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HomeMy WebLinkAbout98-86 Resolution No. 98-86 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH STANLEY CONSULTANTS, INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Joyce A. Parker, 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 Stanley Consultants, Inc. for the reconstruction of Willard Avenue and the construction of Capital Street, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: April 8, 1998 Adopted: April 8, 1998 Omnibus Vote: Yeas 7 Nays 0 Recorded: Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk A OF EtC� T— ,e0 City of Elgin Agenda Item No. r ION March 13 , 1998 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Engineering Services Agreement Willard Avenue Reconstruction Capital Street Construction PURPOSE The purpose of the memorandum is to provide the Mayor and members of the City Council with information to consider entering into an agreement with Stanley Consultants for the preparation of plans, specifications and cost estimates for the reconstruction of Willard Avenue from East Chicago Street (IL Route 19) to Villa Street and the construction of Capital Street from Alft Lane to the proposed Holmes Road extension. rft. Location maps are attached as Exhibit A. BACKGROUND Willard Avenue between Chicago Street and Villa Street is currently a two lane sealcoated street . Willard is an arterial street providing an important north-south link between Villa Street, Chicago Street and Bode Road. The roadway is planned to be a three lane urban cross section with turning bays, as necessary, sidewalks and street lights . A warrant study for the placement of signals at the Villa/Willard intersection shall also be conducted. If warrants are not met, the signals will still be designed but for construction at a later date . Included with the design agreement is the design of Capital Street . Capital Street is to be designed with separate plans and bid documents . Additional access is needed for the area bounded by Big Timber, Tyrell, the Tollway and Randall Road because access is limited to the intersections of Alft Lane and Mason Road. The Mason Road intersection is further limited to right-in/right-out traffic due to the completion of the Randall/Tollway interchange . The construction of Capital Street will provide additional access to Randall Road for the area described above. The design features of Capital Street will include a three-lane urban cross section with a closed drainage system, sidewalks and street lights . Sanitary and water utilities will also need to be extended. • w Willard Avenue/Capital Street Improvements March 13 , 1998 Page 2 rft- The scope of work included with the subject agreement is for engineering and construction services . The fee, however, reflects only those costs associated with design services . The proposed agreement is recommended to be amended to include construction management services when a construction contract is presented to City Council for an award. The project sched- ule anticipates engineering completion of design and plan preparation in late 1998 to allow for a January, 1999 con- struction bidding. Monies for the City' s share of the con- struction of Capital Street are budgeted in 1999 . Developer contributions are expected to fund the balance of the Capital Street improvements . Currently, only one-third, or $350, 000, is budgeted for construction in 1999 . Reconstruction of Willard is included within the Five-Year Financial Plan as a footnote to be funded with excess Riverboat proceeds in the year 2000 . Funding of Willard Avenue is expected to be further supplemented by property owner participation such as a special assessment project . Proposals were received on February 13 , 1998 from five firms : - Beling Consultants - Civiltech Engineering - Landmark Engineering - Pavia-Marting - Stanley Consultants A staff selection committee evaluation of the five proposals was conducted, which resulted in Stanley Consultants being the top rated firm. A copy of the memorandum sent to the staff selection committee, as well as the results of the selection process, are enclosed as Exhibit B. Upon selection, Stanley Consultants met with staff to finalize the project scope and negotiate their fee . The final negotiat- ed fee is $147, 357 . The tabulation of costs shown in Exhibit B shows Civiltech Engineering submitting a lower fee . Items included in Stanley Consultants scope of services that were not included in Civiltech' s scope include staff hours to prepare street lighting plans for both projects, the design of sanitary sewer and water main for Capital Street and the preparation of a plat for a drainage easement associated with Capital Street . Additionally, extra survey effort was included and required to ensure the new roadway profile of Willard Avenue will be comparable with existing side street and driveway grades . A copy of the proposed agreement is attached as Exhibit C. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED rft None . Willard Avenue/Capital Street Improvements March 13 , 1998 Page 3 FINANCIAL IMPACT l� The value of the contract with Stanley Consultants will be $147, 357 . The design engineering for Willard Avenue is budgeted in the amount of $110, 000 under account no. 275-0000-791 . 93-80, project no. 338445 . The Willard Avenue portion of Stanley' s fee is $99, 534 . The design engineering for Capital Street is budgeted in the amount of $20, 000 under account no. 270-0000-791 . 93-80, project no. 339577 . The Capital Street portion of Stanley' s fee is $47, 823 . The $27, 823 difference can be funded from Roadway Contributions collected to date ($85, 851) . Total Roadway Contributions collected from adjoining property owners upon annexation are expected to equal $290 , 000 . The City has also earmarked $350, 000 in the 1999 budget for Capital Street expenditures . It is estimated that the cost of Capital Street will equal $700, 000 . Furthermore, intersection improvements estimated at $220, 000 would also need to be added, for a total of $920, 000 . Expected revenue for the project ($350, 000 - City, $290, 000 - adjoining property owners, less $27, 823 for engineering) will total $612 , 177 . Therefore, the Five- Year Financial Plan would need to be revised to reflect the funding difference of $307, 823 ($920 , 000 less $612, 177) . LEGAL IMPACT 961/None. ALTERNATIVES None . RECOMMENDATION It is recommended that the City Council authorize the City Manager to execute an agreement with Stanley Consultants in the not-to-exceed amount of $147, 357 . Respectfully submitted, oyc A. Parker City Manager SP/do Attachments NOR) h+yyFs) MASON ROAD To, <kq P� TOLLWAY ON-RAMP Y CORPORATE ENTRANCE ALFT LANE FOX LANE j-- 1 14.1 t REALIGNED FOX LANE a1 IC-7) 1 a I A F- 1 a 0 n, t a v �c� HOLMES ROAD A N OI a IX I a. 1 J 6jG J Q l,Me�� Cr R CC N r . . . . PROJECT LOCATION bil. , ,,,,v1 .41 ASH DR I LAURELS 1 - c33 411: A a W > mom 0 H. -§- ... w iii , W (-9 ___4_______6- Li i a ,z.i4441 u) Z POPLAR c/iks -\k J VARSITY D' z • iri I cc J S1 A ST • elbk EXHIBIT B Selection Results c'' QUALIFICATIONS RATING SHEET WILLARD AVE.RECONSTRUCTION/CAPITAL ST. CONSTRUCTION CONSULTANTS Beling Consultants Civiltech Engineering Landmark Engineering EVALUATION FACTORS WEIGHT Joe Evers Steve Pertzborn Den Valentine Chad Butzow Joe Evers Steve Pertzborn Den Valentine Chad Butzow Joe Evers Steve Pertzbom Den Valentine Chad Butzow Knowledge and Experience 0-15 12 12 13 11 13 13 10 11 12 10 15 11 Project Manager 0-10 8 10 9 8 9 10 8 9 7 10 10 8 Specialized Experience 0-15 14 12 12 10 14 12 12 11 10 11 12 11 Scope of Services 0-15 13 11 12 10 14 12 12 10 11 12 12 10 Innovation 0-20 13 10 10 13 18 10 10 12 _ 15 12 10 14 Level of Effort 0-15 10 13 12 8 15 12 10 10 14 13 12 10 Familiarity with Conditions 0-10 8 7 6 5 8 7 6 7 10 10 10 9 TOTALS 0-100 78 75 74 65 91 76 68 70 79 78 81 73 CONSULTANTS Pavia-Marting Stanley Consultants EVALUATION FACTORS WEIGHT Joe Evers Steve Pertzborn Den Valentine Chad Butzow Joe Evers Steve Pertzborn Den Valentine Chad Butzow Knowledge and Experience 0-15 13 12 8 10 13 13 11 12 Project Manager 0-10 7 10 8 7 9 10 8 9 Specialized Experience 0-15 13 12 12 9 15 15 12 12 Scope of Services 0-15 13 12 12 9 14 14 12 10 Innovation 0-20 18 14 8 13 17 13 10 15 Level of Effort 0-15 12 13 7 11 15 13 12 10 Familiarity with Conditions 0-10 9 9 8 8 9 9 6 9 TOTALS 0-100 85 82 63 67 92 87 71 77 -, AVERAGE SCORE SHEET WILLARD AVE. RECONSTRUCTION/CAPITAL ST. CONSTRUCTION CONSULTANTS Beling Consultants Civiltech Engineering Landmark Engineering Pavia-Marting Stanley Consultants SELECTION TEAM Joe Evers 1 7 3 5 9 Steve Pertzborn 1 3 5 7 9 Den Valentine 7 3 9 1 5 Chad Butzow 1 5 7 3 9 TOTAL SCORE 10.00 19.00 31.00 20.00 36.00 Notes: Assign Scores based on the following formula: (9- Highest, 7-Second, 5-Third, 3- Fourth, 1 - Last) (,,,, (.-- 46— SUMMARY OF COSTS WILLIARD AVE. RECONST./CAPITAL ST. CONST. COST CONSULTANT FIRM WILLARD AVE. CAPITAL ST. Beling Consultants $100,983 $48,323 Civiltech Engineering $72,295 $41,104 Landmark Engineering $99,800 $49,900 Pavia-Marting $109,923 $52,500 Stanley Consultants $99,534 $47,823 AGREEMENT THIS AGREEMENT, made and entered into this /KA day of , 199$ by and between the CITY OF ELGIN, an Illinois munici corporation (hereinafter referred to as CITY ) and STANLEY CONSULTANTS, INC. (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with Willard Avenue and Capital Street (hereinafter referred to as the "PROJECT"). AND WHEREAS, the ENGINEER represents that he is in compliance with Illinois Statutes relating to professional registration of individuals and 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 and between the CITY and the ENGINEER that the CITY does hereby retain the ENGINEER to act for and represent it in all engineering 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 ENGINEER'S work shall include, but not be limited to, the following major engineering activities. The ENGINEER will provide contract documents to the CITY for the construction of Willard Avenue and Capital Street. ENGINEER will also apply for any necessary permits for construction of the project. C. A detailed Scope of Services is attached hereto as Attachment A-1 and A-2. II. PROGRESS REPORTS A. An outline project milestone schedule is provided herein under: Assume a March 26, 1998 Notice-To-Proceed Task Date Submit Preliminary Design June 5, 1998 Cost Estimate Sept 1, 1998 Submit Preliminary Plans (50%) Aug 17, 1998 Submit Prefinal Plans (95%) Oct 27, 1998 Final Bidding Documents Dec 9, 1998 1 B. A detailed project schedule for the Project is included as Attachment B-1 and B-2, attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in C. below. C. 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. III. WORK PRODUCTS All work products prepared by the ENGINEER pursuant hereto including, but not limited to, 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 (Not To Exceed Method) A. For services provided the ENGINEER shall be reimbursed at the rate of 3 times the direct hourly rate of personnel employed on this PROJECT, with the total fee not to exceed $109,311 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, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER, plus $6,350 for soil borings and $22,196 for survey. C. For Direct Costs the CITY shall reimburse the ENGINEER the actual amount of the cost incurred by the ENGINEER. The Not-To-Exceed amount of direct Costs shall be $9,500. Inclusive of Paragraph IVA, IVB, and IVC, this agreement shall not exceed $147,357. 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. (payment schedule) 2 V. INVOICES 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 as of the date the ENGINEER is given a written Notice to Proceed 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 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 submitted by the ENGINEER, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. 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. 3 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. 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 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. 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 $ 1,000,000 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. 4 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 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. 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. 5 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: 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). 6 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: DAVID L. LAWRY, P.E. Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER: 7 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 ))Q ity Clerk / / ity Manager (SEAL) For the ENGINEER: Dated this day of , A.D.,1997. ATTEST: -.74/./ 4-1 "AMP By Proj rincipal BVice President (SEAL) 8 Attachment A-1 Project Understanding and Approach Introduction Phase I and Phase II engineering is required for two projects: the reconstruction of Willard Avenue and the construction of Capital Street. Both projects are to be designed concurrently and contract documents must be ready for bid letting early in 1999. Phase I Engineering will consist of preliminary engineering design services necessary to establish the alignments, intersection design studies(Willard Avenue only), hydraulic studies, soils investigations and recommendations, and other studies needed to identify impacts and permit requirements. The Phase I studies are anticipated to be completed before June of 1998. Phase II Engineering will involve the preparation of plans, specifications,contract documents and estimates sufficient to bid the project for construction. Phase II engineering will also include bid assistance. As shown on the attached schedule, Phase II engineering will be completed before February of 1999 to facilitate a spring letting. Willard Avenue Key Issues Willard Avenue is to be reconstructed from Chicago Street to Villa Street. It is currently a two lane sealcoated street with open drainage. This important arterial street provides a north-south linkage between Villa Street, Chicago Street and Bode Road and serves traffic from local businesses, the nearby junior high school and residents. The roadway is to be reconstructed as a three lane urban section with enclosed drainage, sidewalks and street lighting and the roadway profile is to be raised to within one foot of the base flood elevation. Compensatory storage must be provided. The project length is approximately 2800 feet. A warrant study will also be performed at the intersection of Villa Street and Willard Avenue. Signals will be designed either for inclusion in the contract plans or for construction at a later date. Several key issues have been identified for the Willard Avenue project. These issues have been grouped into general categories and are described below. Please review project photos at the end of this section M 1. Alignment Studies The profile of Willard Avenue must be raised to within one foot of the base flood elevation. This presents a challenge since most of the roadway is located in the floodplain and must be raised several feet (at Sharon Court the elevation must be raised from elevation 722.0 to elevation 724.5). Driveway slopes must be kept within acceptable limits for the adjacent commercial properties and sidestreet profiles must be adjusted. The raised profile will likely be higher than adjacent properties at many locations which could possibly trap drainage. Stanley Consultants will develop a profile that is within at least one foot of the base flood elevation. Cross sections will be developed at 50 foot intervals, sidestreets, driveways and other key points along the route using Geopak roadway design software to make sure driveway slopes and grading is compatible with the proposed profile. Sidestreet profiles and driveway slopes will be adjusted to meet design criteria. Inlets,trench drains and paved ditches will be added as necessary to avoid trapping drainage. The reconstruction of Algonquin Road in the Villages of Palatine and Hoffman Estates required significant profile changes ranging from six feet to thirteen feet including a crossing at Poplar Creek. 2. Compensatory Storage Compensatory storage will be provided for the storage lost due to the raising of the profile. Compensatory storage must be provided for storage lost both below the existing ten-year flood elevation and above the ten-year flood elevation in accordance with Chapter 21.10-27 of the City's Ordinance. Stanley Consultants will use the FEMA model of Poplar Creek and modify the model cross sections according to the raised profile. Recommendations for compensatory storage will be made. Stanley Consultants has provided compensatory storage on many roadway projects and recently completed FEMA mapping revisions in the Villages of Mundelein and the City of Elmhurst. The former Casa Linda property has been identified as a site that may be excavated to provide the required volume. Stanley Consultants will develop a grading plan for excavation that is compatible with plans for park development. Our proposal includes testing of the soils on the Casa Linda property. If suitable, the excavated material may be used in the proposed embankment for Willard Avenue. . Driveway Entrances Currently there are no defined entrances to commercial properties along Willard Avenue and parking areas are paved to the edge of pavement. Traffic can enter Willard Avenue haphazardly and vehicles can park up to the edge of pavement. Construction of a new curb and gutter section will allow defined entrances to properties. Stanley Consultants will determine the location of the new curb openings with input from the City. Recently we prepared off street parking plans for the Village of Palatine as part of the Colfax Street project. This project was very similar in nature and helped beautify the adjacent commercial properties as well as control access to the route. Input from the owners and the Village helped make it a success. . Flow Equalization Raising the profile of Willard Avenue in the middle of the floodplain between Poplar Creek and Lord's Park Tributary could effectively block flows that pass across the road during flooding events. Stanley Consultants will use the FEMA models of Poplar Creek and the Lord's Park tributary to determine if there will be a head differential created by raising the roadway. Requirements for flow equalization will be determined. . Chicago Avenue (Illinois Route 19) The Illinois Department of Transportation is planning to improve Chicago Avenue. Stanley Consultants will work with IDOT to make sure that the new signal installation and other planned improvements are compatible with the proposed Willard Avenue improvements. . Villa Street Twelve hour manual traffic counts will be taken at the Willard Avenue and Villa Street intersection to establish warrants for signals. Stanley Consultants will also prepare an abbreviated intersection design study to establish signal phasing and intersection geometrics. Signals plans will be designed even if warrants are not met for future construction at a later date. Stanley Consultants is currently preparing signal plans for the City of Elgin at West River Road and Route 31. . Future Development New development is planned at the southeast corner of Chicago Avenue and Willard Avenue to include a proposed 7-Eleven and Mobil Gas Station. Stanley Consultants will coordinate the Willard Avenue improvements with the proposed development. We can do this either through the City or directly with the developer if desired. . Utilities Power poles are present along the west side of the project and utility relocations can significantly impact the project schedule. Stanley Consultants will coordinate with the utility companies early in the project to ensure that poles are relocated in a timely manner. . Unsuitable Soils Adding additional roadway embankment over compressible soils could be an important element of this project. Since Willard Avenue is located in a floodplain, treatment of unsuitable materials could be a key design element. Stanley Consultants will work closely with Testing Service Corporation(TSC) to make recommendations based on least cost. . Maintenance of Traffic Raising the profile of Willard Avenue and widening to a three lane section will make maintenance of traffic during construction a critical issue. Stanley Consultants will develop a workable maintenance of traffic plan that considers access to the commercial properties fronting Willard Avenue. If possible, we recommend that Willard Avenue be made a one way street during construction to reduce traffic maintenance costs and facilitate raising the profile. Liberty Street could be marked as an alternate route. This will provide additional room for ramping sidestreets and driveways to meet the new profile. We have successfully used this technique at the busy intersection of Algonquin Road and Barrington Road where a six foot profile cut was required. Construction on Barrington Road was completed within one month. Project Approach Based on site visits and discussions with your staff, Stanley Consultants has developed a project approach that will meet your needs. For this project we will focus on a number of issues: PHASE I ENGINEERING Early Coordination and Data Collection A project kickoff meeting would be held with the City of Elgin to discuss project scope, schedule and permitting. The early coordination work would also include collecting existing plans, aerial photographs,utility atlases, and previously completed traffic and drainage studies. Stanley Consultants will meet with IDOT to review the proposed improvements at Chicago Avenue. The City will provide contour mapping,previously completed traffic reports, accident data and any plans for existing roadways, right-of-way, utilities, and drainage appurtenances for their facilities. Stanley Consultants will inventory the data to ensure that all information required for the design of the project is available. Existing utility information would be obtained from the respective utility companies and the City. We recommend an on-site meeting with City staff to review any issues or concerns. Field Survey A complete topographic survey using a total station will be performed during the preliminary engineering phase, including a complete drainage and utility survey. Control survey will be tied to City of Elgin datum. The approximate limits of the right-of-way will be determined and PIs, PCs and PTs will be monumented with three point ties. Cross sections will be taken at 50 foot intervals to make sure that the raised profile does not create right-of-way or access problems. Survey will be provided for Willard Avenue from Chicago Avenue to Villa Street, the Villa Street intersection a distance of 300 feet in each direction, the outfall to the Lord's Park Tributary and the survey of approximately 250,000 of the former Casa Linda property. Utility systems within the project limits such as power supply, water supply, gas supply, sewers and communications will be located when indicated by signmarkers. Storm and sanitary sewer structures will be located by type, size and invert or flowline elevation. Trees within the proposed right-of-way will also be located. All survey work will conform to the requirements of the City of Elgin. Preliminary Engineering This includes design studies for all scope elements of the project. Alignment- studies will be performed to raise the profile of Willard Avenue. Other studies will include the intersection design study at Willard Avenue and Villa Street, hydraulic studies, pavement design, roadway drainage requirements, wetland impacts and permit requirements, right-of-way requirements and cost estimates. • Alignment Studies The aerial survey information will be entered into an Intergraph surveying design file. A Digital Terrain Model(DTM)of the existing topography will be created along the existing route. Stanley Consultants will develop a profile that is within at least one foot of the base flood elevation. Cross sections will be developed at 50 foot intervals, sidestreets, driveways and other key points along the route using Geopak roadway design software to make sure driveway slopes and grading is compatible with the proposed profile. Sidestreet profiles and driveway slopes will be adjusted to meet design criteria. Inlets and paved ditches will be added as necessary to avoid trapping drainage. The Casa Linda property will also be entered as a DTM. Grading of this site will be made compatible with plans for park development. • Intersection Design Studies This element of the project involve the preparation of an intersection design study for the Villa Street intersection. Twelve hour manual traffic counts will be taken to determine both peak period traffic and to estimate average daily traffic (ADT). A warrants analysis will be performed to determine if signals are warranted at this intersection. Chicago Area Transportation Study traffic projections and previous traffic studies will be used to estimate design year traffic volumes. An abbreviated intersection design study will be performed using Signal 94 traffic capacity software to establish signal phasing and intersection geometry. Based on these analyses, recommendations will be made for the design of intersection improvements. • Wetlands Existing data will be reviewed regarding the potential for the existence of any wetlands along the project corridor which may fall under the jurisdiction of the U.S. Army Corps of Engineers. The presence of wetlands is not expected within the project limits. • Drainage and Utilities Stanley Consultants will develop general drainage exhibits illustrating existing drainage patterns and features including interpreted ridge lines, drainage systems, and overflows. Two foot contour mapping provided by the City will be used as base sheets for these plans. The general drainage exhibits will be developed using USGS mapping, topographic survey, and record drawings. Regulatory floodplain limits will be delineated using FEMA mapping. Existing drainage problems such as sensitive outfalls or flooding problems would be identified through coordination with the City and calculations by Stanley Consultants. The location of existing sanitary, storm and watermain systems and appurte- nances will be shown according to utility atlases provided by the City and according to existing utility structures and features located during as part of the survey. Utility coordination will be established with utility owners to minimize conflicts with existing utilities and the associated costs of redesign or relocation. Stanley Consultants will develop a recommended drainage plan to maintain existing drainage patterns in conformance with the City of Elgin require- ments. This will include calculations for pipe sizing, culvert sizing, and checking flows to sensitive outfalls.Detention requirements will be identified as necessary to not increase peak flows from the project. Detention will be provided in ditches and the former Casa Linda property if at all possible. M • Compensatory Storage and Flow Equalization Compensatory storage will be provided for the storage lost due to the raising of the profile. Stanley Consultants will determine compensatory storage requirements for storage lost both below the existing ten-year flood elevation and above the ten-year flood elevation. Stanley Consultants will use the FEMA model of Poplar Creek and modify the model cross sections according to the raised profile. For our proposal, we are assuming that the model is available with backup documentation (model cross sections). Recommendations for compensatory storage will be made. FEMA remapping, if required, would be provided as an additional scope element. The former Casa Linda property has been identified as a site that may be excavated to provide the required volume. Cross section survey of approximately 250,000 square feet of this site is included in our proposal as part of our design effort. Raising the profile of Willard Avenue in the middle of the floodplain between Poplar Creek and Lord's Park Tributary could effectively block flows that pass across the road during flooding events. FEMA models of Poplar Creek and the Lord's Park Tributary will be run independently using cross sections that have been modified to include the raised profile. If a head differential is created, requirements for flow equalization will be determined. • Lighting Preliminary light pole height and spacing will be designed. Preferred lighting equipment will be discussed with the City. • Pavement Design Stanley Consultants will provide a twenty-year pavement design for Willard Avenue based on the results of the Geotechnical Study and Traffic Report provided by the City. If desired, Stanley Consultants can recommend a design based on the lowest life cycle cost for the anticipated traffic. • Geotechnical Investigations Geotechnical investigations will be performed by TSC. Stanley Consultants will work with TSC and the City to determine the scope elements needed for the project. Roadway borings be performed during the preliminary engineering phase to estimate the limits of unsuitable soils, if any. • Cost Estimate A construction cost estimate will be completed which will have subtotals for major improvement items (i.e. drainage, paving, etc.). In addition, a preliminary estimate of time will be prepared to estimate construction duration. Team Meetings We recommend that three staff meetings be held in addition to the project kickoff meeting. One meeting would be held to review the Preliminary Engineering Plans along with any specific concerns the City would have concerning the project. An additional meeting is anticipated to review the 50% design plan submittal. Phase II Engineering Upon completion of the Preliminary Engineering Phase, Stanley Consultants will begin the Final Design Phase. This phase will consist of the final engineering design and production of contract documents. Plans and specifications will be developed according to IDOT Standards and City of Elgin guidelines. In addition, a detailed Engineer's Estimate of Cost and Estimate of Time will be prepared. Preliminary Plans (50% Complete) Based on the Preliminary Engineering Phase described above, we will prepare and submit preliminary contract plans in accordance with IDOT guidelines, policies and standards, as well as in accordance with the requirements of the City of Elgin. We anticipate that the plans will be prepared using plan and profile drawings at an english scale of 1"=50', and will likely contain the following drawings: Estimated Number of Plan Sheet Sheets • Title Sheet 1 • General Notes/Index 1 • Summary of Quantities 1 • Typical sections, Ties & Benchmarks 1 • Maintenance of Traffic 2 • Plan & Profile Sheets 2 • Drainage and Utility Sheets 2 • Compensatory Storage Plan 1 • Miscellaneous Details 2 • Pavement Marking 1 • Signal plans and details 4 • Erosion Control Plan 1 • Cross sections (at 100' intervals) 8 Total 27 Sheets With the concurrence of the City copies of the Preliminary Plans will be submitted to the utility companies for their early review. Pre-Final Plans & Specifications (95% complete) Plans will be developed to the Pre-Final stage of completion and any review comments provided by the City will be addressed. Detailed special provisions supplementing the "Standard Specifications for Road and Bridge Construction", adopted January 1, 1997 by the Illinois Department of Transportation will be prepared. A Project Manual will be prepared that includes bid forms, instruction to bidders, contract bid form, bonding and insurance requirements, State and Federal compliance requirements (where and if necessary) and special provisions. All contract documents will be prepared in accordance with City requirements. Pre-Final quantities, an Engineer's Estimate of Cost, and a finalized Estimate of Construction Time will be submitted. A "plan-in-hand" field check with City staff is included to verify constructibility and to address and final concerns the City might have. Final Contract Plans After the receipt of the City's review comments the contract documents and Engineer's Estimate of Cost will be finalized. Copies of the contract documents will be furnished to City for bidding. Bid Assistance This item includes assistance during the bidding process and includes attendance at the bid opening, review of the construction bids received, preparation of a bid tab, providing our recommendation for the award of the construction contract, preparing contract documents for execution by the approved contractor and attendance at the Preconstruction meeting. Attachment A-2 Capital Drive Key Issues Capital Street is a new roadway that is to be constructed from Alft Lane to 200 feet south of Holmes Road for a distance of approximately 2100 feet. The project is essentially located in an undeveloped agricultural parcel and will consist of the construction of a three lane urban section with enclosed drainage system, sidewalks and street lights. Sanitary sewer and watermain is also included in the project. Several key issues have been identified for the Willard Avenue project. These issues have been grouped into general categories and are described below. Please review project photos at the end of this section 1. Alignment Studies A profile will be developed that best fits within the available right-of-way and minimizes earthwork. GEOPAK software will also allow us to model the best alignment alternatives for the Capital Street profile. A Digital Terrain Model (DTM)will be created and cross sections will be developed at 100 foot intervals. 2. Future Development Holmes Road will be extended by one of the adjacent property owners. If desired, Stanley Consultants will coordinate the Capital Street improvements with the street extension through the City or directly with the developer. 3. Utilities Sanitary sewer and watermain will be included in the project and will be designed according to anticipated future development. Storm sewer will also be designed according to City of Elgin requirements. The need for a drainage easement to serve Capital Street and the extension of Holmes Road will be determined. 4. Preparation of Plats and legals Revise right-of-way plats and legal descriptions for dedication of Capital Street for Westfield Business Park property. The plats will be suitable of appraisal and dedication purposes. Plat preparation is also included if a drainage easement is required for a storm sewer outfall. Project Approach Based on site visits and discussions with your staff, Stanley Consultants has developed a project approach that will meet your needs. For this project we will focus on a number of issues: PHASE I ENGINEERING Early Coordination and Data Collection A project kickoff meeting would be held with the City of Elgin to discuss project scope, schedule and permitting. The early coordination work would also include collecting existing plans, aerial photographs, utility atlases. The City will provide contour mapping, and any plans for existing roadways,right-of-way,utilities,and drainage appurtenances for their facilities. Stanley Consultants will inventory the data to ensure that all information required for the design of the project is available. Existing utility information would be obtained from the respective utility companies and the City. We recommend an on site meeting with City staff to review any particular problems or concerns. Field Survey A complete topographic survey using a total station will be performed during the preliminary engineering phase, including a complete drainage and utility survey. Control survey will be tied to City of Elgin datum. The approximate limits of the right-of-way will be determined and PIs, PCs and PTs will be monumented with three point ties. Cross sections will be taken at 100 foot intervals. Utility systems within the project limits such as power supply, water supply, gas supply, sewers and communications will be located when indicated by signmarkers. Storm and sanitary sewer structures will be located by type, size and invert or flowline elevation. Trees within the proposed right-of-way will also be located. All survey work will conform to the requirements of the City of Elgin. Preliminary Engineering This includes design studies for all scope elements of the project. Alignment - studies will be performed to optimize the profile of Capital Street. Other studies will include,hydraulic studies,pavement design, roadway drainage requirements, and permit requirements, right-of-way requirements and cost estimates. • Alignment Studies The aerial survey information will be entered into an Intergraph surveying design file. A Digital Terrain Model(DTM)of the existing topography will be created along the existing route. The profile of Capital Street will be optimized according to existing topography. The future profile of Holmes Road will also be considered. • Wetlands Existing data will be reviewed regarding the potential for the existence of any wetlands along the project corridor which may fall under the jurisdiction of the U.S. Army Corps of Engineers. The presence of wetlands is not expected within the project limits. • Drainage and Utilities Stanley Consultants will develop general drainage exhibits illustrating existing drainage patterns and features including interpreted ridge lines, drainage systems, and overflows. Two foot contour mapping provided by the City will be used as base sheets for these plans. The general drainage exhibits will be developed using USGS mapping, topographic survey, and record drawings. Regulatory floodplain limits will be delineated using FEMA mapping. Existing drainage problems such as sensitive outfalls or flooding problems would be identified through coordination with the City and calculations by Stanley Consultants. M The location of existing sanitary, storm and watermain systems and appurte- nances will be shown according to utility atlases provided by the City and according to existing utility structures and features located during as part of the survey. Utility coordination will be established with utility owners to minimize conflicts with existing utilities and the associated costs of redesign or relocation. Stanley Consultants will develop a recommended drainage plan to maintain existing drainage patterns in conformance with the City of Elgin require- ments. This will include calculations for pipe sizing, culvert sizing, and checking flows to sensitive outfalls.Detention requirements will be identified as necessary to not increase peak flows from the project. Watermain and sanitary sewer will be designed according to meet the projected needs of future development. • Lighting Preliminary light pole height and spacing will be designed. Preferred lighting equipment will be discussed with the City. • Pavement Design Stanley Consultants will provide a twenty-year pavement design for Capital Street Avenue based on the results of the Geotechnical Study and Traffic Report provided by the City. If desired, Stanley Consultants can recommend a design based on the lowest life cycle cost for the anticipated traffic. • Geotechnical Investigations Geotechnical investigations will be performed by Testing Services Corpora- tion (TSC). Stanley Consultants will work with TSC and the City to determine the scope elements needed for the project. Roadway borings be performed during the preliminary engineering phase to estimate the limits of unsuitable soils, if any. • Cost Estimate A construction cost estimate will be completed which will have subtotals for major improvement items (i.e. drainage, paving, etc.). In addition, a preliminary estimate of time will be prepared to estimate construction duration. Team Meetings We recommend that three staff meetings be held in addition to the project kickoff meeting. One meeting would be held to review the Draft Design Report along with any specific concerns the City would have concerning the project. An additional meeting is anticipated to review the 50% design plan submittal. Phase II Engineering Upon completion of the Preliminary Engineering Phase, Stanley Consultants will begin the Final Design Phase. This phase will consist of the final engineering design and production of contract documents. Plans and specifications will be developed according to IDOT Standards and City of Elgin guidelines. In addition, a detailed Engineer's Estimate of Cost and Estimate of Time will be prepared. Preliminary Plans (50% Complete) Based on the Preliminary Engineering Phase described above, we will prepare and submit preliminary contract plans in accordance with IDOT guidelines, policies and standards, as well as in accordance with the requirements of the City of Elgin. We anticipate that the plans will be prepared using plan and profile drawings at an english scale of 1"=50', and will likely contain the following drawings: Estimated Number of Plan Sheet Sheets • Title Sheet 1 • General Notes/Index 1 • Summary of Quantities 1 • Typical sections, Ties & Benchmarks 1 • Plan & Profile Sheets 2 • Drainage and Utility Sheets 2 • Miscellaneous Details 2 • Pavement Marking 1 • Erosion Control Plan 1 • Cross sections (at 100' intervals) 5 Total 17 Sheets With the concurrence of the City copies of the Preliminary Plans will be submitted to the utility companies for their early review. Pre-Final Plans & Specifications (95% complete) Plans will be developed to the Pre-Final stage of completion and any review comments provided by the City will be addressed. Detailed special provisions supplementing the "Standard Specifications for Road and Bridge Construction", adopted January 1, 1997 by the Illinois Department of Transportation will be prepared. A Project Manual will be prepared that includes bid forms, instruction to bidders, contract bid form, bonding and insurance requirements, State and Federal compliance requirements (where and if necessary) and special provisions. All contract documents will be prepared in accordance with City requirements. Pre-Final quantities, an Engineer's Estimate of Cost, and a finalized Estimate of Construction Time will be submitted. A "plan-in-hand" field check with City staff is included to verify constructibility and to address and final concerns the City might have. Final Contract Plans After the receipt of the City's review comments the contract documents and Engineer's Estimate of Cost will be finalized. Copies of the contract documents will be furnished to City for bidding. Bid Assistance This item includes assistance during the bidding process and includes attendance at the bid opening, review of the construction bids received, preparation of a bid tab, providing our recommendation for the award of the construction contract, preparing contract documents for execution by the approved contractor and attendance at the Preconstruction meeting. Project Schedule Willard Avenue Reconstruction City of Elgin Start Duration End 1998 1999 as Name Date In Weeks Date Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Notice to Proceed 3/26/98 3/26/98 Survey 3/26/98 4.00w 4/22/98 lime 1 Traffic Counts and IDS 3/26/98 4.00w 4/22/98 iiim I Obtain FEMA mapping 3/26/98 6.00w 5/6/98 Soils Investigations 3/26/98 8.00w 5/20/98 Geometric Studies 4/23/98 6.00w 6/4/98 Stormwater Management Plan 4/23/98 6.00w 6/4/98 Floodplain Studies 5/7/98 3.00w 5/28/98 Complete Preliminary Engineering 6/5/98 2.00w 6/18/98 Es Village Review (Preliminary Engineering) 6/19/98 2.00w 7/2/98 Preliminary Plans 7/6/98 10.00w 9/14/98 wHissiiiim Village Review (50%) 9/15/98 2.00w 9/28/98 Prefinal Plans 9/29/98 8.00w 11/24/98 1 I 4 - = Village Review (95%) 11/25/98 2.00w 12/9/98 I 1 1 Final PS & E 12/10/98 4.00w 1/8/99 I ` 1 I Bid Letting 1/8/99 1/8/99 I 1 I 1 I I I i Attachment B-1 Project Schedule Capital Street Construction City of Elgin Start Duration End 1998 as Name Date In Weeks Date Mar Apr May Jun Jul Aug Sep Oct Nov Dec Notice to Proceed 3/26/98 3/26/98 Survey 3/26/98 4.00w 4/22/98 Soils Investigations 3/26/98 4.00w 4/22/98 Geometric Studies 4/23/98 4.00w 5/20/98 illim Stormwater Management Plan 4/23/98 4.00w 5/20/98 illiim Complete Preliminary Engineering 5/21/98 2.00w 6/4/98 mr Village Review (Preliminary Engineering) 6/5/98 2.00w 6/18/98 ° Plat Preparation 6/19/98 3.00w 7/10/98 lio Preliminary Plans 6/19/98 8.00w 8/14/98 Village Review (50%) 8/17/98 2.00w 8/28/98 Prefinal Plans 8/31/98 8.00w 10/26/98 I y Village Review (95%) - 10/27/98 2.00w 11/9/98 I ( 1 Final PS & E 11/10/98 4.00w 12/9/98 I 1 I Bid Letting 12/9/98 12/9/98 Attachment B-2