HomeMy WebLinkAbout19-133 Resolution No. 19-133
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH THE WILL GROUP,
INCORPORATED FOR PROFESSIONAL SERVICES IN CONNECTION WITH
THE LED STREET LIGHT CONVERSION PROGRAM
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that
Richard G. Kozal, City Manager and Kimberly A. Dewis, City Clerk, be and are hereby authorized
and directed to execute an Agreement on behalf of the City of Elgin with The Will Group,
Incorporated,for professional services in connection with the LED Street Light Conversion Program,
a copy of which is attached hereto and made a part hereof by reference.
s/ David J. Kaptain
David J. Kaptain, Mayor
Presented: September 25, 2019
Adopted: September 25, 2019
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 25thday of September, 20 19 , by
and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY") and The Will Group, an Illinois corporation (hereinafter referred to as
"CONSULTANT").
WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain
professional services in connection with LED Street Light Conversion Program (hereinafter
referred to as the PROJECT); and
WHEREAS, the CONSULTANT 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
CONSULTANT that the CITY does hereby retain the CONSULTANT 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 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 Superintendent of
Public Works of the CITY,herein after referred to as the"SUPERINTENDENT".
B. The CONSULTANT shall furnish professional services for the PROJECT
including but not limited to the development of a work plan to include the following
tasks:
1. Street light Inventory Data Collection and Audit of Inventory
2. Lighting Specification and Recommendations of LED products
3. Post Audit Cost Estimate
4. Specification Document Preparations
5. Specification Support Services
6. Community Engagement/Outreach
7. Energy Supplier Incentive Applications
The engineering services to be provided by the CONSULTANT for the
PROJECT shall be provided through subcontracting with a qualified engineering
firm which shall require the City's advanced written approval.
C. A detailed Scope of Services for the PROJECT dated September 5th 2019, is
attached hereto as Attachment A, and incorporated into this Agreement by this
reference.
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided hereinunder.
B. A detailed project schedule for the PROJECT is included as Attachment B,attached
hereto, and incorporated into this Agreement by this reference. Progress will be
recorded on the project schedule and submitted monthly as a component of the
Status Report described in C below.
C. The CONSULTANT will submit to the SUPERINTENDENT 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 CONSULTANT 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 SUPERINTENDENT; provided, however, that the CONSULTANT may retain
copies of such work product for its records. CONSULTANT'S execution of this Agreement shall
constitute CONSULTANT'S conveyance and assignment of all right,title and interest, including
but not limited to any copyright interest, by the CONSULTANT to the CITY of all such work
product prepared by the CONSULTANT pursuant to this Agreement. The CITY shall have the
right either on its own or through such other CONSULTANTs 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 CONSULTANT.
4. PAYMENTS TO THE CONSULTANT(Not To Exceed Method)
A. For services provided the CONSULTANT shall be paid a total not-to-exceed fee of
$201,267.00 regardless of the actual costs incurred by the CONSULTANT unless
substantial modifications to the Scope of Work (attachment A) are authorized in
writing by the SUPERINTENDENT, and approved by way of written amendment
to this Agreement executed by the parties.
B. For outside services provided by other firms or sub consultants, The CITY shall
pay the CONSULTANT the invoiced fee to the CONSULTANT, plus 0%. The
cost of any such outside services is included within the total not-to-exceed amount
of$201,267.00 provided for in section 4A above.
C. All costs associated with the PROJECT including, but not limited to, labor costs,
overhead, profit, sub consultant fees, direct costs and reimbursable expenses are
-2 -
included within the total not-to-exceed amount of $201,267.00 provided for in
Section 4A above.
D. The CITY shall make periodic payments to the CONSULTANT based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the CONSULTANT 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 SUPERINTENDENT.
Payment Schedule
Estimated Value of Work
Description of Work to be Completed Completed
k Data Collection,inventory audit and asset management $114,792.00
Lighting Specifications and Recommendation of LED
Products $37,500.00
Specification Document Preparations $21,750.00
Specification Support Services _ $5,025.00
Energy Supplier Incentive Pre-Application Services $8,700.00
Community Outreach $13,500.00
Total $201,267.00
5. INVOICES
A. The CONSULTANT shall submit invoices in a format approved by the CITY.
Progress reports (2C above)will be included with all payment requests.
B. The CONSULTANT shall maintain records showing actual time devoted and cost
incurred. The CONSULTANT shall permit the authorized representative of the
CITY to inspect and audit all data and records of the CONSULTANT for work
done under this Agreement. The CONSULTANT 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 CONSULTANT. In the event that this Agreement
is so terminated, the CONSULTANT shall be paid for services actually performed and
reimbursable expenses actually incurred prior to termination, except that reimbursement shall not
exceed the task amounts set forth under section 4 above.
- 3 -
7. TERM
This Agreement shall become effective as of the date the CONSULTANT is given a notice to
proceed and, unless terminated for cause or pursuant to section 6, shall be deemed concluded on
the date the CITY determines that all of the CONSULTANT's work under this Agreement is
completed. A determination of completion shall not constitute a waiver of any rights or claims
which the CITY may have or thereafter acquire with respect to any term or provision of the
Agreement.
8. NOTICE OF CLAIM
If the CONSULTANT wishes to make a claim for additional compensation as a result of action
taken by the CITY,the CONSULTANT 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 CONSULTANT's fee shall be valid only to the extent that such changes are
included in writing signed by the CITY and the CONSULTANT. Regardless of the decision of
the CITY CONSULTANT relative to a claim submitted by the CONSULTANT,all work required
under this Agreement as determined by the SUPERINTENDENT 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
CONSULTANT pursuant to section 4 hereof, no action shall be commenced by the
CONSULTANT against the CITY for monetary damages. CONSULTANT 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 CONSULTANT 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 section shall survive any expiration, completion and/or termination of this
Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law,CONSULTANT 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
-4 -
actions or omissions of the CONSULTANT in connection herewith, including negligence or
omissions of employees or agents of the CONSULTANT 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 legal counsel of the CITY's choosing. The provisions of this section 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 CONSULTANT 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 CONSULTANT shall deliver to the SUPERINTENDENT 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
SUPERINTENDENT.
The Certificate of Insurance which shall include Contractual obligation assumed by
the CONSULTANT 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 CONSULTANT shall carry 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 SUPERINTENDENT as evidence of insurance
- 5 -
protection. The policy shall not be modified or terminated without thirty(30)days
prior written notice to the SUPERINTENDENT.
13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The CONSULTANT 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 CONSULTANT shall remain liable to the CITY with respect
to each and every item, condition and other provision hereof to the same extent that the
CONSULTANT 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.
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.
-6 -
18. SEVERABILITY
The parties intend and agreed that, if any section, sub-section,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 sections of this Agreement are inserted only as a matter of convenience
and for reference and in no way are they intended to define,limit or describe the scope of intent of
any provision of this Agreement,nor shall they be construed to affect in any manner the terms and
provisions hereof or the interpretation or construction thereof.
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 CONSULTANT may not issue any news releases without prior approval from the
SUPERINTENDENT, nor will the CONSULTANT make public proposals developed under this
Agreement without prior written approval from the SUPERINTENDENT prior to said
documentation becoming matters of public record.
23. COOPERATION WITH OTHER CONSULTANTS
The CONSULTANT shall cooperate with any other consultants in the CITY's employ or with any
work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The CONSULTANT 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.
25. SEXUAL HARASSMENT
- 7 -
As a condition of this contract,the CONSULTANT 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 CONSULTANT to the Department of Human Rights
upon request(775 ILCS 5/2-105).
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, CONSULTANT 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 SUPERINTENDENT prior to the entry into and execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the CONSULTANT to the
SUPERINTENDENT and to other participants which may affect cost or time of completion,shall
be made or confirmed in writing. The SUPERINTENDENT may also require other
recommendations and communications by the CONSULTANT 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:
A. As to CITY: B. As to CONSULTANT:
Aaron Neal Roderick Young
- 8 -
Superintendent of Public Vice President of Business
Works Development
City of Elgin The Will Group
150 Dexter Court 401 S. Carlton Ave
Elgin, Illinois 60120-5555 Wheaton, Illinois 60187
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 CONSULTANT 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,CONSULTANT hereby certifies,represents
and warrants to the CITY that all CONSULTANT'S employees and/or agents who will be
providing products and/or services with respect to this Agreement shall be legally authorized to
work in the United States. CONSULTANT 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
CONSULTANT to determine CONSULTANT'S compliance with the provisions of this section.
In the event the CITY proceeds with such an audit the CONSULTANT shall make available to the
CITY the CONSULTANTS relevant records at no cost to the CITY. CONSULTANT shall pay
any and all costs associated with any such audit.
30. EXECUTION
This agreement may be executed in counterparts, each of which shall be an original and all of
which shall constitute one and the same agreement. For the purposes of executing this agreement,
any signed copy of this agreement transmitted by fax machine or e-mail shall be treated in all
manners and respects as an original document. The signature of any party on a copy of this
agreement transmitted by fax machine or e-mail shall be considered for these purposes as an
original signature and shall have the same legal effect as an original signature. Any such faxed or
e-mailed copy of this agreement shall be considered to have the same binding legal effect as an
original document. At the request of either party any fax or e-mail copy of this agreement shall be
re-executed by the parties in an original form. No party to this agreement shall raise the use of fax
machine or e-mail as a defense to this agreement and shall forever waive such defense.
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 CONSULTANT:
- 9-
B /
City Manager Nam- =% ;'': - . ••.- 'OhCrz4c.�L' ovNC—
Title:.;•resident of Business Development
Att= t
City Clerk
F:\Legal Dept\Agrecment\ENGINEERING AGREEMENT-FORM-clean-10-2-18.docx
- 10-
Attachment A
ATTACHMENT A
SCOPE OF SERVICES
11
Attachment A
Design& Engineering— LED Street Light Conversion Program
SCOPE OF SERVICES
September 5, 2019
GENERAL 1.0
The Will Group (hereinafter referred to as the"CONSULTANT') will serve as the City
of Elgin's representative for the Phase 1 Design/Engineering work for the project as
assigned by the City. As such the CONSULTANT will function as an extension of the
CITY's staff and be responsible for overall implementation and management of the
project.The CONSULTANT will provide all management services necessary to facilitate
the project outline below. They will include implementation of City policies, program
administration, coordination and monitoring of sub-consultants and contractors while
providing overall management control and direction to insure completion of Phase I
design and engineering work related to the project in accordance with the City's
objectives of cost, time and quality. The CONSULTANT will work closely with and
report to the SUPERINTENDENT or his designee.
The CONSULTANT will lead the City of Elgin through the process of converting all of
its street lighting infrastructure to light emitting diode (LED) technology. The
CONSULTANT is to provide recommendation and implementation options to the city
including design,inventory and audit of existing infrastructure,lighting specification and
recommendations,material and labor contract specification documents to allow the city
to competitively bid,apply for and obtain approval for energy provider incentive monies,
provide cost and energy saving estimates and manage construction necessary to carry out
the objective of the project.
The city of Elgin has approximately 6500 existing street lighting units within corporate
limits. The CONSULTANT will be responsible for completing and overseeing at a
minimum the following items related specifically to this project:
8. Street light Inventory Data Collection and Audit of Inventory
9. Lighting Specification and Recommendations of LED products
10. Post Audit Cost Estimate
11. Specification Document Preparations
12. Specification Support Services
13. Community Engagement/Outreach
14. Energy Supplier Incentive Applications
The CONSULTANT will analyze the data collection and provide the CITY with a detailed project
12
Attachment A
summary and cost estimate to ensure capital funding and energy supplier rebate monies are
included within the annual scope of the project with the city realizing the highest return on
investment.
The CONSULTANT will be responsible to provide all documentation to the energy supplier for
rebate dollars, ensure the incentive process, from pre-approval to project completion, is
coordinated with the electrical supplier and ensure account reconciliation with electric supplier
reflects new rates to unmetered infrastructure with updated fixtures.
The CONSULTANT will provide the city with recommendations and specifications on preferred
light fixtures, provide the City with a full project cost estimate to include construction material
and labor. This price is to include a unit installation price and a full project scope price based on
audit and design engineering analysis. The CONSULTANT will work with the CITY to identify
material specifications of GE Evolve Roadway Lighting Series or an approved alternate for cobra
head lighting. Final acorn/decorative solutions will be determined by the city prior to providing
any cost estimates on acorn/decorative features.
The CITY will competitively bid material and construction labor with all necessary and approved
specifications provided by the CONSULTANT in compliance with the City's procurement
ordinance and as approved by the City's Purchasing Director.
GENERAL 2.0
a. Project Control:
Establish and maintain lines of communication, authority, and procedures for
coordination with the SUPERINTENDENT.
b. Additional Services:
When required, identifies the need for, and retains professional services of other
special consultants, and coordinates these services during their performance.
c. Contract Requirements:
Administers and monitors for the Superintendent, contractors and other project
consultants, the contractual requirements for items such as insurance, bonds, and
general conformance with governmental regulations,including minority compliance.
Administration:
Handle all project administrative correspondence including preparation of all
written documents and correspondence requiring the CITY's signature and
authorization. Maintain a file on all project correspondence and records to include
13
Page 14
daily construction reports prepared.
•
d. Reports:
Provide a timely weekly status reporting system to keep the SUPERINTENDENT
abreast of all aspects of the project which will: a) emphasize problem areas to the
SUPERINTENDENT on a by-exception basis; and b) present solutions for the
problems which will enable management to make decisions on a go-or-no-go basis.
Public Information:
Provides advance and current information to the public as necessary and
appropriate. Works with citizens directly impacted to protect citizen's interests.
SECTION 3.0
SPECIFIC DUTIES AND RESPONSIBLITIES
1. STREET LIGHT INVENTORY DATA COLLECTION &AUDIT OF INVENTORY
The CONSULTANT will provide data collection and audit services.
The scope of service includes:
a) Completion of a city wide street lighting inventory
b) Build an electronic map and database that is accessible through common GIS software,web-
based ArcGIS Online or Google Earth KML combined with a Microsoft Excel Spreadsheet
c) Deliver the results to the SUPERINTENDENT in both geospatial and Microsoft Excel form for
verification of locations to ensure all locations within its service territory were obtained.
d) Collected data can then be used to guide the lighting design process
All existing streetlight data and municipal boundaries including utility bills will be reviewed by the
CONSULTANT. Information that can be converted and matched into a valid latitude and longitude will
be pre-populated in the CONSULTANT'S survey application. Any existing fixture and pole information
provided by the CITY will aid in the creation of the scope of work.
14
Page 15
After configuring what data needs to be collected,the CONSULTANT will conduct the defined survey,
collecting all necessary data. During the process,the CONSULTANT will identify and flag locations that
may require review. The data will be compared with any pre-existing data to assure that all locations
have been found.
Each streetlight record returned to the city for post processing will include the following attributes:
1. Location Number (or unique location identifier)
2. Latitude
3. Longitude
4. Address
5. Lamp Type
6. Fixture Type
7. Wattage
8. Block location
9. Street Type
10. Number of Lanes
11. Fixture Count
12. Arm Orientation
13. Secondary Fixture Information
14. Flag for City Review
15. Flag for missing handhold cover
16. Flag for Potential Safety Issue
17. Photo
18.Notes
2. LIGHTING SPECIFICATION AND RECOMMENDATIONS OF LED PRODUCTS
CONSULTANT will provide design engineering services to develop lighting specifications and
recommendations for the CITY to consider. The following specific tasks are included:
a) Identify Recommended Lighting Levels—Review applicable city code and IES recommendations
to determine target lighting levels for various roadway types and zoning uses found throughout
the City.
b) Analyze Street Light Inventory Results—Inventory results will be reviewed to group similar
layouts for analysis.Arterial and collector streets will be grouped by cross section, pole layout,
mounting height,and adjacent land use. Residential streets will be grouped by pole type.
15
Page 16
c) Recommendation of LED Products—Photometric calculations will be prepared for each grouping
to identify required light output and distribution. The CONSULTANTS goal will be to minimize
the number of luminaire models required so that future maintenance by the City is simplified.
Luminaire recommendations will clearly identify where each type of luminaire is to be installed.
Luminaire catalog cuts will be provided to the CITY for review and comment.
d) Lighting Specifications—Performance specifications will be developed to ensure competitive bid
pricing can be obtained. This will reduce initial project costs. The specifications can also be
used for bidding our future luminaire purchases for new installation of maintenance inventory.
3. POST AUDIT COST ESTIMATE
The CONSULTANT will provide a post audit cost estimate that will take into account:
a) The total number and type of fixtures determined from the audit
b) Approved fixtures,wattages and distributions patterns based on photometric analysis and
fixture specifications
c) Potential street lighting infrastructure improvements
d) ComEd rebate incentives
e) Applicable pre-bid pricing from vendors
The CONSULTANT will take these criteria into consideration and provide a detailed project summary and
cost estimate to provide a technical and financial assessment of the project and projected savings
4. SPECIFICATION DOCUMENT PREPARATION
Preparation of Material Specifications - Review City's standard Material Specifications including LED
Specifications developed under this project and prepare a Material Specifications that are specific to the
project and that are consistent with a unit cost bidding platform including Pay Items are that are
consistent with Front End Bidding Documents.
Preparation of Construction Specifications- Review City's standard Construction Specifications and
prepare a Material Specifications that are specific to the project and that are consistent with a unit cost
bidding including Pay Items are that are consistent with Front End Bidding Documents.
The Front-End Bidding, Material Specifications, and Construction Specification documents are to be
reviewed and approved by the City prior to issuance to Contractors for bidding. The project will be
advertised,and documentation electronically posted per City's bidding requirements. Based on detailed
audit findings and City specifications,the CONSULTANT will evaluate the luminaires and street light
management systems available to determine and recommend to the CITY which specification can best
meet the CITY's needs.
The CONSULTANT will provide best value product specifications to the CITY for LED lighting solutions
that meet illumination requirements under the General Electric Evolve Series Luminaire that achieve at a
minimum the following qualifications:
16
Page 17
a) Lowest life cycle cost by striking optimum balance between lumens of light output per watt of
power consumed and first cost
b) Achievement of illumination standards while maximizing the uniformity of light distribution,
based on existing or modified light pole spacing and luminaire mounting heights
c) Confirmed commitments from suppliers for timely delivery of all specified products
d) Maximization of future maintenance and replacement costs
e) Maximization of electricity rebates from the utility
f) Optimization of recycling and other environmental benefits
g) Identification of incremental costs and benefits of value added options
5. SPECIFICATION SUPPORT SERVICES
The following Bid Support Services shall be provided:
1. Prepare Bid Documents for Advertising
2.Attend Pre-bid Meeting
3. Respond to RFIs
4. Prepare Addendums
5. Prepare Bid Tabulations
6. Review Bid Tabulations and Award Make Recommendation
6. COMMUNITY ENGAGEMENT AND OUTREACH
The CONSULTANT will partner closely with the CITY to plan, develop, and execute all activities related to
public outreach and communication of the project. Whether the issue is luminaire color temperature,
traffic impacts,work hours,or other considerations. The CONSULTANT will begin communication well in
advance of any luminaire installations and provide pilot installations, and create opportunities for
members to comment,as well as provide ongoing information about the project during construction.
The CONSULTANT will have an open line of communication with the public early and stay one step
ahead as a means not only to minimize impact in installation areas but also to educate the public about
the benefits of the project. Beyond simply alerting the public to where and when work is taking place,
the CONSULTANT will be responsible to ensure the project is viewed positively by the citizens of the
17
Page 18
CITY. Proactive,thorough and effective outreach will minimize the need for city staff to be diverted
from their other roles to address public questions and concerns. The CONSULTANT will address
concerns related to brightness, DarkSky compliance, animal and wildlife impacts and others.
7. ENERGY SUPPLIER INCENTIVE APPLICATIONS
Upon determination of contract packaging and approval from the CITY, the CONSULTANT will complete
a Com Ed Energy Efficiently Program Pre-Approval application to be submitted to Com Ed. This pre-
approval reserves the incentive prior the start of construction so the CITY can be sure these cost savings
are realized. This pre-approval summarizes the quantities and wattages of existing and proposed
luminaires. Upon the installation of luminaires, detailed location and installation date will be recorded
for submittal of the final application.
18
ATTACHMENT B
PROJECT SCHEDULE
Fik�}rn|} i{=gf262k/|l„[�MF4%$5W—� F, i
}-T
t 2i! # # UJk | | | k
| ” ft4 ; "i "
gK3 )og - � &°
I\ W (\k `
f | ) ! ! F _ ! }
F # I |
■ ! £ #
� { 5V I
a
! }
! >
,
} 6
2 /
7 � |
|
£
�
�
'
1111
}