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HomeMy WebLinkAbout06-207 Resolution No.06-207 RESOLUTION AUTHORIZING EXECUTION OF A FIRST AMENDMENT AGREEMENT WITH STANLEY CONSULTANTS, INC. FOR STREET SIGN INVENTORY AND UPGRADE PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,and Dolonna Mecum,City Clerk,be and are hereby authorized and directed to execute a first amendment agreement on behalf of the City of Elgin with Stanley Consultants,Inc. for the street sign inventory and upgrade project,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: August 23, 2006 Adopted: August 23, 2006 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk FIRST AMENDMENT AGREEMENT THIS FIRST AMENDMENT AGREEMENT is made and entered into this 23i2.0 day of A cuff . s - , 2006, by and between the CITY of ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY" ) and STANLEY CONSULTANTS, INC. , an Illinois corporation (hereinafter referred to as "ENGINEER" ) . WHEREAS, the parties hereto have previously entered into an agreement dated May 11, 2005, for the ENGINEER to furnish certain professional services in connection with the Street Sign Inventory and Replacement Project (hereinafter referred to as "Original Agreement" ) ; and WHEREAS, the parties hereto have each determined it to be in their best interests to amend the Original Agreement to provide for additional services by the ENGINEER, specifically, the addition of part-time Field Inspection services (as outlined and identified below) : NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the receipt and sufficiency of which are hereby mutually acknowledged, the parties hereto agree as follows : 1 . Attachment " A " of the Original Agreement entitled "Scope of Services " is amended by amending Section 2 (Subsequent Year Services) to include the additions as follows : Field Inspection ■ Initial Meeting ■ Progress Inspections (2) ■ Monthly Sign Count (4) ■ Process Monthly Invoice (4) ■ RFI' s and Phone Calls ■ Project Closeout 2 . Paragraph IV of the Original Agreement entitled " Payments to the Engineer " shall be amended by amending Paragraph D to include the following line : " D . It should reflect that payment to ENGINEER for Program Year 2006 will total $85, 000 for the addition of aforementioned Field Inspection Services, as agreed to by both CITY and ENGINEER. The total maximum contract fee of $320, 000 for years 2005 through 2008 will be increased to $325, 000, as per this increase for year 2006 with the addition of Field Inspection Services . See Attachment " C " for Program Year 2006 for itemized costs . " 3 . The services to be provided by the ENGINEER pursuant to this First Amendment Agreement shall be commenced upon execution of this First Amendment Agreement and shall be completed by the ENGINEER as soon as is reasonably practicable but in no event later than the dates set forth in original Attachment (s) "B " . 4 . In the event of any conflict between the terms of this First Amendment Agreement and the terms of the Original Agreement, the terms of this First Amendment Agreement shall control . 5 . That except as amended by this First Amendment Agreement the terms of the Original Agreement, First Amendment between the ENGINEER and the CITY shall remain in full force and effect. 6 . The changes to the Original Agreement, as amended, provided by this First Amendment Agreement are germane to the original contract as signed and the changes provided for herein are in the best interests of the City and authorized by law. 7 . The Original Agreement as Amended by this First Amendment Agreement is acknowledged by the ENGINEER and CITY to continue to be enforceable by all of the terms of the Agreement as so Amended including, but not limited to, Attachment A. IN WITNESS WHEREOF, the parties hereto have entered into and executed this First Amendment Agreement on the date and year first written above . CITY OF ELGIN STANLEY CONSULTANTS, INC. Alf By CS) By ��� ' ` i-i'" 41. Olufemi V1e6 City Man. • • President Attest : Attest : ) 11,414-1"4 1111111h City Clerk ,. 'etary AGREEMENT THIS AGREEMENT is hereby made and entered into this Ibf,(day of /n A y , 2005, by and between the CITY OF ELGIN, Illinois, a municipal corporation (hereinafter referred to as "CITY") and Stanley Consultants, Inc. an Iowa corporation (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with Street Sign Inventory and Replacement Project (hereinafter referred to as the "PROJECT"); and WHEREAS, the ENGINEER represents that it is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the CITY and ENGINEER hereby agree that the CITY hereby retains ENGINEER to act for and represent CITY in the engineering matters involved in the Project as set forth herein, subject to the following terms, conditions and stipulations: 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 work under this project includes: During the 2005 calendar year: • Windshield Survey • Pilot Program for Data Collection • Bid Documents and Bidding Assistance for Sign Replacements During the 2006, 2007 and 2008 calendar years, subject to contract amendment by - 2 - City: • Sign Data Collection • Development of Sign Standards • Project Set-up and Database Testing • Engineering Analysis of Sign Locations • Bid Documents and Bidding Assistance for Sign Replacements / Additions C. A detailed Scope of Services is attached hereto as Attachment A. II. PROGRESS REPORTS A. A detailed project schedule for the Project is included as Attachment B, attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in B. below. B. The Engineer will submit to the Director monthly a Status Report keyed to the Project Schedule. A brief narrative will be provided identifying progress, findings and outstanding issues. 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 to the ENGINEER. IV. PAYMENTS TO THE ENGINEER (Not To Exceed Method) A. For services provided in 2005 the ENGINEER shall be paid at the rate of 3.0 times the direct hourly rate of personnel employed on this PROJECT, with the total fee not - 3 - to exceed $84,606 regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are authorized in writing by the CITY. A summary of these fee calculations is attached hereto as Attachment C. B. For outside services provided by other films or subconsultants, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER, plus 10%. Any such invoiced fees to ENGINEER shall be included with and construed as part of the above-referenced amount of$84,606. C. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30 days after receipt and approval of invoice. Said periodic payments to the ENGINEER shall not exceed the amounts shown in the following schedule, and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. D. Services to be performed in 2006-2008 and compensation to the Engineer therefore will require a written amendment to this agreement approved by the City Council of the City. In the event of such an amendment to the agreement and a funding appropriation therefore approved by the City Council of the City it is agreed that the City shall reimburse the Engineer for such services with a total fee not to exceed $320,000 regardless of the actual time expended or actual costs incurred by the Engineer unless substantial modifications to the scope of work to be performed in 2006-2008 are authorized in writing by the City. The $320,000 fee represents an estimate of$80,000 fee for each of the years 2006, 2007 and 2008. This estimate shall be revised with each Amendment to this contract, and a detailed summary of the costs shall be provided at that time. 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. - 4 - B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The ENGINEER shall permit the authorized representative of the CITY to inspect and audit all data and records of the ENGINEER for work done under this Agreement. The ENGINEER shall make these records available at reasonable times during the Agreement period, and for a year after termination of this Agreement. VI. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to the ENGINEER. In the event that this Agreement is so terminated, the ENGINEER shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, provided, however, that such payment shall not exceed the task amounts set forth under Paragraph IV above. VII. TERM Unless terminated for cause or pursuant to Article VI or IX, this Agreement shall terminate on the date CITY issues a written determination that all of ENGINEER's work pursuant to this agreement is finally completed and is accepted by CITY. Such a determination of completion and acceptance shall not constitute a waiver of any rights or claims which the CITY may have or may thereafter acquire with respect to any term or provision of this agreement. VIII. NOTICE OF CLAIM If the ENGINEER wishes to make a claim for additional compensation as a result of action taken by the CITY, the ENGINEER shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the ENGINEER. Regardless of the decision of the DIRECTOR relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. - 5 - 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 To the fullest extent permitted by law, ENGINEER agrees to and shall indemnify, defend and hold harmless the CITY, its officers, employees, agents, boards and commissions from and against any and all claims, suits,judgments, costs, attorney's fees, damages or other relief, including but not limited to workers' compensation claims, in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith, including negligence or omissions of employees or agents of the ENGINEER arising out of the performance of this Agreement. In the event of any such action against the CITY, its officers, employees, agents, boards or commissions, covered by the foregoing duty to indemnify, defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. The provisions of this section shall survive any termination or expiration of this agreement. XI. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. XII. INSURANCE A. Comprehensive Liability. The ENGINEER shall provide, pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance written in occurrence form 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 - 6 - DIRECTOR. Such Certificate of Insurance shall include, but not be limited to, coverage for the obligations assumed by ENGINEER pursuant to Article X herein entitled "Indemnification". Such above-referenced insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, alternatively, if the insurance states that it is excess or prorated, it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance written in occurrence form covering all owned, non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of$1,000,000 per occurrence subject to a $1,000,000 aggregate. D. Professional Liability. The ENGINEER shall carry Engineer's Professional Liability Insurance covering claims resulting from error, omissions or negligent acts with a combined single limit of not less than $1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30) days prior written notice to the DIRECTOR. XIII. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES, PROCEDURES AND SAFETY The ENGINEER shall not have control over or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the construction, unless specifically identified in the Scope of Services. 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 - 7 - occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. XV. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto; provided, however, that no assignment shall be made without the prior written consent of the CITY. XVI. DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to each and every item, condition and other provision hereof to the same extent that the ENGINEER would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's advanced written approval. XVII. NO CO-PARTNERSHIP OR AGENCY This agreement shall not be construed so as to create a partnership,joint venture, employment or other agency relationship between the parties hereto, except to such extent as may be specifically provided for herein. XVIII. SEVERABILITY The terms of this agreement shall be severable. In the event any of the terms or provisions of this agreement are deemed to be void or otherwise unenforceable for any reason, the remainder 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 - 8 - a matter of convenience and for reference and in no way are they intended to define, limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. XX. MODIFICATION OR AMENDMENT - This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. XXI. APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois. 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. 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 The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq. Or any similar state or federal statute regarding bid rigging. 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: - 9 - 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. A copy of the policies must be provided to the Department of Human Rights upon request 775 ILCS 5/2-105. 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 - 10 - B. As to ENGINEER: ROB GETZ, P.E. Project Principal Stanley Consultants, Inc. 8501 W. Higgins, Suite 730 Chicago, IL 60631 - 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 By By IWZ, ti , \`_ City Clerk Ci Manag: - (SEAL) For the ENGINEER: Dated this day of , A.D., 2005 ATTEST: B . - Bynhs-0// •ecret . • Senior Vice President (SEAL) Attachment A Scope of Services Many of the existing signs in the older areas of the City of Elgin are in poor condition and require replacement. The City proposes that a sign inventory be conducted to develop a coordinated program for the replacement of these defective signs. In conjunction with this effort, the City also wishes to upgrade their existing signs to meet current Manual of Uniform Traffic Control Devices (MUTCD) standards. By creating this inventory of City signs in their CASSWORKS database, City staff will be able to track future sign work against existing assets. The sign inventory and replacement program must be a seamless process, and the completed database must work as intended without additional debugging and reprogramming. This proposal provides for engineering services for the inspection, design and bidding services for the replacement of existing signing. The work includes inventory of existing regulatory, warning and directional signage and subsequent evaluation to determine required replacement. The program is anticipated to be a multi-year program starting in 2005. First Year Services (2005) This following work is proposed as part of the First Year Services to be performed in 2005. The scope of services for subsequent years in the sign replacement program is listed below but not included in our fee. Windshield Survey Stanley Consultants, Inc will perform a windshield survey of all arterial, collector, and local routes within the City to identify signs with obvious visual damage. We will note the type of sign, type of damage, and collect information relevant to its location (latitude and longitude as well as address if easily identifiable). Upon completion of the survey, a meeting with the City will be held to review which signs should be replaced in the first year contract. Pilot Program A pilot program for the collection and processing of detailed database information will be performed. This will give us an idea of what type of production rate can be expected when collecting this information over future 5GCCL-7915.MGOV5.EIginSigns I Attachment A project years. Stanley Consultants will collect inventory data for a pilot project area. A sample geodatabase will then be developed and the inventory data will be downloaded into the CASS WORKS. RJN Group will perform bench testing to make sure that required the data collection process works smoothly. A meeting will be held with the City to review the results of the pilot program and to establish required database elements for subsequent year surveys. Bid Documents and Bidding Assistance Stanley Consultants will prepare bid documents for a contract to replace damaged signs identified during the windshield survey. The number of signs to be replaced in the contract will be according to available budget. Bid specifications and standard details for replacement will be prepared in accordance with IDOT guidelines, policies and standards, as well as in accordance with the requirements of the City of Elgin. A table of sign replacement locations will be included that indicates sign types and their location according to approximate latitude and longitude that was recorded during the windshield survey. Special provisions included in the bid documents will supplement the "Standard Specifications for Road and Bridge Construction", adopted January 1, 2002 by the Illinois Department of Transportation. A Project Manual will be prepared that includes bid forms, instruction to bidders, contract bid form, bonding and insurance requirements, State and Federal compliance requirements (where and if necessary) and special provisions. All contract documents will be prepared in accordance with City requirements. Final quantities and an Engineer's Estimate will be submitted. Stanley Consultants will assist City staff in bidding the project and awarding the contract. We will also conduct the prebid meeting. Subsequent Year Services These services are not included in our proposal for First Year Services 2005 but are proposed for subsequent years Data Collection Stanley Consultants, in conjunction with City staff, will prioritize the order of streets and finalize the list of attributes to be collected during the sign inventory. A work plan for sign inventory work will then be developed based on budgetary and schedule constraints. Existing Elgin geodatabase information will be used in setting up the sign inventory geodatabase 5GCCL-7915.MGOV5.EIginSigns 2 Attachment A Stanley Consultants will review signage for conformity with the Manual on Uniform Traffic Control Devices (MUTCD). Missing signs that are needed to meet safety requirements will be noted as well as signs that do not meet standards. Inventory tags will be placed on each sign. Stanley Consultants also proposes to photograph unique signs (i.e. stop signs are not unique and probably would not need to be photographed) and include them in the ESRI database. Per our discussions with the City, street signs are to be excluded from the sign inventory. Field data will be collected using the Thales Mobilemapper equipped with GPS and ArcPad. The GPS receiver attached to the Mobile mapper will record the location of each sign using a signal broadcast by satellites. The location will be differentially corrected with a beacon receiver to provide submeter accuracy. Each Mobilemapper will be equipped with Arcpad and will have City GIS layers installed so that sign locations can be immediately verified when measurements are taken. Sign Standards Stanley Consultants will assist the City in developing standards for signing school zones, crosswalks, parking and lane additions and deletions. These standards will be used to evaluate required signing improvements as well as provide guidelines for future development within the City Project setup and Database Testing Based on the pilot project performed during the first year, a geodatabase will be developed and the inventory data will be downloaded into the CASS WORKS Sign Inventory. RJN Group will perform additional bench testing to make sure that required the data collection process works smoothly. Upon satisfactory completion of the benchtest, the desired database fields will be reviewed with the City and refined CASS WORKS and the ESRI Database Field data collected with the Mobilemapper will be downloaded into an ESRI geodatabase. Once the data has been checked, it will be downloaded into CASS WORKS. Information downloaded into CASS WORKS will help track work orders on signs that need to be changed, installed, fixed or just routinely inspected. Work done on the signs can also be tracked easily for future reference. After inventory data is entered into the CASS WORKS system, Stanley Consultants will run a series of queries and reports to ensure that the database works. Hours have also been provided for our subconsultant, RJN Group, Inc, to assist with this task. This work will be 5GCCL-7915.MGOV5.EIginSigns 3 Attachment A done in the offices of the City and our staff would be glad to assist your staff in the use of CASS WORKS during database startup and testing. The ESRI geodatabase will also be delivered to the City and provide additional information that may not be contained in the CASS WORKS database. It will contain both spatial and non-spatial data including digital images. This data, combined with the physical attributes of the sign, will provide an accurate representation of the location and condition of each sign in the inventory and will allow for prioritization of signs to be replaced. Signs that were replaced in 2005 will be added to the database as new signs. Engineering Analysis Signs entered into the ESRI geodatabase will be analyzed for replacement. A rating system for prioritizing sign replacement will be jointly developed with the City. Sign deficiencies to be prioritized may include missing or damaged signs, unsigned hazards, low legibility or retroreflectivity. Essential signs with one or more deficiencies would be recommended as top priorities. In addition, signs that do not meet City Standards would also be recommended for replacement. Sign prioritization will also consider the requirements of the MUTCD concerning non-compliant devices on existing highways. These would be brought into compliance with the 2003 edition of the MUTCD as part of a systematic upgrading of substandard traffic control devices as required the Highway Safety Program. Bid Documents and Bidding Assistance Stanley Consultants will prepare bid documents for a contract to replace and install signage. Signs replacement will be prioritized as identified in the engineering analysis and according to available budget. Add alternates will be included to maximize the use of the available budget. Bid specifications will include exhibits showing sign location and standard details for replacement and will be prepared in accordance with IDOT guidelines, policies and standards, as well as in accordance with the requirements of the City of Elgin Special provisions included in the bid documents will supplement the "Standard Specifications for Road and Bridge Construction", adopted January 1, 2002 by the Illinois Department of Transportation. A Project Manual will be prepared that includes bid forms, instruction to bidders, contract bid form, bonding and insurance requirements, State and Federal compliance requirements (where and if necessary) and special provisions. All contract documents will be prepared in accordance with City requirements. Final quantities and an Engineer's Estimate will be submitted. 5GCCL-7915.MGOV5.EIginSigns 4 Attachment A Stanley Consultants will assist City staff in bidding the project and awarding the contract. We will also conduct the prebid meeting and field check representative areas of the project area to insure that sign sizes, types and placement are in compliance with the specifications. Deliverables Deliverables for this portion of the project include a working CASS WORKS sign database; an ESRI geodatabase sign layer and bidding documents for the signs that are inventoried in 2005. All signs that are identified for replacement in the bidding documents will be entered into CASS WORKS and the ESRI database as new signs. • 5GCCL-7915.MGOV5.ElginSigns 5 Attachment C City of Elgin Street Sign Inventory and Upgrade Program -Year 2006 5/10/06 Estimated Hours Sr.GIS GIS TASK Principal Prot Mgr. Sr Engr Engr. Specialist Specialist Technician Jr Tech. Total MH Total Cost Cassworks Cassworks implementation 4 8 24 36 $1,256 Coordination with RJN 2 8 10 $363 ESRI to Cassworks conversion 8 26 34 $1,105 Subtotal $2,723 Administration QA/QC 8 8 16 $624 Coordination 32 32 $1,720 Administration 24 24 $1,290 Subtotal $3,634 Meetings with City Coordination meetings(2 mtg) 8 8 8 24 $1,054 Subtotal $1,054 Data Collection 340 340 680 $15,436 Field Inspection Initial meeting 4 4 $138 Progress Inspections(2) 8 8 $275 Monthly sign count(4) 32 32 64 $1,904 Process Monthly Invoice(4) 16 16 $550 RFIs and Phone calls 32 32 $1,101 Project Closeout 8 8 $275 Total Hours 8 70 8 100 16 74 372 340 988 %Total Man-Hours 1% 7% 1% 10% 2% 7% 38% 34% Labor Cost $369 $3,763 $369 $3,440 $550 $2,361 $9,337 $6,902 $27,090 Labor Cost x Multiplier $77,207 Direct Costs $1,943 RJN Engineers(Cassworks implementation) $5,850 TOTAL 988 $85,000 ` 4,OF EL C' .. • Cti Agenda Item No. v,/s — City of Elgin 42. ,. August 4, 2006 TO: Mayor and Members of the City Council ' FROM: Olufemi Folarin, City Manager ,r,ii r+dl} stable John Loete, Public Works Direc or �a r C+E'VE'i'1tniPiU SUBJECT: Amendment No. 1 to an Engineering Service Agreement With Stanley Consultants for Street Sign Inventory and Upgrade Project PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider Amendment No. 1 to the Engineering Services Contract with Stanley Consultants for related engineering services on the subject contract. RECOMMENDATION Alow It is recommended that the City Council approve Amendment No. 1 in the amount of$85,000 to the Engineering Services Agreement with Stanley Consultants for the Street Signage Inventory and Upgrade Project and authorize the City Manager to execute the necessary documents. BACKGROUND At its meeting on April 27, 2005, the City Council authorized an agreement with Stanley Consultants for a multi-year project to upgrade street signage throughout the City. The project's purpose is to survey the signage throughout the City for condition and appropriateness under the newly released edition of the Manual for Uniform Traffic Control Devices (MUTCD) and then develop bid specifications for the removal, replacement, or relocation of the signs that do not meet the standard. The first two year's scope was adjusted to include a visual survey of all signs on City maintained arterial and collector streets so that an initial replacement contract could address visually deficient signs. This adjustment was made because of the wide spread poor condition of the signage and was included in the contract scope approved by Council. The installation of those signs is scheduled to begin next week. The proposed amendment No. 1 authorizes the work for the third year of the project and returns to the original scope of examining the correctness of sign installations through out the City, placing an identity tag on each sign, testing its reflectivity, determining its location with GPS, and downloading the information into our computerized management system. It is anticipated ,g"► that this work will take the remaining three years of the contract. In addition, the amendment Ow Amendment No. 1 with Stanley Consultants For Signage Upgrade Project August 4, 2006 Page 2 adds installation inspection services on the sign replacement contract currently underway. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None Dit(iFINANCIAL IMPACT The cost of Amendment No. 1 with Stanley Consultants is $85,000.00. Funds for the amendment are in the Riverboat Fund, account number 275-0000-791.93-80, "Public Ways", project number 039587, "Street Signage Survey/Upgrade Project" with $300,000 budgeted and $87,105 available. won7EGAL IMPACT None ALTERNATIVES Ow 1. Authorize Amendment No. 1 as recommended 2. Do not authorize the agreement and direct staff on how to proceed. Respectfully submitted for Council consideration. (jml) Attachments .0e► FIRST AMENDMENT AGREEMENT THIS FIRST AMENDMENT AGREEMENT is made and entered into this day of , 2006, by and between the CITY of ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY" ) and STANLEY CONSULTANTS, INC. , an Illinois corporation (hereinafter referred to as "ENGINEER" ) . WHEREAS, the parties hereto have previously entered into an agreement dated May 11, 2005 , for the ENGINEER to furnish certain professional services in connection with the Street Sign Inventory and Replacement Project (hereinafter referred to as "Original Agreement" ) ; and WHEREAS, the parties hereto have each determined it to be in their best interests to amend the Original Agreement to provide for additional services by the ENGINEER, specifically, the addition of part-time Field Inspection services (as outlined and identified below) : NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the receipt and sufficiency of which are hereby mutually acknowledged, the parties hereto agree as follows : 1 . Attachment " A " of the Original Agreement entitled "Scope of Services " is amended by amending Section 2 (Subsequent Year Services) to include the additions as follows : Field Inspection • Initial Meeting • Progress Inspections (2) • Monthly Sign Count (4 ) • Process Monthly Invoice (4) • RFI' s and Phone Calls • Project Closeout 2 . Paragraph IV of the Original Agreement entitled " Payments to the Engineer " shall be amended by amending Paragraph D to include the following line : " D . It should reflect that payment to ENGINEER for Program ,�•. Year 2006 will total $85, 000 for the addition of aforementioned Field Inspection Services, as agreed to by both CITY and ENGINEER. See Attachment " C " for Program Year 2006 for itemized costs . " 3 . The services to be provided by the ENGINEER pursuant to this First Amendment Agreement shall be commenced upon execution of this First Amendment Agreement and shall be completed by the ENGINEER as soon as is reasonably practicable but in no event later than the dates set forth in original Attachment (s) "B " . 4 . In the event of any conflict between the terms of this First Amendment Agreement and the terms of the Original Agreement, the terms of this First Amendment Agreement shall control . 5 . That except as amended by this First Amendment Agreement the terms of the Original Agreement, First Amendment between the ENGINEER and the CITY shall remain in full force and effect . 6 . The changes to the Original Agreement, as amended, provided by this First Amendment Agreement are germane to the original contract as signed and the changes provided for herein are in the best interests of the City and authorized by law. IN WITNESS WHEREOF, the parties hereto have entered into and executed this First Amendment Agreement on the date and year first written above . CITY OF ELGIN STANLEY CONSULTANTS, INC. By By Ed Schock Mayor President Attest: Attest : By City Clerk Secretary AGREEMENT THIS AGREEMENT is hereby made and entered into this ((t,(day of Al A Y , 2005, by and between the CITY OF ELGIN, Illinois, a municipal corporation (hereinafter referred to as "CITY") and Stanley Consultants, Inc. an Iowa corporation (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with Street Sign Inventory and Replacement Project (hereinafter referred to as the "PROJECT"); and WHEREAS, the ENGINEER represents that it is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the CITY and ENGINEER hereby agree that the CITY hereby retains ENGINEER to act for and represent CITY in the engineering matters involved in the Project as set forth herein, subject to the following terms, conditions and stipulations: 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 work under this project includes: During the 2005 calendar year: • Windshield Survey • Pilot Program for Data Collection • Bid Documents and Bidding Assistance for Sign Replacements '^ During the 2006, 2007 and 2008 calendar years, subject to contract amendment by �.. - 2 - City: • Sign Data Collection • Development of Sign Standards • Project Set-up and Database Testing • Engineering Analysis of Sign Locations • Bid Documents and Bidding Assistance for Sign Replacements / Additions C. A detailed Scope of Services is attached hereto as Attachment A. II. PROGRESS REPORTS A. A detailed project schedule for the Project is included as Attachment B, attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in B. below. B. The Engineer will submit to the Director monthly a Status Report keyed to the Project Schedule. A brief narrative will be provided identifying progress, findings and outstanding issues. 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 to the ENGINEER. IV. PAYMENTS TO THE ENGINEER (Not To Exceed Method) A. For services provided in 2005 the ENGINEER shall be paid at the rate of 3.0 times the direct hourly rate of personnel employed on this PROJECT, with the total fee not o,,, - 3 - to exceed $84,606 regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are authorized in writing by the CITY. A summary of these fee calculations is attached hereto as Attachment C. B. For outside services provided by other firms or subconsultants, the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER, plus 10%. Any such invoiced fees to ENGINEER shall be included with and construed as part of the above-referenced amount of$84,606. C. The CITY shall make periodic payments to the ENGINEER based upon actual progress within 30 days after receipt and approval of invoice. Said periodic payments to the ENGINEER shall not exceed the amounts shown in the following schedule, and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. D. Services to be performed in 2006-2008 and compensation to the Engineer therefore will require a written amendment to this agreement approved by the City Council of the City. In the event of such an amendment to the agreement and a funding appropriation therefore approved by the City Council of the City it is agreed that the City shall reimburse the Engineer for such services with a total fee not to exceed $320,000 regardless of the actual time expended or actual costs incurred by the Engineer unless substantial modifications to the scope of work to be performed in 2006-2008 are authorized in writing by the City. The $320,000 fee represents an estimate of$80,000 fee for each of the years 2006, 2007 and 2008. This estimate shall be revised with each Amendment to this contract, and a detailed summary of the costs shall be provided at that time. 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. • ,oma - 4 - B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The ENGINEER shall permit the authorized representative of the CITY to inspect and audit all data and records of the ENGINEER for work done under this Agreement. The ENGINEER shall make these records available at reasonable times during the Agreement period, and for a year after termination of this Agreement. VI. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to the ENGINEER. In the event that this Agreement is so terminated, the ENGINEER shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, provided, however, that such payment shall not exceed the task amounts set forth under Paragraph IV above. VII. TERM 406► Unless terminated for cause or pursuant to Article VI or IX, this Agreement shall terminate on the date CITY issues a written determination that all of ENGINEER's work pursuant to this agreement is finally completed and is accepted by CITY. Such a determination of completion and acceptance shall not constitute a waiver of any rights or claims which the CITY may have or may thereafter acquire with respect to any term or provision of this agreement. VIII. NOTICE OF CLAIM If the ENGINEER wishes to make a claim for additional compensation as a result of action taken by the CITY, the ENGINEER shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the ENGINEER's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the ENGINEER. Regardless of the decision of the DIRECTOR relative to a claim submitted by the ENGINEER, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. 1 ' Aiwk _ 5 _ 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 To the fullest extent permitted by law, ENGINEER agrees to and shall indemnify, defend and hold harmless the CITY, its officers, employees, agents, boards and commissions from and against any and all claims, suits,judgments, costs, attorney's fees, damages or other relief, including but not limited to workers' compensation claims, in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith, including negligence or omissions of employees or agents of the ENGINEER arising out of the performance of this Agreement. In the event of any such action against the CITY, its officers, employees, ,�► agents, boards or commissions, covered by the foregoing duty to indemnify, defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. The provisions of this section shall survive any termination or expiration of this agreement. XI. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. XII. INSURANCE A. Comprehensive Liability. The ENGINEER shall provide, pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance written in occurrence form 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 4011.- modified or terminated without thirty (30) days prior written notice to the • - 6 - DIRECTOR. Such Certificate of Insurance shall include, but not be limited to, coverage for the obligations assumed by ENGINEER pursuant to Article X herein entitled "Indemnification". Such above-referenced insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, alternatively, if the insurance states that it is excess or prorated, it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance written in occurrence form covering all owned, non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of$1,000,000 per occurrence subject to a $1,000,000 aggregate. D. Professional Liability. The ENGINEER shall carry Engineer's Professional Liability Insurance covering claims resulting from error, omissions or negligent acts with a combined single limit of not less than $1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30) days prior written notice to the DIRECTOR. XIII. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES, PROCEDURES AND SAFETY The ENGINEER shall not have control over or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the construction, unless specifically identified in the Scope of Services. 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 Ow, of any sensory, mental or physical handicap, unless based upon a bona fide - 7 - occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. XV. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto; provided, however, that no assignment shall be made without the prior written consent of the CITY. XVI. DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to each and every item, condition and other provision hereof to the same extent that the ENGINEER would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's advanced written approval. XVII. NO CO-PARTNERSHIP OR AGENCY This agreement shall not be construed so as to create a partnership,joint venture, employment or other agency relationship between the parties hereto, except to such extent as may be specifically provided for herein. XVIII. SEVERABILITY The terms of this agreement shall be severable. In the event any of the terms or provisions of this agreement are deemed to be void or otherwise unenforceable for any reason, the remainder 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 ow - 8 - a matter of convenience and for reference and in no way are they intended to define, limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. XX. MODIFICATION OR AMENDMENT - This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. XXI. APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois. 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. *� 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 The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq. Or any similar state or federal statute regarding bid rigging. 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: - 9 - 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. A copy of the policies must be provided to the Department of Human Rights upon request 775 ILCS 5/2-105. XXVI. WRITTEN COMMUNICATIONS AsPik 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 - 10 - B. As to ENGINEER: ROB GETZ, P.E. Project Principal Stanley Consultants, Inc. 8501 W. Higgins, Suite 730 Chicago, IL 60631 Ow - 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 By CWBy City Clerk Ci `Manag: • (SEAL) For the ENGINEER: Dated this day of , A.D., 2005 ATTEST: B ..i�:�: '' • el, By 1 � .ecretc, Senior Vice President (SEAL) Attachment A Amik Scope of Services Many of the existing signs in the older areas of the City of Elgin are in poor condition and require replacement. The City proposes that a sign inventory be conducted to develop a coordinated program for the replacement of these defective signs. In conjunction with this effort, the City also wishes to upgrade their existing signs to meet current Manual of Uniform Traffic Control Devices (MUTCD) standards. By creating this inventory of City signs in their CASSWORKS database, City staff will be able to track future sign work against existing assets. The sign inventory and replacement program must be a seamless process, and the completed database must work as intended without additional debugging and reprogramming. This proposal provides for engineering services for the inspection, design 1011110, and bidding services for the replacement of existing signing. The work includes inventory of existing regulatory, warning and directional signage and subsequent evaluation to determine required replacement. The program is anticipated to be a multi-year program starting in 2005. First Year Services (2005) This following work is proposed as part of the First Year Services to be performed in 2005. The scope of services for subsequent years in the sign replacement program is listed below but not included in our fee. Windshield Survey Stanley Consultants, Inc will perform a windshield survey of all arterial, collector, and local routes within the City to identify signs with obvious visual damage. We will note the type of sign, type of damage, and collect information relevant to its location (latitude and longitude as well as address if easily identifiable). Upon completion of the survey, a meeting with the City will be held to review which signs should be replaced in the first year contract. Pilot Program A pilot program for the collection and processing of detailed database information will be performed. This will give us an idea of what type of 40P`'' production rate can be expected when collecting this information over future 5GCCL-7915.MGOV5.EIginSigns l Attachment A .r■A C project years. Stanley Consultants will collect inventory data for a pilot project area. A sample geodatabase will then be developed and the inventory data will be downloaded into the CASS WORKS. RJN Group will perform bench testing to make sure that required the data collection process works smoothly. A meeting will be held with the City to review the results of the pilot program and to establish required database elements for subsequent year surveys. Bid Documents and Bidding Assistance Stanley Consultants will prepare bid documents for a contract to replace damaged signs identified during the windshield survey. The number of signs to be replaced in the contract will be according to available budget. Bid specifications and standard details for replacement will be prepared in accordance with IDOT guidelines, policies and standards, as well as in accordance with the requirements of the City of Elgin. A table of sign replacement locations will be included that indicates sign types and their location according to approximate latitude and longitude that was recorded during the windshield survey. Special provisions included in the bid documents will supplement the "Standard Specifications for Road and Bridge Construction", adopted January 1, 2002 by the Illinois Department of Transportation. A Project Manual will be prepared that includes bid forms, instruction to bidders, contract bid form, bonding and insurance requirements, State and Federal compliance requirements (where and if necessary) and special provisions. All contract documents will be prepared in accordance with City requirements. Final quantities and an Engineer's Estimate will be submitted. Stanley Consultants will assist City staff in bidding the project and awarding the contract. We will also conduct the prebid meeting. Subsequent Year Services These services are not included in our proposal for First Year Services 2005 but are proposed for subsequent years Data Collection Stanley Consultants, in conjunction with City staff, will prioritize the order of streets and finalize the list of attributes to be collected during the sign inventory. A work plan for sign inventory work will then be developed based on budgetary and schedule constraints. Existing Elgin geodatabase APR., information will be used in setting up the sign inventory geodatabase 5GCCL-7915.MGOV5.ElginSigns 2 Attachment A Stanley Consultants will review signage for conformity with the Manual on Uniform Traffic Control Devices (MUTCD). Missing signs that are needed to meet safety requirements will be noted as well as signs that do not meet standards. Inventory tags will be placed on each sign. Stanley Consultants also proposes to photograph unique signs (i.e. stop signs are not unique and probably would not need to be photographed) and include them in the ESRI database. Per our discussions with the City, street signs are to be excluded from the sign inventory. Field data will be collected using the Thales Mobilemapper equipped with GPS and ArcPad. The GPS receiver attached to the Mobile mapper will record the location of each sign using a signal broadcast by satellites. The location will be differentially corrected with a beacon receiver to provide submeter accuracy. Each Mobilemapper will be equipped with Arcpad and will have City GIS layers installed so that sign locations can be immediately verified when measurements are taken. Sign Standards Stanley Consultants will assist the City in developing standards for signing school zones, crosswalks, parking and lane additions and deletions. These standards will be used to evaluate required signing improvements as well as provide guidelines for future development within the City Project setup and Database Testing Based on the pilot project performed during the first year, a geodatabase will be developed and the inventory data will be downloaded into the CASS WORKS Sign Inventory. RJN Group will perform additional bench testing to make sure that required the data collection process works smoothly. Upon satisfactory completion of the benchtest, the desired database fields will be reviewed with the City and refined CASS WORKS and the ESRI Database Field data collected with the Mobilemapper will be downloaded into an ESRI geodatabase. Once the data has been checked, it will be downloaded into CASS WORKS. Information downloaded into CASS WORKS will help track work orders on signs that need to be changed, installed, fixed or just routinely inspected. Work done on the signs can also be tracked easily for future reference. After inventory data is entered into the CASS WORKS system, Stanley Consultants will run a series of queries and reports to ensure that the database works. Hours have also been provided for our 4111110' subconsultant, RJN Group, Inc, to assist with this task. This work will be 5GCCL•7915.MGOV5.EIginSigns 3 Attachment A done in the offices of the City and our staff would be glad to assist your staff in the use of CASS WORKS during database startup and testing. The ESRI geodatabase will also be delivered to the City and provide additional information that may not be contained in the CASS WORKS database. It will contain both spatial and non-spatial data including digital images. This data, combined with the physical attributes of the sign, will provide an accurate representation of the location and condition of each sign in the inventory and will allow for prioritization of signs to be replaced. Signs that were replaced in 2005 will be added to the database as new signs. Engineering Analysis Signs entered into the ESRI geodatabase will be analyzed for replacement. A rating system for prioritizing sign replacement will be jointly developed with the City. Sign deficiencies to be prioritized may include missing or damaged signs, unsigned hazards, low legibility or retroreflectivity. Essential signs with one or more deficiencies would be recommended as top priorities. In addition, signs that do not meet City Standards would also be recommended for replacement. Sign prioritization will also consider the requirements of the MUTCD concerning non-compliant devices on existing highways. These would be brought into compliance with the 2003 edition of the MUTCD as part of a systematic upgrading of substandard traffic control devices as required the Highway Safety Program. Bid Documents and Bidding Assistance Stanley Consultants will prepare bid documents for a contract to replace and install signage. Signs replacement will be prioritized as identified in the engineering analysis and according to available budget. Add alternates will be included to maximize the use of the available budget. Bid specifications will include exhibits showing sign location and standard details for replacement and will be prepared in accordance with IDOT guidelines, policies and standards, as well as in accordance with the requirements of the City of Elgin Special provisions included in the bid documents will supplement the "Standard Specifications for Road and Bridge Construction", adopted January 1, 2002 by the Illinois Department of Transportation. A Project Manual will be prepared that includes bid forms, instruction to bidders, contract bid form, bonding and insurance requirements, State and Federal compliance requirements (where and if necessary) and special provisions. - All contract documents will be prepared in accordance with City requirements. Final quantities and an Engineer's Estimate will be submitted. 5GCCL-7915.MGOV5.EIginSigns 4 Attachment A Stanley Consultants will assist City staff in bidding the project and awarding the contract. We will also conduct the prebid meeting and field check representative areas of the project area to insure that sign sizes, types and placement are in compliance with the specifications. Deliverables Deliverables for this portion of the project include a working CASS WORKS sign database; an ESRI geodatabase sign layer and bidding documents for the signs that are inventoried in 2005. All signs that are identified for replacement in the bidding documents will be entered into CASS WORKS and the ESRI database as new signs. 5GCCL-7915.MGOV5.EIginSigns 5 Attachment C City of Elgin Street Sign Inventory and Upgrade Program -Year 2006 5/10/06 Estimated Hours Sr.GIS GIS TASK Pnncipal Proj.Mgr. Sr.Engr Engr. Specialist Specialist Technician Jr.Tech. Total MH Total Cost Cassworks Cassworks implementation 4 8 24 36 $1,256 Coordination with RJN 2 8 10 $363 ESRI to Cassworks conversion 8 26 34 $1,105 Subtotal $2,723 Administration _ QA/QC 8 8 16 $624 Coordination 32 32 $1,720 Administration 24 24 $1,290 Subtotal $3,634 Meetings with City Coordination meetings(2 mtg) 8 8 8 24 $1,054 Subtotal $1,054 Data Collection 340 340 680 $15,436 Field Inspection Initial meeting 4 4 $138 Progress Inspections(2) 8 8 _ $275 Monthly sign count(4) 32 32 64_ $1,904 Process Monthly Invoice(4) 16 _ 16 $550 RFIs and Phone calls 32 32 $1,101 Project Closeout 8 8 $275 40P6^ Total Hours 8 70 8 100 16 74 372 340 988 Total Man-Hours 1% 7% 1% 10% 2% 7% 38% 34% -_ Labor Cost $369 $3,763 $369 $3,440 $550 $2,361 $9,337 $6,902 $27,090 Labor Cost x Multiplier $77,207 Direct Costs $1,943 RJN Engineers(Cassworks implementation) $5,850 TOTAL 988 $85,000