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HomeMy WebLinkAbout99-201 Resolution No. 99-201 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH ROBERT H. ANDERSON AND ASSOCIATES, INC. FOR THE WING AND STATE STREET INTERSECTION IMPROVEMENTS 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 Robert H. Anderson and Associates, Inc . for preliminary engineering services for the Wing Street and State Street intersection improvements, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: July 28, 1999 Adopted: July 28, 1999 Omnibus Vote : Yeas 5 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk Page 1 AGREEMENT THIS AGREEMENT, made and entered into this ,Z?day of Tv G Y, 1999, by and between the CITY OF ELGIN, an Illinois municipal corporation(hereinafter referred to as "CITY") and Robert H. Anderson and Associates, Inc., a Delaware corporation, (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with Phase I (preliminary) Engineering of the Wing Street/State Street(IL Rte 31) Improvements (hereinafter referred to as the"PROJECT"). AND WHEREAS, the ENGINEER represents that it is in compliance with Illinois Statutes relating to professional registration\ 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 anctthe ENGINEER that the CITY does hereby retain the ENGINEER for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledge, 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. The ENGINEER shall provide all necessary services to develop and obtain IDOT approval for a Phase I Project Development Report for the PROJECT. Page 2 C. The preparation of plans, specifications and final cost estimate and construction engineering (Phases II and III) are not included in the scope of services, but may be added as a change order to this agreement at a later date. D. A detailed Scope of Services is attached hereto as Attachment A. II. PROGRESS REPORTS A. An outline project schedule is provide as Attachment B. B. Progress will be updated 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 2.85 times the direct hourly rate of personnel employed on this PROJECT plus reimbursable expenses with the total Page 3 fee not to exceed seventy-four thousand fifty-six ($74,056) dollars regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are authorized by CITY through change order or amendment. A cost summary is included as Attachment C. B. For Direct Costs, the City shall reimburse the ENGINEERS the actual amount of the cost incurred by the ENGINEER. The not-to-exceed amount of the Direct Costs shall be sixty-nine thousand fifty-six ($69,056) dollars, and will include the following: Preliminary (Phase I) Engineering Survey Data Collection and Evaluation Preparation of Project Mosaics Plotting of Roadway Survey Environmental Data, Coordination, Inventory& Analysis Location Drainage Study Alternate Geometric Studies Accident Analysis Traffic Maintenance Analysis Intersection Design Studies Pavement Inspection and Analysis Evaluation Street Lighting, Sidewalk/Pedestrian Facilities and Traffic Signalization Project Report Public Meeting Preparation of Construction Cost Estimate Coordination with Affected/Interested Local Agencies, Property Project Report(Final) Administration C. The ENGINEER shall make necessary arrangements and employ qualified subconsultants, subject to the approval of the DIRECTOR, for the following work: 1. Geotechnical and soils investigations The CITY shall reimburse the ENGINEER for the direct cost of the above professional subconsultant services, an amount not-to-exceed Five Thousand ($5,000) Dollars without a modification to this agreement by a change order or amendment. D. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30 days after receipt and approval of invoice. Page 4 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 thisAgreement 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 Page 5 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. 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. Page 6 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 Certification 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 X 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. Page 7 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 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. Page 8 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. 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 Page 9 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). A copy of the policies must be provided to the Department of Human Rights upon request. P.A. 87-1257. Page 10 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: JOHN LOETE, P.E. Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER: Frank Gorham, P.E., President Robert H. Anderson & Associates 220 West River Drive St. Charles, IL 60174 Page 11 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 B Y Y B At City Clerk pity Manager (SEAL) For the ENGINEER: Dated this 12 day of _1-Vi , A.D.;1999. ATTEST: By / By -- -1 0„ �s-. Secretary President , (SEAL) • Attachment A Wing Street/State Street Phase I Preliminary Engineer Service Agreement includes Project Description Technical Approach 1 Project Description 1 Illinois Route 31(State Street) is a major north-south arterial street through Elgin that is part of a continuous route connecting the principal towns in the Fox River valley, from Aurora to McHenry and beyond. Wing Street is a key connector between State Street and another north- south arterial, McLean Boulevard. The proposed Project is an improvement of the intersection of State Street and Wing Street and will be processed and contracted as an STP Project, administered by the Illinois Department of Transportation. The Project may consist of right-of- way acquisition, widening to provide additional lanes, realignment, traffic signal modification or replacement, rehabilitation of the existing pavement, and associated storm sewer improvements. Initially, our office will prepare a Phase I Project Development Report, which will include data collection, traffic and accident analysis, alternative development and evaluation, intersection design studies, drainage studies, preliminary design, estimate of construction cost, project coordination, community involvement program and project report. After the preferred alternate is selected, Phase II Engineering will be authorized, including the preparation of final plans, specifications, estimate of cost, right-of-way acquisition, permitting, and coordination with the Illinois Department of Transportation, the Union Pacific Railroad and the Illinois Commerce Commision. Finally, Phase.III Engineering will be performed, which will include construction 1 staking, observation, administration and preparation of record drawings. Stakeout will be performed by our experienced in-house survey crews using electronic instruments interfaced with our CADD design files to assure efficient and accurate layout. Our construction technicians have extensive experience in similar projects, and are very familiar with IDOT standards for construction and federal-aid documentation requirements. Our Project Team has made visits to the site, to observe the existing conditions and to better understand the issues in the project area. State Street is currently an urban bituminous concrete pavement section, four lanes in width. Wing Street is generally one lane in each direction, but the eastbound approach widens out to rwo lanes for approximately 80 feet approaching State Street. There is an existing traffic signal at RHA&A Project Description Page 1 1 Project Description the intersection, and there is an at-grade railroad crossing on Wing Street approximately 100 feet west of State Street. Drainage is generally accomplished using enclosed storm sewers. Overhead utilities are located within the Project limits. 1 The City Staff has suggested several categories of possible improvements: Signal modifications only, widening without land acquisition, and widening with land acquisition. The stated goal of the proposed improvement is optimization of traffic flow. Based on our review of available information and our observation of the conditions at the intersection, we generally concur with, •the recommendations of the City Staff. We would add that other potential benefits of this project could also be realized, depending on the scope of improvements, including the correction of substandard vertical and horizontal curves, improved intersection safety, prevention of roadway flooding, and improvement of rail-highway signal interconnection. However, due to the proximity of existing buildings, the existing grading, and the location of the railroad tracks, it appears that the selection of an improvement alternate will require considerable compromise. If a 1 low-cost alternative is desired, several design variances will probably be required in order to provide any additional lanes, and peripheral benefits listed above will be limited at best. On the other hand, in order to fully improve the intersection in accordance with federal geometric standards it will likely be necesary to acquire significant amounts of Right-of-Way, thus substantially increasing the total project cost. During the Phase I Report process various alternatives for improvement of the intersection will be identified and evaluated to reach a decision on the geometry to be employed for the Phase II design. RHA&A Project Description Page 2 i Technical Approach All work on the Wing Street/State Street project will be completed in accordance with the requirements defined in the IDOT Bureau of Local Roads manual "Federal Aid Procedures for Local Highway Improvements" and other related IDOT Standards and Manuals. The Phase II final engineering process typically follows a well defined course with respect to the preparation of Engineering Plans, Specifications and Estimates of Cost. However, the Phase I Project Development Report process can vary somewhat depending on the type of project. For the Wing Street/State Street project the technical approach we plan to use for this Phase I Project Development Report is outlined as follows: • Data Collection: 1. Obtain peak hour turning movement vehicle counts at the intersection. 2. Obtain automatic (road tube) 24-hour vehicle counts on each approach. 3. Make a topographic survey within the right-of-way to obtain information to supplement the planimetric information on the City of Elgin aerial mapping base to locate significant physical features and to obtain cross-section information. 4. Collect background information including "as built" plans, accident data, underground utility maps (sewer, water, storm sewer, gas, electric, telephone and cable TV), land use maps, comprehensive plan and zoning maps, and flood insurance study maps. 5. Obtain pavement cores and soil borings. 1 6. Obtain IDOT "Condition Rating Survey" information. 7. Prepare an environmental survey request form and submit to IDOT. Traffic and Accident Analysis: j1. Summarize and tabulate traffic count data. 2. Prepare a request for traffic projections by CATS. 3. Prepare a capacity analysis based on existing conditions. RHA&A Apo roach page 1 1 Technical Approach 1 4. Review accident data for high accident locations and wet pavement cluster sites, and define remedial measures. 5. Using CATS projected ADT's, project peak hour volumes and prepare a capacity • analysis for projected traffic conditions. 1 6. Prepare a report on traffic and capacity. 7. Prepare a report on accident history. 1 Alternative Development and Evaluation: 1. Define scope of required improvements and design options. 2. Perform capacity analyses for various alternatives. 3. Estimate construction & right-of-way costs for various alternatives. 4. Choose recommended alternative. Drainage Studies: 1. Obtain information from City staff on existing drainage and flooding problems, if any. 2. Prepare maps showing the drainage areas that contribute flow to the Project and compute the impact of the resulting flows on the Project facilities, including storm sewers, culverts and overland flow routes. 3. • Determine the need for drainage improvements in the existing storm sewer system, and the need for storm water detention to be constructed as part of the Project to mitigate flooding problems. Preliminary Design: 1. Plot topographic and planimetric information and plot cross sections. 2. Prepare preliminary pavement designs based on traffic and soil conditions. 3. Identify design deviations from standard design parameters. 4. Draw the proposed design on the base maps. 5. Prepare existing and proposed typical sections. RHA&A Approach page 2 I Technical Approach 6. Identify preliminary Right-Of-Way requirements. Intersection Design Studies: 1. Wing Street and State Street Preliminary Project Development Report: 1. Include information on the proposed design, as well as the required documentation of alternative development and evaluation, environmental analysis, coordination with 1 review agencies and community involvement. 2. Submit the draft document to the City of Elgin for review. • 3. Transmit the draft document to IDOT and FHWA for review. Coordination: 1. Meet regularly with the City Staff and schedule periodic meetings to keep them advised of the progress of the Project and of the options being studied. 2. Review with and obtain clearance from Cultural Review agencies. 3. Coordinate with the State Historic Preservation Officer regarding clearance of the { Project for work adjacent to any historic properties. 4. Meet with IDOT Local Roads. } 5. Meet with FHWA. Community Involvement Program: 1. Conduct public informational meetings to facilitate public approval of the Project and anticipate concerns of area residents. 2. Address improvements in the residential area that are likely to be sensitive issues such as tree removal, parking, sidewalks and safety. 3. Schedule informal meetings with area residents at the beginning of the Phase I work, prior to the public hearing to obtain public input during the report process and to insure that the selected alternatives are responsive to the public concerns. R.HA&A Approach page 3 1 • Technical Approach i Public Hearing: 1. If the Project proceedings result in the requirement for a formal public hearing, undertake the following steps: • Publication of Notices in Local Newspapers • Preparation of Exhibits • Preparation for the Presentation • Public Hearing with a Court Reporter • Ten Day Waiting Period for Written Comments • Written Disposition/Response of each Comment Final Design: 1. Incorporate design revisions resulting from comments received at public meetings and/or at the public hearing. 2. Incorporate design revisions resulting from IDOT and FHWA review of the Preliminary Design Report. Final Project Development Report: 1. Include documentation of compliance with the public hearing requirement. 2. Append the disposition of all comments received during the public hearing process. 3. Submit the final report to the City and to IDOT and FHWA. RHA&A Approach page 4 Attachment B Wing Street/State Street Phase I Preliminary Engineer Service Agreement includes Schedule • Wing Street/State Street Intersection Improvement . • Phase I Project Schedule .3 1 /4.1..:.. Lf— H r_7 oo----r---77 /2— 10 Task Name 1 ,2_ � 2 ) I Proposal Submission 2 • . • 2 Selection Selectic • • _ is 3 Engineering Agreement(Local) ering Agreement(:oa !DOT Joint Agreement MOT;l'oint Agree s Notice to Proceed 3 • • • s Kickoff Meeting - KICkon Meatl ,,g. 7 Data Collection and Evaluation i, oats Collection end Evlu•tlo _ : e Survey I Sore /11 ' • 9 Envif.Data Coordination,and Analysis �: Envlr,Date,Coortltnetto.,and Analyst '.') _ _ •7l1 Pavement Insp.and Evaluation ': pavement Insp.and Evaltw•to �� I I I ghtinq.Fed Facilities and Signal Interconnect �' Lighting.Pod F•e1lid. arts Signal intaeon �1 . 12 Plotting of Roadway Survey • Plotting or Roadway Sure.III. 1a Accident Analysis I. - ' Acoldent Analyst ' • • • la Preparation of Project Mosaics Preparation of Profeet Moealc th • 15 Location Drainage Study Loudon Drdnage SW: 16 Alternate Geometric Studies altamau Geom•tde Studl• I' • I7 Envir.Survey Req.Form _ ,• to Review of Environmental Survey Request Form R•vlew of Environmental Survey Request Fo ••' - - ' ' '. ' I _ rS Intersection Design Studies I r..ctlon Design Stud 20 IDOT;FNWA Coordination Meeting xl Project Report(Preliminary) I Proles Report(Pnllminary • 22 IQOT Review I I:, IooT Rwtet)r . . 1.:.. .. . • 23 Public Meeting Preparation • Public Meeting Prep■ratw , • • is • 21 Public Meeting • 2$ Coord.With Local Agencies,Prop.Owners and RR I Coots,with Local Ageneles,Prop.Owners and R' • • • • 26 Project Report(Final) I. f, • Project Report(Floe��> 21 IDOT Review t tool Rio' • xe Design Approval r I 4117 • • Attachment C Wing Street/State Street Phase I Preliminary Engineer Service Agreement includes Cost Estimate Manhour Assignment MULTIPLIER = 2.85 OVERHEAD RATE: 1.4974 • COST ESTIMATE OF CONSULTING SERVICES Phase I Engineering for Wing Street/State Street Intersection Improvements City of Elgin Dollars($) Number Overhead (a) (b) ITEM of & In-House Services % of Man Payroll Fringe Direct Sub-Total Net Fee ' By Total Grand Hours Benefits Costs Others Total (A) _ (13) _ (C) (D) (E) (F) (G) (I-I) (I) 1 Survey 27 $1,188 $1,779 $20 $2,987 $399 $0 $3,386 4.57% 2 Data Collection and Evaluation 57 $1,288 $1,928 $20 $3,236 $432 $5,000 $8,668 11.70% 3 Preparation of Project Mosaics 20 $396 $593 $0 $989 $132 $0 $1,121 1.51% 4 Plotting of Roadway Survey 33 $716 $1,073 $20 $1,809 $242 $0 $2,051 2.77% 5 Environmental Data,Coordination,Inventory and Analysis 57 $1,541 $2,308 $39 $3,888 $520 $0 $4,408 5.95% 6 Location Drainage Study 90 $2,050 $3,070 $30 $5,150 $688 $0 $5,838 7.88% 7 Alternate Geometric Studies 124 $3,076 $4,606 $50 $7,732 $1,033 $0 $8,765 11.84% 8 Accident Analysis 20 $549 $821 $0 $1,370 $183 $0 $1,553 2.10% 9 Traffic Maintenance Analysis 21 $612 $916 $0 $1,528 $204 $0 $1,732 2.34% 10 Intersection Design Studies 50 $1,246 $1,866 $15 $3,127 $418 $0 $3,545 4.79% 11 Pavement Inspection and Analysis Evaluation 9 $304 $456 $12 $772 $103 $0 $875 1.18% I2 Street Lighting,Sidewalk/Pedestrian Facilities and Traffic 54 = 16 $511 $765 $0 $1,276 $170 $0 $1,446 1.95% 13 Project Report(Preliminary) 140 $3,859 $5,779 $75 $9,713 $1,298 $0 $11,011 14.87% 14 Public Meeting 89 $2,003 $3,000 $112 $5,115 $684 $0 $5,799 7.83% 15 Preparation of Construction Cost Estimate 17 $381 $570 $0 $951 $127 $0 $1,078 1.46% 16 coordination With Affected/Interested Local Agencies,Prop 52 $1,305 $1,954 $20 $3,279 $438 $0 $3,717 5.02% 17 Project Report(Final) 92 $2,403 $3,598 $87 $6,088 $814 $0 $6,902 9.32% IS Administration 24 $764 $1,143 $0 $1,907 $255 $0 $2,162 2.92% _ TOTALS 938 $24,191 $36,225 $500 $60,916 $8,140 $5,000 $74,056 100.00% NET FEE=0.145[(2.3+12)(B)+(D)];R=COMPLEXITY FACTOR=0.0 IDOT APPROVED COMBINED BURDEN &FRINGE PLUS GENERAL OVERHEAD= 149.74% • . COST ESTIMATE OF CONSULTING SERVICES Phase I Engineering for Wing Street/State Street Intersection Improvements Village of Elgin Senior 2-man In House Description Principal Project Project Staff Survey Direct Sub-cons. Engineer Engineer Engineer Engineer Designer Crew Clerical Costs Costs —I Survey - Locate ROW monuments 1 Establish horizontal&vertical control 6 Topo 1500 LF 10 Cross sections 1500 If @ 50 ft int. 10 milieage $ 20.00 SUB-TOTAL 27 0 0 0 0 0 27 0 $ 20.00 $ - PERCENT 0% 0% 0% 0% 0% 100% 0% 2 Data Collection and Evaluation a. Data Collection-Local Agencies 1 4 1 b. Research Property Ownerships 3 1 c. Data Collection-IDOT 1 2 d. Turning Movement Counts 1 16 e. Traffic Tube Counts 1 4 f. Determine Facility Deficiencies 2 g. Summarize and Analyze Data 1 4 4 3 h. Existing Utility Locations 2 i. Field Trips to Area& Photos 2 4 $ 20.00 j. Soils investigation $5,000.00 SUB-TOTAL 57 3 16 0 33 0 0 5 $ 20.00 $5,000.00 PERCENT 5% 28% 0% 58% 0% 0% 9% 3 Preparation of Project Mosaics a. Prepare Project Mosaics . 2 b. Add proposed Geometric Information 6 12 SUB-TOTAL 20 0 0 0 6 14 0 0 $ - $ - PERCENT 0% 0% 0% 30% 70% 0% 0% • COST ESTIMATE OF CONSULTING SERVICES Phase I Engineering for Wing Street/State Street Intersection Improvements Village of Elgin Senior 2-man In House Description Principal Project Project Staff Survey Direct Sub-cons. Engineer Engineer Engineer Engineer Designer Crew Clerical Costs Costs ,I Plotting of Roadway Survey 20 a. Centerline Alignment 1 2 b. Right-of-way 2 4 c. Topographic Survey 16 d. Cross-sections at 50 foot Intervals 8 . SUB-TOTAL 33 0 3 0 0 30 0 0 $ 20.00 $ - PERCENT 0% 9% 0% 0% 91% 0% 0% 5 Environmental Data,Coordination,Inventory and Analysis a. Existing and Future Land Use, Agriculture, Developments 2 2 b. Define and Analyze Social and Economic Factors 4 2 c. Coordination 1 2 Archaeological/Historic./Architectural 1 1 Prime Farmland Wetlands 1 - Biological Survey 1 1 Hazard Waste Survey 1 d. Vegetation Tree Evaluation 2 2 e. Vegetation and Tree Tabulation 1 2 f. Historic Structures Photo Documentation 2 1 $ 15.00 g. Air Quality 4 1 h. Bikeways and Pedestrians 2 2 i. Field Trips to Area 1 4 4 $ 12.00 j. Meetings 2 4 4 $ 12.00 — SUB-TOTAL 57 4 31 0 22 0 0 0 $ 39.00 $ - PERCENT 7% 54% 0% 39% 0% 0% 0% COST ESTIMATE OF CONSULTING SERVICES Phase I Engineering for Wing Street/State Street Intersection Improvements Village of Elgin Senior 2-man In House Description Principal Project Project Staff Survey Direct Sub-cons. Engineer Engineer Engineer Engineer Designer Crew Clerical Costs Costs 6 Location Drainage Study a. Existing Drainage Plan $ 15.00 1. General Location Drainage Map 2 1 2. Existing Drainage Plan 6 4 3. Identified Drainage Problems 1 4. Identified Base Floodplains 1 5. Major Drainage Features b. Proposed Drainage System $ 15.00 1. Design Criteria 1 1 2 2. Outlet Evaluation 1 2 2 . 3. Stormwater Detention Evaluation 1 6 4. Right-of-way Analysis 1 4 4 5. Drainage Alternatives 1 3 4 2 6. Local and Other Agency Coordination 2 2 7. Proposed Drainage Plan 1 2 8 6 8. Floodplain Encroachment and Evaluation 2 9. IDNR-OWR Permit 10. Study Assembly 4 8 2 11. QC/QA of Study 4 SUB-TOTAL 90 6 16 11 42 11 0 4 $ 30.00 $ - PERCENT 7% 18% 12% 47% 12% 0% 4% I Alternate Geometric Studies $ 50.00 a. Plan studies Including Alignment and GE 2 12 8 16 b. Profile and Cross-section Studies r 12 12 16 c. Typical Sections and Details 4 4 d. Plot Proposed Right-of-way Line 2 4 e. Develop Preliminary Right-of-way and Construction C 8 8 • f. Meetings 3 8 3 2 SUB-TOTAL 124 5 46 0 31 40 0 2 $ 50.00 $ - PERCENT 4% 37% 0% 25% 32% 0% 2% COST ESTIMATE OF CONSULTING SERVICES . Phase I Engineering for Wing Street/State Street Intersection Improvements Village of Elgin Senior 2-man In House Description Principal Project Project Staff Survey Direct Sub-cons. Engineer Engineer Engineer Engineer Designer Crew Clerical Costs Costs it Accident Analysis a. Review and Summarize Accident Data 4 b. Prepare Analysis 8 8 SUB-TOTAL 20 0 12 0 0 8 0 0 $ - $ - PERCENT 0% 60% 0% 0% 40% 0% 0% 9) Traffic Maintenance Analysis a. Determination of Traffic Maintenance 1 6 b. Prepare Typical Section Exhibits 2 6 c. Prepare Text 6 SUB-TOTAL 21 1 14 0 0 6 0 0 $ - $ - PERCENT 5% 67% 0% 0% 29% 0% 0% 10 Intersection Design Studies a. At Wing&State 12 12 16 $ 15.00 b. Prepare Capacity Analysis for Several Alternates using HCS 3.1 Software 10 SUB-TOTAL 50 0 22 0 12 16 0 0 $ 15.00 $ - PERCENT 0% 44% 0% 24% 32% 0% 0% I 1 Pavement Inspection and Analysis Evaluation a. Obtain Pavement CRS Value from IDOT 1 b. Visual Field Inspection 1 2 $ 6.00 d. Evaluation and Recommendation 2 e. Meetings 1 2 $ 6.00 ' SUB-TOTAL 9 2 7 0 0 0 0 0 $ 12.00 .$ - PERCENT 22% 78% 0% 0% 0% 0% 0% • ' COST ESTIMATE OF CONSULTING SERVICES Phase I Engineering for Wing Street/State Street Intersection Improvements Village of Elgin Senior 2-man In House Description Principal Project Project Staff Survey Direct Sub-cons. Engineer Engineer Engineer Engineer Designer Crew Clerical Costs Costs 12 Street Lighting,Sidewalk/Pedestrian Facilities and Traffic Signal Interconnect _ a. Review and Summarize Existing Conditions 8 b. Determination of Proposed Improvements 8 SUB-TOTAL 16 0 16 0 0 0 0 0 $ - $ - PERCENT 0% 100% 0% 0% 0% 0% 0% 13 Project Report(Preliminary) a. Prepare Outline of Report 2 b. Compile Exhibits,Maps,Charts,Graph 2 8 • c. Analyze Alternatives/Alternates I 20 d. Prepare Preliminary Plan Sheets and Profile Sheets 36 $ 25.00 e. Bicycle Checklist and Text 4 1. Write Report, Proof Read and Edit 30 g. QC/QA of Report 6 h. Print,Bind and Deliver 2 4 $ 50.00 i. Revisions and QC/QA of Report 2 12 12 SUB-TOTAL 140 10 72 0 6 48 0 4 $ 75.00 $ - PERCENT 7% 51% 0% 4% 34% 0% 3% 11 Public Meeting 100 a. Preparation of Meeting Brochures 2 6 b. Preparation of Meeting Handouts(Flyers) 2 _ 2 6 c. Preparation of Meeting Newspaper Ads/Legal Notice 1 1 d. Preparation of Meeting Display Exhibits 2 4 8 e. Preparation of Meeting Slides or Video 1 8 4 _ 8 f. Preparation of Meeting Presentation 1 -- 6 g. Attendance at Dry Run and at Meeting 3 6 6 $ 12.00 h. Public Meeting Disposition of Comments 6 6 SUB-TOTAL 89 4 26 0 24 14 0 21 $ 112.00 $ - PERCENT 4% 29% 0% 27% 16% 0% 24% COST ESTIMATE OF CONSULTING SERVICES Phase I Engineering for Wing Street/State Street Intersection Improvements Village of Elgin Senior 2-man In House Description Principal Project Project Staff Survey Direct Sub-cons. Engineer Engineer Engineer Engineer Designer Crew Clerical Costs Costs 1'.i Preparation of Construction Cost Estimate _ 1 4 12 SUB-TOTAL 17 1 4 0 12 0 0 0 $ - $ - PERCENT 6% 24% 0% 71% 0% 0% 0% 1t7__ Coordination With Affected/Interested Local Agencies,Property Owners and Railroad a. Presentations to IDOT and FHWA 8 4 2 20 b. Other agency coordination 20 16 _ 2 SUB-TOTAL 52 0 28 0 20 0 0 4 $ 20.00 $ - PERCENT 0% 54% 0% 38% 0% 0% 8% I I Project Report(Final) a. Incorporate Public Meeting Inputs/Disposition of Corn 8 b. Location Drainage Study (Final) 2 3 , 2 1. Dispose of Public comments 6 2. Revise Exhibits 2 4 3. Final QC/QA 4 4. Final Location Drainage Study 4 c. Revise Preliminary Report and Write Summary and C 20 d. Revise Exhibits and Preliminary Plan Sheets 2 2 8 $ 25.00 e. QC/QA of Report 4 f. Printing,Binding and Delivery 4 6 $ 50.00 g. Meetings With City of Elgin and IDOT 1 4 4 2 $ 12.00 SUB-TOTAL 92 9 S 40 0 21 12 0 10 $ 87.00 $ - PERCENT 10% 43% 0% 23% 13% 0% 11% Itt Administration _ 8 12 l_...- 4 SUB-TOTAL 24 8 12 0 0- 0 0 4 $ - $ - PERCENT 33% 50% 0% 0% 0% 0% 17% • • Cy OF Ei,C \ T/ (>'� City of Elgin Agenda Item No. Two%^~ June 11, 1999 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Engineering Services Agreement Wing Street/State Street Intersection Improvements PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into an engineering services agreement with R. H. Anderson and Associates to complete the preliminary engineer- ing for the reconstruction of the Wing Street and State Street intersection. BACKGROUND Upon the City' s abandonment of the North End Bridge project, t the City has set about a program of improving the transporta- tion routes that would replace the bridge . These routes in- clude Big Timber Road, State Street, Kimball Street, Dundee Avenue and Summit Street . Now that Kimball Street is com- plete, the Wing Street and State Street intersection is a logical next step. A location map is included as Exhibit A. Staff submitted this project to the federal funding program several years ago, however, it could not proceed within this program until the City budgeted its share . Typically staff requests a budget for the full amount with the intent to up-front the costs and request reimbursement from the federal government . The federal funding program is administered through the Illinois Department of Transportation. The feder- al match for the preliminary engineering amounts to about one fourth of the total cost, or $33 , 500 . Federal funding in the construction phase will pay up to seventy-five percent of costs . The remainder of the construction cost is paid by the city and the state . Ultimately, the project will consist of reconstruction of Illinois 31 (State Street) approximately 500 feet in each direction from Wing Street, reconstruction of Wing Street approximately 500 feet west of State Street, new signals and modernization of the system, especially the railroad intercon- nect . The project will most likely include the acquisition of eisk property to widen State Street to accommodate a left turn lane. This agreement with R. H. Anderson is the first phase of three . Phase II is the final engineering and Phase III is the construction engineering. Engineering Services Agreement/Wing and State Streets June 11, 1999 Page 2 The City included funding for the preliminary engineering (also known as Phase I engineering) in the 1999 budget . Staff solicited Requests for Proposals from five firms; Hampton, Lenzini and Renwick, R. H. Anderson, CivilTech, Smith and U.S. Greiner. Hampton, Lenzini and Renwick declined to submit due to the City' s procurement ordinance. This competent and local firm employed a retired City employee in December of 1998 . Article 5 .24 of Title 5, "Procurements" , prohibits firms employing ex-City employees to hold more than $25, 000 in contracts for up to one year. All four remaining firms did submit proposals. A committee of five Public Works staff members selected R. H. Anderson as the top-rated firm. Upon the selection of the engineer, the fee portion of the proposal was opened. The top-rated firm was higher in cost than the second-rated firm, CivilTech. Closer examination of the proposals and the fee structure revealed the following reasons for a higher cost : A) R. H. Anderson has a higher overhead rate than CivilTech. The Illinois Department of Transporta- tion reviews each of the engineering firms in terms of number and quality of staff, amount of work a firm successfully completes, equipment and technolo- gy, etc . R. H. Anderson is permitted to use an overhead rate of 1 .49 and CivilTech 1 . 33 . B) R. H. Anderson assigned most of their staff hours to the Senior Project Engineer and CivilTech as- signed most of theirs to a Design Engineer. Based on the cost per hour of the Design Engineer, it appears to be a position requiring less experience . The review committee considered this an important factor for what will be difficult project to work through the federal and state process . C) R. H. Anderson included a $5, 000 fee to employ a sub-consultant to complete soil testing. On federal- ly-funded projects, this item is normally completed during the final engineering (or Phase II Engineer- ing) portion of the project . R. H. Anderson be- lieves this innovative idea will speed the process once preliminary engineering is done . There will be a higher level of confidence on the federal and state level that the project can proceed in a timely manner if they know where the contaminated and weak soil locations are. This innovative idea does increase the Senior Project Engineer' s staff hours for evaluation and concept development for avoiding or correcting problem soils . This was not rft included in any of the other proposals . D) R. H. Anderson included a significant amount of staff hours for evaluating and developing alterna- tives which none of the other proposals included. Engineering Services Agreement/Wing and State Streets June 11, 1999 Page 3 The committee selection results and fee results are attached as Exhibit B. A copy of the proposed agreement is attached as Exhibit C. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None . OP FINANCIAL IMPACT Funding for preliminary engineering for the Wing Street and State Street intersection improvements is included in the 1999 budget in the amount of $80, 000 under account number 275-0000-791 . 93-80, project number 339590 . The contract with R. H. Anderson and Associates will be in the not-to-exceed amount $74 , 056, of which the City will be reimbursed $22 , 500 via the federally- funding program known as the Surface Transportation Program. v_ 1�// LEGAL IMPACT � None . ALTERNATIVES 000. None . RECOMMENDATION It is recommended that the City Council authorize staff to enter into an engineering services agreement with R. H. Ander- son for the preliminary design of the Wing Street and State Street intersection in the not-to-exceed amount of $74, 056 . 00 . ' -spectfully sub ' tted, , 67, , 60(.,4- 40yce A . Parker City Manager JE/do Attachment r N G // STATE ST. WI NTERSECTION IMPROVEMENT NpRThivEST ,.•p „SAY . . - to .I 'l . 1" = 1300'4" �• D E R (, TIMBER _ RD. R N C W I-- a .k 2 O - -.___.,,------Y . `"'"G Sr. LOCATION ,�,. Q rhh _ 4/ iv KIMBALL ST. i/►wRENCE AVE.