Memorandum
To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Stefanie Levine, Project Manager CC: David Stoneback - Public Works Agency Director; Lara Biggs - City Engineer Subject: Approval of Change Order #1 with SmithGroup, for the Shoreline Condition Assessment Engineering Services Agreement Date: June 8, 2020
Recommended Action: Staff recommends the City Council authorize the City Manager execute Change Order #1 to an existing agreement with SmithGroup (35 E. Wacker Drive, Suite 900, Chicago, IL 60601) for the Shoreline Condition Assessment Project in the amount of $26,000. This change order will increase the total contract amount from $74,500 to $100,500.
Funding Source: Funding will be provided from the Capital Improvement Fund 2020 General Obligation Bonds Facilities Contingency Account (Account 415.40.4120.62145 - 520011). This line item has an approved FY 2020 budget of $600,000 and a YTD balance of $256,344.
Council Action: For Action
Summary: Record high water levels combined with recent severe storms and intense wave action have resulted in significant damage to the lakefront’s revetment (rock wall parallel to the shoreline) and groin systems (sheet pile walls perpendicular to the shoreline). Conditions in some areas have deteriorated to the point where loss of parkland and permanent damage or loss of several City lakefront buildings is a potential threat. Additionally, some sections of the revetment system have destabilized to the point that public safety in these areas is an immediate concern. With the heavy rains seen thus far this spring, lake levels are projected to rise further, exacerbating this already significant issue.
On February 24, 2020 the City Council awarded a sole-source contract to SmithGroup to provide coastal engineering services to evaluate lakefront conditions and prepare construction documents for emergency repairs. On April 27, 2020, staff presented SmithGroup’s initial findings to the Council. The presentation identified four City controlled sites and one IDOT controlled roadway in need of immediate repair. The recommended repairs are intended to protect the public from revetment failure, prevent permanent damage or loss of three beach houses, prevent loss of public parkland and prevent roadway closures.
Currently, SmithGroup is preparing construction documents to provide immediate repairs to the four City controlled sites identified at Greenwood Beach (north), Elliot Park (south), Dempster Street Launch and Garden Park (north). Staff has also contacted IDOT to discuss concerns surrounding conditions at their roadway (Sheridan Road between South Boulevard and the southern end of the City).
In order to progress the completion of the emergency work at the four City controlled sites, SmithGroup was requested to submit a proposal to provide engineering services for bidding assistance and construction administration services. These are services beyond the initial evaluation of the lakefront condition and must be added to their existing contract. Work that will be performed with these additional services include:
Bidding Assistance: 1.Attend a pre-bid conference 2.Address bidder technical questions/issue bid addenda 3.Evaluate bids received 4.Provide award recommendations to the City
Construction Administration: 1.Prepare and issue construction documents incorporating addenda 2.Review/approve contractor submittals, shop drawings and material samples 3.Attend one pre-construction meeting 4.Conduct periodic review of work on site 5.Review/respond to contractor requests for information 6.Review/approve contractor pay requests 7.Prepare pricing requests for additional construction services 8.Prepare construction punch lists 9.Review/approve project closeout documents and as-builts
The current schedule for the above work is to bid the project in July 2020 and perform construction between September and November of 2020 in order to prepare the sites in need of urgent repairs in time for the 2020/2021 winter storm season.
SmithGroup’s Change Order proposal complies with the city’s M/W/EBE program goals, allocating 25% of the change order amount to their MBE engineering subconsultant (D’Escoto).
Legislative History:
Page 2 of 7 On February 24, 2020, City Council approved a Sole-Source Contract with SmithGroup for the Shoreline Condition Assessment.
Attachments: SmithGroup Change Order #1 Proposal
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May 15, 2020
Transmitted – (Via E-Mail)
Ms. Stefanie Levine Senior Project Manager City of Evanston 2100 Ridge Avenue Evanston, IL 60201
RE: City of Evanston – Shoreline Condition Assessment, Change Order #1
Dear Stefanie:
On behalf of SmithGroup, Inc., (“SmithGroup”) I am pleased to submit this proposal to the City of Evanston (“City”) to provide Bidding Support and Construction Administration Services for the Shoreline Condition Assessment project. The following is our understanding of the services which are to be provided.
UNDERSTANDING OF THE PROJECT
On February 24, 2020 the City of Evanston approved a contract with SmithGroup to provide engineering services related to the City’s lakefront. The scope of services approved at that time included producing construction documents for up to 5 Urgent Needs sites. The original contract did not include bidding and construction administration services, and the City has requested that SmithGroup provide those services for the Urgent Needs sites, which are:
Greenwood Beach; Elliot Park; Dempster Street Launch Facility; and Garden Park.
The City intends to bid and award a construction contract in the summer of 2020, with construction taking place at the Greenwood Beach, Elliott Park, Dempster Street and Garden Park locations in the fall of 2020. No work will take place under this contract at Sheridan Road in 2020.
SCOPE OF SERVICES
Task CO1. Bidding Services SmithGroup will provide the following bidding support services:
SmithGroup will attend the Client's pre-bid conference to receive technical questions from the bidders and respond as appropriate by issuing addenda to the bid documents to clarify the design intent. SmithGroup will evaluate the bids, check contractor references, and make a recommendation to the City for award.
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Deliverables – SmithGroup will prepare bid addendum package (assumed no more than 1) and recommendation for award memorandum.
Bid advertisement, bid opening and award shall be by the City.
Task CO2. Construction Administration Services SmithGroup will commence Construction Administration (CA) services and responsibilities upon the award to a Contractor of one contract for construction of the project. SmithGroup will provide the following CA services:
a) SmithGroup will prepare final Issued for Construction documents incorporating addenda.
b) SmithGroup will promptly monitor and coordinate with the Contractor the timing of submittals; check, note and review Shop Drawings, material samples, and other submissions and proposals of the Contractor for compliance with the working drawings, specifications, and design intent.
c) SmithGroup will attend one pre-construction meeting (hosted by the City).
d) SmithGroup will make periodic visits to the site during construction. During the site visits, SmithGroup will become generally familiar with the progress and quality of the work and will determine, in general, if the work is proceeding in accordance with the Contract Documents. SmithGroup will prepare a field report after each site visit to be delivered electronically within 3 business days after the site visit.
e) SmithGroup will review RFI’s submitted by the Contractor and respond by preparing and distributing bulletins, change orders, and supplemental instructions and clarifications, when directed by the City.
f) SmithGroup will review the contractor’s monthly pay applications and certify the application if progress and quality of the construction is consistent with the content of the application.
g) SmithGroup will prepare pricing requests to the contractor, and review contractor proposals for change order, when directed by the City.
h) SmithGroup will conduct one site visit to determine the date of Substantial Completion of the work by the Contractor, and shall compile a “Punch List” of items that are not in compliance with the Contract Documents. SmithGroup will make one subsequent site visit to observe completion of the Punch List items.
i) SmithGroup will review contractor closeout documents and as-builts (assumed submitted in 1 package and prepared by the Contractor) and will deliver them to the Client within thirty calendar days after completion of construction and before final payment is requested.
ADDITIONAL ASSUMPTIONS SmithGroup will not have control or charge of and will not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the work, or for the acts or omissions of the Contractor, Subcontractors or any other persons performing any of the work, or for the failure
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of any of them to carry out the work in accordance with the Contract Documents, unless SmithGroup has observed a defect in the work and fails to report the same in writing to the Client, or should have observed the defect in the exercise of the standard of professional care set forth in this agreement.
PREPARATION OF DIGITAL DATA In the event SmithGroup is requested to prepare digital data for transmission to the Owner’s consultants, contractors or other Owner authorized recipients (“Digital Data”), the Owner acknowledges that due to the limitations of the digital data software, not all elements of SmithGroup’s services may be represented in the Digital Data, this being in the sole discretion of SmithGroup. Accordingly, although SmithGroup will endeavor to represent all material elements of SmithGroup’s services in the Digital Data, any use shall not relieve the Owner’s consultants, contractors, or other Owner authorized recipients or their respective obligations. The Owner agrees that it will include this provision in any agreements with its consultants, contractors, or other Owner authorized recipients, in which Digital Data is provided.
SCHEDULE Task: Assumed Start Assumed End
Task CO1 July 8, 2020 September 3, 2020 Task CO2 September 8, 2020 December 31, 2020
Proposed schedule is dependent on City of Evanston procurement processes and Contractor schedule and work performance.
CONSULTANTS SmithGroup anticipates using the following consultants for this project and the costs will be borne by SmithGroup and are included in SmithGroup Lump Sum fee.
D'Escoto (MBE) – Civil Engineering and Field Inspection Support ($6,500)
COMPENSATION or PROFESSIONAL SERVICES FEE
City of Evanston shall compensate SmithGroup for the scope of services outlined above a fixed fee lump sum of $ 26,000 , which includes expenses.
Schedule of Values Task: % of Project Fee ($) Task CO1 20% $ 5,800 Task CO2 80% $23,200 *Credit (removal of Sheridan Road) ($3,000) Total this Change Order $26,000 *Credit: The total number of sites to be included in the Urgent Needs sites construction documents has been reduced from 5 to 4 due to the elimination of Sheridan road from the bid package. The value of this credit is estimated at 10% of the total value of Task 4 in the original contract. This results in a credit from the original scope of services of ($3,000).
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ADDITIONAL SERVICES Requests for additional services or staff will be documented by SmithGroup (if given verbally), and the work will commence upon (City of Evanston) approval of an estimated fee for that effort or, if not agreed otherwise, (City of Evanston) shall reimburse SmithGroup on an hourly basis of SmithGroup’s project staff actively engaged for all personnel hours worked on the project, according to the attached 2020 hourly rate sheet.
Regards,
Paul J. Wiese Vice President
Enclosures: Contract Amendment Form 2020 Hourly Rate Sheet
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