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HomeMy WebLinkAbout92-0812 Center City 01 qa- o8ta RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH JOHNSON, JOHNSON & ROY, INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Larry L. Rice, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Johnson, Johnson & Roy, Inc. for engineering services for the Center City Civic-Cultural District, a copy of which is attached hereto and made a part hereof by reference. s/ George VanDeVoorde George VanDeVoorde, Mayor Presented: August 12, 1992 Adopted: August 12, 1992 Omnibus Vote: Yeas 7 Nays 0 Recorded: Attest: s/ Dolonna Mecum • Dolonna Mecum, City Clerk I AGREEMENT THIS AGREEMENT, made and entered into this /vQ 41 day of August, 1992, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY" ) and Johnson, Johnson & Roy, Inc. (hereinafter referred to as "ENGINEER" ) . WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with Elgin Center City: Civic-Cultural District Engineering (hereinafter referred to as the "PROJECT" ) . AND WHEREAS, the ENGINEER represents that he 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 to act for and represent it in all engineering matters involved in the PROJECT, subject to the following terms and conditions and stipulations, to-wit: I. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Director of Public Works of the CITY, herein after referred to as the "DIRECTOR" . B. In general, the work will consist of the following: 1 . Phase I : Discovery 1 .0 preparation of a detailed project management plan 1 . 1 onsite visual survey of the Civic-Cultural District 1 .2 obtain, review, and inventory all existing data 1. 3 conduct workshop 1 .4 preparation of detailed topographical survey 1 .5 site soils investigation 2 . Phase II : Schematic and Preliminary Design and Engineering 2 . 0 preparation of schematic and preliminary design and engineering for: a. Kimball Street:Dundee to N. State b. Douglas Avenue: Kimball to Highland c . Highland Avenue: Douglas to N. State d. North Street: Grove to Douglas e. Grove Avenue: Kimball to North f. Grove Avenue: Highland to City Hall g. Hemmens parking lot h. Civic Center (South) parking lot 2 . 1 prepare traffic circulation and parking plans a. analysis of existing parking condition in CBD b. preparation of parking facilities plan for CBD c. preparation of parking management plan for CBD d. analysis of existing traffic condition e. development of alternative traffic circulation solutions 2 .2 prepare master streetscape plan guidelines 2 .3 prepare streetscape design concepts for: a. landscaping b. lighting and illumination c. signage and graphics d. utilities/vaults e. pavements: pedestrian & vehicles f. street furniture . benches . waste receptacles . bollards . bike racks . misc. g. parking lots h. roadway sections 2 .4 presentation at public meeting 3 . Phase III : Design Development 3 . 0 preparation of design development documents for those areas of the project to be brought into final engineering and plans and specifications a. Kimball Street: Dundee to Kimball Street bridge b. Grove Avenue: Kimball to North c. Grove Avenue: Highland to City Hall d. Douglas Avenue: for Traffic circulation e. Hemmens parking lot f. Civic Center (South) parking lot 4 . Phase IV: Final Engineering Plans and Specifications 4 . 0 for the areas identified in Phase III above, construction plans and specifications will be prepared and will include, but may not be limited to: a. signage plans b. layouts c. grading d. landscape planting e. utilities f. lighting g. irrigation h. traffic signalization i . construction details j . roadways, sidewalks k. street furniture 1 . technical specifications 4 . 1 preparation of final cost estimate 4 . 2 preparation of construction phasing schedule 4 . 3 preparation of construction management plan 5. Additional Services If and when requested, the ENGINEER, with an amendment to this agreement, will : 5. 1 issue documents for bidding and recommend bid awards to the City 5 .2 provide construction management, engineering and quality control inspections and testing 5 . 3 prepare environment assessments C. A detailed Scope of Services is attached hereto as Attachment A. II . PROGRESS REPORTS A. An outline project milestone schedule is provided herein under: 1 . Notice to Proceed- 7/23/92 2 . Complete Phase I . 9/25/92 3 . Conduct workshops on master streetscape plan guidelines - 10/10/92 4 . Conduct public meeting on design concepts (City Council) . 11/25/92 5 . Complete schematic and preliminary engineering documents- 12/04/92 6 . Design Development a. Hemmens/Grove• 3/01/93 b. Civic Center/Grove- 1/02/93 c. Douglas si nalization• 3/01/93 9 g d. Kimball Street- 5/31/93 7 . Plans & Specs a. Hemmens/Grove• 5/31/93 b. Civic Center/Grove. 3/01/93 c. Douglas signalization• 5/31/93 d. Kimball Street- 9/06/93 B. 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 C. below. C. The Engineer will submit to the Director monthly a Status Report keyed to the Project Schedule. A brief narrative will be provided identifying progress, findings and outstanding issues . III. PERSONNEL The ENGINEER will assign through the term of this Agreement the key personnel list hereinafter. Johnson Johnson & Roy/Inc. Frank Clements - Principal-in-Charge Paul J. Wiese - Project Manager Randall Macheiski - Urban Designer SEC Donohue Kenneth E. Nelson - Senior Advisor Dave Heslinga - Lead Engineer Kenneth Spitz - Traffic Engineer Preston Keefe - Engineer Walker Tom Hannula ParkingAnalyst y Burnidge and Westphal, Incorporated John Burnidge - Management Bud Westphal - Survey Supervision Professional Services Industries, Incorporated David Dunn - Geotechnical John Balun - Management Substitutions may be made only with the approval of the Director. IV. WORK PRODUCTS All work products prepared by the ENGINEER pursuant hereto, including, but not limited to, reports, designs, calculations, work drawings, studies, photographs, models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the DIRECTOR provided, however, that the ENGINEER may retain copies of such work products for its records . Such work products are not intended or represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the ENGINEER. V. PAYMENTS TO THE ENGINEER A. The CITY shall reimburse the ENGINEER for services under this Agreement a lump sum of three hundred ninety eight thousand seven hundred seventeen dollars ($398,717 . 00) , regardless of actual Costs incurred by the ENGINEER unless SUBSTANTIAL modifications to the project are authorized in writing by the DIRECTOR. The above lump sum fee shall be for basic services Phases I through IV as described in Attachment A. Reimbursements shall be in addition to the above and will not exceed $15,000 . 00 without prior authorization in writing by the DIRECTOR. B. The lump sum fee for this Agreement has been based upon the estimate of 6 ,712 man hours of effort required to complete the Scope of Services of this agreement. Attachment C, attached hereto, provides a labor loading table by work phase. This labor loading table has been provided for information only. 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 be based upon the percent completion of the PROJECT by task. VI . INVOICES A. The ENGINEER shall submit invoices in a format approved by the CITY. Progress reports ( IIC above) will be included with all payment requests . B. The ENGINEER shall maintain records showing actual time devoted and cost incurred. The ENGINEER shall permit the authorized representative of the CITY to inspect and audit all data and records of the ENGINEER for work done under this Agreement. The ENGINEER shall make these records available at reasonable times during the Agreement period, and for a year after termination of this Agreement. VII. 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 IV above. VIII. TERM This Agreement shall become effective as of the date the ENGINEER is given a written Notice to Proceed and, unless terminated for cause or pursuant to Article VI foregoing, shall expire on the date the DIRECTOR determines that all of the ENGINEER's work under this Agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims which the CITY may have or thereafter acquire with respect to any breach hereof by the ENGINEER. IX. 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. X. 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. XI. INDEMNIFICATION The ENGINEER shall indemnify and save harmless the CITY, its officers and employees from and against any and all loss, liability and damages of whatever nature, including Workmen' s Compensation claims, in any way resulting from or arising out of negligent actions or omissions of the ENGINEER in connection herewith, including negligent actions or omissions of employees or agents of the ENGINEER arising out of the performance of professional services . XII. 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. XIII. 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 Certificate 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 IX entitled "Indemnification" shall be provided. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned, non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence subject to a $1,000,000 aggregate. D. Professional Liability. The ENGINEER shall carry Engineer' s Professional Liability Insurance Covering claims resulting from error, omissions or negligent acts with a combined single limit of not less than $1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30) days prior written notice to the DIRECTOR. XIV. 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. XV. 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. XVI . 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. XVII. 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. XVIII. NO CO-PARTNERSHIP OR AGENCY It is understood and agreed that nothing herein contained is intended or shall be construed to, in any respect, create or establish the relationship of co- partners between the CITY and the ENGINEER, or as constituting the ENGINEER as the general representative or general agent of the CITY for any purpose whatsoever. XIV. SEVERABILITY The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. XX. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define, limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. XXI. 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. XXII. 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 . XXIII. 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. XXIV. COOPERATION WITH OTHER CONSULTANTS The ENGINEER shall cooperate with any other consultants in the CITY' s employ or any work associated with the PROJECT. XXV. 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: JAMES L. KRISTIANSEN Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 ti B. As to ENGINEER: Frank C. Clements Principal Johnson, Johnson and Roy, Inc. 111 West Washington Street, Suite 1660 Chicago, Illinois 60602-2710 XXVI . INTERFERENCE WITH PUBLIC CONTRACTING: P.A. 85-1295 The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of violations of either Section 33E-3 or Section 33E-4 of the Illinois Criminal Code. XXVII. 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. 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 1,„! BY 61.;;".iitk By City Cl rk' Ci anager (SEAL) 46; ' 4.;•S , For the ENGINEER: Dated this 240 day of Q , ' D. , 1992 . ATTEST: B y a fw . S cretary Pre e .a. a rlr, .• ATTACHMENT "A" WORK PLAN SCOPE OF SERVICES Work Plan Basic Services PHASE I. Discovery GOAL: To establish good working relationships, evaluate and understand previous studies and produce a project management work plan. Task 1.0 Management Plan We regard the establishment of a good management plan and good working relationships as an essential first task. We will establish working relations with the Elgin City staff and a Center City Steering Committee (CCSC) to facilitate effective cooperation and provide full opportunity to affect decisions being made during the development of this study. We will accomplish this through: An initial issues/goals workshop with representatives of the City, and the CCSC, to confirm the goals, program objectives, workscope, and schedule for this study. During this workshop, a detailed work plan will be agreed upon. The CCSC and the Johnson Johnson & Roy/inc. (JJR) Consultant Team will be introduced. This committee would act as a steering committee and guide the JJR team throughout the life of the project. It will also provide a clear management and responsibility structure as well as a system for identifying and resolving problems. At the initial kick-off workshop, the following issues will be reviewed: Project Objectives Avalable Data Schedule Communication Flow Project Budgeting File Maintenance Quality Assurance Management Task 1.1 Visual Survey of The Civic-Cultural District This task will be accomplished as part of the initial issues goals workshop. It is recommended that a group composed of both the staff of the Consultant Team and representatives of the Public Works Department and the CCSC walk the study area to jointly assess problems, issues, options, current and/or planned projects. This reconnaissance survey is intended to provide all team members with a similar basis of information and perceptions. This on-site evaluation will provide an overview of the existing streetscape within the study area and identify opportunities, and constraints. In addition, the evaluation will further define those details, features and aspects of the Civic Cultural District area which appear fixed as givens versus elements that remain unresolved. The product of this task will be photographic documentation of existing conditions. Task 1.2 Inventory and Review Existing Data Prior to the issues/goal workshop, the JJR Consultant Team will become thoroughly familiar with previous planning studies affecting the Project area through the review of relevant information furnished by the City. This review will include existing documents concerning topography, boundary surveys, soils utility locations, traffic plans, parking plans, as well as proposed future development plans. This inventory will be performed only for those areas for which schematic/preliminary engineering will be undertaken. Task 1.3 Conduct Goals/Issues Workshop (Workshop One) The Consultant Team will conduct an initial workshop with the city staff and the CCSC to establish goals for the Project. Unresolved issues will be identified and clarified along with additional information required to reach a consensus on them. The product of this task will be a technical memorandum summarizing project goals, a detailed work plan, a critical path schedule, pertinent existingplanning 9 data, and unresolved issues in the Project area. Task 1.4 Preparation of Topographic Survey The Consultant Team will conduct a topographic survey within the geographic limits described as follows: 1. Kimball Street - from CNW railroad to Dundee Avenue. 2. State Street - for 400 feet north and south of Kimball Street. 3. Dundee Avenue - for 400 feet north and south of Kimball Street. 4. Grove Avenue - from North Street to Kimball Street and from Highland Avenue to Post Office cul-de-sac. 5. North Street - from Grove Avenue to Douglas Avenue. 6. Highland Avenue - from State Street to Douglas Avenue. 7. Douglas Avenue - from Chicago Street to Kimball Street. 8. Hemmens Auditorium parking lot - located north of the auditorium and south of the Grove and North intersection. 9. Civic Center south parking lot - located between Douglas, Highland and Grove and south of the civic center. Survey data will be collected within the area defined by the street right-of-way or for the parking lots, the area defined by the property boundaries. Survey services in each of the above defined areas will consist of the following: 1. Establish horizontal and vertical survey control referenced to existing right-of-way lines and USGS datum. 2. Obtain status and offset of topographic features within the geographic limits. 3. Location of above ground utility features. In specific areas defined as part of Task 3.0, additional survey data will be collected as follows: 1. Cross section elevations will be taken at 100 foot intervals and at driveway centerlines on Kimball Street and Grove Avenue. Spot elevations will be taken as needed for grading purposes on Douglas Avenue, the Hemmens parking lot and the Civic Center south parking lot. 2. Location, pipe diameter and rim and invert elevations of undergournd utilities. Task 1.5 Site Investigation The Consultant Team will provide soils investigation. This will include Kimball Street from Dundee Avenue to the east and of the Fox River bridge, and Grove Avenue from Kimball Street to North Street and from Highland Avenue to the Post Office driveway. Soil borings will be done at approximately 300 foot intervals and soil sampling and testing will be performed as needed to determine recommendations for subgrade preparation, foundation and pavement designs and construction procedures. A maximum of twelve borings are to be provided as part of this work. PHASE II. Schematic Design/Preliminary Engineering GOALS: 1. To quickly develop consensus and resolution on specific issues of parking and traffic. 2. To establish a design vocabulary for the Civic Cultural District and the first phase projects. 3. To accomplish site specific schematic design and engineering of the first phase streetscape/parking lot projects in the Civic Cultural District. Task 2.0 Geographical Areas The project limits for this phase of work shall be limited to the following geographical areas: 1. Kimball Street - from Dundee Avenue to North State Street (Route 31) Particular attention will be paid to both intersections as they are important Center City entrances. An Intersection Design Study (IDS) will be prepared for the intersection of Kimball Street and North State Street in a format consistent with Illinois Department of Transportation (IDOT) requirements. The consultant team will assist the City of Elgin in obtaining IDOT concurrence with proposed intersection improvements. 2. Douglas Avenue from Kimball Street to Chicago Street Particular attention will be paid to analyzing traffic operations within the Center City area for either one-way or two-way traffic flow on Douglas Avenue. 3. Highland Avenue form Douglas Avenue to North State Street (Route 31) Particular attention will be paid to the intersection of Highland Avenue and North State Street to review existing traffic operations and recommend possible improvements in traffic capacity and flow. 4. Hemmens Parking Lot located at the south end of Grove Avenue at its intersection with North Street. 5. North Street from Grove Avenue easterly to Douglas Avenue. 6. Grove Avenue from Kimball Street to North Street and Grove Avenue from Highland Avenue northward to its dead end. 7. Civic Center (South) Parking lot located at Douglas Avenue, Grove Avenue and Highland Avenue. Design emphasis will be on making this lot an important visual feature of the Civic-Cultural District plan. Task 2.1 Circulation and Parking Issues Resolution The purpose of this task will be to identify and respond to the current and future traffic and parking needs of the Civic Center Cultural District. In accordance with specific study elements identified in the Request for Proposals, six tasks as briefly described in the following paragraphs are proposed: 2.1.1 Review and Evaluation of Prior Studies and Current Proposals The Consultant Teams initial effort in this phase will be to familiarize ourselves with and evaluate previously published studies and current downtown proposals for downtown circulation, parking, and major improvements. Prior studies that provide an information base for analysis of downtown traffic and parking will be thoroughly reviewed to utilize existing information to the maximum extent possible. In addition, existing data including traffic counts, right-of-way information, land use and parking information furnished to the Consultant Team by the City Public Works Department, or otherwise collected during the study will be evaluated. The product of this task will be a technical memorandum describing the Consultant Team's evaluation of prior studies, existing data and current proposals and stating its recommendations. 2.1.2 Parking - Analysis of Existing Conditions This work will focus on the parking concerns for that area identified as the Center City District. Existing parking data available from the City of Elgin and the Illinois Department of Transportation will be supplemented as necessary by data collected and inventories performed by the Consultant Team. Additional analyses or data that could be collected or supplemented by additional surveys or field reconnaissance include the following: 2.1.2.1 Identify major parking generators in the study area, and individually contact concerned parties identified by the City. 2.1.2.2 Determine availability of current land use data. If detailed data is available, field check to update and verify. If unavailable or in unusable format, assemble detailed land use information by block, building, or parcel. 2.1.2.3 Inventory the on-street and off-street parking facilities within the influence area. Record the type of parking (e.g. - public, commercial, or private and whether surface lot or structure), number of spaces reserved and/or number of monthly leases and the type of access control, if any, in place, and all applicable parking fees. 2.1.2.4 Record the number of vehicles parked by facility during the inventory process stage. 2.1.2.5 Determine turnover and duration characteristics at selected facilities by means of a license plate survey, ticket analysis, or other appropriate methods. 2.1.2.6 Determine existing parking characteristics of representative land uses through tenant interviews and employee/visitor/shopper interviews. 2.1.2.7 Analyze field survey data and present in tabular and graphic form. Using the Urban Land Institute's Shared Parking methodology, develop parking demand ratios for each land use category in terms of spaces per square feet. 2.1.2.8 Calculate and compare parking demand with the current parking supply and identify areas with deficits and surpluses. 2.1.2.9 Determine the future parking demand under two to three development scenarios prepared by the City. Typically, the scenarios include: 1. Committed development that reflects projects either currently in construction or expected to begin within two to three years. 2. Expected development that reflects projects that will likely occur within four to seven years. 3. Optimistic development may come to fruition in the longer term. 2.1.2.10 Compare the parking supply with projected future demand to determine the impact each of the development scenarios will have on area parking conditions. 2.1.2.11 Prepare task report. 2.1.3 Parking Facility Planning 1. Prepare detailed plans for the South Civic Center Parking Lot and the Hemmens Parking Lot, including: a. Vehicular and pedestrian traffic flow. b. Allocation of user spaces, if requested. c. Recommend queuing distances and number and location of entrance and exit lanes. d. Parking layout, including bay sizes, parking stall size and turning radii. 2. Present schematic design to the City of Elgin for review and comments. 2.1.4 Parking management 1. Review the current parking management strategies and methods of operation including but not limited to the following: - Methods of designating parking areas. - Potential for hared parking (i.e. - use of spaces by different group at different times). Enforcement and policing parking areas. - Collection and revenue policies. - Strategies for controlling the use of parking facilities. 2. Recommend changes to parking management strategies and methods of operation. 3. Prepare draft report. 4. Meet with the City of Elgin once to discuss draft report, incorporate comments, and issue final draft. 2.1.5 Traffic - Analysis of Existing Conditions This work will focus on the traffic concerns for those areas of the Civic Cultural District described in Task 2.0 - Geographic area. Existing traffic data available from the City of Elgin and the Illinois Department of Transportation will be supplemented as necessary by data collected and inventories performed by the Consultant Team. Additional analyses or data that could be collected or supplemented by additional surveys or field reconnaissance include the following: Traffic counts of average daily traffic on Highland Avenue, Chicago Street, Kimball Street and Douglas Avenue. Traffic counts of peak hour turning movements at signalized intersections as follows: 1. Kimball Street intersections with State Street, Grove Avenue, Douglas Avenue and Dundee Avenue. 2. Highland Avenue intersections with State Street, Grove Avenue and Douglas Avenue 3. Douglas Avenue intersections with Dexter Avenue. Existing traffic signal timing and phasing for signalized intersections listed above. Flow connections to other areas of the Civic-Cultural District and adjoining neighborhoods. 2.1.6 Traffic - Alternative Solutions Traffic circulation recommendations will be developed based on evaluation of all travel modes including auto, bus and truck circulation, emergency vehicles, and pedestrians. The recommended circulation program will consist of a number of elements that can be implemented in a systematic and coordinated way. Recommendations for specific areas that will improve accessibility and access to parking will be presented. These projects may include operational modifications, management considerations, intersection improvements, signalization changes, regulatory, directional and information signage improvements as well as pavement marking changes. More specifically, using Transit 7E and PASSER II computer programs, signal operations will be analyzed to determine the impact of two-way traffic on Douglas Avenue and geometric improvements on Kimball Street. The goal will be to determine the optimum phasing and timing for individual intersections and to develop coordinated offset timing needed between intersections on Kimball Street and Douglas Avenue to minimize travel delays. Products of this task will include a technical memorandum with accompanying charts and illustrations to effectively describe the Consultant Team's circulation and parking recommendations. Task 2.2 Urban Design - Master Streetscape Plan Guidelines The Consultant Team will prepare design guidelines for the use of items listed below in the public rights-of-way and proposed parking lot in the Project area. These guidelines will address what to use, where, and in what manner it should be used. The guidelines will provide a vocabulary that enhances and reinforces Elgin's Civic-Cultural District's unique character. Pedestrian Pavements - Scale and Texture Street Crossings Street Lights Traffic Direction Signs Street Trees - Planting Benches Waste Receptacles Bollards Bike Racks Information Signs Special Elements (Drinking Fountains, Vending Equipment, Public Art, Etc.) Miscellaneous Standard Details Used by the City. Plans and sections of prototypical installations in the project area will be developed. These plans and sections will be to scale and show typical dimensions. The product of this task will be a technical memorandum of the preliminary design guidelines consisting of text, black and white sketches, tables and catalog cuts as appropriate. 2.2.1 Workshop to Review and Develop Final Design Guidelines (Workshop Two) The Consultant Team will meet with representatives of the City and CCSC working session to refine and finalize the design guidelines. The session will be resolution oriented, with the goal of an approved set of guidelines at sessions end. The Consultant Team will refine plans and sections, edit, and final type the text for the document, and submit the completed document for city approval. The product will be a revised technical memorandum, in xerox quality, of the design guidelines and standards in 8.5" x 11" format, black and white, with illustrations in 8.5" x 11" or foldout form as necessary. Task 2.3 Development of Schematic Design Concepts The JJR Consultant Team will generate site specific conceptual designs and alternatives, where appropriate, for all design elements in the project area. The conceptual designs will utilize the previously developed Design Guidelines and traffic and parking plans as the basis for this work. 2.3.1 Conceptual Design Alternatives Workshop A workshop will be conducted with the City staff and CCSC to review the conceptual design documents. The purpose of this workshop will be to set the direction for final schematic design based on one or a combination of several selected alternatives (maximum of three). This phase of work will also identify treatments for the following components. 2.3.2 Landscape Design Development of landscape plans which provides for functional and aesthetic treatment for vehicular and pedestrian thoroughfares, parking lots and public lands adjacent to the geographical schematic work area. Locations, type, size and species of materials will be provided. 2.3.3 Lighting/Illumination Plans A master lighting plan which addresses the functional and aesthetic requirements of the Center City plan will be developed. Addressed in this plan will be the general location and types of fixtures, uniformity ratios, lamp type, wattage, lumens and color of light. This will include vehicular, pedestrian and accent/ornamental lighting. 2.3.4 Signage and Graphics A signage and graphics plan will be developed. Attention will be given to: facility identification, pedestrian directional signs, traffic control signage, handicapped signage, deliver/service area signs, locations and directory facilities, and special events banners integrating the Center City logo. 2.3.5 Utilities Recommendations for the replacement or repair of existing sanitary and storm sewers and water mains will be presented as appropriate. The city will furnish video tapes of television inspection results of existing sewer mains to the consultant team for their review. The city's Water Department will identify which sections of water main are to be replaced and their recommended pipe diameter. The plan and size of recommended storm sewer improvements will be identified for Kimball Street and the Hemmen's and Civic Center parking lots. 2.3.6 Vaults, Areaways and Basements The extent of structural improvements required for vaults basements and areaways, if any, will be presented based on design concepts, ranging from rehabilitation to complete upgrading or abandonment. 2.3.7 Street Pavement Coordinated with design concepts, utility and vault/areaway conditions, solutions for reconstruction of the existing street pavement will be presented. 2.3.8 Roadway, Bridge and Parking Lots Develop schematic plans and typical sections for streets, parking lots, and sidewalk improvements. Plan and sectional views of the Kimball Street bridge over the Fox River will be developed as needed should bridge widening be proposed. The need for schematic plans for the Highland Avenue bridge over the Fox River is not anticipated. 2.3.9 Finalize Schematic Design Based on the direction set at the Concepts Workshop, final Schematic Design Documents will be prepared fixing the general design of the project areas. The product of this Task will be black and white sketch plans and elevation/section graphics along with preliminary estimates of probable construction costs. 2.3.10 Presentation of Schematic Design Documents to City Officials (Workshop Three) Following final review and written approval by the Elgin staff and CCSC, the Consultant Team will be available to assist in the presentation of the Schematic Designs to City Officials at a public meeting. PHASE Ill. Design Development GOAL: To produce detailed design plans and budget for the five geographical areas that will proceed into Final Engineering. Following review and written approval of the schematic design under Phase Two, the JJR Consultant Team shall proceed with development of the Design Development Documents. Geographical Areas: Kimball Street from and including its intersection at Dundee Avenue to the east end of the existing Kimball Street Bridge at the Fox River. Grove Avenue from Kimball Street to North Street. Civic Center (south) Parking Lot inclusive of that portion of Grove Street north of Highland Avenue adjacent to the parking lot. Douglas Avenue from Kimball Street to Chicago Avenue only as is necessary to reestablish two-way traffic. Hemmens Parking Lot from the south end of Grove Avenue at North Street. Work will include attention to the retaining wall at the south end of the lot. Task 3.0 Design Development Preliminary design plans for the five Project Areas will be developed . The drawings will be prepared at a suitable scale which will further develop the selected Design Concept. The plans will illustrate the location and types of hard surface materials, placement of street furniture, location and type of plant material, location and use of irrigation, location and type of lighting elements, traffic signalization and signage plans. Consideration will be given to possible phased construction of the ultimate improvement plan based on current traffic patterns, available construction budgets, etc. Upon completion of the above plans, sections, detail drawings, outline specifications and possible phasing, a Preliminary Statement of Probable Construction Cost will be prepared. Task 3.1 Review Workshop (Workshop Four) Workshop to review and develop final design development documents. The Consultant Team will meet with representatives of the City Staff and CCSC in a workshop to review and finalize design development. PHASE IV. Construction Documents/Final Engineering Plans GOAL: To produce detailed technical plans and specifications and anticipated costs for the five geographical areas. Geographical Areas: Kimball Street from and including its intersection at Dundee Avenue to the east end of the existing Kimball Street Bridge at the Fox River. Grove Avenue from Kimball Street to North Street. Civic Center (south) Parking Lot inclusive of that portion of Grove Street north of Highland Avenue adjacent to the parking lot. Douglas Avenue from Kimball Street to Highland Avenue only as is necessary to reestablish two-way traffic. Hemmens Parking Lot from the south end of Grove Avenue at North Street. Work will include attention to the retaining wall at the south end of the lot. Task 4.0 Technical Construction Document Preparation Following written approval of the Design Development Documents, the Consultant Team shall prepare drawings and specifications setting forth in detail the requirements for construction. Construction drawings shall include: - Signage Plans Layout Plans Grading Plans Planting Plans Utility Plans - Lighting Plans Irrigation Plans - Construction Details - Technical Specifications - Signalization Plans - Street Plans and Profiles - Maintenance of Traffic Plans - Pavement Marking Plans - Roadway Cross Sections (Kimball Street curb) - ADA Compliance Review The consultant team will prepare the above documents as one bid set and will furnish one set of mylar reproducible plans to the City. The City will be responsible for printing plans and specifications for the bidding and contract award phases. In addition to the above, the Consultant will prepare the following: Task 4.1 Final Statement of Estimated Costs The Consultant will provide detailed materials takeoff, unit prices and expected final cost estimates for each component of the work. Task 4.2 Construction Phasing/Sequencing Schedule The Consultant will develop a model construction sequencing schedule from which those portions of the work proceeding into construction can be monitored and controlled. Task 4.3 Construction Management Plan The Consultant will develop a construction management plan which will be utilized during construction to enable all requirements for communications, job conferences, inspections, progress monitoring, shop drawings, changes, claims, etc., are established prior to the start of construction. Work Plan Additional Services The following tasks are considered additional services and would be performed only on the written approval by the Director of Public Works. Issue Documents for Bidding A. Following written approval of the technical construction documents and the statement of anticipated construction cost, the Consultant Team shall assist the City in obtaining bids, subsequent negotiations as may be required, and in the preparation and award of construction contracts. During this task, the Consultant Team will prepare a recommended list of bidders; identify multiple bid packages, if appropriate; make recommendations regarding award of contract; and prepare and/or review construction contracts as requested by the City. B. Construction Observation The Consultant Team shall provide observation of the construction as set forth in AIA Document A201, "General Conditions of the Contract for Construction". The Consultant Team shall visit the sites at intervals appropriate to the stage of construction to become familiar with the progress and quality of the work and to determine in general if the work is proceeding in accordance with the Contract Documents. The Consultant Team shall review and approve shop drawings, samples and other submissions of the contract(s) for conformance with the design intent. The Consultant Team shall review and approve applications for payment by the Contractor(s). In addition to the contract observation services outlined, the Consultant Team is available to: Help identify a full time clerk of the works. Provide off site tagging of specimen plant materials. Prepare as-built drawings based on the Contractor(s) Mark-up field prints. Prepare change orders to accommodate unforeseen field conditions. Material Testing and Quality Control for construction operations. Extra Services In addition to performing the Basic Services and additional services described above, the Consultants will be available to provide Extra Services during the period of this contract, including but not limited to the following: 1. Preparing written or graphic material for and/or attending public or private hearings, meetings, or conferences with public, quasi-public or private persons, groups, or agencies for the purpose of presenting the plans or any other like action, except as specifically provided in the final Work Plan. 2. Preparing drawings, reports and/or slides required because of revisions in the project program or criteria when such revisions are inconsistent with approvals or instructions previously given; or performing services required to prepare alternate schemes for the Client's consideration beyond those described in the description of services. 3. Coordinating and/or reviewing work of any and all others performing services for the project retained by the Client, and by any other person or organization on behalf of the Client, except as specifically provided in the final Work Plan. 4. Preparation or coordination of presentation quality perspectives, rendering, or models other than those provided in the course of the work and prepared by the Client's request. 5. Providing services similar to those set forth hereinbefore and not otherwise covered by the contract. Extra services are to be compensated separately. City of Elgin Responsibilities It is our understanding that the City of Elgin will: 1. Provide full information as to its requirements for the project. 2. Place at our disposal all available information pertinent to the project, including previous reports and any other data relative to the project. 3. Provide property maps, aerial photos, topo maps, and all other necessary base information that is available. 4. Provide access to and make all provisions for the Consultant to enter upon public and private lands as required for the Consultant to perform the work under this Agreement. 5. Examine all studies, reports, sketches, estimates, drawings, proposals, and other documents presented by the Consultant and render in writing decisions pertaining thereto within a reasonable time so as not to delay the work of the Consultant. 6. Appoint a single individual to be readily available to us, provide us with information and organize meeting schedules. 7. Appoint a Center City Steering Committee of six to eight representatives of the various groups or constituencies having interest in the future of downtown Elgin and who will make themselves available to meet periodically with the Consultant Team in review and workshop sessions. 8. Provide meeting space for the CCSC, City staff and other groups to meet with us and in addition, workspace sufficient for Consultant Team working sessions. ATTACHMENT B r r— • Elgin Center City Civic - Cultural District , Project Work Schedule Summary Civic Center Parking Lot/Grove Street r'_ ,Reepor lbflh1H 1 0 0 2 t 0 to Cir JJR SEC•0 Walker Bt.W Phase Jun Jul Aug Sep Oct Nov 0ec Jan Feb MatA Ma Jun I: Discovery I C_ • II I 1. Management Plan ! I t.---I! ; � - 2. Technical OaW Rev'�awsimi 7• I e ill 3. Survey ProparalioriSoils lovesiigation l — ` If: Schematic Dos!grtlPretlminary Engineering }} • • I, Issue ResotuliorrParking and Tragic ! • _ A 2. I$aotscapoCsvkfisfinoi I Q }7.1. 1 3. Schematic Oospn Concopis 1 4, City AFFrovSts t III: Design Development I. Preliminary Design Plan 1111111 I.ly ,. .,, 2. Finalize Design OovoloFmnnt , , • e .-- air 9. Cost Estimates/Plan Modiffcations Illi i 4• Plan Approval IV; Construction Documents j I1. Construction Pions . ' • 2. Construction Cotail: j Ns • s g. Spocif.,catioru I III 4, Cost Estimates 111 I I S. Construction Phasingr5r lwdulirg IN i f I ?, . I; G1 ,PrlmaryRa womb a*i $,-Um*ftRs spin►istew P Watsrop • * Plan AppraL m JJR Ri Elgin Center City Civic - Cultural District �i Project Work Schedule Summary - Hemmens Parking Lot/Grove/Douglas Avenue' _ RespondoltNks 1 P 4 4 ! 1293 City JJR SEC.0[Walkor�E6tW Phase • Jun Ju! A.un Sep Oct Nov Dec } Jan } Feb Mar Apr i.1ay ( Jun `- l: Discovery 1. Idanagomant Pion 2. Technical Data Revlow _ 77 t m, • • III 3 ,. , Suney PrepsraGoNSoG:Investigation 7. � I ! [I: Schematic DeslgnlProtlminaryEnglnaortng `, t. Issue ResoluGorVParkirg and Tratlic • 2.'SVootseape Gvafofincs - ._ _a .. y—t— • 3. Schematic Design Concepts .J_ — t 0 4. City Appravats r III: Design Davalopsnant ' , . t, Proliminary Design Plan __1— — - l ria 111 . 2, Finallza Design Development , • 3. Cost Estimates/Plan ModiticaCons i } — -- • .. . 4. Plan Approval ' IV: ConstructionDocurnonts ! l iis. Construction Plans _ , 2. Construction Details 1 • • 3, Specifications y --] I Ir. I 4. Cost Estimates 1 i L 1 S. Construction PhosingrS.hoduti if ng 1 i I ` T I S> .Prin-u.ryresporeitaCe •,Supped Rssponsbiiliss a WoMshep * Plan Approval C> -•. JJR E. ;gin Center City Civic - Cultural District - - •oject Work Schedule Summary Cr) mball Street _ .. i . r. Rsspae rlblr$hs 1 9 9 2 I a 91 City JJA JSEC•DjWalker{ B6W Phase Auq Sew Oct Nov Dec Jan Feb , Mar Apr May Jun July Auq I; Discovery • ■ 1 1, Manegernent Plan +, e • 2. Technical Data Review 111111111111 Q . 3. Survey Preparation/Solis Investigation r r • 1 3 III Schematic DeslgniPreliminary Engineering j • t, issue ResaluBarJParkinrJ and 7ratRc T • 1 2, Streetscape Guidelines M e3. Schematic Design Concepts ~� 4. City Approvals — — { III ' Ili: Design Development 1 1, Pratt reinaryDesign Plan I - .. .0, ; 2. Finalize Design Development 1 3. Cost Estimates/Plan Mod'licadons ' 4. Plan Approval - - 1 •IV; Canatrnclion Documents 11 1. Construction Plans MI ~ S 2. Construction Details f 1 • 3. SpeciFcatiora 1 4. Cost Estimates• • III Milir Millill MON S. Construction Phasing/SchecikAng Primary Rnspo nsA:;usr ®.,SLrpon Rs ward bliliar / workflop * Pran Approval JJR �' m 1, ATTACHMENT B Elgin Center City Civic - Cultural District Project Work Schedule Summary Civic Center Parking Lot/Grove Street • r`' • 1902 Gt,) — .11111111171SEC•0 fir' Ptmso Jun Jul Au 11113=1 Oet No,. Orc Ja— Feb htar A. Ida Jug, i l: Discovery I i IIIIIIiL_: t. Management Plan j j 2. T_+chrica!Data Review i ' l - ' L l . 9• Survey PreparaiorvSoi!sInvestigation II: Sclonutic Oos!QnlProtlminary l npinoertnp . ■ __ __ • s, Issue RosotutierJParkinp and Tragic 1 , i I ! O. 2. Suootscapa rwk,`Dfinoi _ u 1 I I0 3, Schematic Design Concepts. _ —_�—! — . II.J 01111111111111111 4, City ApFrov2ls - .��. III: Doslpn Development • I S- Mill . 1. Probninary Design Plan _ -� I.. 2. Finalize Oos pn Oovoloprnont , 9. Cost Estimatos)Plan Modifcatiens IE I II4. Pian Approval I t MIMI= IV; Constructton Documents 'IIII--' ttt>.tttttttt� � J WI! t, Constructicn Plans tt�� III :. :::::: t .1131 .13 l - 4. Cost Estimates /— ' t J t illi MIIII 1 S. Construction PhasingrSthodutirg r I: IIII.Primary Resp,rtailt*s 0_SupportRespombtidu A %semhop r * PimA4prata rn JJR E r,; • ATTACHMENT B Elgin Center City Civic - Cultural District .T_ Project Work Schedule Summary ,L. Hemmens Parking Lot/Grove/Douglas Avenue' iReeponeltrPltbe 1 1002 s p e a I Cii•[ JJR SFC•0[VJalknr. BIM Phase Jun Jul Aug rSep Oct ._ Nov Dec Jan 1 Feb IAar — Apr May i Jun � r t t t: Discovery .. _ ! 1. Management Plan • . ® � ■ fir 9 t ' 1, Ill . 2. Techrrc-I Data Review 1111 me ; n _i _ t • r 3 Sun ay Frep:oa4oNSoes Investigationi f i i I Pal ,Inar Engineering I ' • "c es r !rr I• Sc»amatr D nr� I. 9 A J T 1 • • 1. Issue Resolu!ioWParkirg ar d Tratlic I r L ( { 2.•Suootsca Cu:delines aI I .l f 1110 1 i 3. Schematic Design Concopts � 4. City Approvals Ill: Design Development ' , v t, Prolin'inary Design Plan 1 t III - — � • • • 2, Finalize Design Development � • 3. Cost Estimate s)PlanModilicaFons lil 1 I I I 4. Part Approval ._I NM IV: ConslructlonDocurnonts I { i I iiii 1. Cons1rt.clion Plans illIllitllmk' a�■ 2. Consuuclion Details _ Zt• Specifications I 1 • 11 r _ 4. Cott Es:imatos ^{ a S. Construction PhosingrSChOdutingi i 1-_, ( I _. 1, .11.p,„ufFie:p.....:iisf •.SupponRespsnsbieies Q 1,4o4rshop * F Ian Approval LT) - JJR r.: lT• r., ATTACHMENT B - Elgin Center City Civic - Cultural District - • - Project Work Schedule Summary Kimball Street . R.•porlblrllMs 1 901 1093 _ y A City JJA SEC•DjWaiker B6VI' Phase Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Julys Aug -, t; 'Discovery • 1 11 ® 1 1, Management Peen I :• ,• 2. Technical Data Review IIC r .J- _ -. • • • I _ 3. Survey FreparahoNSoils Inves[ig;tion 1 ! IF. Schematic Oeslgr 1Preliminary Engtnearing -- _ • • 1, issue Resolution/Perking and 7relFc • 2, Streetscape Guidelines a _ -�- • 3. Schematic Design Concepts 4. City Approvals I { 'Ili: Design Development 1 1. Preliminary Design Plan 7 iin i• . , . 2. Finalize Design Development u 3. Cost Estimates/Plan Modifications fications Will INIIIIIIIIMIIIMI . Fir . , _� • 4, Plan Approval -.- r { f iIV; Cortstnrctlon Documents f I1, Construction Plans • 2. Construction Details —— 3. SpeciFcatiors• I ?. III 4. Cost Estimates Mil 1-711 _ - is5, Construction Phasing/Schedung I Primary Pnsporu2r;t4s •.,SL.rpan R•lpamblOi•r P yrvrlulOp * Ptan Approval T JJ R _. ATTACHMENT C ELGIN CENTER CITY LABOR LOADING TABLE CIVIC-CULTURAL DISTRICT 15 July 1992 Hours by Firm Johnson Johnson&Roy/Inc. SEC Donohue Waker Parking Burnidge and Westphal Totals Phases Professional Technical Senior Project Administrative/ Project Field Principal Associate Staff Staff Subtotal Engineer Engineer Engineer Technical Subtotal Officer Manager Technician Subtotal Surveyor Crews Subtotal I. Discovery 40 130 277 150 597 32 30 18 16 96 20 40 105 165 122 720 842 1,700 II. Schematic Design/Preliminary Engineering 200 224 322 124 870 79 301 387 414 1,181 20 80 86 186 - - 2,237 III. Design Development 66 148 293 90 597 25 55 245 288 613 - • - - - 1,210 IV. Construction Documents 82 233 301 68 684 44 70 374 393 881 - - - - - - - 1,565 Grand Totals 388 735' 1,193 432 2,748 180 456 1,024 1,111' 2,771 40 120 191 351 122 720 842 6,712 ELGIN CENTER CITY CIVIC-CULTURAL DISTRICT Fee Breakdown By Firm and Phase Firm\Phase I. II. III. IV. Totals JJR $34,635 $60,850 S37,625 S45,430 $178,540 SEC/D $7,304 $70,792 $32,268 $47,032 $157,396 Waker $10,835 S13,026 $23,861 B&W S33,920 $33,920 PSI $5,000 $5,000 Grand Total S91,694 $144,668 $69,893 $92,462 $398,717 Agenda Item No. 11110.4,7) July 17, 1992 MEMORANDUM TO: Mayor and Members of the City Council FROM: Larry L. Rice, City Manager SUBJECT: Center City (Civic-Cultural District) Engineering PURPOSE: This memorandum will provide the Mayor and City Council with information in support of their consideration to award an engineering design agreement with Johnson, Johnson and Roy, Inc. for the schematic, preliminary and final engineering (plans and specifications for bid) for budgeted and programmed projects within the Center City' s Civic-Cultural District. BACKGROUND: In the spring of 1990, the City under took the preparation of a master plan for the revitalization of our Center City. Completed in the Summer of 1991, the master plan provides a framework and vision for the physical development of the Center City. The current FY1992 Capital Improvement Budget provides almost $2,000,000, for Center-City related projects . An additional $4,800,000 has been programmed over the next two to three years . Highlighted projects include: . Kimball Street reconstruction, widening and street- scaping: ST-08 . . Kimball Street bridge widening and improvements at State Street: ST-14 . Grove Ave. reconstruction and streetscaping (Kimball to Hemmens and Highland to cul-de-sac) : CC-6 . City Hall (South) Parking Lot reconstruction, land- scaping and streetscaping: CC-3 . Streetscape sidewalk improvements, graphics and pedestrian street lights: CC-15, CC-16 and CC-17 . Traffic signal upgrade: CC-18 Mayor and Members of the City Council July 17, 1992 Page 2 On April 23, 1992, Public Works solicited engineering proposals from five firms to accomplish schematic, preliminary, and final engineering for the following locations within the Civic- Cultural District as defined in the master plan: Schematic/Preliminary/Final Engineering . Kimball Street from and including its intersection at Dundee Ave. to the East end of the existing Kimball Street Bridge at the Fox River. . Grove Avenue from Kimball Street to North Street. . Civic Center (South) Parking Lot inclusive of that portion of Grove Street north of Highland Ave. adjacent to the parking lot. . Douglas Avenue from Kimball Street to Highland Avenue only as is necessary to reestablish two way traffic. . Hemmens Parking Lot from the south end of Grove Avenue at North Street. Work will include attention to the retaining wall at the south end of the lot. It is anticipated that the Civic Center (South) Parking Lot and Grove Ave. will be constructed in 1993 . Should the City elect to reestablish two way traffic flow on Douglas Ave. this should also be ready for implementation in 1993 . The reconstruction of Kimball Street, a very complex project, will not be ready for construction until 1994 . For scheduling purposes, the Hemmens lot will be ready for construction in 1993, but might be held over until 1994 to avoid having two lots out of service during the same season. A final decision on the Hemmens Lot can be made during the Nov. /Dec. budgeting period. Schematic/Preliminary Engineering Only . Kimball Street from and including its intersection with N. State Street (Route 31) to the East end of the existing Kimball Street Bridge. . Highland Avenue from Douglas Avenue to North State Street (Route 31) . Particular attention will be given to the intersection of Highland Ave. and North State Street. . Douglas Ave. from Kimball Street to Highland Ave. . North Street from Grove Avenue easterly to Douglas Avenue. The intersection of Douglas Avenue as well as Mayor and Members of the City Council July 17, 1992 Page 3 the easterly leg of North Street from Douglas Avenue will receive attention. With the exception of Kimball Street at N. State Street intersection and Kimball Street Bridge widening, the above streets are not currently included in the 1993-1995 Capital Improvement Program for reconstruction. Consequently Douglas, North and Highland Ave. will be brought to a level of preliminary engineering only. Preliminary engineering will include all streetscape related features . Moneys have been programmed for signage, graphics, pedestrian street lights and sidewalk/streetscape amenities however, through 1996 . The Request for Proposals issued by Public Works is attached as Attachment A. Detailed proposals were received from five firms on May 22, 1992 , with each firm making an oral presentation, with committee questioning, during the week of June 1, 1992 . Proposals were received from: . Hitchcock Design Group/Crawford, Murphy & Tilly Engineers, Inc. Naperville, IL . Land Design Collaborative/Civiltech Engineering, Inc. Evanston, IL . Bucher, Willis and Ratliff Aurora, IL . Burnidge Cassell Associates/Robert H. Anderson and Assoc . Engineers/Barton-Aschman Assoc. Elgin, IL . Johnson, Johnson and Roy, Inc. /SEC Donohue Engineers/ Walker Parking Consultants Chicago, IL After full review of the proposals, and oral interviews, the selection committee, consisting of : . Deborah Nier, Ass 't to City Manager . Mike Turner, Center-City Development Director . E.C. "Bud" Wilson, President, Center-City Development Commission . Harry Blizzard, Member, Center-City Development Commission . James Kristiansen, Director of Public Works; unanimously selected the Team of Johnson, Johnson and Roy, Walker Parking Consultants/Engineers, SEC Donohue Engineers, Mayor and Members of the City Council July 17 , 1992 Page 4 Burnidge and Westphal, Inc . , and Professional Services Industries, Inc . as the top rated team. Attachment B provides information on each team' s submitted fee proposal . Fee proposals, ranged between $311,400 and $967 , 550 . The Johnson, Johnson and Roy original fee proposal was in the amount of $473, 995 . After several fee negotiation meetings the final fee proposal was reduced to $398 , 717 with reimbursements of $15 , 000 . No reduction in the scope-of-services was made. A review of the scopes of services proposed by the two firms with lower fees, revealed several additional work items the Selection Committee felt were important that will be provided by Johnson, Johnson and Roy, Inc . , as follows : . parking study to include entire Central Business District instead of being limited to the Civic-Cultural District; . field survey work has been expanded in order to provide more engineering details in the portions of the project which will be brought only to the preliminary engineering level of design; . for the schematic design engineering development phase of the work, alternative proposals will be prepared and brought to the City Council for review and selection prior to proceeding into preliminary engineering; . as a component of schematic design alternatives, design guideline alternatives will also be prepared; . in support of final engineering plans and specifications, a greatly expanded soil boring and subsurface soil investigation program is proposed. The value of the above services is approximately $55, 000 . Should City Council reject the proposed agreement with Johnson, Johnson and Roy, this above expanded services will be added to the negotiations with the second rated firm, Land Design Collaborative/Civiltech Engineering, Inc . The proposed engineering services agreement is attached as Attachment C. A detailed scope of services, man-hour breakdown and fee proposal, work schedule, and key personnel are contained within the proposed agreement. FINANCIAL IMPACT: The final negotiated lump sum fee for the agreement of $398,717 plus not to exceed $15,000 in reimbursables . Adequate moneys have been budgeted in 1992 under various Center City projects such as CC-3 (City Mayor and Members of the City Council July 17, 1992 Page 5 Hall-South-Parking Lot CC-15 (Sign/Graphic Program) CC-16 (sidewalks/streetscape) , CC-17 (pedestrian street lights) CC-18 (traffic signal upgrade) ST-08 (Kimball Street) . The above budgeted moneys total $1, 962 ,000 . RECOMMENDATION: That City Council authorize the agreement with Johnson, Johnson and Roy, Inc. , 111 West Washington, Suite 1660, Chicago, Illinois 60602 , in their lump sum proposal of $398,717 plus reimbursables not to exceed $15,000 . Larry . Ric ity Manager do Attachments