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HomeMy WebLinkAbout91-0911 Martin Associates 91- U\ RESOLUTION ACCEPTING THE PROPOSAL OF MARTIN ASSOCIATES FOR DESIGN SERVICES FOR THE STATE STREET GATEWAY PARK BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Larry L. Rice, City Manager, be and is hereby authorized and directed to accept the proposal on behalf of the City of Elgin of Martin Associates for design services for the State Street Gateway Park, a copy of which is attached hereto and made a part hereof by reference. s/ George VanDeVoorde George VanDeVoorde, Mayor Presented: September 11, 1991 Adopted: September 11, 1991 Vote: Yeas 5 Nays 1 Recorded: Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk Ell n ;�.� -k, AgendaltemNo. C ( 15) �eort*.1 September 9, 1991 TO: Mayor and Members of the City Council FROM: Larry L. Rice, City Manager SUBJECT: State Street Gateway Park PURPOSE The purpose of this memorandum is to forward to the Mayor and City Council a proposal for final design services, construction documents and bid specifications . BACKGROUND At the City Council meeting on August 28th, Martin and Associates presented a conceptual design for the gateway park on a portion of the former foundry site. The City Council approved the design and directed staff to proceed with the project in order to complete some of the improvements prior to year-end. Attached is a proposal from Martin and Associates for the work necessary to prepare the construction documents and bid specifications . If the proposal is accepted by the City Council, the bids for the project would be opened on October 21st, with consideration of the contract award scheduled for the October 23rd regular agenda. A tentative construction schedule for the 1991 phase of the project is enclosed. FINANCIAL IMPACT The estimated cost of the State Street Gateway Park is $315,000, which includes $17,800 and $8,000 for the prepara- tion of the construction documents and contract administra- tion, respectively. The funds for this project have been incorporated into 1991 and 1992 budgets. A $50, 000 grant from Kane County will help finance a portion of the $150,000 in improvements scheduled for this year. r 1 t t Mayor and Members of the City Council September 9, 1991 Page 2 r RECOMMENDATION It is recommended that the City Council accept the pro- posal from Martin and Associates. dillaArti 1 C--- - Larry L. Rise, City Manager LLR:amp Attachments r r artinAssociate NI[4,1,1401,111,10 September 3, 1991 Mr. Robert 0. Malm Assistant to City Manager City of Elgin 150 Dexter Court Flgin, IL 60120-5555 RE: State Street Gateway Park Landscape Architectural Services Dear Mr. Malm: Pursuant to our conversation, we have prepared the following scope of services for the preparation of construction documents and specifications for the State Street Gateway Park. We understand that the project will be bid as a single project with a phase one construction in the fall of 1991 ($150,000. budget) and a phase two construction in the spring of 1992 ($165,000. budget) . We also realize the scheduling commitment necessary to be able to bid the project and begin construction this fall . You already have a copy of the tentative schedule we prepared for the project. I. SCOPE OF SERVICES A. Project Review Meeting We recommend a kick-off meeting with City staff to review the phase one and phase two work. At this meeting we will discuss and/or confirm the following: 1. Final delineation of phase one and phase two work. 2. Location, description, and availability of utilities; coordination required with public utility companies. 3. Schedule of State Street and Kimball Street road improvements. 4. Availability of topsoil from City site. 5. Schedule of meetings for document reviews. 6. Specific direction on format of General Conditions and other City requirements. James Martin Associates,Inc. • 24380 N.Highway 45 • Vernon Hills,Illinois 60061 • 708/634-1660 • FAX:708/634-8298 Mr. Robert 0. Malm September 3, 1991 City of Elgin Page 2 7. List of required reviews, permits, or approvals prior to completion of documents and for construction. B. Detail Design Refinements Martin Associates will prepare "design details" for the project features at each phase. Plan enlargements, graphic sketches, and product cut sheets will be used (where appropriate) to convey design for: 1. Fountain and fountain area design. 2. Pavement options. 3. Wall faces and structure. 4. Overlook area detailing. 5. Utility locations and housings. C. Project Team Meeting We will meet with the City staff to review design detail elements. D. Preparation of Construction Documents and Specifications Upon approval of the design details, we shall prepare construction documents and specifications for the bidding and construction of the proposed improvements. 1. We will prepare a demolition plan to illustrate where removals of existing materials are required. The removals will be directly coordinated with the improvement plans. 2. We will prepare construction documents that convey the intent of the recommended enhancements. These drawings will address the layout, dimensioning, and detailing of the following items: 1. Sidewalk/paving improvements 2. Grading and drainage improvements 3. Electrical Distribution 4. Landscape plantings 5. Site furnishings 6. Fountain design, mechanical and plumbing schematic design and detail 7. Irrigation 8. Site lighting Mr. Robert 0. Malm September 3, 1991 City of Elgin Page 4 F. Bid Process Assistance 1. We will be available to field contractor questions. 2. We will prepare addenda to bid as they relate to clarification of documents prepared by Martin Associates. 3. We will be available for a pre-bid meeting with contractors. 4. We will attend project bid opening. 5. We will assist in the evaluation of bids and bidders and will prepare a letter of recommendation. G. Construction Phase Assistance (Hourly, upon request) As per your request, Martin Associates and Engineering Consultant (if required) , will provide construction observation on an hourly basis Typical construction observation services of landscape architect and/or engineering consultant can include the following: 1. Meeting with the successful contractor on-site to review plans, specifications, payment and invoicing procedures, and proposed construction schedule. 2. Review and comment on shop drawings submitted by subcontractors. 3. Review the quality of construction materials and craftmanship. 4. Reviews of the rough and fine grading of the site. 5. Assist in the on-site lay-out of proposed site improvements, and plant materials prior to installation. 6. Provide tagging of plant materials at the nursery of source. 7. Review of contractor's change orders for any unforeseen conditions or for a change in the scope of work. 8. Review of contractor's payout requests. 9. Preparation of final punch list and a final site visit with the contractor and designated City staff to review the completed project. 10. Preparation of itemized field reports after each site visit. 11. Attendance at project construction meetings with contractor and/or City Staff. Mr. Robert 0. Malm September 3, 1991 City of Elgin Page 5 II. PROFESSIONAL FEES The professional services described above shall be performed as follows: A. For construction documents. specifications and bid assistance. For the sum of $ 17,800.00 B. For construction phase assistance. Hourly, in an amount not to exceed $ 8,000.00 III.TERMS A. Invoicing Invoicing will be presented monthly for work completed. Payment is to be made within 10 days of date of invoice. Invoices open beyond 30 days are subject to a 1-1/2% per month service charge. B. Reimbursable Expenses (Estimated cost $500.-$800. ) The major portion of this item will be the printing of plans and specifications for bidding purposes. Reimbursable expenses will be itemized each month and will include: 1. Drawing reproductions, photography and materials as required for the completion of plans, presentation drawings, governmental submission or review, bidding, and other products listed in the scope of work above. 2. Photocopy reproductions. 3. Approved travel outside the Chicago metropolitan area. 4. Delivery, messenger service, and overnight mail . 5. Long distance telephone and telefax. Reimbursable expenses will be summarized and invoiced monthly at cost plus 10%. I Mr. Robert 0. Malm September 3, 1991 City of Elgin Page 6 C. Meetings and Presentations Where additional meetings, presentations of our plans, and/or additional design services are requested, this work will be performed on an hourly basis at the rates listed within this proposal . D. Additional Requested Services All additional requested services will be performed under a separate written agreement based upon our hourly rates listed below. Hourly Rates: Principal Landscape Architect or Engineer $ 80.00 Senior Landscape Architect or Consulting Engineer $ 65.00 Landscape Management Consultant $ 50.00 Landscape Architect and Project Engineer $ 50.00 Draftsperson $ 40.00 AutoCAD Computer Time $ 30.00 Video Imaging Computer Time $ 25.00 Support Staff $ 35.00 E. Ownership of Documents City Ownership of Contract Documents: all products produced in response to this contract for services will be the sole property of the City of Elgin. This includes any original reproducible drawings prepared for the project. F. Special Conditions The Owner agrees to waive all claims and liability against James Martin Associates, Inc. in the event that the owner executes the work without Martin Associates preparing construction documents and supervising construction. The Owner agrees that James Martin Associates, Inc. will not assume responsibility for interpretation of codes and ordinances by City of Elgin staff. Owner agrees to limit liability to revision of plans so that they adhere to interpretation of local code official . Mr. Robert 0. Maim September 3, 1991 City of Elgin Page 7 G. The undersigned firm certifies that it is not delinquent in the payment of any tax administered by the Department of Revenue except for tax it is contesting in accordance with the procedures established by the appropriate revenue act. H. The undersigned firm certifies that the firm is not barred from making an offer to contract as a result of a violation of either Section 33E-3 of or 33E-4 Ch. 38 of the Illinois Revised Statues. I. Martin Associates shall defend and indemnify City of Elgin from and against legal liability from damages arising out of the performance of the services for the City of Elgin where such liability is caused by the negligent act, error, or omission of the firm or any person or organization for whom the firm is legally liable. J. During the performances of the services under this agreement, Martin Associates shall maintain: a. General Liability Insurance with bodily injury limits of not less that $500,000 for each occurrence; and limits of not less that $100,000 for each occurrence and not less that $100,000 in the aggregate not less than $500,000 in the aggregate, with property damage. h. Worker's Compensation Insurance in accordance with statutory requirements and employees liability insurance with limits of not less that $100,000 for each occurrence. Prior to commencing work, Martin Associates shall furnish owner with certificates of insurance which shall designate owner as an additional insured except for Worker's Compensation Insurance and shall not be cancelled without at least 30 days written notice to owner. K. That this contract may be terminated by the City of Elgin upon seven days written notice in the event of substantial failure by Martin Associates to perform in accordance with the terms hereof. Mr. Robert 0. Maim September 3, 1991 City of Elgin Page 8 For this project, the Owner understands and agrees that on January 1, 1993. the fees for services to be performed shall be escalated by an amount not to exceed 05%. Work will begin upon receipt of approval to proceed or executed contract. Margaret and I have enjoyed working on the gateway parks and look forward to assisting the City in the installation of the project. Respectfully Submitted, -D16:44 K 111 David K. Scatterday, : A Landscape Architect Manager of Design Services ACCEPT =\ : / Forrill ity of Elgin c, Title: Date: _ - isrhi. //j j /997 IF 22:elg-stateppl