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HomeMy WebLinkAbout93-257 Resolution No. 93-257 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH NEIL W. EASH & ASSOCIATES, INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Larry L. Rice, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Neil W. Eash and Associates, Inc. for professional services in connection with the Elgin Historic District lighting project, a copy of which is attached hereto and made a part hereof by reference. s/ George VanDeVoorde George VanDeVoorde, Mayor Presented: September 22, 1993 Adopted: September 22, 1993 Omnibus Vote: Yeas 7 Nays 0 Attest: 3 s/ Dolonna Mecum Dolonna Mecum, City Clerk t—t) n El em- Off[C Agenda Item No. = rtAj September 3, 1993 TO: Mayor and Members -of the City Council FROM: Larry L. Rice, City Manager SUBJECT: Agreement for Engineering Services for the Elgin Historic District Streetscape Lighting PURPOSE The purpose of this memo is to recommend to the City Council that the City enter into an engineering agreement with Neil Eash and Associates for engineering services for e streetscape lighting in the Elgin Historic District. BACKGROUND The City has been awarded a grant (80% Federal money and 20% City match) for engineering and construction of streetscape lighting in the Elgin Historic District. At its June 9, 1993 Committee of the Whole meeting, the City Council authorized negotiation of an engineering agreement on the project with Neil Eash and Associates. Eash is the firm selected several years ago as part of the CDBG program. Those negotiations have concluded with an acceptable agree- ment for $42, 180 plus $3,276 in reimbursables. FINANCIAL IMPACT Sufficient monies have been made available in the 1992 Bond Fund (392-000-795-92-32, Project #339532) from the trans- fer of neighborhood street resurfacing project ( Illinois/ Barrett) from the Bond Fund to the CDBG fund. r Elgin Historic District Streetscape Lighting September 3, 1993 Page 2 RECOMMENDATION Approve an engineering agreement with Neil Eash and Associates for streetscape lighting in the Elgin Historic District. Larry—n. Rice, 'ty Manager LLR:amp • r Illinois Department of Transportation 2300 South Dirksen Parkway/ Springfield, Illinois/62764 November 29, 1993 City of Elgin Section 93-00153-00-LT Project No. STPTE-0001 (311 ) Job No. P-91-563-93 Preliminary Engineering Agreement - Phase I & II Ms. Dolonna Mecum City Clerk 150 Dexter Court Elgin, IL 60120 Dear Ms. Mecum: The agreement for phase I & II preliminary engineering services, dated September 23, 1993 with Neil W. Eash and Associates, Inc. in the amount of $42,180.00 (federal share, $33,744.00), was authorized by the Federal Highway Administration and approved by the department effective November 19, 1993. The city may authorize the consultant to proceed with the engineering work called for in the agreement. Your file copy of the approved engineering agreement is attached. Very truly yours, William T. Sunley, P.E. Engineer of Local Roads and Streets Darrell W. McMurray BY' D Y Local Project Implementation Engineer cc- James L. Kristiansen, Dir. of Pub. Wks. Neil W. Eash and Associates, Inc. Duane P. Carlson Attn: Nancy Magnus David G. Campbell Attn: Clarence Crowder • Type of Funding: Transportation Enhancement Program • Section No. : 93-00153-00-LT Project No. : STPTE-00D1( 311) Job No. : P-91-563-93 Length of Project: AGREEMENT THIS AGREEMENT, made and entered into this .2 /a day of _ " C 3Ydu7`: , 1993, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY" ) and Neil W. Eash and Associates, Inc. (hereinafter referred to as "ENGINEER" ) . WHEREAS, the CITY desires to engage the ENGI- NEER to furnish certain professional services in connection with the Elgin Historic District Lighting (hereinafter referred to as the "PROJECT" ) . AND WHEREAS, the ENGINEER represents that he is in compliance with Illinois Statutes relating to professional regis- tration of individuals and has the necessary expertise and expe- rience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, it is hereby agreed by and between the CITY and the ENGINEER that the CITY does hereby retain the ENGINEER to act for and represent it in all engineer- ing matters involved in the PROJECT, subject to the following terms and conditions and stipulations, to-wit: I. 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. In general the work will consist of all efforts required to prepare plans and specifications for bidding as approved by the Illinois Department of Transportation, as follows : 1 . 0 Project analysis and design development 1 . 1 Project goals 1 .2 Project criteria 1 . 3 Alternatives 1 . 3a Fixtures and hardware 1 . 3b Light sources (lumens and intensities ) 1 .4 Preferred alternative selection ELGIN HISTORIC DISTRICT LIGHTING AGREEMENT PAGE 2 OF 11 • 1 . 5 On-site demonstration • 1 . 6 Finalize project design requirements 2 . 0 Final engineering 2 . 1 Preparation of base maps 2 . 2 Preparation of construction drawings and specifications 2 . 3 Pre-bid cost estimates 2 .4 IDOT approval and authorization to bid 2 .5 Assemble all documents suitable for bidding with reproducibles 2 . 6 Construction management plan C. A detailed Scope of Services is attached hereto as Attachment A. II. PROGRESS REPORTS A. A detailed project schedule for the Project is included as Attachment B, attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in C. below. PROJECT MILESTONES Authorization to Proceed Sept. 3, 1993 Project Analysis Oct. 8, 1993 Final Engineering Nov. 19, 1993 Authorization to Bid Jan. 5, 1994 B. The Engineer will submit to the Director monthly a Status Report keyed to the Project Schedule. A brief narrative will be provided identifying progress, findings and outstanding issues . ELGIN HISTORIC DISTRICT LIGHTING AGREEMENT PAGE 3 OF 11 III. WORK PRODUCTS All work products prepared by the ENGINEER pursuant hereto including, but not limited to, specifications, reports, designs, calculations, work drawings, studies, photographs, models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the DIRECTOR provided, however, that the ENGINEER may retain copies of such work products for its records . Such work products are not intended or represented to be suitable for 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. IV. PAYMENTS TO THE ENGINEER A. For services provided the ENGINEER shall be reimbursed at his standard billing rates per hour for personnel employed on this PROJECT, with the total fee not to exceed $42, 180 regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are authorized in writing by the DIRECTOR. B. For outside services provided by other firms or subconsultants, such firms shall be approved in writing by the CITY, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER. C. Reimbursable expenses shall include only the costs for reproductions and photographs, not to exceed $3,276 . D. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30 days after receipt and approval of invoice. Said periodic payments to the ENGINEER shall not exceed the amounts shown in the following schedule, and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. 1 . 00 Project Analysis and Design Development $ 5,000 . 00 2 . 10 Data Collection and Mapping Base $ 7,000 . 00 2 .20 Pre-Final Engineering $24,000 . 00 2 . 30 Final Engineering $ 6, 180 . 00 NOT-TO-EXCEED TOTAL FEE $42, 180 . 00 V. INVOICES ELGIN HISTORIC DISTRICT LIGHTING AGREEMENT • PAGE 4 OF 11 A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports ( IIC above) will be included with all payment requests . B. The ENGINEER shall maintain records showing actual time 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. VI. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY 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 IV above. VII. TERM This Agreement shall become effective upon approval of City' s corporate authorities and submission by DIRECTOR of a written notice to proceed to ENGINEER, and unless terminated for cause or pursuant to Article VI foregoing, shall expire on the date the DIRECTOR determines that all of the ENGINEER' s work under this Agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter acquire with respect to any breach hereof by the ENGINEER. VIII. 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 claim for additional compensation shall be valid unless so made. Any such changes in the ENGINEER' s fee shall be valid only to the extent that such changes are included in writing, authorized by the City Council, and signed by the CITY and the ENGINEER. Regardless of the decision of the DIRECTOR relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. ELGIN HISTORIC DISTRICT LIGHTING AGREEMENT PAGE 5 OF 11 IX. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the 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 any default, fails within fifteen ( 15) days after notice thereof by the other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. X. INDEMNIFICATION The ENGINEER shall indemnify and save harmless the CITY, its officers and employees from and against any and all loss, liability and damages of whatever nature, including Workmen' s Compensation claims, in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith, including negligent actions or omissions of employees or agents of the ENGINEER arising out of the performance of professional services; ENGINEER represents and warrants that all services provided by ENGINEER shall be performed to a reasonable industry standard. XI. 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. XII. INSURANCE A. 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 limits 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 Certificate of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty ( 30) days prior written notice to the DIRECTOR. The Certificate of Insurance which shall include Contractual obligation assumed by the ENGINEER under ELGIN HISTORIC DISTRICT LIGHTING AGREEMENT PAGE 6 OF 11 Article IX entitled "Indemnification" shall be provided. B. Comprehensive Automobile Liability. Comprehensive Automobile 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 shall be provided. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence subject to a $1,000,000 aggregate. D. Professional Liability. The ENGINEER shall carry Engineer' s Professional Liability Insurance Covering claims resulting from error, omissions or negligent acts with a combined single limit of not less than $500,000 .00 per occurrence. A Certificate of Insurance shall be submitted 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. XIII. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES, PROCEDURES AND SAFETY 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 . XIV. 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 fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment 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 discrimination 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 ELGIN HISTORIC DISTRICT LIGHTING AGREEMENT PAGE 7 OF 11 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 shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. XV. 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 assignment shall be made without the prior written consent of the CITY. XVI. DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, 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 obligated if it had done the work itself and no assignment, delegation or subcontract had been made. XVII. NO CO-PARTNERSHIP OR AGENCY It is understood and agreed that nothing herein contained is intended or shall be construed to, in any respect, create or establish the relationship of co- partners between the CITY and the ENGINEER, or as constituting the ENGINEER as the general representative or general agent of the CITY for any purpose whatsoever. XVIII. SEVERABILITY The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. ELGIN HISTORIC DISTRICT LIGHTING AGREEMENT PAGE 8 OF 11 XIX. HEADINGS The headings of the several paragraphs of this 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 . XX. MODIFICATION OR AMENDMENT 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. XXI. APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois . XXII. NEWS RELEASES The ENGINEER may not issue any news releases without prior approval from the DIRECTOR, nor will the ENGINEER make public proposals developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. XXIII. COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY' S employ or any work associated with the PROJECT. XXIV. INTERFERENCE WITH PUBLIC CONTRACTING: P.A. 85-1295 The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of violations of either Section 33E-3 or Section 33E-4 of the Illinois Criminal Code. XXV. SEXUAL HARASSMENT As a condition of this contract, the ENGINEER shall have written sexual harassment policies that include, at a minimum, the following information: ELGIN HISTORIC DISTRICT LIGHTING AGREEMENT PAGE 9 OF 11 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 (copy attached) . A copy of the policies must be provided to the Department of Human Rights upon request. P.A. 87-1257 . XXVI . WRITTEN COMMUNICATIONS All recommendations and other communications by the ENGINEER to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR may also require other recommendations and communications by the ENGINEER be made or confirmed in writing. XXVII . NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows : A. As to CITY: JAMES L. KRISTIANSEN Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 ELGIN HISTORIC DISTRICT LIGHTING AGREEMENT PAGE 10 OF 11 B. As to ENGINEER: NEIL W. EASH Neil W. Eash and Associates, Inc. 390 East Higgins Road, Suite 104 Elk Grove Village, IL 60007 IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. For the CITY: ATTEST: THE CITY OF ELGIN By , 'v .� t BY ■41110. • I(Al. City Clerk City .nager (SEAL) For the ENGINEER: Dated this 23rd day of September A.D. , 1993. ATTEST: NEIL W. EASH & ASSOCIATES, INC. ` . C B . • i/ill/ •i BY Sel et•ry President (SEAL) ELGIN HISTORIC DISTRICT LIGHTING AGREEMENT PAGE 11 OF 11 OTHER CONSULTANT SERVICES It is anticipated that the City staff will provide many of the routine services related to bidding and construction of the improvements . However, the following Consultant services may be appropriate for continuity. These services are not included in this proposal but will be provided as additional services if authorized. CONSTRUCTION PHASE -- Participate in the pre-construction conference, and appropriate progress meetings, with the contractor, the City' s representative, and other interested parties . -- Review shop drawings and material samples or data submitted by the contractor. Make recommendations to the City for approval or other appropriate action. -- Visit the project area when requested by the City representative during construction to observe if work is in general compliance with the plans and specifications, and to respond to questions . -- Participate with the contractor and City representative in the "pre-final" and "final" reviews of the construction. Prepare punch lists and incomplete construction items . ATTACHMENT A ELGIN HISTORIC DISTRICT LIGHTING Gifford Park Area PROJECT AREA The Elgin Historic District Lighting Project will include the area bounded by Park Street on the north, Liberty Street on the east, DuPage and Channing Streets on the southeast, Villa Street on the southwest, and Center and Dundee Streets on the west; as generally shown on the Master Streetlight Plan dated January, 1993 by the Gifford Park Association. SCOPE OF SERVICES I. STUDY PHASE The following services are intended to resolve any outstanding issues, and formalize previous ideas and concepts developed by the Gifford Park Association Lighting Committee. 1 . 00 Analysis 1 . 01 Meet with City staff, the Committee, and the Illinois Department of Transportation ( IDOT) to review, clarify, and reach mutual understanding of the design criteria and project goals . 1 . 02 Review the Committee' s conceptual light location Master Plan and make recommendations for alternative layouts, if any. 1 . 03 Investigate and summarize alternative fixture and pole materials, and/or manufacturing techniques, related to durability and costs, and recommend up to three for selection by the City and Committee. 1 . 04 Summarize characteristics such as color, life, efficiency, and power requirements of typical light sources (i .e. high pressure sodium, metal halide, and mercury vapor) and make recommendation for selection by the City and Committee. 1 .05 Develop criteria for a nighttime demonstration of alternative light sources in Gifford park. Advise and assist City ATTACHMENT A PAGE 2 OF 4 staff in setting up the demonstration and evaluating results. 1 . 06 Review above findings and alternatives with the City and Committee to reach consensus on which may best meet the project goals . II. DESIGN PHASE The following services will be directed toward preparing construction drawings and documents based on decisions obtained during Phase I . 2 . 10 Data Collection 2 . 11 Obtain reproductions of available aerial photography of existing features in the project area at a scale (probably 1" = 60 ' ) suitable for design and construction drawings . 2 . 12 Field check and aerial base maps where needed to confirm sidewalks or other relevant surface features, tree overhang height and dripline limits, and location and type of existing lights . 2 . 13 Collect atlas and other data regarding underground utilities such as water, storm and sanitary sewers, gas lines, telephone and/or electric facilities . 2 . 14 Update aerial base maps with existing surface and subsurface features collected in tasks 2 and 3. 2 .20 Construction Plans and Documents 2 .21 Prepare construction drawings showing the proposed improvements including: a. Light poles and foundations . b. Conduit and electric cable. c. Augering, trenching and backfill . d. Sidewalk or driveway removal and replacement. e. Pavement and landscape restoration. ATTACHMENT A PAGE 3 OF 4 f. Lighting control equipment. (Design will be based on numerous small service drops with single photo cell controlled circuits) . 2 .22 Prepare details of critical construction items such as light pole foundations, typical control equipment and circuit wiring schematics, and pavement and landscape restorations . 2 .23 Prepare calculations related to voltage drop, wire sizing, circuit balancing, etc. , for a "typical section" in a format acceptable to IDOT. 2 .24 Prepare technical specifications, referenced to IDOT standard specifications for similar improvements, further describing the intent, and construction and material requirements, of the improvements . 2 . 25 Review IDOT' s standard construction contract documents and recommend inserts to indemnify and protect the City, Committee and/or Neil W. Eash and Associates, Inc. to the same extent afforded IDOT. Recommend other appropriate modifications such as limits for contractors insurance coverage. 2 .26 Calculate quantities of major construction work items for use in preparing bidding documents . Prepare estimate of probable construction costs for use in comparing bids from prospective contractors . 2 .27 Prepare sample "Construction Management Plan" for contractors information and use in preparing their actual Plan. Sample will include suggested schedule and sequence of activities such as submittal of shop drawings; underground construction; installing lights; landscape restoration and final cleanup. 2 .28 Assemble the above documents in a package suitable for bidding and construction purposes; and provide reproducibles to the City. ATTACHMENT A PAGE 4 OF 4 2 . 30 Coordination and Approvals 2 . 31 Review above plans and documents at an approximate 50% and 90% completion stage concurrently with the Elgin Historic District Lighting Committee and City staff. Respond to appropriate comments and recommendations . 2 . 32 Coordinate with Commonwealth Edison for electric service to the lighting system control equipment. 2 . 33 Assist City staff to negotiate approval of the plans and documents with the Illinois Department of Transportation. ATTACHMENT B ELGIN HISTORIC DISTRICT LIGHTING Preliminary Schedule . , , WEEK, 1 2 3 4 5 6 7 8 9 10 11 12 • I STUDY PHASE 1.00 Analyses 1.01 Meetings 411. * 1( 1.02 Review Master Plan 1.03 Pole/Fixture Analyses IMMO 1.04 Lamp Analyses 1.05 Demonstration 1.06 Concensus Meeting * . . - II DESIGN PHASE 2.10 Data Collection 2.11 Aerial Photo Setup 2.12 Field Check Photos 2.13 Utility Data 2.14 Update Aerials -� 2.20 Construction Documents 2.21 Construction Plans , 2.22 Details & Wiring Schem. 2.23 Electrical Calculations MINIM ..M 2.24 Technical Specifications IIIMIM =MD 2.25 Contract Documents --- ... 2.26 Quantities and Estimates 2.27 Assemble Bid Package 2.30 Coordination 2.31 City Staff Reviews *t 41. 2.32 CECO Coordination * * 2.33 IDOT Approvals * 4f Project Administration ..... ..... . t - - NWE 7/12/93 ATTACHMENT C ELGIN HISTORIC DISTRICT LIGHTING Estimated Staff Time and Fees Staff Billing Category Project Project Manager Engineer Tech. Cler. Average Hourly Rate $80 . 00 $60 . 00 $40 . 00 $30 . 00 TASK HOURS TOTAL I STUDY PHASE 1 . 00 Analyses 1 . 01 Meetings 6 6 12 1 . 02 Review Master Plan 4 2 6 1 . 03 Pole/Fixture Analyses 4 4 2 10 1 . 04 Lamp Analyses 4 4 2 10 1 . 05 Demonstration 14 8 4 26 1 . 06 Consensus Meeting 4 4 8 II DESIGN PHASE 2 . 10 Data Collection 2 . 11 Aerial Photo Setup 2 12 12 26 2 . 12 Field Check Photos 16 16 32 2 . 13 Utility Data 4 4 2 10 2 . 14 Update Aerials 16 64 80 2 . 20 Construction Documents 2 .21 Construction Plans 24 80 176 280 2 .22 Details & Wiring Schem. 12 16 64 92 2 .23 Electrical Calculations 4 16 8 28 2 .24 Technical Specifications 8 8 16 32 2 .25 Contract Documents 4 8 8 20 2 .26 Quantities & Estimates 4 24 32 8 68 2 .27 Const. Mang. Plan 2 6 4 12 2 . 27 Assemble Bid Package 4 8 8 20 2 . 30 Coordination 2 . 31 City Staff Reviews 8 8 16 2 . 32 CECO Coordination 4 8 2 14 2 . 33 IDOT Approvals 4 4 8 Project Administration 6 8 14 TOTAL HOURS 118 256 388 62 824 TOTAL FEES $9,440 $15, 360 $15,520 $1,860 $42, 180 - continued - ATTACHMENT C PAGE 2 OF 2 NEIL W. EASH AND ASSOCIATES, INC. STANDARD TERMS AND CONDITIONS REPRODUCTIONS - Plan Sheets Blue Prints 520 @ $0.90*/sheet= $ 468 .00 Reproducibles 18 @ 9 . 00*/sheet = 162 . 00 Aerial Photos 24 @ 80. 00*/sheet = 1,920 . 00 Subtotal $2,550 . 00 REPRODUCTIONS - Photo Copies Calcs, Misc. corr. 400 @ $0.20/sheet = $ 80 .00 Specs & docs 2450 @ 0.20/sheet = 486 .00 Subtotal = 486 .00 $ 566 .00 FACSIMILIES Incoming 100 @ $0 .25/sheet = $ 25 . 00 Outgoing 100 @ 0 . 10/sheet = 10.00 Subtotal $ 35 .00 DELIVERIES Fed. Ex, Courier 5 @ $25.00*/trip = $125.00 TOTAL ESTIMATED REIMBURSABLE EXPENSE = $3,276 .00 * Estimated cost -- Vendors actual charges will be billed ESTIMATED TOTAL (Fee + Reimbursables) = $45,456 These terms and conditions are part of the attached Agreement and shall apply unless specifically modified therein. FEES Fees quoted are for staff time only and do not include expenses . Staff time will be invoiced in accordance with the following categories and rates . Function Billing Rate Drafter/Clerical/Support* $30 . 00/hour Technician/Jr. Designer* $40 .00/hour Associate $50 .00/hour Senior Associate $65 . 00/hour Principal Associate $80 . 00/hour Principal $100 . 00/hour Field Services ( 1) Billing Rate Survey Crew (2 men) * $100 . 00/hour Survey Crew (3 men) * $120 . 00/hour Resident Representative* (2) Resident Engineer* (2 ) *Staff time for these categories in excess of 40 hours per week or Saturday, ATTACHMENT C • PAGE 3 OF 2 • Sunday, or holidays, will be invoiced at an overtime rate of 125% of the billing rate. ( 1) Four hour minimum charge. (2) Negotiated - dependent upon qualifications requested. I STATE OF IWNOIS • I. DRUG FREE WORKPLACE CERTIFICATION This certification Is required by the Drug Free Workplace Act (III.Rev.Stat., (3) any available drug counseling, rehabilitation, and employee ch. 127,par.152.311). The Drug Free Workplace Act, effective January 1,1992, assistance programs; and requires that ho grantee or contractor shall receive a grant or be considered for the purposes of being awarded a contract for the procurement of any property of services (4) the pen:titles that may be Imposed upon an employs for drug kom!ha Stall unless that grantee or contractor has certilled to the State that the violations. grantee or contractor will provide a drug free workplace. False certification or violation of the certification may result In sanctions Including, but not limited to, (c) Providing a copy of the statement required by subparagraph (a) to each suspension of contract or grant payments, termination of the contract or grant and employee engaged In the performance of the contract or grant and to post debarment of contracting or grant opportunities with the Stale for at least one (1) year the statement in a prominent place In the workplace. but not more than live(5) years. (d) Notifying the contracting or granting agency within ten (10) days alter For the purpose ct this certification, 'grantee' or 'contractor' means a receiving notice under pad (0) of paragraph (3) of subsection (a) abov- corporation, partnership, or other entity with twenty-Ilya (25) or more employees at from an employee or otherwise receiving actual notice of such convicilor. the time of Issuing the grant, or I department, division, or other unit thereof, directly responsible lei the specific performance under i contract or grant of $5.000 or more (e) Imposing a sanction on, or requiring the satlalactory participation In a dru Irom the Slate; abuse assistance or rehabilitation program by, any employee who is so convicted, as required by section 6 of the Drug Free Workplace Act. the contractodgrantee certifies and agrees that it*IN provide a drug hee workplace by; (I) Assisting employees In selecting a course of action In the event drug • counseling. treatment, and rehabilitation Is required and Indicating that a (a) Pub IshIng a statement . trained referral team Is In place. (1) Notifying employees that he unlawful manufacture.distribution, (o) Making a good faith effort to continue to maintain a drug free workplace dispensing, possession or use of a controlled substance, Including through Implementation of the Drug Free Workplace Act. cannabis, Is prohibited In the grantee's or contractor's workplace. THE UNDERSIGNED AFFIRMS, UNDER PENALTIES OF PERJURY, THAT HE (2) Specifying the actions that will be taken against employees for OR SHE IS AUTHORIZED TO EXECUTE THIS CERTIFICATION ON BEHALF OF THE violations of such prohibition. DESIGNATED ORGANIZATION. NEIL W. SASH E ASroCDAtE's, .0 s (3) iNotllytng the employee Thal, as a condition of employment on such Sr0 E. Ii:Ge.;:•!S ID/, , S::;.-E 104 .contract or grant, the employee will: ELK G C,-1": 1";..!.:.GE, 1:UNC;5 EQ^f!r • (A) abide by the terms of the statement; and Printed Hama of Oraani:atton i AVAI (8) notify the employer of any criminal drug statute conviction I for a violation occurring In the workplace no later than live • . / / 36-343aszo I (5) days alter such conviction. Id -- _. "" _ — i nr Signature of Authorlaed Rapusantauve ID Numb., (b) Establishing a drug Tree awareness program to Inform employees about: y� �� / �' l (1) the dangers of drug abuse In the workplace; ,t L ::2 �i Ate. ✓ 41 , . jJ99 Printed Name and Titia Dale (2) the grantee's or contractors policy of maintaining a drug tree workplace; b , Illinois Department of Transportation 2300 South Dirksen Parkway/Springfield, Illinois/62764 • August 12, 1993 SUBJECT: PRELIMINARY ENGINEERING Consultant Services Prequalifications File Mr. Neal Eash Neal W. Eash and Associates, Inc. 390 East Higgins Road Suite 104 Elk Grove Village, IL 60007 Dear Mr, Eash: We have completed our review of the corporate and fiscal information portion of your "Statement of Experience and Financial Condition" (SEFC) which you submitted for your fiscal year ending December 31 , 1992. Your firm's total annual transportation fee capacity will remain at $400,000. Your firm has been financially qualified only for occasional work that the department may elect to negotiate on a per diem or prevailing unit price basis. Your rate schedule will be used to evaluate your Statements of Interest. Your firm is required to report to this office any additions or deletions of your licensed professional staff or any other key personnel which would affect your firm's prequalification in a particular prequalification category. This report must be submitted within 15 calendar days after the change occurs. Your firm is prequalified until December 31 , 1993. You will be given an additional six months from this date to submit the entire "Statement of Experience and Financial Condition" (SEFC) to remain prequalified. Very truly y• ! s, ad Paul . Sterni `�e • Chief of Preliminary Engineering NEIL W. EASE & ASSCCIATES. imr- STANDARD TERMS AND CONDIl C E These terms and conditions are part of the attached Agreement and shall apply unless specifically modified therein. FEES Fees quoted are for staff time only and do not include expenses. Staff time will be invoiced in accordance with the following categories and rates. Function Billing Rate Drafter/Clerical/Support* $30.00/hr. Technician/Jr. Designer* $40.00/hr. Associate $50.00/hr. Senior Associate $65.00/hr. Principal Associate $80.00/hr. Principal $100.00/hr. Field Services (1) Billing Rate Survey Crew (2 man)* $100.00/hr. Survey Crew (3 man)* $120.00/hr. Resident Representative* (2) Resident Engineer* (2) *Staff time for these categories in excess of 40 hours per wear or Saturday, Sunday, or Holidays, will be invoiced at an overtime rate of 125% of the billing rate. (1) Four hour minimum charge. • (2) Negotiated - dependent upai qualifications requested. REIMBURSABLE EXPENSES Out-of-pocket expenses, such as travel costs (i.e. mileage, tolls, parking, public transportation) telephone, etc.; and direct project expenses, such as subconsultants, printing, reproductions, etc. will be invoiced at 110% of actual cost incurred. • INVOICES Invoices reflecting fees earned and expenses incurred will be submitted approximately monthly. Invoices for agreements based an hourly rates will reflect staff time expended. Invoices for lump sum fee agreements will be based on our estimate of the percent completed. Payment shall be due u$on receipt of the invoice. Invoices will be considered acceptable unless we 'are notified otherwise, in writing, within 10 days. Interest at the rate of 1-1/2% per month, or portion thereof, will be assessed and payable on all invoices not paid within 30 days. Costs related to collection of past due invoices shall be added to the anount due. Page 1 of 2 a 0 NEIL W. SASH & ASSOCIATES, INC. NEIL W. EASH & AS90CIATPS, INC. STANDARD TERM AND CONDTTIONS ADDITIONAL SERVICES • Additional services shall consist of staff time and expenses related to work not included in the attached Scope of Services, changes to completed or in- progress work caused by factors beyond our control, extra meetings or site visits, unanticipated overtime, and/or time due to changes in the duration of the assignment. Additional services will be invoiced in accordance with the above rates and terms. An estimate of the fee for additional services will be submitted, if requested. OMER P OF DOCUMQIPS All documents produced or collected in connection with this project shall be the property of Neil W. Eash & Associates, Inc. The client may obtain copies upon request and payment of costs related to reproducing and delivering such copies. INSURANCE AND LIABILITY Neil W. Eash & Associates, Inc. maintains Workman's Compensation and Employer Liability Insurance in conformance with state law; Comprehensive General Liability and Automobile Liability Insurance combined bodily injury and property damage limits of $1,000,000; a $1,000,000 Umbrella Policy; and $500,000 Professional Liability Insurance coverage. Certificates evidencing such coverage will be supplied upon request. Costs for the above coverage is included in the quoted fees. If increased coverage is requested, we will endeavor to obtain the requested insurance. Any additional premium will be considered a reimbursable expense. Neil W. Eash & Associates, Inc. maximum liability shall be limited to the lesser of the applicable project fees, or the limits of insurance coverage, including any legal fees or deductibles. SUSPENSION/TERMINATION Services provided by Neil W. Eash & Associates, Inc. under this agreement may be suspended for causes beyond their control, such as late delivery or incomplete data to be provided by others, late payment of invoices, etc.. The duration of any such suspension shall be added to the project schedule. Services covered by the agreement may be terminated by either party for any reason upon 10 days written notice. Neil W. Eash & Associates, Inc. shall be reimbursed for all costs incurred up to the time of termination plus any costs related to such termination. 110891NWE Page 2 of 2 0 0 NEIL W. EASH & ASSOCIATES. INC. • REIMBURSABLE EXPENSES REPRODUCTIONS - Plan Sheets Blue Prints 520 @ $0. 90*/sheet = $ 468 .00 Reproducibles 18 @ 9 . 00*/sheet = 162. 00 Aerial Photos 24 @ 80. 00*/sheet = 1920.00 Subtotal $2550. 00 REPRODUCTIONS - Photo Copies Calcs , Misc. corres 400 @ $0. 20/sheet = $ 80.00 Specs & docs 2450 @ 0. 20/sheet = 486. 00 Subtotal $ 566 .00 FACSIMILIES Incoming 100 @ $0 . 25/sheet = $ 25 .00 Outgoing 100 @ 0. 10/sheet = 10. 00 Subtotal $ 35 .00 DELIVERIES Fed. Exp , Courier, Etc. 5 @ $25 . 00*/trip = $ 125 .00 TOTAL ESTIMATED REIMBURSABLE EXPENSES = $3276. 00 * Estimated cost - Vendors actual charges will be billed.