or construction thereof.
20.
MODIFICATION OR AMENDMENT
21.
This Agreement and its attachments constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed, modified, discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations
or warranties shall be binding upon the other party unless expressed in writing herein or in a
duly executed amendment hereof, or change order as herein provided.
APPLICABLE LAW
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This Agreement shall be deemed to have been made in, and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
22.
NEWS RELEASES
The ENGINEER m ay not issue any news re leases without prior approval from the
DIRECTOR, nor will the ENGINEER m ake public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said documentation
becoming matters of public record.
23.
COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any othe r consultants in the CITY' s employ or any
work associated with the PROJECT.
24.
INTERFERENCE WITH PUBLIC CONTRACTING
The ENGINEER certifies hereby that it isnot barred from bidding on this contract as a result
of a violation of 720 ILCS 5/33E et seq. or anysimilar state or federal statute regarding bid
rigging.
25.
SEXUAL HARASSMENT
As a condition of this contract, the ENGINEER shall have written sexual harassment policies
that include, at a minimum, the following information:
A.
the illegality of sexual harassment;
B.
the definition of sexual harassment under state law;
C.
a description of sexual harassment, utilizing examples;
D.
the vendor's internal complaint process including penalties;
E.
the legal recourse, investigative and complaint process available through the Illinois
Department of Human Rights, and the Illinois Human Rights Commission;
F.
directions on how to contact the department and commission;
G.
protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies shall be provided by E
NGINEER to the Department of Human Rights
upon request 775 ILCS 5/2-105.
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26.
SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance abuse
prevention program which m eets or exceeds th e program requirements in the Substance
Abuse Prevention Public W orks Project Act at 820 ILCS 265/1 et seq. A copy of such
policy shall be provided to the City’s Assistan t City Manager prior to the entry into and
execution of this agreement.
27.
WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the DIRECTOR and
to other participants which m ay affect cost or tim e of com pletion, shall be m ade or
confirmed in writing. The DIRECTOR m ay also require other recom mendations and
communications by the ENGINEER be made or confirmed in writing.
28.
NOTICES
All notices, reports and docum ents required under this Agreement shall be in writing and
shall be mailed by First Class Mail, postage prepaid, addressed as follows:
A.
Joseph Evers, P.E.
Engineer
of Elgin
Dexter Court
Elgin, Illinois 60120-5555
City
City
150
B.
Senior
Collins
Chicago,
29.
As to CITY:
As to ENGINEER:
S.L.Kaderbek, S.E., P.E.
Vice President
Engineers, Inc.
123 N Wacker Drive, Suite 900
IL 60606
COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and understood
that in connection with the performance of this Agreement that the ENGINEER shall comply with
all applicable Federal, State, City and other requirements of law, including, but not limited to, any
applicable requirements regarding prevailing wa ges, minimum wage, workplace safety and legal
-8-
status of employees. Without limiting the foregoing, ENGINEER hereby certifies, represents and
warrants to the CITY that all ENGINEER'S employees and/or agents who will be providing products
and/or services with respect to this Agreem ent shall be legal residents of the United States.
ENGINEER shall also at its expense secure all permits and licenses, pay all charges and fees and
give all notices necessary and incident to the due and lawful prosecution of the work, and/or the
products and/or services to be provided for in this Agreement. The CITY shall have the right to
audit any records in the possession or control of the ENGINEER to determ ine ENGINEER' S
compliance with the provisions of this section. In the event the CITY proceeds with such an audit
the ENGINEER shall make available to the CITY the ENGINEER'S relevant records at no cost to
the CITY. ENGINEER shall pay any and all costs associated with any such audit.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this Agreem
ent
effective as of the date and year first written above.
FOR THE CITY:
FOR THE ENGINEER:
By
City
By:
Manager
Name/Print:
Title:
Attest:
City Clerk
C:\Documents and Settings\evers_j\Local Settings\Temporary Internet Files\Content.Outlook\UMKS63KE\ENGINEERING AGREEMENT2013 with changes per BC 4-24-13.doc
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ATTACHMENT A
SCOPE OF SERVICES
Inspection of the Dam and Appurtenances
The inspections will be performed by a team of engineer-divers experienced in underwater
structural inspections of dams and spillway structures. The team will be led by a licensed
Professional Engineer registered in the State of Illinois who is also registered as a Bridge
Inspection Team Leader with the Illinois Department of Transportation.
The investigations will consist of a visual and tactile inspection of the exposed surfaces of the
Dam from the upstream slopewall to the downstream toe with particular attention given to any
observed areas of deterioration or apparent di stress. The W est Retaining W all and the East
Abutment Wall will also be inspected. Photogr aphs will be taken as necessary to docum ent
general conditions and observed deficiencies. Ob servations of the channel adjacent to the
upstream slopewall and the downstream toe will be made to determ ine the channel bottom
material, the presence or extent of scour, the pres ence or extent of riprap, and the presence or
extent of drift and debris. Water depth soundings will be taken along thecrest of the dam during
the minor inspections and additional soundings will be taken upstream and downstream of the
spillway during the major inspections. The waterline will be referenced to a known elevation on
the West Retaining Wall.
The members of the inspection team will be properly equipped and trained, and the diving
operations will be conducted in accordance w
ith the Occupational Safety and Health
Administration Commercial Diving Operations Standard (29 CFR 1910, Subpart T) and Collins
Engineers’ Manual of Safe Dive Practices. All inspection divers will have completed FHWA
Course BITM 90 “Safety Inspection of In-Service Bridges” or NHI Course 130091 “Underwater
Bridge Inspection”.
Detailed Inspection Report
A comprehensive inspection report will be prepared for each annual inspection of the dam.
The report text will include the purpose and scope of the inspection, general description of the
structure, m ethod of investigation, sum mary of existing conditions, and evaluation and
recommendations. Detailed descriptions of the existing conditions will be located in the
inspection figures and briefly summarized in the text. The report ifgures will include a location
map, sounding plan, and the inspection notes. The report will also include color photograp
hs of
general conditions and observed deficiencies.
One copy of the draft inspectionreport will be submitted for review. All comments on the draft
report will be incorporated into the final report. Three hard copies of the final report and one
digital copy of the final report in PDF format will be submitted.
D
AGENDA ITEM: MEETING DATE: July 10, 2013 ITEM: Acceptance of Public Improvements within Multi‐Family Portions of Princeton West Phases 1, 2 and 3 Subdivisions ($20,276 estimated five‐year maintenance cost) OBJECTIVE: Fulfill the city’s obligation to maintain reliable infrastructure for serving businesses and resi‐
dents. RECOMMENDATION: Approve the acceptance of the public improvements for ownership and maintenance in the multi‐family portions of Princeton West Phases 1, 2 and 3 BACKGROUND Kenar, LLC provided engineering plans for the Princeton West subdivisions which were re‐
viewed and subsequently approved by the engineering department. The city approved and rec‐
orded three separate final plats for Princeton West Phases 1, 2 and 3 on November 21, 2003, May 21, 2004 and December 21, 2007, respectively. The Princeton West Phase 1 and 2 subdivi‐
sion plats included both single family and multi‐family parcels. The Princeton West Phase 3 subdivision plat was limited to only multi‐family parcels. An overall total of the parcels is out‐
lined as follows: Phase Single Family Multi Family HOA/Stormwater
Total Lots 1 56 2 4 62 2 30 2 2 34 3 N/A 2 2 4 The public improvements that were constructed to service all the single family parcels were ac‐
cepted by the city council on October 10, 2007. The public improvements installed to service the remaining multi‐family parcels are the subject of the acceptance request presented with this memorandum. The three subdivision plats created four private streets to serve the multi‐
family parcels. The private streets are named Bradley Circle, Loganbury Court, Asbury Court and Meagan Court. The development is located north of Congdon Avenue at the end of Toastmaster Drive as shown in the location map provided as Attachment A. 1 The majority of the public improvements to service the multi‐family parcels were installed by Kenar, LLC but were never completed due to their bankruptcy filing in February of 2011. As re‐
quired by the municipal code, Kenar provided a surety in the form of a bond from American Southern Insurance Company (ASIC) prior to the approval of the final subdivision plats. After extensive effort by staff from the engineering and legal departments, the city subsequently made a demand on ASIC to complete the subdivision improvements which resulted in the city entering into a settlement agreement with them in September of 2012. The settlement agree‐
ment provided funding to the city to complete the remaining improvements and to remedy any existing deficiencies in Phases 1 and 2 and tendered Marc Kresmery Construction to do the same in Phase 3. The city subsequently entered into a completion agreement with Marc Kresmery Construction to perform the work in Phases 1 and 2. The engineering department has inspected and approved all the improvements required as part of the settlement and completion agreements. As a condition of the settlement and completion agreements, Marc Kresmery Construction is to provide a twelve month warranty period on all work performed. Staff will inspect the work that was completed as part of the settlement and completion agreements next spring and provide a list of any deficiencies to Mark Kresmery Construction which they will be required to address. OPERATIONAL ANALYSIS Acceptance of the public improvements will add approximately 6,206 lineal feet of 8‐inch water main; 6, 8‐inch valves in 4‐foot vaults; 4, 8‐inch valves in 5‐foot vaults; 25 fire hydrants; 6,298 lineal feet of 8‐inch sanitary sewer; and 41 sanitary manholes and their respective appurte‐
nances to the city maintained facilities. All other improvements within the multi‐family areas are private and are to be maintained by the homeowners association. The city’s acceptance of the public improvements will ensure proper general maintenance, providing residents and visitors with reliable infrastructure. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS There are no direct, immediate costs associated with this acceptance. However, maintenance and operating costs for the water main and sanitary sewer main and their respective appurte‐
nances will increase over time and need to be included as part of the annual budgeting process. The estimated five year maintenance cost is $20,276. 2 BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) N/A N/A N/A AMOUNT BUDGETED N/A AMOUNT AVAILABLE N/A LEGAL IMPACT None. ALTERNATIVES None. The city’s annexation agreement with the developer requires the public improvements to be accepted. NEXT STEPS Staff will inspect the work that was completed as part of the settlement and completion agreements next spring and provide a list of any deficiencies to Mark Kresmery Construction. Originators: Final Review: Ron Rudd, Senior Engineer Joe Evers, City Engineer Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A. Princeton West Phase 1, 2 and 3 Multi‐Family 3 E
AGENDA ITEM: MEETING DATE: July 10, 2013 ITEM: Acceptance of Plat of Easement for Public Utilities at 1385 Madeline Lane (No Cost to the City) OBJECTIVE: Enable the city to enter onto private property to maintain public infrastructure. RECOMMENDATION: Accept the public utility easement for the purpose of utility operations and maintenance. BACKGROUND Certain single lot developments are required to extend public utilities onto private property and are required to provide an easement over these utilities. The easement allows the city to enter onto the private property to maintain the public infrastructure and prevent private improve‐
ments from interfering with the operation of the public utilities. It is advantageous for the city to accept these easements to maintain control over public utilities regardless of their physical location. The commercial development of the property located at 1385 Madeline Lane included the con‐
struction of an eight‐inch water main to provide fire protection to the building and to strength‐
en the water distribution grid. As part of the permitting process an easement is required. The easement allows access to the following infrastructure: Water: 555 feet of eight‐inch ductile iron pipe water main; one eight‐inch valve in a five‐foot valve vault; and one fire hydrant OPERATIONAL ANALYSIS During maintenance activities, reconstruction projects or during emergency situations, city per‐
sonnel have to access utilities, like water mains and storm sewers, to address any related is‐
sues. If these utilities are located on private property, special permission to enter onto the property would be necessary, delaying the city’s response to address service interruptions. 1 Having an easement over the utility location will avoid delays on performing vital work to en‐
sure the city’s infrastructure works properly. In addition, not having an easement opens the city to legal issues for encroaching onto private property. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS There are no direct, immediate costs associated with acceptance of the water main and/or easements. However, maintenance and operating cost associated with the watermain and its related appurtenances within these easements will increase over time and will be included as part of the annual budgeting process. The estimated five year maintenance cost is $866.50. A recording fee was collected for the easement when the site plan permit was issued. This rev‐
enue will offset the cost of recording the easement in the Kane County Recorder’s office. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT BUDGETED AMOUNT AVAILABLE N/A N/A N/A N/A N/A LEGAL IMPACT None. ALTERNATIVES None. The city must have an easement to enter onto private property. NEXT STEPS 1.
Approve a resolution accepting the plat of easement and the public improvements. 2.
Record each plat at the Kane County Recorder’s Office. 3.
Provide a copy of the recorded document to the site owner. 2 Originators: Final Review: Ron Rudd, Senior Engineer – Development Joe Evers, City Engineer Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer ATTACHMENTS A.
1385 Madeline Lane Plat of Easement 3 “
PROJ. MGR.:
PROJ. ASSOC.:
DRAWN BY:
DATE:
SCALE:
SHEET
OF
PLAT OF EASEMENT
”
ELGIN, ILLINOIS
“
RANDALL POINT BUSINESS PARK
DATE
REVISIONS
DRAWN BY
EXHIBIT A
”
F
AGENDA ITEM: MEETING DATE: July 10, 2013 ITEM: Amendment No. 1 with Homer L. Chastain and Associates, LLP to Add Construction Administra‐
tion Engineering Services for Hammond‐Cookane 2013 Street Rehabilitation Project ($178,650) OBJECTIVE: Ensure quality infrastructure and strengthen the city’s neighborhoods by administrating the construction of a street rehabilitation project. RECOMMENDATION: Amend the current professional services agreement with Homer L. Chastain and Associates, LLP to add construction administration services in the amount of $178,650. BACKGROUND The original agreement with Homer L. Chastain and Associates, LLP (HLC) for the 2013 Street Rehabilitation – Hammond Cookane Project, approved on January 23, 2013, included the design engineering services for water main, sanitary and storm sewer replacement and repairs as well as the design effort for a street rehabilitation project. The proposed first amendment adds con‐
struction administration services to the subject project. The project encompasses street reha‐
bilitation, storm sewer, sanitary sewer and water main replacement and ancillary improve‐
ments along several streets including Hammond, Elgin, Dixon, Liberty, Illinois, Lavoie, Cookane and Joan. A map of the area is attached for review. The street rehabilitation project entails improving approximately 2.01 miles of city streets, 3,100 lineal feet of water main replacement, 1,400 lineal feet of deficient sanitary sewer, and 400 lineal feet of storm sewer replacement. The award of the construction work for this project was completed by the council on June 26, 2013 as Bid 13‐042. The attached amendment agreement will provide the construction engineering services for the subject project. The ser‐
vices will include observation of construction procedures, quality control, quantity documenta‐
tion and contractor payment processing. 1 OPERATIONAL ANALYSIS The attached Amendment B will provide the construction administrative effort necessary to in‐
sure the city receives the best possible infrastructure. Once completed the street rehabilitation project will alleviate the typical maintenance effort provided by public works for watermain breaks, pot hole patching, damaged sidewalks and curbs as well as sewer issues for years to come. Street rehabilitation projects have historically improved the image of a neighborhood and encouraged private property improvements thus increasing property values. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The original contract awarded to Homer L. Chastain and Associates, LLP for design engineering services totaled $194,600. Amendment No. 1 to provide construction administration services totals $178,650 and increases the contract amount to $373,250. The construction oversight costs include $80,000 for water main, $20,000 for sewer system and $78,650 for street con‐
struction. In addition to the construction administration component, advertising and design engineering costs of $194,600 were incurred and construction costs of $2,975,350 will be paid. The total cost of this project is estimated to be $3,348,600. 2 BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT # Riverboat Riverboat Lease 2012 Bond 2012 Bond 2013 Bond 2008 Bond 275‐0000‐791.93‐80 276‐0000‐791.93‐80 312‐0000‐795.93‐80 312‐4000‐795.93‐41 313‐4000‐795.93‐41 368‐4000‐795.93‐41 340056 340056 340056 340056 340056 340056 AMOUNT BUDGETED $1,579,500 $415,400 $120,500 $383,900 $916,100 $79,200 AMOUNT AVAILABLE $1,254,850
$415,400
$120,500
$383,900
$916,100
$79,200
LEGAL IMPACT None. ALTERNATIVES The city council may choose not to authorize Amendment No. 1 to the agreement with HCL. Due to the award of the construction contract, Bid 13‐042, would require oversight by another entity. NEXT STEPS 1.
Execute the amendment 2.
Issue directive to engineer to begin work Originators: Final Review: Joseph Evers, City Engineer Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A.
B.
Location Map Amendment No. 1 to Agreement 3 Attachment A
Location Map
For the
Hammond - Cookane Street Rehabilitation
G
AGENDA ITEM: MEETING DATE: July 10, 2013 ITEM: Amendment No. 7 to Engineering Services Agreement with TranSystems, Inc. for the 2014 CBD Streetscape Project ($421,474) OBJECTIVE: Design engineering plans and specifications to improve, maintain and enhance the streetscape and pavement infrastructure on Riverside, Highland and Chicago Street Bridges as well as the streets of Highland, Chicago and the frontage of State Street between State Street and the Fox River. RECOMMENDATION: Approve Amendment No. 7 to the existing engineering services agreement with TranSystems, Inc. to provide design for streetscape construction administration for bridge rehabilitation, sidewalk, lighting and landscaping enhancements at a fee of $421,474. BACKGROUND In 2006, the city initiated the Central Business District (CBD) streetscape project by entering in‐
to an engineering services agreement with TranSystems, Inc. to develop a master plan. Since this initial agreement, there have been six amendments to provide design, inspection and con‐
struction administration for the different phases of the streetscape and the infrastructure as‐
pects of each. The city has completed five streetscape and six water main phases using TranSys‐
tems. Amendment No. 7 provides design engineering for the sixth and final phase of the streetscape program. The majority of TranSystem’s work in 2013 focused on street improvements along Spring Street between Kimball and Division and on Dexter Street between Douglas and Center. The final phase will focus on Highland Avenue between Riverside Drive and State Street, Chica‐
go Street between Riverside Drive and State Street, the frontage road along State Street south of Highland to one hundred feet south of Chicago and Riverside Drive between Highland and Chicago. 1 OPERATIIONAL ANALLYSIS Amendm
ment No. 7 to
o the TranSyystems engin
neering serviices agreement will provvide the cityy with the proje
ect design an
nd engineeriing that is esssential to suuccessfully ccompleting tthe rehabilittation of water,, sanitary an
nd storm sew
wers and the
e constructioon of new sttreetscape p
pavements. A
A sig‐
nificant d
difference frrom previou
us phases wiill be the deeck replacem
ment, sidewaalk wideningg and other maajor repairs tto the bridges of Riversiide, Highlan d and Chicago. The finisshed producct will be consisstent with th
hat found along the varrious CBD sttreets wheree streetscap
pe work has been complete
ed. Well‐designed and cconstructed streetscapes enhance tthe businesss atmospherre, encouragge re‐
tail visits and alleviatte the typicaal maintenan
nce effort prrovided by p
public works for street reepair, sidewalk and curb repairs, utilitty maintenance and othher related issues. The streetscapee pro‐
jects havve been well received by b the public and are c reating a reenewed inteerest in the city’s downtow
wn. INTEREST
TED PERSON
NS CONTACTTED None. 2 FINANCIAL ANALYSIS The original design engineering agreement and amendments one through six total $4,735,174.98. Amendment No. 7 in the amount of $421,474.09 will increase the award to TranSystems to $5,156,649.07. The estimated cost to fund the construction and construction engineering components of phase six of the CBD streetscape project is estimated to be $5,500,000. To move forward with this project these funds will need to be appropriated in the Central Area TIF 2014 budget. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT # AMOUNT AMOUNT BUDGETED AVAILABLE Central Area TIF 262‐0000‐791.92‐32 262000 $955,580 $955,580 LEGAL IMPACT None. ALTERNATIVES The city council may choose not to authorize the Amendment No. 7 with TranSystems, Inc. NEXT STEPS 1.
Execute Amendment No. 7. 2.
Create a purchase order with Transystems, Inc. for Amendment No. 7. 3.
Begin engineering efforts to design streetscape for phase six. Originators: Final Review: Joseph Evers, P.E., City Engineer Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A. Amendment No. 7 to Agreement 3 H
AGENDA ITEM: MEETING DATE: July 10, 2013 ITEM: Sole Source Purchase Agreement with Stryker Sale Corporation for the Purchase of a Power Load System ($32,100) OBJECTIVE: Upgrade an existing ambulance so that patients weighing up to 700 pounds can be safely se‐
cured on the cot and easily loaded in or unloaded from the ambulance. RECOMMENDATION: Approve the proposed purchase of the Stryker Power Load system in the amount of $32,100. BACKGROUND The average size of the patients the Elgin fire department treats and transports continues to increase. Just ten years ago, 500 pound patients were rare. Now, patients weighing in excess of 600 pounds are not uncommon. This phenomenon is not exclusive to the city of Elgin, and many Emergency Medical Service (EMS) agencies have begun to revamp their fleet with ‘bari‐
atric ambulances’. These units have extra‐wide interiors, modified stretchers, and specialized lifting gear that are capable of carrying very large patients. This past April, EMSWORLD reported that the Memphis fire department recently added another bariatric ambulance to its fleet to help address this issue, where their heaviest patient transported to date weighted 1165 pounds. The American Medical Association (AMA) has recently declared obesity a disease, and anticipates the problem to continue to increase. Consequently, the medical and EMS providers will be expected to make accommodations for this disease through equipment and operational upgrades, just as they would for any other disease afflicting as much as one third of the U. S. population. OPERATIONAL ANALYSIS In order to safely lift a patient weighing over 500 pounds, it takes eight to ten fire department personnel, and puts more than twenty‐five percent of our front line equipment out of service for one call. Even though our cots are currently rated to carry a maximum of 700 pounds, the patient is so large that they typically spill over the sides, and usually do not fit in between the cot rails, so the rails must be left in the down position. The power load system provides special rails or “wings” on the cot that adjust to cup and secure the patients’ mass so they’re not hang‐
ing over. An extreme amount of manpower is needed to remove the patient from their envi‐
ronment and to the ambulance, but once the patient is on the cot, only the ambulance crew is needed to get the stretcher in or out of the ambulance. With the power load system, the ambu‐
lance personnel simply line the cot up with the power load arms, and the system automatically lifts and loads the patient. Normally, once the patient is secured in the ambulance, some or all of the crews would travel up to the receiving hospital in order to assist the ambulance person‐
nel with unloading the patient. With the power load system, they are no longer needed and available to respond to other emergencies in considerably less time. Similarly, when the bari‐
atric equipped ambulance is requested to the scene to transport the obese patient, the original ambulance that was committed to the alarm will be released and available to respond to sub‐
sequent calls for EMS. INTERESTED PERSONS CONTACTED Stryker Sale Corporation is the only manufacturer that makes the power load system compati‐
ble with our existing eight ambulance cots and current ambulance configurations. That is the reason for the sole source purchase and why no other vendors were contacted. FINANCIAL ANALYSIS The cost of purchasing one Stryker Power Load system and a five year extended warranty is $32,092.80. Staff believes that procuring a power load system will better service larger patients and reduce the number of injuries sustained by fire personnel. In recent years a number of fire department employees have suffered injuries as a direct result of attempting to move heavier patients. The shoulder and back injuries incurred may take several months or more to heal and can cost substantially more than the amount of one Stryker Power Lift System. Elgin’s Risk Manager has informed staff that since 2010, fire employee worker compensation costs for pushing, pulling and lifting induced injuries while handling obese patients exceeded $329,000. This amount does not include the overtime costs associated with hire back wages for time lost injuries. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT BUDGETED AMOUNT AVAILABLE General 010‐6902‐719.92‐46 280032 $32,100 $32,100 LEGAL IMPACT The proposed purchase requires an exception to the procurement ordinance that necessitates the approval of two‐thirds of the city council. 2 ALTERNATIVES There are no other compatible load systems currently on the market that work with all eight of the city’s Stryker ambulance cots. If the city council does not approve this agenda item, the de‐
partment will continue with the current operational practices. NEXT STEPS 1.
Approve an exception to the procurement purchase ordinance to purchase the Stryker Power Load System for $32,100. 2.
Install the equipment on the ambulance and power cot. 3.
Train personnel on components and operation of Stryker Power Load System. 4.
Put the ambulance back in service as a Bariatric ambulance. Originators: Final Review: John Fahy, Chief Bryan McMahan, Battalion Chief Tim Maroder, Captain Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A.
B.
C.
D.
E.
Stryker Quote ‘Big Rig: The Memphis fire department’s bariatric ambulance’ article from EMSWORLD, April 2013 ‘AMA declares obesity a disease’ article from the Los Angeles Times science and health section Stryker Power Load Brochure Stryker XPS Brochure 3 Billing:
Elgin Fire Department
550 Summit St.
Elgin, IL 60120
Shipping:
Elgin Fire Department
550 Summit St.
Elgin, IL 60120
Order Details
Quote #
2879842 Quote Type
STANDARD QUOTE
Quote Date
2/6/2013
$
32,092.80
PO #
ELGIN FIRE
Reference
Elgin Fire
Notes: XPS does not go to production until May-June so lead times will be dependent on Production Start
Item Details
Line #
Quantity Ordered
Item Description
Item #
Unit Price
Extended Price
1
1
POWER LOAD
6390000000
$
21,555.00 $
21,555.00
Quantity
Description
Item#
Unit Price
1
STANDARD COMP 6390 POWER LOAD
6390026000
1
English Operator Manual
6390600000
1
1 year parts, labor & travel
7777881660
2
1
6500 POWERLOAD COMPAT UPGRADE
6500700064
$
2,352.80 $
2,352.80
3
1
SRV P-LOAD UPGRADE L/T $300
7777100003
$
300.00 $
300.00
4
1
Power Load Complete - 6 Year
7777506001
$
5,460.00 $
5,460.00
5
1
SRV - XPS Install
7777100003
$
300.00 $
300.00
6
1
XPS Retro-fit Kit
6506700004
$
2,125.00 $
2,125.00
Please remit payment to: Stryker Sales Corporation P.O. Box 93308, Chicago, IL 60673-3308. All standard mattresses meet CAL T.B. 117. Fire Barrier
proves compliance with CAL T.B. 129 and NFPA Life Safety Code 101. Terms: Net 30 days. Terms are FOB Origin with all shipping and insurance costs
I
AGENDA ITEM: MEETING DATE: July 10, 2013 ITEM: Emergency Communications Center Dispatch Purchase of Console Equipment Improvements with Watson Furniture Group ($35,976) OBJECTIVE: Create more efficient work environment for the handling of emergency call for service within the emergency communications center and backup communications center. RECOMMENDATION: Authorize the purchase of dispatch console equipment for improvements for emergency com‐
munications centers to Watson Furniture Group to in the amount of $35,976. BACKGROUND Emergency communications center (ECC) personnel utilize more than twenty computer applica‐
tions as they perform records inquiries, entries and other transactions through a variety of lo‐
cal, state and federal systems. Their ability to efficiently process all of the information in a manner that provides quick turnaround for public safety personnel is extremely stressful and time sensitive. Their efficiency is also directly related to how the computer monitors are config‐
ured and organized. In the current ECC environment, the workspace has maximized the use of dispatch console space by providing four monitors on which all of the various computer applica‐
tions are displayed. While organized as efficiently as possible, numerous applications are still layered over one another, creating an inefficient workflow. In order to create a more efficient work environment, additional workspace areas are needed to accommodate additional moni‐
tors. OPERATIONAL ANALYSIS Because there is no desk space available to add additional monitors, a stacked monitor envi‐
ronment must be created in which one monitor is mounted over another vertically to the desk space. Watson Furniture, the city’s dispatch furniture vendor, was contacted for proposed solu‐
tions that could be integrated into the ECC. Watson identified a solution that will create a moni‐
tor array—essentially a wall of monitors—in an arrangement that allows for eight‐to‐ten moni‐
tors to fit within the current console space. All monitors will be linked together with a sliding 1 bar‐type system that safely supports the weight and allows personnel to adjust their focal dis‐
tance for the monitors. This expanded monitor array will be used in both the primary and back‐
up communications centers. By employing this arrangement, communications personnel will be able to more efficiently manage workflow, call processing and information inquiries; ultimately enhancing the safety of Elgin’s citizens and first responders. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS On December 14, 2012, the city council awarded RFP 12‐053 to Motorola Solutions for the pur‐
chase of a P25‐compliant interoperable radio system, fire station alerting system and next‐
generation 911 system in the amount of $11,753,656. The Emergency Telephone Safety Board (ETSB) approved an allocation for a contingency fund in an amount not to exceed ten percent of the Motorola Solutions contract costs or $1.1 million. The contingency fund was authorized in the event unforeseen circumstances affecting imple‐
mentation of the three life safety communications systems were encountered. Purchasing dis‐
patch console equipment to enhance ECC call processing and workload management is consid‐
ered an appropriate use of these contingency funds. At the April 18, 2013 meeting, the ETSB authorized use of contingency funds in the amount of $47,104 for the purpose of purchasing additional monitor array mounting systems for both the primary and backup communication centers from Watson Furniture Group. The cost to furnish the principal and standby communication centers with arrayed monitors is $35,976 and $11,128, respectively. To avoid any potential disruptions in the operations of the ECC, the mon‐
itors will be installed first at the backup location and subsequently at the main location. The lead time for ordering this equipment is lengthy. To maintain the radio project’s timeline, there was an immediate need to order this equipment for the backup communications center. As such, a purchase order to the Watson Furniture Group was processed in the amount of $11,128. At this time, staff is recommending the purchase of dispatch console equipment for only the primary emergency communication center to Watson Furniture Group in the amount of $35,976. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE E‐911 220‐0000‐791.91‐50 239818 $1,100,000 $1,100,000 2 LEGAL IMPACT The proposed agreement would require an exception to the procurement ordinance which re‐
quires approval by two‐thirds of the city council members. ALTERNATIVES The city council may elect not to award this purchase and subsequent improvements and direct staff to seek other possible avenues for work flow improvements NEXT STEPS 1.
Authorize purchase of console equipment from Watson Furniture Group. 2.
Order materials and stage for installation 3.
Install equipment in accordance to the existing project timeline. Originators: Final Review: Michael Bayard, Public Safety System Specialist Jeffrey Swoboda, Chief of Police Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A. Quotation from Watson Furniture Group for Main Dispatch Center B. Quotation from Watson Furniture Group for the Backup Dispatch Center C. Design Drawing from Watson Furniture Group for the Main Dispatch Center D. Design Drawing from Watson Furniture Group for the Backup Dispatch Center 3 QUOTATION
Q.F01-ElginPDVIII.01
Quote #:
Date:
3/22/2013
Valid Until:
3/21/2013
Contract:
Prepared By:
Rep:
Kelly Dowling
Project Coordinator
Watson
26246 Twelve Trees Lane NW
Poulsbo, WA 98370
360-394-1300 ext 207
360-394-1322
[email protected]
Dick Buss
Territory Rep
Dick Buss & Associates LLC
WI
Prepared For:
Ship To:
Henry Graelic
Elgin Police Department
151 Douglas Ave.
Elgin, IL 60120
847-289-2770
Henry Graelic
Elgin Police Department
151 Douglas Ave.
Elgin, IL 60120
847-289-2770
Net 30
Project: Elgin Police Department - New Parts
PRICE INCLUDES PARTS LISTED FOR CURRENT CENTER UPGRADE/REPAIRS TO INCLUDE DELIVERY AND INSTALLATION.
Part Number
Qty
Purchase
Ext Purchase
2
$1,605.00
$3,210.00
1
$395.40
$395.40
7
$495.00
$3,465.00
7
$354.00
$2,478.00
2
$766.20
$1,532.40
5
$2,238.60
$11,193.00
7
$32.40
$226.80
F01 - Elgin Police Department
Item 1. Storage & Accessories
QDAA6_3-3
SYNERGY DEPTH ADJUSTMENT ARRAY 6 ea. UP TO 21" MONITORS
(THREE OVER THREE)
TXXLDLB
LED LIGHT, BLACK (TRILLIUM) [FOR FUSION/SYNERGY] WITH
ONE-PIECE CLAMP
TXXSTAT-3L
DISPATCH STATUS LIGHT [3-COLOR) (RED/YELLOW/GREEN), 24
VAC/DC
TXXTECHLNK
SYNERGY TECH LINK - POWDER: Black
TXXTS4_2-2
SYNERGY MONITOR ARM - TABLE STAND, FIXED HEIGHT, 4 ea.
MONITORS (UP TO 21" - TWO OVER TWO), NO FOCAL ADJUSTMENT
QDAA10-5-5
SYNERGY DEPTH ADJUSTMENT ARRAY 10 ea. UP TO 21" MONITORS
TXXCUPHOLDER
CUP HOLDER FOR DISPATCH CONSOLES - POWDER: Black
F01 - ElginPDVIII.01.visual.sp4
Page 1 of 2
3/22/2013
Part Number
POWDER
...
Qty
Purchase
21
$67.80
$1,423.80
7
$70.80
$495.60
Ext Purchase
Skipped Option
TXXKS18
SYNERGY KICK PLATE, 18" WIDE
POWDER
...
Skipped Option
TXXKS19
SYNERGY KICK PLATE, 19" WIDE
POWDER
...
Skipped Option
$24,420.00
Item 2. Delivery & Installation
DELCHARGE
1
$11,556.00
$11,556.00
DELIVER & INSTALL CHARGE
Approved By:
Sub Total:
$11,556.00
$35,976.00
Grand Total:
$35,976.00
_____________________________________________
Name
Date:_______________
_____________________________________________
Title
PO:________________
1. State and Local Taxes will apply unless proof of exemption is provided with the Purchase Order.
2. Deposit may be required with order; Net 30 days of Shipment of Product.
3. Chairs are for representational purposes only.
4. Lead time 45-60 days after receipt of Purchase Order issued to Watson Furniture Group.
5. Completed Order consist of signed Contract or Purchase Order, Signed Drawings, Signed Color Selection Sheet, and Deposit.
6. Change Order Fee (minimum $500) may be applicable after 5 business days of Complete Order submission.
7. Re-Scheduled Delivery & Installation requires 4 week notification.
8. There will be a $500 (Net per order) Finish Configuration Fee added IF a color scheme is chosen outside of the eight (8) standard color
schemes.
9. Pricing will be valid for four (4) months after receipt of Purchase Order any orders that have not been manufactured within this time frame
will be subject to a price change.
F01 - ElginPDVIII.01.visual.sp4
Page 2 of 2
3/22/2013
Page 1 of 1
QUOTATION
Watson Furniture Group
26246 Twelve Trees Lane NW
Poulsbo, WA 98370
(360) 394-1300
To:
Attn:
Elgin Police Department
Mike Bayard
Quantity
Description
8
ea.
No.:
Date:
Expiration Date:
CRSD:
130415KLD00
4/15/2013
10/15/2013
TBD
Project:
Drawing Name:
Elgin Police Department VII
ElginPDVII.00
Unit
Extension
Upgrade to QDAA8_4-4 Synergy Depth Adjustment array (4 OVER 4)
(Upgrade from 4 wide single array)
$
1,391.00
$
11,128.00
$
11,128.00
**Installation based on Empty Room, 2nd Floor, With Prevailing Wage and No Union Requirements**
**If optional items are selected, additional charges for delivery and install will be incurred**
1
ea.
1
1
1
ea.
ea.
ea.
1
ea.
1.
2.
3.
4.
5.
6.
Total Comfort System (Height Adjustable Version)
Includes: Single Point Interface for all environmental controls and height adjustments
Digital readout for primary surface
Digital readout for input platform
(2) Mobile filtered air delivery fans
Outlets for (2) dimmable task lights (rated for 100w per outlet)
Outlets for (2) task light on/off (rated for 100w per outlet)
Outlet for (1) heater accessory (rated for 200w)
ADA switch
Heated Foot Rest
Foot Rest (Non-Heated)
LED Task Light (Dimmable w/ Total Comfort System)
Provides approximately 50,000 hours of lamp life.
Gel Wrist Rest (Watson Logo)
$
3,995.00
$
3,995.00
$
$
$
201.00
124.00
659.00
$
$
$
201.00
124.00
659.00
$
35.00
$
35.00
Taxes are not included.
Net 75 days from shipment of product.
Chairs are shown for representational purposes only.
Pricing will be valid for one (1) calendar year from receipt of purchase order.
Lead time is 60 days after receipt of purchase order issued to Watson Furniture Group.
Completed order consists of signed contract or purchase order, signed drawings, signed color selection sheet.
Storage Fees will be applied if there is a delay in installation once production of the furniture has begun. Motorola will be
responsible for any storage fees. Watson will invoice Motorola monthly for storage costs. Storage Fees to be assessed per project.