HomeMy WebLinkAbout12-89 •
Resolution No. 12-89
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH TRANSYSTEMS CORPORATION FOR
CONSULTING SERVICES IN CONNECTION WITH THE
SIDEWALK GAP AND TRANSIT STOP STUDY
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall,City Manager,and Kimberly A.Dewis,City Clerk,be and are hereby authorized and
directed to execute an Agreement with TranSystems Corporation on behalf of the City of Elgin for
consulting services in connection with the Sidewalk Gap and Transit Stop Study,a copy of which is
attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: May 9, 2012
Adopted: May 9, 2012
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 9th day of May,2012,by and between
the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and
TranSvstems Corporation, a Missouri corporation (hereinafter referred to as "ENGINEER").
WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with the project commonly known as the Sidewalk Gap and Transit Stop
Study(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, it is hereby agreed by and between the CITY and the ENGINEER
that the CITY does hereby retain the ENGINEER for and in consideration of the mutual
promises and covenants contained herein, the sufficiency of which is hereby acknowledged to act
for and represent it in the engineering matters involved in the PROJECT as described herein,
subject to the following terms and conditions and stipulations,to-wit:
1. 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. Inventory of Sidewalks and Paths
Condition Assessment of Sidewalks and Paths
Inventory and Assessment of Approaches
Assessment of ADA Standards
Identification of Sidewalk/Path Gaps
Develop Five Year Implementation Program
Identify and Assess Pace Bus Stop Locations
Develop and Recommend Transit Stop Standards
Organize and Hold Public Workshops
C. A detailed Scope of Services is attached hereto and made a part hereof as
Attachment A.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided herein as part of attachment A
B. A detailed project schedule for the Project is included as Attachment B, attached
hereto and made a part hereof. Progress will be recorded on the project schedule
and submitted monthly as a component of the Status Report described in C below.
C. The ENGINEER will submit to the DIRECTOR monthly a status report keyed to
the project schedule. A brief narrative will be provided identifying progress,
findings and outstanding issues.
3. WORK PRODUCTS
All work product prepared by the ENGINEER pursuant hereto including, but not limited
to, reports, plans, 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 product for its records. ENGINEER'S execution of this Agreement
shall constitute ENGINEER'S conveyance and assignment of all right, title and interest,
including but not limited to any copyright interest, by the ENGINEER to the CITY of all
such work product prepared by the ENGINEER pursuant to this Agreement. The CITY
shall have the right either on its own or through such other engineers as determined by
the CITY to utilize and/or amend such work product. Any such amendment to such work
product shall be at the sole risk of the CITY. Such work product is not intended or
represented to be suitable for reuse by the CITY on any extension to the PROJECT or on
any other project, and such reuse shall be at the sole risk of the CITY without liability or
legal exposure to the ENGINEER.
4. PAYMENTS TO THE ENGINEER(Not To Exceed Method)
A. For services provided the ENGINEER shall be paid at the rate of 2.9 times the
direct hourly rate of personnel employed on this PROJECT, with the total fee not
to exceed $97,875 regardless of the actual costs incurred by the ENGINEER
unless substantial modifications to the scope of the work are authorized in writing
by the DIRECTOR.
B. For outside services provided by other firms or subconsultants, the CITY shall
pay the ENGINEER the invoiced fee to the ENGINEER, plus $0.
C. There are no other components of the fee.
D. The CITY shall make periodic payments to the ENGINEER based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the ENGINEER shall not exceed the amounts shown in the following
schedule, and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
Payment Schedule
10 weeks after commencement
Inventory of Sidewalks and Paths $12,668.40
Condition Assessment of Sidewalks and Paths $28,492.83
Inventory and Assessment of Approaches $19,352.38
_2 _
Identify and Assess Pace Bus Stop Locations $ 9,448.44
11 weeks after commencement
Organize and Hold Public Workshops $2,646.66
14 weeks after commencement
Assessment of ADA Standards $5,279.56
20 weeks after commencement
Develop and Recommend Transit Stop Standards $5,761.34
22 weeks after commencement
Identification of Sidewalk/Path Gaps $6,148.65
23 weeks after commencement
Organize and Hold Public Workshops $2,646.65
32 weeks after commencement
Develop Five Year Implementation Program $5,429.79
5. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY.
Progress reports (2C above) will be included with all payment requests.
B. The ENGINEER shall maintain records showing actual time devoted and cost
incurred. The ENGINEER shall permit the authorized representative of the CITY
to inspect and audit all data and records of the ENGINEER for work done under
this Agreement. The ENGINEER shall make these records available at
reasonable times during the Agreement period, and for a year after termination of
this Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement at
any time upon fifteen (15) days prior written notice to the ENGINEER. In the event that
this Agreement is so terminated, the ENGINEER shall be paid for services actually
performed and reimbursable expenses actually incurred prior to termination, except that
reimbursement shall not exceed the task amounts set forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the ENGINEER is given a notice to
proceed and, unless terminated for cause or pursuant to Article 6, shall be deemed
concluded on the date the CITY determines that all of the ENGINEER's work under this
Agreement is completed. A determination of completion shall not constitute a waiver of
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any rights or claims which the CITY may have or thereafter acquire with respect to any
term or provision of the Agreement.
8. 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.
9. 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. Notwithstanding the foregoing, or
anything else to the contrary in this Agreement, with the sole exception of an action to
recover the monies the CITY has agreed to pay to the ENGINEER pursuant to Paragraph
4 hereof, no action shall be commenced by the ENGINEER against the CITY for
monetary damages. ENGINEER hereby further waives any and all claims or rights to
interest on money claimed to be due pursuant to this Agreement, and waives any and all
such rights to interest which it claims it may otherwise be entitled pursuant to law,
including, but not limited to, the Local Government Prompt Payment Act (50 ILCS
501/1, et seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as
amended. The parties hereto further agree that any action by the ENGINEER arising out
of this Agreement must be filed within one year of the date the alleged cause of action
arose or the same will be time-barred. The provisions of this paragraph shall survive any
expiration, completion and/or termination of this Agreement.
10. 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, attorneys 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 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
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legal counsel of the CITY's choosing. The provisions of this paragraph shall survive any
expiration and/or termination of this Agreement.
11. 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.
12. INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide, pay for and maintain
in effect, during the term of this Agreement, a policy of comprehensive general
liability insurance with limits of at least $1,000,000 aggregate for bodily injury
and$1,000,000 aggregate for property damage.
The ENGINEER shall deliver to the DIRECTOR a Certification of Insurance
naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty(30) days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed
by the ENGINEER under Article 10 entitled"Indemnification" shall be provided.
This 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 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 Engineers 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.
13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
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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.
14. 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.
15. 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.
16. 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 advance written approval.
17. 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.
18. SEVERABILITY
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The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or
other provision of this Agreement, or any portion thereof, shall be held to be void or
otherwise unenforceable, all other portions of this Agreement shall remain in full force
and effect.
19. 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 or intent of any provision of this Agreement, nor shall they be construed to
affect in any manner the construction or interpretation of any of the terms and provisions
thereof.
20. 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.
21. 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.
22. NEWS RELEASES
The ENGINEER shall 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.
23. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's employ or any
work associated with the PROJECT.
24. 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.
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25. SEXUAL HARASSMENT
As a condition of this contract, the ENGINEER shall have written sexual harassment
policies that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment,utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights
Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies shall be provided by ENGINEER to the Illinois Department of
Human Rights upon request 775 ILCS 5/2-105.
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, ENGINEER shall have in place a written substance
abuse prevention program which meets or exceeds the program requirements in the
Substance Abuse Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy
of such policy shall be provided to the City's Assistant City Manager prior to the entry
into and execution of this agreement.
27. 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.
28. 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:
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A. As to CITY:
Dave Waden
Senior Planner
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
Brian L. Fairwood
Tran Systems Corporation
1475 East Woodfield Road
Suite 600
Schaumburg, IL 60173
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement it is expressly agreed and
understood that in connection with the performance of this Agreement that the ENGINEER shall
comply with all applicable Federal, State, City and other requirements of law, including, but not
limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace
safety and legal status of employees. Without limiting the foregoing, ENGINEER hereby
certifies, represents and warrants to the CITY that all ENGINEER'S employees and/or agents
who will be providing products and/or services with respect to this Agreement shall be legal
residents of the United States. ENGINEER shall also at its expense secure all permits and
licenses, pay all charges and fees and give all notices necessary and incident to the due and
lawful prosecution of the work, and/or the products and/or services to be provided for in this
Agreement. The CITY shall have the right to audit any records in the possession or control of
the ENGINEER to determine ENGINEER'S compliance with the provisions of this section. In
the event the CITY proceeds with such an audit the ENGINEER shall make available to the
CITY the ENGINEER'S relevant records at no cost to the CITY. ENGINEER shall pay any and
all costs associated with any such audit.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
FOR THE CITY: FOR THE ENGINEER:
ByBy: �•C Manager Name/Print: ��
L.... L. v,,,noi
Title: UA cc Pet 4
Attest:
hex.e
City Clerk
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Attachment A
Detailed Scope of Services for Sidewalk Gap and Transit Study
On the following pages, the methodology for the project tasks along with the associated
deliverables has been identified.
Sidewalk Gap and Transit Stop Study
City of Elgin
2 I Project Approach
B. Project Tasks
On the following pages, we have identified our methodology for the project tasks along with the associated
deliverables. Our understanding is based on our extensive direct involvement with this project through the
development of the City's Bikeway Master Plan,the preparation of the CMAP Community Planning Program
funding application, the Request for Proposal, and our attendance at the pre-proposal meeting.
Project Kick-Off and Guidance
To kick-off the project, the TranSystems team will meet with the City staff to finalize the scope of work and
schedule.This will ensure that ail parties enter the project with shared expectations,a joint vision of the
work to be accomplished, and the process which will accomplish these expectations and visions. We will
provide a final scope and schedule within three (3) days after the meeting.
TranSystems recommends the City assemble a Steering Committee. At the kick-off meeting, we will discuss
the exact role of the Steering Committee. The Committee will provide insight into the study, review
deliverables, and approve materials presented to the public (if needed). Members of this committee may
come from the Bicycle and Pedestrian Advisory Committee, employers, City staff, and elected officials. We
anticipate the Steering Committee meeting four (4)times during the study at points where it will be possible
for the committee to provide feedback on deliverables and guidance on recently started tasks.
Task I: Inventory of Sidewalks and Paths
The project team staff will use aerial imagery provided by the City of Elgin to create an initial inventory of
sidewalks and multi-purpose paths. We will build off any existing data that the City currently has such as
shapefiles or previous planning documents.The project team will also incorporate other archival materials
including proprietary and third-party data.
We recognize the importance of an accurate inventory. Thus,
we propose to have project staff verify the presence of �'� f <<p'
sidewalks and paths by walking, biking, or driving parts of the
community as needed. Project staff will personally visit any 'l'
locations for which aerial imagery does not adequately
determine if there is a sidewalk or path. In addition, the project
team will visit any locations requested by City of Elgin or Bicycle 4 y '£ —
and Pedestrian Advisory Committee members. •
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Tools and materials likely to be used in the field visits will
include:
► Clipboards
► Laptop or tablet style computers
► Measuring tapes
► Digital cameras with date and time stamp capability
The end result will be an inventory of all sidewalks and multi-purposes paths in the community.The
inventory will be documented in.GIS shapefiles cataloging sidewalk and path locations, street names and
major community landmarks. A draft and final version of the inventory will be prepared and presented to
the Steering Committee for review.
2 1 Tran;stems
•
Sidewalk Gap and Transit Stop Study
City of Elgin
2 ( Project Approach
Deliverables:
I. Draft inventory in GIS shapefile
2. Final inventory in GIS shapefile
Task 2: Condition Assessment of Sidewalks and Paths
At the beginning of this phase,the project staff will meet with
the Steering Committee to present a draft sidewalk and path
condition assessment protocol. Part of this meeting will take �
the form of a "walk audit" in which the study team and the
committee walk an example sidewalk segment and discuss the 7a, �'
conditions as a group. Walk audits are helpful to highlight '
pertinent issues and foster discussion in the real-life street : ,. h
environment. One potential assessment protocol could be the _
u r, ��-y
following `` rr 11
► Good—Conditions could include: sidewalks/paths have adequate width;are clear of obstructions
such as light poles or signs in the walkway;are adjacent to a grassy or tree-lined buffer from the
street; surfaces are free of deterioration.
► Fair—Conditions could include: adequate width; minor obstructions; minimal buffer from moving
street traffic; surfaces are free of significant deterioration.
► Poor—Conditions could include: inadequate width; significant number of obstructions in the
walkway; no buffer from the street; and significantly deteriorated surface such that wheelchairs or
strollers cannot easily pass.
► No sidewalk or path—In cases where there are no sidewalks/paths to assess.
After endorsement of the protocol, the project team will commence a multi-tiered strategy for the
assessment.
The project team will use aerial imagery to assess the conditions of sidewalk and path segments.We will
also review existing City and third-party reviews, including workplans from engineering/public works, past
plans and other documents.Areas for which there is insufficient data will be personally visited by the project
team. Regardless of the data source, we will use the same protocol to assess the conditions.
As a final check for accuracy, we will visit a 5%sample of all segments that were previously assessed using
only aerial imagery.This will allow us to ensure consistency of data and verification of the accuracy of the
aerial imagery. If there is a large deviation in accuracy, we will work with the city staff to conduct further
field work.
City staff will be provided a draft comprehensive assessment. The final condition assessment will be
delivered in a GIS shapefile documenting the conditions of each segment.
Deliverables:
I. Draft condition assessment
2. Final condition assessment
3 l TranSystems
Sidewalk Gap and Transit Stop Study
City of Elgin
2 Project Approach
Task 3: Inventory and Assessment of Approaches and Intersections
The project staff will use a similar strategy to inventory and assess conditions of approaches and
intersections. These facilities will be inventoried in Task I and assessed per a multi-tiered strategy similar to
that used in Task 2. Using the same staff for the inventories and assessments will minimize project costs and
ensure consistency.
Due to the large number of intersections and an inability to rely
primarily on aerial photography for assessment, arterial roadways
will be prioritized for assessment more so than residential "' 161`'.`
streets.
Existing public works data will be used where possible to
determine appropriate grades and presence of signalized crossing
devices. Aerial photography will be used to assess appropriate
width, surface condition, crosswalks, and presence of curb ramps.
Field visits will supplement existing data where needed. " r
Deliverables:
I. Map displaying assessment of intersection approaches similar to maps in Tasks i and 2
Task 4:Assess ADA Standards
Through the condition assessments performed in Tasks 2, 3, 5, and 7, the project staff will identify visual
deficiencies for ADA standards particularly in locations near transit stops.The ADA assessment will focus
on elements such as overall grades, width, surface condition,curb ramps, and detectable warnings. This
assessment will be a cursory assessment to document what appears to be accessibility access and not an
ADA audit.
Deliverables:
I. Deliverables for this task are incorporated in Tasks I, 2 and 7
Task 5: Identify Sidewalk/Path Gaps
A map displaying sidewalk/path gaps will be produced to show
where new sidewalks/paths need to be constructed. n f {
A second mapdocumentingimprovement areas needed for x �
pedestrians and cyclists will be produced to assist city staff in
prioritizing locations for improvements. Areas within one mile of -
schools, parks, Metra stations, or other bicycle/pedestrian
generators will be prioritized on this map. Additionally,arterial
roadways with high speeds and high traffic will generally be T 1F
prioritized for sidewalk/path improvements more so than low C' .-.
speed, low traffic residential streets.
• Deliverable:
I. Map of sidewalk and path gaps
2. Map highlighting needed improvement areas for pedestrians and cyclists
4 I TranSystems
Sidewalk Gap and Transit Stop Study
City of Elgin
2 j Project Approach
Task 6: Develop Sidewalk/Path Five Year implementation Program
This task will establish a list of items that need to be included in a five year implementation plan based on
the inventories conducted in Tasks I, 2, 3, 5 and 7 and the standards developed in Tasks 4 and 8. Based on
the results of the data collection efforts, a list of physical facility upgrades will be inventoried and identified.
The implementation program will specify phases of improvement over a five year plan. Grand scale cost
estimates will be prepared in order to identify the cost of the required improvements. A system for
spreading the improvements out over a five year period will be developed and will be based how "critical"
the improvement as compared to the standards developed. Funding sources and responsible parties in
charge of implementation will be identified for the improvements.
Deliverable:
I. A phased implementation plan that ranks improvements based on their urgency and identifies
funding sources and responsible parties.
Task 7: identification and Assessment of Pace Fixed Route Bus Stop Locations
Task 7 involves a comprehensive inventory and assessment of
existing conditions at bus stops. To determine walkability to
the bus stop, the inventory will address connections to streets, :;:
bicycle lanes and paths, sidewalks or pedestrian paths in the ..."
immediate area of the stop or facility.The bus stop will be
reviewed to determine accessibility issues. ,
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To plan for and begin the inventory, the following bus stop and •
F'K,N
bus facility information will be requested from Pace: u{ r� �
► A list of all bus stops by route
► Boarding information for each stop. This information will be important to have in the database in
order to assess bus stop locations by usage.
Checklists for collecting the desired information will be developed. Specific deficiencies will be noted, and
coding/ratings will be given to each stop. The checklist will indicate amenities at the stop including:
► Signage
► Benches
► Shelter
► Lighting
► Travel information, including maps, areas of interest nearby, etc.
In addition the stop will be assessed for physical conditions, including location of stop (near side or far side)
level boarding areas, marked crosswalks and pedestrian signals leading to the stop, and sidewalk conditions.
The checklist will indicate if the entire stop/facility has apparent accessibility issues. Each site will be
documented with photographs. Several photographs of each stop/facility will be taken and stored in the
database that is created. The result of this inventory will be to present to the City and to Pace a category of
the condition of each bus stop so that the city can move forward with identifying what improvements are
needed at each stop.
Deliverable:
I. An inventory of each Pace bus stop, coded and characterized by amenities and physical conditions.
5 I TranSystems
Sidewalk Gap and Transit Stop Study
City of Elgin
2 I Project Approach
Task 8: Develop and Recommend Standards for Transit Stops
In order to fully develop the methodology for the survey, an understanding of any current Pace standards
and/or policies on bus stop design and placement and on bus facility design and accessibility standards will be
considered. A critical component of the bus stop design and placement is the relationship between the bus
stop, the roadway, pedestrian facilities, and the surrounding land uses.
Standards will be developed that include the following items:
I. Bus stop placement and design to meet ADA requirements
and maximize bus boarding access
► Passenger amenities including bench, passenger travel rf
information, shelter
PI. Appropriate lighting " " `+'
► Level boarding area requirements (concrete pad,sidewalk
leading to pad)
► Signage requirements
► Safe pedestrian access requirements (crosswalks, pedestrian F ' ' �.
signals) .,. .
► Urban design characteristics
► Safety and security issues
These standards will include policies on what minimum standards are at each stop and what additional
features are appropriate based on ridership boarding criteria, location of stop, character of surrounding
streets or neighborhoods, etc.
Draft standards and policies will be developed and submitted to the Steering Committee for review and
comment. A final set of standards, policies and procedures will then be developed that addresses the
Steering Committee comments and suggestions. These standards will form the basis for the survey
methodology in Task 7, so that the inventory conducted as part of this project can be replicated with a
consistent approach for future bus stop reviews.
Deliverable:
I. A report on standards and policies for transit stops.
Task 9: Organize and Hold Public Participation Workshops
Two public workshops will be held. These workshops will be advertised by the City through various
communication outlets, including local newspapers, on the City's website, through the Bicycle and
Pedestrian Advisory Committee, and other sources. One workshop is proposed after the inventory of
sidewalk and transit stop conditions is concluded, in order to receive input for the next step, the
development of standards. A second workshop is recommended after draft standards have been developed
so the public can review and offer revisions before the report is finalized.
Deliverable:
I. A written report summarizing the results and input received of the two workshops.
6 TranSystems
Outline Project Milestone Schedule
10 weeks after commencement
Inventory of Sidewalks and Paths
Condition Assessment of Sidewalks and Paths
Inventory and Assessment of Approaches
Identify and Assess Pace Bus Stop Locations
11 weeks after commencement
Organize and Hold Public Workshops
14 weeks after commencement
Assessment of ADA Standards
20 weeks after commencement
Develop and Recommend Transit Stop Standards
22 weeks after commencement
Identification of Sidewalk/Path Gaps
23 weeks after commencement
Organize and Hold Public Workshops
32 weeks after commencement
Develop Five Year Implementation Program
Attachment B
Detailed Project Schedule for Sidewalk Gap and Transit Study
On the next page, a 9 month time frame to complete the has been identified.
Sidewalk Gap and Transit Stop Study
City of Elgin
2 ( Project Approach
C. Project Schedule
TranSystems has identified a 9-month timeframe to complete the study. The schedule may be adjusted
depending on when public involvement led by the Bicycle and Pedestrian Advisory Committee occurs.We
have identified key landmarks that are critical to meet the specified requirements for this project. These are
indicated below;
Month
Task Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Project lack-Off and Guidance Meetings I *
Task I Inventory of Sidewalks and Paths I
Task 2 Condition Amassment of Sidewalks and Paths •
Task 3 Inventory and Assessment of Approaches
Task 4 Assessment of ADA Standards
Task 5 Indenttfi=tion of Sidewalk/Path Gaps
Task 6 Develop Five-Year implementation Program I !
Task 7 Identify and Assess Pace Bus Stop Locations - f I I �.
Task 8 Develop and Recommend Transit Stop Standards
Task 9 Organize and Hold Public Workshops { I I
Steering Committee Meeting
Public Workshop Meeting
A Deliverable
The Project Team fisted in Section 1 is available to perform the services for this project As we have shown
on our previous projects with the City. TranSystems is committed to meeting the City's schedule and has
the staff necessary to meet the established schedule.
7 I TranSystems
2EPORT TO MAYOR & MEMBERS OF CITY COUNCIL. E LG I N
THE CITY IN THE SUBURBS`
AGENDA ITEM:
MEETING DATE: April 25, 2012
ITEM:
Authorization of TranSystems as Preferred Consultant to Prepare a Sidewalk Gap and Transit
Stop Study
(No Cost to the City)
OBJECTIVE:
Improve intermodal transportation options in a cost-effective manner.
RECOMMENDATION:
Approve the selection of TranSystems as consultant to prepare the Sidewalk Gap and Transit
Stop Study.
BACKGROUND
The city owns and maintains over 325 miles of streets. In addition, many state, county and
township roadways pass through the city. However, a truly efficient and effective transporta-
tion system must provide viable options to the single-operator motor vehicle. Those transporta-
tion options include, but are not limited to, walking, bicycle riding, using various forms of public
transportation and carpooling (not to mention how each is intrinsically connected to land use
and the associated form of development). To this end, the Elgin Bicycle and Pedestrian Action
Committee (BPAC) has identified the need to first inventory the existing sidewalk system and
identify gaps within it. Also, to help promote the use of the public bus system, BPAC suggested
that the city work with Pace to ensure bus stop locations include the necessary amenities for
riders.
During the summer of 2011, the city applied for grant funding through the Chicago Metropoli-
tan Agency for Planning's (CMAP) Community Planning Program. The Community Planning Pro-
gram provides funding and/or planning assistance for transportation-related planning projects
that benefit both the local community and the regional transportation system. CMAP awarded
the city a $100,000 grant (reimbursemebnt program) to assist with a city sidewalk gap and
transit stop study. Next, through the issuance of a request for proposal (RFP), the city sought a
consultant to lead the preparation of the study. The city received ten proposals for the project.
Staff is recommending that the city retain TranSystems based on its understanding of the pro-
ject. Also, TranSystems has extensive local expertise acquired through their prior work on the
1
Bikeway Master Plan. This experience will allow TranSystems to start the project with an un-
matched depth of knowledge and understanding of the multi-modal transportation network
within the city.
OPERATIONAL ANALYSIS
One of the identified priority goals of BPAC is to address the existing gaps in the sidewalk sys-
tem and ensure that the condition of transit stops is not compromising ridership. This grant will
provide the funding necessary to study both issues.
The following list identifies the goals and objectives of the study:
• Complete an inventory of the entire public sidewalk network within the city
• Provide a condition assessment for all public sidewalks in a format that is compatible
with the city GIS database
• Inventory and identify condition of sidewalk approaches or endpoints at intersections
• Identify any existing sidewalk gaps along city streets and other major roadways
• Develop sidewalk program recommendations to fill in identified gaps
• Review existing transit stop locations and document existing conditions (i.e. signage,
benches, shelters)
• Develop and recommend standards for transit stops
• Organize and hold public participation workshops
INTERESTED PERSONS CONTACTED
The Bicycle and Pedestrian Advisory Committee.
FINANCIAL ANALYSIS
The CMAP grant is a reimbursement grant. As such, the city is required to pay the contractors
costs upfront and submit for reimbursement from CMAP. The grant terms allow for monthly
reimbursements of incurred expenditures.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
Riverboat 275-0000-791.30-99 340049 $100,000 $100,000
LEGAL IMPACT
None.
#1
2
ALTERNATIVES
The city council may choose to reject the staff recommendation to select TranSystems to com-
plete the project and direct staff to re-evaluate the other submitted proposals.
NEXT STEPS
Initiate the Sidewalk Gap and Transit Stop Study.
Originators: Dave Waden, Senior Planner
Final Review: Colleen Lavery, Chief Financial Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Sean R. Stegall, City Manager
ATTACHMENTS
A. TranSystems Proposal for Sidewalk Gap and Transit Stop Study
B. Agreement Between CMAP and City of Elgin dated January 25, 2012
Proposal for Sidewalk Gap and
Transit Stop Study '�
RFP No. 11-06S
4
City of Elgin
January I I , 20 I ,. ,:
PART A j _"
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EXPERIENCE I Transportation
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ELGIN
THE. CITY IN THE SUBURBS
DATE: May 17, 2012
TO: Dave Waden, Senior Planner
FROM: Jennifer Quinton, Deputy City Clerk
SUBJECT: Resolution No. 12-89 Adopted at the May 9, 2012, Council Meeting
Enclosed you will find the agreement listed below. Please distribute this agreement to the other
party and keep a copy for your records if you wish. If you have any questions please feel free to
contact our office 847-931-5660 and we will do our best to assist you. Thank you.
• Agreement with TranSystems Corporation for Consulting Services in Connection
with the Sidewalk Gap and Transit Stop Study
1