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HomeMy WebLinkAbout00-217 Resolution No . 00-217 RESOLUTION AUTHORIZING EXECUTION OF A PROFESSIONAL SERVICES AGREEMENT WITH HITCHCOCK DESIGN GROUP FOR THE RIVERFRONT tMPROVEMENT PROJECT 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 a Professional Services Agreemept on behalf of the City of Elgin with Hitchcock Design Group for professional services for the Walton Island, Civic Shoreline and Overlook Projects and the Metra National Street Station Project , a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schcck Ed Schock,1 Mayor Presented : September 27 , 2000 Adopted: September 27, 2000 Omnibus Vote : Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Ddlonna Mecum, City Clerk COMMITTEE OF THE WHOLE MEETING JULY 12, 2000 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p .m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Munson, Wasilowski , Yearman and Mayor Schock. Absent : Councilmembejr Walters . Approval of Minutes Councilman Wasilowski made a motion, seconded by Councilman Figueroa, to approve the minutes of theliJune 28 , 2000 , meeting. Upon a roll call vote : Yeas :, Councilmembers Figueroa, Gilliam, Munson, Wasilowski , Dearman and Mayor Schock. Nays : None . Presentation on the Riverfront Master Plan Phase II Report/ Civic Campus and Festival Park Concept Refinement Consultants, CitiVision Associates and Iitchcock Design Group, transmitted the final Riverfront/Center City Master Plan and report . They reported that this is the end of the master planning contract, and they will now be in the implementation process . The first phase is expected t be concluded by the Fall of 2001, and they are now presenti g the refinement of Phase II . Councilman Gilliam made a motion, seconded by Councilman Wasilowski, to approve Phase II of the Riverfront/Center City Master Plan. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Munson, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of the Donation of Used Computer Equipment to the United Way of Elgin Councilman Gilliam made a motion, seconded by Councilman Figueroa, to donate the used, unneeded Computer equipment to the United Way of Elgin. Upon a roll call 'ote : Yeas : Councilmembers Figueroa, Gilliam, Munso , Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of a Special Event Agreem nt with the Talisman Theatre Councilwoman Munson made a motion, seconded by Councilman Wasilowski, to give $2 , 660 in financial participation for security and to allow Talisman Theatre to sell beer and wine in Wing Park during their event known as "Shakespeare in the Park" on August 3 , 4 , 5, 6, 10, 11 and 12 , 2000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Munson, Wasilowski, Yearman and Mayor Schock. ays : None . DRAFT 9/20/00 RAGREE/HITCHCOC PROFESSIONAL SERVICES AGREEMENT THIS AGR EMENT made and entered into this ,I.M40. day of , 2000, by and between ' the CITY OF ELGIN, ILL NOIS, a municipal corporation (hereinlafter referred to as the "City" ) , and HITCHCOCK DESIGN GROUP, an Illinois corporation (hereinafter referred to as "C nsultant" ) . WITNESSETH WHEREAS, the City Council of the City ias on May 24 , 2000 adopted the City of Elgin Riverfront/Cent r City Master Plan; and WHEREAS, the City' s Riverfront Steering Committee has recommended to the City Council that the City proceed with a series of three initial riverfront mprovement projects consisting of the Walton Island Projec , the Civic Center Shoreline Project and the Overlook Project ; and WHEREAS, the City has determined it .o be necessary and desirable to obtain the assistance lof a professional consultant to provide design services, engineering services and other services necessary to permit, id and construct the Walton Island, Civic Center Shoreline and the Overlook Projects; and WHEREAS, the City has also determined it, to be necessary and desirable to obtain the assistance of a professional consultant to provide design services and other services related to the reconstruction of Metra ' s National Street Station; and 1 WHEREAS, the Consultant is experience in providing such services for riverfront redevelopment pr jects and desires to render the professional consultant services to the City. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the receiptlIand sufficiency of which is hereby acknowledged, the parties hereto agree as follows : 1 1 . Scope of Work Consultant shall perform and direct the necessary qualified personnel to perform therofessional services for the Walton Island, Civic Sh reline and Overlook Projects and the Metra National Stre t Station Project as set forth in the "SCOPE OF SERVICESdated May 25, 2000, revised September 19, 2000, consisting of four pages attached hereto and made a part hereof as Exhibit 1 . The initial conceptual drawings identifying the location and general nature of the Walton Island, , Civic Shoreline and Overlook Projects are set forth on Exhibits 2 and 3 attached hereto and made a part hereof by this reference . All work hereunder shall be performed under the direction of the City Manager 6f the City and the Director of Economic Development and Business Services of the City. Consultant shall be entitled to rely upon the accuracy and completeness of information and reports furnished by the City. 2 . Time Schedule and Term Consultant shall perform and complete the various services and tasks in Exhibit 1 hereto according to the schedule dated July 24 , 2000 , revised September 19, 2000 and attached hereto and made a part hereof as Exhibit 4 . Changes in the scope of work as directed by the city, timing of decisions by the city, timing of approvals by authorities having jurisdiction over the project and other events outside the control of the Consultant may, however, affect the time line . Other alterations to the time line may be made by mutual written agreement of the parties . The term of this agreement shall commence upon execution hereof and shall continue until March 31, 2001 and Consultant shall have performed nd completed all of the services to be provided within suh period. 3 . Fees A. Payments for services provide by the Consultant shall be reimbursed at the hourly rate of its professional and technical pers 'nnel as set forth on Exhibit 5 attached hereto and m de a part hereof by this reference, with the total ees and expenses to be paid to Consultant not ito exceed $440 , 740 regardless of actual time expended or actual costs incurred by the Consultant unless material modifications to the projects are authorized in writing by the City and ap roved by the City Council . Consultant ' s time an cost estimates for the various aspects of the services to be performed is set forth in Exhibit 6 attached hereto and made a part hereof by this reference . B. Incidental expenses incurred b the Consultant in the performance of the servic s pursuant to this agreement, such as by way of e ample, travel to and from Elgin or Consultant team ffices, photocopies, check prints of work in proce s exchanged between team members and computer time, are included in the above not-to-exceed total fee of $440 , 740 . Also included in the above not-to- xceed total fee of -2- $440 , 740 are reimbursable out-of-pocket expenses incurred by the Consultant for deliverables, such as photocopies, photography, diazo, large format copies of maps, reproducible mylars, digital color output of summary reports, permits and courier service when requested by the City. Such reimbursable out-of-pocket expenses that are invoiced to the Consultant through a third party vendor, that are subsequently invoiced to the City, are subject to a multiple of 1 . 15 of the invoice amount . C. Consultant shall submit invoices in a format approved by the City. Progress reports will be included with all payment requests . The Consultant shall maintain records showing actual time devoted and costs incurred. The Consultant shall permit the City to inspect and audit all ;data and records of the Consultant for work done and expenses incurred pursuant to this agreement . The Consultant shall make these records available at reasonable times during the agreement period, and for a year after expiration or termination of this agreement . 4 . Rights in Results of Services The results of Consultant ' s services under this agreement shall be the exclusive property of City, and all documents (including, without limidation, all writings, drawings, blueprints pictures, recOrdings, computer or machine-readable data, and all copies or reproductions hereof) which describe or relate to the services performed or to be performed pursuant to this agreement or the results thereof , including, ; without limitation, all notes, data, reports or other information received or generated in the performance of this agreement shall be the exclusive property of City and Shall be delivered to City upon request (except for one copy, which may be retained by Consultant for its confidential files) . No articles, papers, treatises, or presentations related to or in any way based upon or associated with the services performed pursuant to this agreement. shall be presented or submitted for publication witho t the prior written consent of City. It is agreed hat the results of Consultant ' s services and the work product provided under this Agreement are not intended or represented to be suitable for reuse by the City on any project not contemplated by this Agreement and such reuse shall be without liability to the Consultant . 5 . Other Agreements Consultant warrants that it is not la party to any other existing or previous agreement which would prevent Consultant from entering into thiS agreement or which -3- would adversely affect Consultant ' s ability to perform services under this agreement . During the term of this agreement, Consultant shall not, without the prior written consent of City, perform services for any persons, firm or corporation other than City if such services could foreseeable lead to a conflict with Consultant ' s obligations under this agreement . 6 . Subcontracting If Consultant intends to hire or retain any person, firm or corporation to perform services under this agreement, Consultant shall first secure the Britten agreement of such party that such party (1) shall' assume and agree to be bound by the same obligations as Consultant has assumed under the provisions of this agreement, and (2) that such party shall not be or act as an agent or employee of City, nor assume or crate a commitment or obligation on behalf of nor bind city in any respect whatsoever. Consultant shall provid4 City with a copy of each such written agreement . Prior to subcontracting, Consultand, shall obtain prior written approval of the City for each individual subcontractor. City shall have the right to refuse approval of any subcontractor for any reason. Any fees, payments or other costs ' associated with any subcontractor or other persons or irm shall be at the sole cost of the Consultant payabl from the fees the City is paying to Consultant pursuant to this agreement . 7 . Assignment Neither this agreement nor any ' of the rights or obligations hereunder may be assigned or otherwise transferred by Consultant, nor shall the benefits of this agreement inure to the benefit of any trustee in bankruptcy, receiver or creditor ofleither party, except as may be required by law, whether b41. T operation of law or otherwise, without the prior writt n consent of either party. Any attempt to assign or tr4nsfer this agreement or any rights hereunder without such consent shall be null and void and of no force or effect . 8 . Independent Contractor Consultant is and shall perform its services under this agreement as an independent contractor, and shall not be deemed an agent, employee or legl representative of City. Consultant has no authority ', to assume or create any commitment or obligation on behalf of or to bind City in any respect whatsoever. -4- 1 9. Licenses Consultant shall obtain at its cost any and all licenses required by federal, state, or local statutes, regulations or ordinances necessary for the performance of its services pursuant to this agreement . 10 . Compliance with Laws Consultant shall at all times impose work orders on its employees and subcontractors which are designed to assure that they comply with all applicable federal , state and local laws and regulations (includi' g, but not limited to, occupational safety and environmental protection statutes and regulations) in performing services hereunder, and shall comply with ', any directions of governmental agencies and City relaying to site safety, security, traffic or other matters . Failure to comply with this section shall constitute a material breach of this agreement, and shall entitle City to terminate this agreement upon ten (10) days written notice without penalty to City. 11 . Indemnification of City Consultant shall hold harmless and ; indemnify City from and against any and all suits, causes of action, claims for damages, damages and any other liability to the extent caused by the negligent act of the Consultant, its collaborating firms, its subcontractors or agents or employees of any of them in the performance of this agreement . 12 . Force Majeure The Consultant shall not be liable to the City for any failure, delay or interruption of service or for any failure or delay in the performande of any obligation under this agreement due to strike, walkouts, acts of God, governmental restrictions, eemy actions, civil commotion, unavoidable casualty, un vailability of fuel or parts or other similar acts beyond the reasonable control of the Consultant . 13 . Consultant ' s Insurance Consultant shall obtain and maintain the following policies of insurance : (1) Worker' s compensation and occupational disease insurance in amounts required under the laws of the State of Illinois; -5- (2) Comprehensive general liability and automobile liability insurance for bodily injury, death or loss of or damage to property of third persons in the minimum amount of $1 million per occurrence which policy shall name City as additional insured. Consultant shall furnish to City of Elgin a certified copy of such policies concurrently with the execution of this agreement . (3) Professional liability insurance for errors and omissions in the minimum amount of $1 million per occurrence and in aggregate . Consultant shall furnish to the City a Certificate of Insurance as evidence of such policy concurrently with the execution of this agreement . 14 . Severability The parties intend and agree that if any portion of this agreement, or application thereof to any person or circumstance, shall to any extent be deemed to be invalid, void, or otherwise unenforc$able for any reason, the remainder of this agreement , and the application of such provision to persons or circi1mstances other than those as to which it is held invalid, shall not be affected thereby, and each provisidn of this agreement shall be valid and shall remain in full force and effect . 15 . Governing Law Venue for the resolution of any disputes or the enforcement of any rights pursuant to this agreement shall be in the Circuit Court of Kane' County, Illinois . 16 . Termination The City may by written notice to the Consultant terminate the whole or any part of this agreement if the Consultant fails to make delivery of the services within the time specified herein or any extOnsion thereof : or if the Consultant fails to perform any of the other provisions of the contract, or fails to make progress so as to endanger performance of this agreement in accordance with its terms, and in either of these two circumstances does not cure such failure within ten (10) days (or such longer period as the city may authorize in writing) after receipt of notice frojn the City specifying such failure . Notwithstanding any other provision hereof, the City may also terminate this agreement at any time upon fifteen (15) days prior wiritten notice to the Consultant . In the event that this agreement is so terminated, the Consultant shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that payment and -6- reimbursement shall not exceed the total amount set forth under Paragraph 3 above . 17 . Additional Provisions This agreement includes those additional provisions contained in Exhibits 7 , 8 , 9 and 10 relating to a tax/collusion/disbarment affidavit, equal employment commitment guidelines and affirmative action, and sexual harassment policy. 18 . News Releases The Consultant may not issue any news releases without prior approval from the City, nor will the Consultant make public proposals developed under this agreement without prior written approval frot the City prior to said documentation becoming matters of public record. 19 . Entire Agreement This agreement contains the entire understanding and agreement between the parties hereto with respect to the subject matter hereof and supersedes all previous communications, negotiations and agreements, whether oral or written, between the parties hereto with respect to such subject matter, and no additions to or modifications of this agreement or waiver of any provisions of this agreement shall be binding on either party unless made in writing and executed by City. 20 . Notices Communication to the Consultant means notice in writing to Richard G. Hitchcock, President , Hitchcock Design Group, 221 W. Jefferson Avenue, Naperville, IL 60540 . Communications to the City means notice to the contracting officer in writing to Raymond Moller, City of Elgin, 150 Dexter Court, Elgin, IL 60120 . 21 . No Personal Liability No officer, director, or employee of the City or of the Consultant shall be personally liable for the fulfillment of the conditions of this agreement . 22 . Cost and Quantity Opinions In providing opinions of probable construction cost, the City understands that the Consultant has no control over the costs or availability of labor, equipment or materials, or over market conditions or the contractor' s method of pricing, and that the ConSultant ' s opinions of probable construction costs are made on the basis of the -7- Consultant ' s professional judgment and experience . The Consultant makes no warranty, express or implied, that the bids or the negotiated cost of the work will not vary from the Consultant ' s opinions of probable construction cost . 23 . Standards of Care In providing services under this agreement, the Consultant shall endeavor to perform in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances . 24 . 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. 25 . 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. 26 . No Co-partnership or Agency This agreement shall not be construed so as to create a partnership, joint venture, employrent or other agency relationship between the parties hereto. -8- 27 . 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 . 28 . 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 of in a duly executed amendment hereof, or change order as herein provided. 30 . Cooperation with Other Consultants The Consultant shall cooperate with any other consultants in the City' s employ or any work associated with the Project . IN WITNESS WHEREOF, the parties hereto have entered into and executed this agreement on the date and year first written above . CITY OF ELGIN HITCHCOCK DESIGN GROUP By Q By J ce . Parker Richard G. Hitchcock City Manager President Attest : i;104741^e_ City Clerk -9- SEP.20.2000 11:46AM HITCHCOCK DESIGN GRP NO.478 P.7/10 SCOPE OF SERVICES CITY OF LOIN Bask Services PRASE I -PLANNING SERVICES A. Research and Analysiis For each project area,we will: 1. Conduct a kick-off meeting with you and the other . oject team members confirming: a, goals and objectives b. schedule c. budgeted costs and revenue sources d. constituent interests e, regulatory agencies f. communications g. invoicing and payment h. other administrative considerations 2. Inventory readily available existing data for the pr.i ect area and the immediate surroundings including: a. jurisdictional regulations and procedures b. topographic surveys c. aerial photography d. boundaries,property ownership and easements e. previously prepared floodway/floodplain studi.s f. previously prepared improvement plans g. utility atlases h. power and communication utilities 3. Conduct a full topographic survey,based on the a glish system,establishing horizontal and vertical control and locating natural features ..d manmade improvements including: a, rights of way and abutting property boundarie b. contours at one foot intervals c. river bank cross sections,50' o.c.and as req ',ed,including river bottom(within 10' of shoreline), shoreline,slope and top of bank d. jurisdictional wetlands e, tagged and numbered trees f underground water,storm and sanitary utilitie• including size,type, structures,grates and inverts g. above and below ground power and communi.ation utilities h. buildings and structures i. curbs,walks,roadways,drives, lights, signals,tracks,fencing j. other pedestrian amenities Elgin Riverfront Page 1 of 4 May 2000 Revi}ed September 10,2000 Exhibit 1 SEP.20.2000 11 47A HITCHCOCK DESIGN GRP NO.478 P.8/10 • 4. For use with all projects contemplated within the floodplain,define and evaluate the floodplain and floodway between Ann St, and Nation 1 Street by: a. surveying cross sections of both sides of the riverbank at 100'intervals and at special conditions as needed b. establishing a baseline existing conditions and m dified existing conditions hydraulic model using methods acceptable to the�pplicablc jurisdictional agencies c. coordinating the data from this model with the model being created by others for the Metra/National Street project. 5. Using the inventoried existing data and the new topographic survey,prepare base maps at appropriate scales. 6. Assess the quality of the river shoreline including: a. vegetation b. habitat c. stability 7. Evaluate the existing trees including: a. type b. size c. condition 8. Inventory the existing sign graphics identifying: a. location b. type and message 9. Conduct soil and pavement sampling and testing to a'• in the design of plazas,decks, walks,walls,pedestrian bridges,bridge modificatio • and/or other structures(see attached scope of services provided by Testing Servi•es Corporation). B. Schematic Design(previously completed for Al,2,3 I vie Campus) • 1. For Metra National Street,prepare a preliminary sch-matic design and implementation strategy including: a. refined master plan concepts including appro'rate plan views,sections, elevations and other graphic images to ill =to the organization, scale and organization, scale and character of the prop•sed improvements b. applicable regulatory agencies and permit p cesses c. opinion of probable construction costs d. potential funding sources,available amounts and applicable cycle 2. Refine the schematic design and implementation rec•nmiendations as may be needed 3. Prepare preliminary presentation and publication ma - '" s including: a. color graphics b. appropriate supporting text and data 4. Refine presentation and publication materials as may be needed,prepare draft summary document 5. Present work in progress to appropriate advisory and'urisdictional entities including: a. City staff b. Design sub-committee c. Steering committee d. Other governmental agencies e. Other funding and regulatory agencies f. General public(open house or public hearin_) 6. Finalize the presentation and summary document as t.=y be needed 7. Present to City Council for approval 216ia Riverfront Page 2 of 4 May 2000 Revised Soptamber 19,2000 SEP.2O.2O0O 11 47A HITCHCOCK DESIGN GRP NO.478 P.9/10 • C. Project Funding and Advocacy 1. Previously completed II. PRASE II DESIGN SERVICES A. Design Development For each project area,we will: 1. finalize the size,horizontal and vertical geometry, structure,materials and/or finish,as appropriate,for the proposed improvements, such as but not limited to: a. walks and other pedestrian surfaces b. shelters,bridges,walls and other structures c. utility modifications d. turf and planted areas e. fencing f. site furnishings • g. sign graphics It. lighting and photometrics 2. using the previously prepared hydraulic model,con the acceptability of proposed improvements within the floodplain and floodway by a. comparing proposed cross sections to existing cr ss sections b. identifying,where appropriate,areas of compens tory storage and/or conveyance to accommodate our design recommendations(floo way) 3. document the pre-final design,in English format,on reviously prepared base maps and supplementary drawings as may be appropriate incl g,but not limited to: a. title b. notes,index,standards c. summary of estimated quantities d. alignment,ties and bench marks e. maintenance of traffic f. erosion control g. drainage h. profiles i. cross sections j. shelters,bridges and other structures k retaining walls 1. walks and pedestrian surfaces m. sign graphics n. irrigation o. planting p. furnishings q, lighting/electrical r. other details 4. prepare a summary of estimated quantities and an es 'sate of probable construction costs 5. prepare outline specifications,including the produc materials and finishes of each component or system 6. prepare compensatory storage calculations,when ap, •priatc(flood fringe) 7. prepare a construction strategy including: a. preliminary schedule b. staging c. public relations d. City and consultant roles 8. review the drawings,specifications,product data art• material samples with: Elgin Riverfrnnt Page 3 of 4 May 2000 Revised September 19,2000 SEP.20.2000 11:48AM HITCHCOCK DESIGN GRP NO.478 P. 10/10 a. City staff b, Design Sub-Committee c. Steering Committee d, City Council e, jurisdictional agencies 9. revise the drawings and supporting materials as may b required 10. submit pre-final plans for appropriate construction p 't(s) 11. make minor revisions as may be required to secure aprovals and permit(s) B. Construction Documents Following the approval from you and other participating a_encies,we will; 1. Finalize the graphic and written documentation that ' 11 be used to bid and construct the improvements including: a. digital drawings b. project manual c, other bid documents 2. Update the opinion of probable construction cost 3, Review the documents with you 4. Make minor revisions as may be required C. Bidding and Negotiation 1, For City funded projects,we will: a. provide one set of contract documents for your re•roduction for bidding b. recommend reputable contractors for your considh .tion c. help you advertise the bid letting d. conduct a pre-bid meeting for interested bidders e, answer questions and issue written addenda,wh i appropriate,to all bidders regarding changes to or clarifications of the contra et documents f. review the bids,tabulate the results and issue a re ommendation to you regarding the contract award 2. For Grant funded projects,we will: a. process the contract documents through the appr•priatc agency for bidding b. follow agency bidding procedures c. review the bids,tabulate the results and issue a - ommendation regarding the contract award Riga Riverfi'ont Pare 4 of 4 May 2000 Revised September 19,2000 . . j, ,. . ______ _______ _.,.... . , ___:,-----------' __ I - -X2 > �` \ I _I, !i s. 404.4101. E veti °i�` I /�IL 001L-PS I I " t� om,, il <!* • Vor. 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IZ.:;* re..7 ..f•c, © Dam Overlook/Kimball Underpass 5 25 00 Exhibit 3 Elgin Riverfront/Center City Master Plan Frew.:'a yr Coy 01 c.; .n.no.s . �tr.ce.0000 11:45HM HITCHCOCK DESIGN GRP NO.478 P.5/10 • n Hitchcock Design Group Creating Better Places' Elgin Riverfront Project A July 24, 2000 Production Schedule rev.9-19-00 Phase I Research&Analysis Task Patties Responsible Estimated Date Kick-off meeting HDG,TSYS,Hey rune 30,2000 Survey TSYS July 20,2000 Soil Borings report received TSC Aug 22,2000 Basemap TSYS,HDG July 31,2000 Shoreline Assessment Hey,EDG July 24-31,2000 Tree Inventory HDG,Hey July 24-31,2000 Schematic Design Task Parties Responsible Essimated Date Previously Completed Phase II Design Development Task Parties Responsible Estimated Date Design Development Drawings HDG,Hey,TSYS Aug.25,2000 Update Cost Opinion HDG,Hey,TSYS Aug.25,2000 City Staff meeting HDG,Hey,TSYS Aug.28,2000 Materials selection HDG,Hey,TSYS Aug.28,2000 Design Sub-committee meeting HOG,Hey,TSYS Sept.7,2000 Info packet to City Staff Iwo Sept 15,2000 City Staff Approval for permitting HOG,Hey,TSPS Sept.22,2000 Begin permitting with 1DNR OWR Hey Sept.29,2000 Outline specifications due HDG,Hey,TSYS Oct 4,2000 Construction strategy HOG,Hey,TSYS Oct.4,2000 Design Sub-committee meeting HDG,Hey,TSYS Oct. 12,2000 City staff review meeting HDG,Hey,TSYS Oct.12,2000 Info packet to City Council HDG Oct 19,2000 City Council Presentation/Approval HDG,Hey,TSYS Oct.25,2000 Construction Documents Task Parties Responsible F„sttimated Date CD drawings due to HDG HDG,Hey,TSYS Nov.9,2000 Final specifications due to HDG HDG,Hey,TSYS Nov. 13,2000 Review sets to City Staff HDG Nov. 16,2000 City Staff Review comments due COE,HDG,Hey,TSYS Nov.22, 2000 Revised CD drawings&specs.due to HOG HDG,Hey,TSYS Nov 30,2000 Complete CD drawings&specs. HDG Dcc.3,2000 221W.Jefferson Avenue Naperville.111inols 60540 • Phone 630.9611787 fax 630.961.9925 Exhibit 4 SEP.20.2000 11:46AM HITCHCOCK DESIGN GRP NO.479 P.6/10 • Bidding and Negotiation Task parties licsponsible atimalanurate Advertise for bidding HDG,COE Dec. 1,2000 Print bidding documents COE Dec.4,2000 Issue for bid COE Dec.6,2000 Pre-bid Meeting HDG,Hey,TSYS Dec. 15,2000 Bid Opening HDG,COE Jan.8,2001 Prepare Contracts COE Jan. 12,2001 Awards recommendation to City Council HDG Jan. 18,2001 City Council Approval HDG Jan.24,2001 Construction Pbase Services Task pgtks/gEp2aa1e Eaugge Date1 Pre-construction Meeting TBD 2000 Billing Rates HITCHCOCK DESIGN GROUP Hourly Task Rates: Project Leadership $130.00/hr. Project Management $90.00/hr. Project Planning $80.00/hr. Project Design $75.00/hr. Construction Observation $65.00/hr. Project Documentation S50.00/hr. • Project Support $50.00/hr. Other Project Expenses: Incidental expenses, such as travel to and from Elgin or consultant team offices, photocopies, and check prints of work-in-progress exchanged between team members and computer time are included in all of the fixed fees. Reimbursable out-of-pocket expenses include deliverables such as photocopies, photography, diazo, and large format copies of maps, reproducible mylars, digital color output of summary reports, permits, and courier service when requested by you. These expenses will be invoiced in addition to the fees at our cost plus a 15% mark-up. Exhibit 5 • May 25, 2000 i 1 j i City_of Elgin 1 i• Fox Riverfront Improvements Projects Al, A2 and A3, Walton Island, Civic Shoreline, Overlook 1 Hitchcock Design Group 1 i Time Estimate I 1 1 I :Hours' 1 1 ILDR IMGT DES 'OBS DOC SUP sub-tot 1 standard rates I 1301 901 75 I 65 50 i 50 PHASE I PLANNING SERVICES 1 1 • 1 I 1 A Research and Analysis I 1 1 1 ! 1 1lkick off meeting 1 401 241 41 1 41 72 21 inventory existing data 1 161 321 1 j 1 48 3 I topographic survey 1 1 81 401 1 ! 1 48 4lfloodplain/way analysis 1 1 161 116 5!base map I 241 801 i 80; I 184 1 6';shoreline assessment 1 i 81 161 j 161 1 40 71tree assessment j 1 8; 81 i 16; 81 40 81inventory sign graphics I ' 81 8; 1 8; 1 24 91geotechnical testing I 1 161 1 1 16 !hours 401 1281 188; 01 120' 12! 488 _ 1 !sub-total fee I 5200; 115201 14100! 0! 6000! 600! 37420 1 1 1 I 1 G ! B Schematic Design 1prelim design/impl strategy j 1 1 r ; 0 1 2ldesign refinement 1 I 1 1 1 1 0 3'presentation materials 1 ( 1 ; ! 1 0 1 4!presentation refinement 1 i 1 1 ! 0 51committee/public review ! 1 1 I 1 0 61finalize presentation 1 1 1 ! I 1 0 7;'council approval 1 I 1 1 1 I 0 !hours ! 0 01 0! 01 01 0 0 !sub-total fee 01 0! 01 0' 0. 0; 0 i i I C Project Funding and Advocacy ,I 1'application prep I i 0 21Ciry review ; 0 3;form letters 0 41as.lication submittal 1 : i 0 5:follow-up advocacy 0 ;hours 1 0 0; 0 0 0' 0' 0 i 'sub-total fee 1 0' 0' 0. 01 0 0: 0 Exhibit 6 May 25, 2000 i 1 i I 1 City of Elgin 1 Fox Riverfront Improvements Projects Al, A2 and A3, Walton Island, Civic Shoreline, Overlook i Hitchcock Design Group 1 1 i . Time Estimate I j 1 1 ;Hours 1 i 1 !LDR ;MGT IDES ;OBS '.DOC !SUP sub-tot I standard rates' 1301 901 75 ; 65 50 i 50 PHASE U DESIGN SERVICES ( 1 I ! A 1Design Development 1 1 ! i ( 1!finalize design { 401 80! 160; 1601 I 440 2!hydraulic model I 1 161 161 161 ! 48 { 3!pre-final plans i 1 401 1601 160; ! 360 4!cost opinion { ! 241 40! I 8 72 5 outline specifications 1 i 24 40: • 241 88 6!compensatory storage calcs{ 1 81 8; i , 16 7 construction strategy ; 161 241 , 81 48 8ijurisdictional/public review l 401 801 40 241 184 9!revisions 1 241 401 1 401 1 104 101Council presentation 1 8! 161 ! 16: 1 40 11!permit applications j 401 ! iI 241 64 12!permit facilitation { I 24 ! ! 24 ;hours ! 1041 4001 504! 0 392 88! 1488 isub-total fee 1 13520I 36000! 37800! 0; 196001 44001 111320 I • 1 1 1 ! ! ! B !Construction Documents I 1 1 ! 11final contract documents I 40! 801 1601 I 160' 40! 480 i 2!update cost opinion I 24; I 1 ! 161 40 3lcommittee/City review 1 24! 40! 241 i 1 241 112 I 4;minor revisions I I 24 40: 1 40; 1 104 ;hours 1 64! 1681 2241 01 200 80! 736 1sub-total fee { 83201 1120! 16800' 0' 10000. 40001 54240 1 1 1 C Bidding and Negotiation ; ' licity funded projects 1 16; 401 : : 241 80 21 grant funded projects ! 1 1 0 !hours 161 401 0; 0: 0: 241 80 sub-total fee i 2080' 36001 0 0 0 12001 6880 May 25, 2000 1 1 ' 1 1 City of Elgin 1 .1 ' Fox Riverfront Improvements j ! j I Projects Al,A2 and A3. Walton Island, Civic Shoreline, Overlook 1 I Hitchcock Design Group j Fee Estimate j 1 I i j 1 ;Fees 1 1 } HDG 1 TSYS 1 HEY 1 GEO ; ARCH Service;Travel Other sub-total PHASE I PLANNING SERVICES 1 1 1 1 I A 'Research and Analysis 374201 500001 250001 75001 0', 40001 200 5001 124620 B Schematic Design 1 Oj 01 01 1 Oi 01 1 0 C 1Project Funding/Advocacy 1 01 01 01 01 01 j 0 !sub-totals 1 374201 500001 250001 75001 0 40001 200 5001 124620 PHASE II DESIGN SERVICES ! j 1 1 1 A 1Design Development 1 111320 500001 320001 0t 60001 500 25001 202320 B 1Construction Documents I 54240 200001 25001 1 01 40001 400 25001 83640 C !Bidding and Negotiation I 6880 15001 15001 0 3001 2001 01 10380 1sub-totals y 11724401 715001 360001 0' 0: 103001 11001 5000! 296340 1 1 i 1 1 iI 1 1 Total Phase I and H Services 1 2098601 1215001 610001 7500' 0 143001 1300! 55001 420960 May 25, 2000 , City of Elgin Fox Riverfront Improvements Project E, MetraiNational St 1 j Hitchcock Design Group j j I ' Time Estimate ( I I 1 ( 1 ;Hours! 1 I I ILDR !MGT DES ;OBS !DOC !SUP sub-tot 1 1 standard rates I 130 I 901 75 I 65 i 50 ! 50 PHASE I PLANNING SERVICES ( 1 ! i A ;Research and Analysis i lkick off meeting I ! ! ( 0 21inventory existing data ! j ( I I I I 0 ( 3!topographic survey ( ! I ' I 0 ( 4!floodplainlway analysis ( I 1 I j 1 0 ( 5!base map -- 1 ( 1 I 0 ( 6lshoreline assessment I I ! ! .. I 0 71tree assessment 1 i i i I 0 8(inventory sign graphics ! ! I j 0 ( 9geotechnical testing I 0 ( (hours 1 0! 01 0! 0 01 01 0 _1 ;sub-total fee j 01 0! 0; 01 0' 01 0 ( i ! ( I I B ;Schematic Design ( j I 1 l(prelim design/impl strategy 1 81 81 241 ! 241 41 68 2 design refinement 1 1 8 241 1 241 1 56 ( 3!presentation materials ! ! 41 24! 1 24! I 52 41presentation refinement j 1 1 ( 1 1 0 5lcommittee/public review I 8! 161 I 8! 32 6!finalize presentation 1 1 8 161 ! 16': I 40 7:council approval j 4! 81 ! ! 1 12 ;hours ! 201 521 881 01 88; 12! 260 ;sub-total fee 1 2600! 46801 6600! 0! 4400' 600( 18880 j ; i I I C Project Funding and Advocacy j ( i 1 1 I iapplication prep ! i i j 0 2:City review ( I 0 3;form letters I 1 1 ! 0 41application submittal ! 1 I 0 5;follow-up advocacy I I 0 :hours 0' 01 01 0' 0 0! 0 'sub-total fee I 0I 0 0. 0 0 01 0 . . . . May 25, 2000 I . City of Elgin . Fox Riverfront Improvements . Project E, Metra/National St , 1 ; ' Hitchcock Design Group Time Estimate , . . I 1 1Hours I : . ! i LDR MGT DES lOBS .DOC !SUP sub-tot 1 standard rates I 130 90 75 65 50 50 1 PHASE II DESIGN SERVICES II A !Design Development l!finalize design I I 0 2;hydraulic model 0 3lpre-final plans I I 0 4!1 cost opinion I 0 51outline specifications 0 61compensatory storage calcs ' 0 71construction strategy I 0 : 8Uurisdictionall0public review , , 91revisions I I , , 0 1101Council presentation II 1 0 ill permit applications 1i 0 12Ipermit facilitation ; , . 0 !hours 01 01 01 0, 01 01 0 1sub-total fee 01 01 01 0: 01 01 ! 0 II ! B jConstruction Documents I : , 11final contract documents . , I 0 , • 21update cost opinion , 0 I 31committee/City review j I I , . 0 I 41minor revisions I ; ; 0 !hours I 01 01 01 tY 0 01 0 1sub-total fee 01 01 01 0. 0: 01 0 1 1 C Bidding and Negotiation , 1 11city funded projects ' , 0 2lgrant funded prjects , : ' , ' ; 0 hours 01 0 0; 0, 0 0 0 lsub-total fee 01 0: 0 0 0 0 0 - May 25, 2000 . . City of Elgin j i I Fox Riverfront Improvements j 1 ; Project E,Metra/National St i I j I Hitchcock Design Group I Fee Estimate j I Fees I I I 1 1 HDG j TSYS ! HEY I GEO ! ARCH :Service1Travel (Other sub-total PHASE I PLANNING SERVICES I i 1 A ;Research and Analysis I 0! I I 0; 01 1 I 0 B ;Schematic Design ( 188801 I ( 1 01 7001 2001 I 19780 C 1Project Funding/Advocacy 1 01 I I ! 0; 01 ( 0 1sub-totals I 188801 01 01 0! 0; 7001 200 01 19780 11 C 1 ( I ! 1 I PHASE H DESIGN SERVICES ( 1 ( i i A ;Design Development I 01 I ( i 0 1 1 0 B ;Construction Documents I 01 i 1 i 1 01 1 ( 0 C !Bidding and Negotiation 1 01 1 I 01 i 0 !sub-totals 01 01 01 0 001 01 01 0 1 I 1 1 1I _ I Total Phase I and II Services i 188801 01 0! 01 0', 7001 2001 01 19780 May 25, 2000 City of Elgin Fox Riverfront Improvements All Projects Hitchcock Design Group Fee Estimate Summary Phase I II sub-total Projects A !Civic Campus 1 walton island 21civic shoreline 3loverlook sub-tot I 1246201 296340 420960 B iFestival Park C IRiverside Deck D Metra/West Bank E Metra/National St. I 19780; 01 19780 !Total , 1444001 2963401 440740 _— . . TAXJCOLLUS|ON/DEBARMENTAFF}DAV\T 8A �_ State of UKU���k �� ss. �� County of ��� for. fIclfweb• � ` ��� '. m K� �«� 0being �rstdu|yswo . deposesandsays: That he is fil0P;ADAof the firm of the party making the foregoing bid and that the bidder is not barred from contracting with any unit or local government as a result of a violation of 720 Illinois Compiled 3hatutes, Section 5/33E-3 or 5/33E-4, as amended; and, no collusion or agreement among other bidders or prospective bidders to bid a fixed price or otherwise restrain freedom of competition by agreement has taken place; and, bidder is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless there is a pending proceeding contesting the tax. Signature of Bidder, if an individual: Signature of Bidder, if a partnership: Subscribed and swoto b fore me this ce/ •a" clay of , 2000Signature of Bidder, if a corporation: My commission expires �/� �71?4- ���/ ��w�-*, r/es/ue//t 441kk\ OFFICIAL SEAL JO ANN DUpRE^ NOTARY PUBLIC,STATE OF ILLINOIS 8ecr MY COMMISSION EXPIRES 5-94001 Exhibit 7 BIDDER'S EMPLOYEE UTILIZATION FORM . . This report is required by the City of Elgin and must be submitted before the contract can be awarded. Chapter 3.12.1000 Affirmative Action - City Contracts 1. Name and Address of Bidder Description of Project ik v Turk Loa4. O 0 take gaol NI Q4 4 WO Or 14,1 *.11 Offr/14 Pr'C. 0 Aten•Vil.W.I N. (,0Sj1) JOB CATEGORIES Total Whites Blacks Hispanics Asians or American Minority Female Employees Pacific Indians (M &t.F) (All Islanders Categories) M / F M / F M / F . M / F M / F % % Example:Managers 18 3 5 3 2 4 1 55.6% 44.4% (10/18) (8/18) - „ Offitf#4 A 4 . a o Sr. ksoadf4 1 4 i° . . 0 2 c1 61D ktts 0(AAA I Le 1 t 4 l 400alck ZS 96 _ nIttaftity Pacupti• 1-- I I. soak t oo°A) _ Ai I okif•kr 1 I 0 o . - . ....._ , . . 1 . TOTALS 30 #ii 1 I 1 1 j 'Vo 2.1 % Si: . .3.re of Co .any Official Title Telephone Number Date Signed Page 1 of I 1' eatzs, oNT &ID Au t .rrbi 2. Have you ever been awarded a bid by the City of Elgin? Yes ___No 3. . If the answer to question #2 is Yes, please submit a copy of the Employee Urili7ation Form that was submitted with your last successful bid along with a fully completed copy of this form. 4. If the statistical data provided above shows under-utili7ation of minorities and/or females, please submit, according to the guideline provided in the attached document, a written commitment to provide equal employment opportunity. NOTE: In the event that a contractor or vendor, etc., fails to comply with the fair employment and affirmative action provisions of the City of Elgin, the City amongst other actions may cancel, terminate, or suspend the contract in whole or in part. N.R. y ��,.,;.,, . ; f City of Elgin, Illinois rto 033" Equal Employment Written Commitment Guideline The written commitment required in Item #4 of the Bidder's Employee Utilization Form shall: 1. Set out the name and phone number of the bidder's Equal Employment Officer. 2. Clearly identify the bidder's recruitment area and the percentage of minorities and females in the area's population and labor force. 3. Set out what the bidder has done and has set as a goal to ensure the recruitment of minority and female employees. 4. Set out the bidder's specific goals to recruit minorities and females for training programs or other similar opportunities available through the bidder's organization. 5. Indicate bidder's consent to submit to the City of Elgin, upon request, statistical data concerning its employee composition and recruitment efforts anytime during the term of the contract. 6. Show bidder's consent to distribute copies of the written commitment to all persons who participate in recruitment, screening, referral, and selection and hiring of job applicants for the bidder. 7. Clearly show that the bidder shall require all subcontractors, if any, to submit a written commitment complying with the above requirements of their affirmative action plan to the City of Elgin. Description of Groups for Classification Purposes • White: all persons having origins in Europe, North America, or the Middle East Black: all persons having origins in any of the Black racial groups of Africa Hispanic: all persons of Mexican, Puerto Rican, Cuban, Central South American, or other Spanish culture or origin, regardless of race Asian American: all persons having origins in the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands American Indian: all persons having origins in any of the original peoples of North America and who maintain cultural identification through tribal Exhibit 8 City of Elgin, Illinois sti Sexual Harassment ---- Policies and Programs ,n- cit gip .... .y% Every party to any contract with the City of Elgin and every bidder is required to have, and to effectively distribute, written sexual harassment policies that include, at a minimum, the following information: (I) the illegality of sexual harassment (II) the definition of sexual harassment under state law (III) a description of sexual harassment,utilizing examples (IV) the vendor's internal complaint process including penalties (V) the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission (VI) directions on how to contact the department and commission (VII) protection against retaliation as provided by Section 6-101 of the Human Rights Act I hereby affirm that the organization which I represent has in place sexual harassment policies which include the required information set forth above, and I hereby agree to furnish the City of Elgin - Human Resources Department with a copy of these policies if they so request. • Signature/Title PtLaWC/1/4).f Company ai LMoi . (7"'W, Date ' . . / 1 Sexual harassment is defined as follows: "Sexual harassment"means any unwelcome sexual advances or requests for sexual favors or any conduct of a sexual nature when(1)submission to such conduct is made either explicitly or implicitly a term or condition of an individual 's employment,(2) submission to or rejection of such conduct by and individual is used as a basis for employment decisions affecting such individual, or(3) such conduct has the purpose or effect of substantially interfering with and individual's work performance or creating an intimidating, hostile, or offensive working environment. . Any questions by contracting parties or eligible bidders concerning compliance with these requirements should be directed to the City of Elgin - Human Resources Department at (847) 931-5618. I hereby agree fully indemnify and hold the City of Elgin harmless from any and all liability, loss or damage including costs of defense or claim, demands, cost of judgement against it arising from any sexual harassment complaint resulting from the act of any member of my organization in the performance of this contract. Signature/Title -1.1°. L Company &a ��_dr 4JL' Date Exhibit 9