HomeMy WebLinkAbout96-44 Resolution No . 96-44
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT FOR PROFESSIONAL SERVICES
WITH CRAWFORD, MURPHY & TILLY, INC.
(Central Business District)
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard B. Helwig, City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed
to execute an Agreement for Professional Services on behalf of
the City of Elgin with Crawford, Murphy & Tilly, Inc . for the
preparation of plans , specifications and cost estimates for
the construction of sidewalks and the installation of
ornamental street lights in the Central Business District, a
copy of which is attached hereto and made a part hereof by
reference .
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: February 28, 1996
Adopted: February 28, 1996
Omnibus Vote : Yeas 7 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
•
in
Agenda Item No .
9 e
February 8, 1996
TO: Mayor and Members of the City Council
FROM: Richard B. Helwig, City Manager
SUBJECT: Central Business District Street Lights and
Sidewalk Agreement for Engineering Services
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider
entering into an agreement with Crawfcrd, Murphy and Tilly,
Inc. , for the preparation of plans, specifications and cost
estimates for the construction of sidewalks and the
installation of ornamental street lights in the Central
Business District.
BACKGROUND
The Central Business District Lighting Project is included
with the 1996 Capital Improvement Program. The project limits
are Chicago Street from Illinois Route 31 to Geneva Street,
Douglas Avenue from Chicago Street to Highland Avenue and
South Grove Avenue from Chicago Street to Highland Avenue as
shown on Exhibit A. The project will include the installation
of approximately 80 ornamental street lights and removal and
replacement of sidewalk.
There are approximately 35 sidewalk vaults within the project
limits . Sidewalk vaults will be filled whenever feasible. The
engineer and the City, with the cooperation of Debbie Nier
and the New Century Partnership for Elgin (NPCE) , will work
with each property owner to be sure inconvenience is
minimized and an efficient work schedule can be realized.
The subject agreement is for engineering services only.
Construction inspection services will be negotiated with the
engineer when the construction plans are complete. The
proposed agreement will be amended to include construction
service-related fees and presented to the City Council
concurrently with the contract award for actual construction.
Central Business District
Street Lights and Sidewalks Agreement
February 8, 1996
Page 2
Proposals were received on January 12 , 1996 from two firms;
Civiltech Engineering and Crawford, Murphy and Tilly, Inc . A
third firm, Civil Design Group, Inc . , declined to submit a
proposal .
A staff Selection Committee evaluation of the two proposals
was completed on January 19 , 1996 . The Selection Committee ' s
evaluation resulted in the selection of Crawford, Murphy and
Tilly, Inc . A copy of the memorandum sent to the staff
selection committee, as well as the results of the selection
process , are enclosed as Exhibit B.
Upon selection, Crawford, Murphy and Tilly met with staff to
finalize the project scope and negotiate their fee. The final
negotiated fee is $86 ,422 . 00 for engineering design services
only. The tabulation of costs shown in Exhibit C, represents
those initial costs submitted by both firms . The difference in
costs is attributed to the lower level of effort Civiltech
estimated to deal with the 35 vaults which exist within the
project limits . Crawford, Murphy and Tilly' s man-hour and cost
projections closely matched what staff estimated for the time
required to deal with the sidewalk vaults .
At the time of the fee negotiations , Crawford , Murphy and
Tilly' s fee had been reduced to approximately $80, 000 . The
scope-of-services was then increased to include the
engineering for the replacement of the ten pedestrian
ornamental lights within the DuPage Court pedestrian mall, the
cost of which increased the fee to the current amount of
$86 ,422 . 00 .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
New Century Partnership of Elgin.
FINANCIAL IMPACT
Moneys were budgeted ($44 ,000 - 1995 and $600, 000 - 1996 ) for
this project from Riverboat Revenues totaling $644 ,000, in
account number 275-0000-791 .93-80, project number 334001 . As
the agreement is in the amount of $86 ,422 . 00, adequate funds
exists to cover the agreement.
LEGAL IMPACT
None.
Central Business District
Street Lights and Sidewalks Agreement
February 8, 1996
Page 3
RECOMMENDATION
the
It s to° execute ana agreement Councilt City w th Crawford, MurphyCity
immended Murphy and
Manager
Tilly in the not-to-exceed amount of $86 ,422 . 00 .
Respectfully su mitted,
t,(0 . , J GG ii( V
James L. Kristiansen
Public Works Director
Richard B. Helwig
City Manager
DL/do
Attachments
EXHIBIT A
CBD Street Lights and Sidewalks
Location Map
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EXHIBIT B
Selection Committee Information
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To: Jim Kristiansen, Director of Public Works
Debbie Nier, New Century Partnership for Elgin Director
Charlie Pitt, Traffic Superintendent
From: David Lawry, Project Engineer
Engineering Division
Subject: CBD Lighting Project -Engineer Selection Process
Date: January 19, 1996
Attached are the results of the selection process for your information. The results indicate
that Crawford, Murphy and Tilly (CMT) is the preferred firm to provide engineering services
relative to the CBD Lighting Project. I will be notifying CMT with the results of the selection
process and to set up a meeting to formalize the scope of the project, negotiate the fee if
necessary and to discuss and/or complete the terms of the Engineering Agreement which
will be presented to City Council for approval. I will contact you when a specific date has
been determined. I will attempt to set it up the first part of the week of January 22, if you
have any specific conflicts please let me know. x5961 with questions.
QUAUFICAflONS RATING SHEET
CBD LIGHTING PROJECT
CONSULTANTS
Crawford, Murphy and Tilly Civiltech Engineering
EVALUATION FACTORS WEIGHT Debbie Nier Jim Kristiansen Charlie Pitt Dave!awry Debbie Nier Jim Kristiansen Charlie Pitt Dave(awry
. Knowledge and Experience 0-10 is 10 5 8 7 10 5 4 7
Project Manager 0-10 10 5 8 9 10 5 4 9
Specialized Experience 0-15 10 10 12 12 7 5 8 10
Scope of Services 0-20 20 18 15 19 10 10 10 15
Innovation 0-10 8 8 9 9 0 5 5 0
Level of Effort 0-15 0 15 14 12 10 12 8 10
Familiarity with Conditions 0-20 15 18 18 19 0 18 10 15
Ability to Present 0-5 0 3 4 4 I 0 3 2 3
TOTALS 0-105 73 82 88 91 47 63 51 69
CONSULTANTS
Crawford, Murphy and Till) CivilTech Engineering
SELECTION TEAM
Debbie Nier 3 1
Jim Kristiansen 3 1
Charlie Pitt 3 1
Dave Lawry 3 1
AVERAGE SCORES 3.00 1.00
Notes: Assign Scores based on the following formula:
(3- Highest, 1 - Lowest)
EXHIBIT C
Summary of Costs
SUMMARY OF COSTS
CBD LIGHTING PROJECT
COST TOTAL
Engineering Design Services Construction Services
CONSULTANT FIRM
Civiltech Engineering $46,068.00 $55,411.00 $101,479.00
Crawford, Murphy and Tilly $87,086.00 $62,830.00 $149,916.00
EXHIBIT D
Proposed Agreement
with
Crawford, Murphy and Tilly, Inc.
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT is made and entered into this X 7 eit, day of
, 1996, by and between the CITY OF ELGIN, and Illinois municipal corporation
(hereinafter referred to as "CITY") and Crawford, Murphy & Tilly, Inc. hereinafter referred
to as "ENGINEER".
WHEREAS the CITY desires to engage the ENGINEER to furnish certain professional
services in connection with
Central Business District Roadway Lighting, Traffic Signal Concept and Sidewalk
Rehabilitation Design and Construction
(hereinafter referred to as the "PROJECT").
AND
WHEREAS, the ENGINEER represents that he is in compliance with Illinois Statues
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, in consideration of the mutual promises and covenants contained
herein, the sufficiency of which is hereby acknowledged 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 ENGINEER's work shall include, but not be limited to, the
following major engineering activities. The ENGINEER will provide
contract documents to the CITY for the construction of Central Business
District Roadway Lighting, Traffic Signal Concept and Sidewalk
Rehabilitation Design and Construction. ENGINEER will also apply for
any necessary permits for construction of the project.
C. A detailed Scope of Services is attached hereto as Attachment A.
96265-01-99 1 City of Elgin
II. PROGRESS REPORTS
A. An outline project milestone schedule is provided as Attachment B:
Assume: February 15, 1996 Notice to Proceed
Plans to Contractors: June 28, 1996
Receive Proposals from Contractors: July 19, 1996
Recommend Award to City: July 26, 1996
Complete Construction: November 27, 1996
B. Progress will be updated 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. 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.
IV. PAYMENTS TO THE ENGINEER (Not to Exceed Method)
A. For services provided the ENGINEER shall be reimbursed in accordance
with the Schedule of Hourly Charges, dated January, 1996, included as
Attachment C, with the total fee not to exceed $84,585.00 regardless of the
actual costs incurred by the ENGINEER unless substantial modifications
to the scope of the work are authorized by CITY through a change order
or amendment.
96265-01-99 2 City of Elgin
B. For Direct Costs, the City shall reimburse the ENGINEER the actual
amount of the cost incurred by the ENGINEER. The not-to-exceed amount
of Direct Costs shall be $1,837.00, and will include the following:
Project Photos = $112.00
Travel & Substinence = $375.00
Printing = $1,350.00
C. Inclusive of Paragraph IV A. and IV B., this Agreement shall be in the
total amount not to exceed $86,422.00.
D. The CITY shall make periodic payments to the ENGINEER based upon
actual progress within 30 days after receipt and approval of invoice.
E. The compensation set forth in Paragraph C above does not include any
engineering service after the original construction contract completion date
for the PROJECT. In the event the CITY approves and authorizes an
extension of time for the Contractor to complete the construction work, the
compensation for engineering services set forth in Paragraph C shall be
increased for the additional services required for the ENGINEER. In the
event the Contractor does not complete the const
ruction work within the
contract completion time including any extensions thereof granted by the
CITY, the CITY shall pay the ENGINEER extra compensation at the
ENGINEERS' hourly rates until the PROJECT construction work has been
accepted by the CITY.
V. INVOICES
A. The ENGINEER shall submit invoices in a format approved by the CITY.
Progress reports (IIC above) will be included with all payment requests.
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.
96265-01-99 3 City of Elgin
VI. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this
Agreement at any time upon fifteen (15) days prior written notice to the
ENGINEER. In the event that this Agreement is so terminated, the
ENGINEER shall be paid for services actually performed and reimbursable
expenses actually incurred prior to termination, except that reimbursement
shall not exceed the task amounts set forth under Paragraph IV above.
VII. TERM
This Agreement shall become effective as of the date the ENGINEER is
given a written Notice to Proceed following approval of CITY'S corporate
authorities 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.
VIII. NOTICE OF CLAIM
If the ENGINEER wishes to make a claim for additional compensation as
a result of action taken by the CITY, the ENGINEER shall give written
notice of his claim within 15 days after occurrence of such action. No
claim for additional compensation shall be valid unless so made. Any
changes in the ENGINEER's fees 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.
IX. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such
violation or breach shall be deemed to constitute a default, and the other
party has the right to seek such administrative, contractual or legal
remedies as may be suitable to the violation or breach; and, in addition, if
either party, by reason of any default, fails within fifteen (15) days after
notice thereof by the other party to comply with the conditions of the
Agreement, the other party may terminate this Agreement.
96265-01-99 4 City of Elgin
X. 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 but not limited to Workmen's Compensation
claims, in any way resulting from or arising out of negligent actions or
omissions of the ENGINEER in connection herewith, including but not
limited to negligent actions or omissions of employees or agents of the
ENGINEER arising out of the performance of professional services.
XI. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be
charged personally or held contractually liable under any term or provision
of this Agreement or because of their execution, approval or attempted
execution of this Agreement.
XII. INSURANCE
A. Comprehensive Liability. The ENGINEER shall provide, pay for and
maintain in effect, during the term of this Agreement, a policy of
Comprehensive General Liability Insurance 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
y y
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. The ENGINEER shall provide, pay
iAgreement, policyof
for and maintain in effect, duringthe term of this a
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.
96265-01-99 5 City of Elgin
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 errors,
omissions or negligent acts with a combined single limit of not less than
$1,000,000 per occurrence. A Certificate of Insurance shall be submitted
to the DIRECTOR as evidence of insurance protection. The policy shall
not be modified or terminated without thirty (30) days prior written notice
to the DIRECTOR.
XIII. CONSTRUCTION MEANS. METHODS. TECHNIQUES. SEQUENCES.
PROCEDURES AND SAFETY
The ENGINEER shall not have control over or charge of and shall not be
responsible for construction means, methods, techniques, sequences or
procedures, or for safety precautions and programs in connection with the
construction, unless specifically identified in the Scope of Services.
XIV. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this
Agreement, there shall be no discrimination against any employee or
applicant for employment because of sex, age, race, color, creed, national
origin, marital status, of the presence of any sensory, mental or physical
handicap, unless based upon a bona fide 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.
96265-01-99 6 City of Elgin
XV. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon
the successors and the assigns of the parties hereto; provided, however, that
no assignment shall be made without the prior written consent of the CITY.
XVI. DELEGATIONS AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject to all the
terms, conditions and other provisions of this Agreement and the
ENGINEER shall remain liable to the CITY with respect to each and every
item condition and other provision hereof to the same extent that the
ENGINEER would have been obligated if it had done the work itself and
no assignment, delegation or subcontract had been made.
XVII. 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 and the general representative or general agent of the CITY
for any purpose whatsoever or to constitute an employment relationship
between the parties hereto.
XVIII. 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.
XIX. 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.
96265-01-99 7 City of Elgin
XX. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the
parties on the subject matter hereof and may not be changed, modified,
discharged or extended except by written amendment duly executed by the
parties. Each party agrees that no representations or warranties shall be
binding upon the other party unless expressed in writing herein or on a duly
executed amendment hereof, or change order as herein provided.
XXI. APPLICABLE LAW
This Agreement shall be deemed to have been made in, and shall be
construed in accordance with the laws of the State of Illinois.
XXII. NEWS RELEASES
The ENGINEER may not issue any news releases without prior approval
from the DIRECTOR, nor will the ENGINEER make public proposals
developed under this Agreement without prior written approval from the
DIRECTOR prior to said documentation becoming matters of public
record.
XXIII. COOPERATION WITH OTHER CONSULTANTS
The ENGINEER shall cooperate with any other consultants in the CITY's
employ or any work associated with the PROJECT.
XXIV. INTERFERENCE WITH PUBLIC CONTRACTING: 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.
XXV. SEXUAL HARASSMENT
As a condition of this contract, the ENGINEER shall have written sexual
harassment policies that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
96265-01-99 8 City of Elgin
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 (copy attached).
A copy of the policies must be provided to the Department of Human
Rights upon request. P.A. 87-1257.
XXVI. WRITTEN COMMUNICATIONS
All recommendations and other communications by the ENGINEER to the
DIRECTOR and to other participants which may affect cost or time of
completion, shall be made or confirmed in writing. The DIRECTOR may
also require other recommendations and communications by the
ENGINEER be made or confirmed in writing.
XXVII. NOTICES
All notices, reports and documents required under this Agreement shall be
in writing and shall be mailed by First Class Mail, postage prepaid,
addressed as follows:
A. As to CITY:
JAMES L. KRISTIANSEN
Director of Public Works
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to ENGINEER:
JOHN J. TEBRUGGE, P.E.
Crawford, Murphy & Tilly, Inc.
600 North Commons Drive, Suite 107
Aurora, Illinois 60504
96265-01-99 9 City of Elgin
IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and
executed this Agreement in triplicate as though each copy hereof was an original and that there
are no other oral agreements that have not been reduced to writing in this statement.
For the CITY:
ATTEST: THE CITY OF ELGIN
By By 1VA—O__
, City Clerk , City Manager
(SEAL)
For the ENGINEER:
S•T
Dated this / day of re-6roa.ry
A.D. 1996.
ATTEST: CRAWFORD. MURPHY & TILLY. INC.
6
)1
By kl)6AA (U-* VimBy
Associates and Assistant 4k0
-President
Office Manager
96265-01-99 10 City of Elgin
CITY OF ELGIN, ILLINOIS
PROPOSAL TO PROVIDE PROFESSIONAL ENGINEERING SERVICES
FOR
CENTRAL BUSINESS DISTRICT
ROADWAY LIGHTING, TRAFFIC SIGNAL AND SIDEWALK
REHABILITATION
ATTACHMENT A
SCOPE OF PROJECT
The project limits are as follows:
Roadway From To
East Chicago Street State Street (Rte. 31) Geneva Street
Douglas Avenue East Chicago Street Highland Avenue
Grove Avenue East Chicago Street Highland Avenue
These streets are depicted on the attached exhibit.
Based on discussions with City of Elgin personnel and a jobsite visit, the proposed project
currently includes the following major elements of work:
• Replace roadway lighting system with new fixtures to potentially match the style
of poles and fixtures currently in place on the South Grove Street and Pedestrian
Mall. New service and lighting control transclosure(s) may also be required.
(Note: No new street lighting on East Chicago Street between Center Street and
Geneva Street).
• Remove and replace the existing sidewalks and monolithic curb and gutter within
the project limits to potentially match the existing South Grove Street and
Pedestrian Mall. Sidewalk replacement will generally extend from edge of road
to face of building. Some existing sidewalks within the project limits will not
require replacement. (Note: No sidewalk replacement on bridge over Fox River).
• As part of the sidewalk repair and/or replacement, the existing "vaults"which
exist under the sidewalks at various locations will be closed/filled whenever
possible. Where vaults are to remain, a structural slab will be designed to replace
the sidewalk section. Filling in the vaults will require close coordination with the
property owners and may require individual utility relocation on a case-by-case
basis.
A-1 Revised January 29, 1996
January 11, 1996
• At the present time, some of the traffic signal heads are mounted on the existing
light poles that are to be replaced. The project work will also include
investigating the feasibility of removing the top portion of the combination
pole and street light. The existing traffic signals system will remain as is.
Three (3) existing signalized intersections will require work:
- East Chicago Street at Riverside Drive
- East Chicago Street at Grove
- East Chicago Street at Center/Villa Street
• Various utility lines and utility equipment will require horizontal and vertical
relocation as a result of closing the vaults and repairing/replacing the sidewalks.
• Pedestrian and vehicular traffic control.
• Remove and replace a portion of the existing pedestrian lighting system (10
poles and fixtures) on the DuPage Court pedestrian mall. Provide a new
power and control system. Festoon outlets shall be included on each new
pole.
The preliminary total project budget is $650,000.
SCOPE OF ENGINEERING SERVICES
Based on the aforementioned scope of project, discussions with City of Elgin personnel and a
jobsite visit (including a hands-on inspection of an existing vault), we currently anticipate the
need for the following professional engineering services. The performance of these services are
included in our Approach to Project and separate Estimate of Engineering Compensation.
Kick-Off Meeting and Data Gathering
Once a contract has been negotiated and executed and a notice-to-proceed issued, a project kick-
off meeting should be held to verify the project limits, scope of work, project schedule and chain
of communications. The Engineer will also be responsible for obtaining the following existing
information about the project site:
- Existing utilities (City owned)
- Existing utilities (private)
- City survey on existing vaults (number, location, size, etc.)
- Shop drawing information and photometric layout on existing Grove Street lighting
- Record drawings on project roadways
- Record drawings on project traffic signals and street lighting
A-2 Revised January 29, 1996
January 11, 1996
- Business and property owner listing/contact information
- Existing building and foundation plans - as available
Extensive site photos should be obtained of the area.
Communications with Property Owners and Businesses
Prior to initiating any field survey work and/or field investigations, the property/business
owners need to be informed about the project scope of work and timetable. Furthermore, they
should be informed that a engineering firm will be conducting street surveys as well as surveys
of the existing vaults/basements, building foundations and building utilities.
A letter should be developed and sent out under the co-signature of the City of Elgin and New
Century Partnership of Elgin informing them about the project and requesting their cooperation. The
letter should also state that once the initial surveys and field investigations are complete, that the
Engineer and City will develop a preliminary plan of work. This plan will be shared with the owners
either collectively or individually for their comments, input and suggestions.
The Engineer will assist the City in obtaining/developing a list of property owners and businesses
and help prepare the initial contact letter. The City will be responsible for sending out the initial
letter.
The Engineer shall also attend monthly meeting of the New Century Partnership to report on
the project design status. Assume five (5) meetings.
Field Topographic Surveys
This work will consist of a detailed field topographic survey of all surface and underground
(accessible) utilities within the project limits. Both sides of all streets will be surveyed from face to
face of buildings. Detailed information regarding the following facilities will be surveyed:
- Building facilities and limits
- Aboveground utilities
-Underground utilities
- Type and condition of sidewalks
- Type and condition of curbs
- Type and condition of roadway immediately adjacent to the curbs
- All manholes, inlets, frames and grates, signs, light poles, traffic signals, signs, manholes,
etc.
- Location of sidewalk joints
- All electric handholes, manholes, services, meters, vents, etc.
A-3 Revised January 29, 1996
January 11, 1996
- Elevations of building floors and doorways, sidewalk elevations, curb and edge of road
elevations will be obtained
- Conduct a sign and existing street light foundation,pole and luminaire inventory
- Investigate existing traffic signal and street lighting services, conduit and wiring
Underground/Basement Vault Investigations and Surveys
Once permission to enter each building has been obtained from the property/business owners, each
underground vault should be field investigated. The following information about each vault should
be obtained:
Location (with respect to face of building and roadway), as well as existing access
manholes
- Size (length, width, height)
Configuration/number of chambers
Size, location and configuration of interior walls and passageways
Type, thickness and condition of vault walls, floors and ceilings (vaulted sidewalks)
- Type, thickness and condition of existing front basement wall
Type, thickness and condition of closure walls already installed by building owners
Existing abandoned and active utility lines and equipment within each vault
The plans of each building owner regarding their intent, schedule, type of
material, approach, etc. regarding sealing off these vaults from the basement area
The intent/plans/desires of each building owner regarding the relocation of
utility meters, valves, transformers, breaker panels, etc. into the basement areas -
as needed
Existence of debris inside the vault that would require removal prior to filling/
backfill.
For safety purposes, two men will work together inside the 35± vaults.
Develop Existing Conditions Base Drawings
Take all field survey, utility, vault survey, record drawing, photographs, etc. of the project area
and develop 1"=10' (or 1"=20') base drawings of the project site. All underground utilities,
vaults, etc. shall be shown as dashed lines on the base drawings. Label all facilities and utilities.
Number each underground vault, manhole, inlet, light pole, handhole, etc. for potential reference
on other sheets.
Field check existing conditions base drawings for accuracy and thoroughness.
Send existing conditions base sheets to utility companies and City of Elgin Departments and
request their review, comments and corrections.
A-4 Revised January 29, 1996
January 11, 1996
Design Street Lighting and Traffic Signal System Concept
The design of the new street lighting and traffic signal system concept will require several
coordinated steps and involve close communications with City of Elgin Public Works and
Maintenance personnel, as well as representatives of New Century Partnerships of Elgin. We
currently envision the following course of action:
• Gather and analyze information regarding the existing project area lighting
system, i.e. power, control, number and type of poles, load on existing service,
number and type of luminaries, electrical vaults, etc.
• Gather and analyze information regarding the existing lighting system along
South Grove Street and the Pedestrian Mall, i.e. types of pole(s) and luminaries,
spacing, lighting levels, power, control etc. This system is to serve as a model for
the new lighting system, but is not to be exactly duplicated.
• Gather and analyze information regarding the existing project area traffic signal
system, i.e. number and type of signal heads, signal locations, type of mounting,
power, control, interconnects, etc.
• The existing traffic signal system is to remain in place. The Engineer shall
investigate the feasibility and procedures required to remove the top portion
of the existing combination street lighting/traffic signal poles including the
existing luminaries.
• The Engineer shall design preliminary concept for a new traffic signal system
at each of the three (3) referenced intersection. These intersections shall be
planned for future interconnection. The purpose of the concept planning is
to determine the need for new handholes, conduits and traffic signal
foundations within the new sidewalk areas. Once a concept is agreed on by
the City, the Engineer shall incorporate the ducts, handholes, foundations
etc. into the project plans, specifications and quantities as needed.
• Meet with the City of Elgin design and maintenance personnel to discuss and
verify findings. Gather input regarding preferred design and maintenance features
of the new street lighting systems. Obtain information regarding desired lighting
levels, luminaire and pole characteristics and aesthetics, power, control, and feeds
to some existing lights outside of the project limits, etc.
• Using photometric design programs, develop a preliminary lighting layout of the
project area. Investigate aesthetically compatible street lighting poles.
Investigate alternate power and control systems for the street lighting systems.
Determine preliminary power and control conduit routing.
• Draft preliminary design onto project base sheets. Prepare a preliminary written
report of findings. Pull preliminary quantities and develop a preliminary estimate
of cost for the street lighting and future traffic signal portions of the project.
• Meet with the City of Elgin design and maintenance personnel to discuss findings
and preliminary design. Obtain feedback and modify design concept, as required.
A-5 Revised January 29, 1996
January 11, 1996
• Meet with Commonwealth Edison personnel to discuss electric service
requirements and alternates.
Investigate and Design Sidewalk Repairs and Vault Closures
It is the desire of the City of Elgin to effect the closure of as many under sidewalk vaults as
possible within the project area. Some of the vaults are already filled - some vaults may have to
remain in place. Once a vault is filled, it is currently the intention of the City to entirely replace
the sidewalk above the vault from face of curb to face of building. We currently envision the
following engineering design efforts to accomplish these closures:
Analyze the data obtained during the field vault surveys.
Tabulate the status of each vault to include the location, size, number of
chambers, filled/unfilled, closure wall in/closure wall needed, type of utilities
(if any) inside vault requiring relocation, debris inside vault requiring removal,
property owner, name of business, contact individual(s), etc.
Develop a clean-out scheme and utility relocation plan for each vault.
Investigate alternate methods of filling each vault (Note: closure wall by property
/building owner). One important aspect of this investigation is the structural
adequacy of the walls of the vaulted sidewalks, each exterior building wall and
each existing closure wall to accept vault fill.. Liability issues need to be
considered.
Develop a preliminary scheme of utility relocation for each vault to be filled.
Based on the location and limits of each vault, determine the extent of sidewalk
repairs. Field check the remaining sidewalk areas to determine their condition
and aesthetics.
- Meet with the City of Elgin design and maintenance personnel to discuss findings,
options, recommendations and preliminary design for vault closures and sidewalk
repair methods and areas. Obtain feedback and modify design concepts as
required.
Design and draft proposed vault closure and sidewalk replacement details onto
base sheets. Coordinate design with previously established street lighting and
traffic signal concept-design features, i.e. foundations, conduits, electrical vaults,
etc.
Meet with property owners either individually or collectively to present the
preliminary project design. Obtain their comments, input and suggestions. Once
an agreement is reached on design features, discuss staging sequence of
construction alternates, maintenance of pedestrian traffic alternatives and building
access alternatives.
A-6 Revised January 29, 1996
January 11, 1996
Stage Construction and Maintenance of Vehicular and Pedestrian Traffic
Once the design features of the street lighting, traffic signal concept modifteatietra, sidewalk
repairs and vault closures are agreed upon, a sequence of construction needs to be developed.
This staging must consider the following factors:
Pedestrian and vehicular safety.
- The desire to provide the Contractor with meaningful cost-effective volumes of
work.
- The need to maintain pedestrian traffic access to businesses and institutions within
the project area.
The need to maintain efficient vehicular access through the downtown Elgin area.
Based on comments received at various project meetings, the Engineer will develop a staging
plan for the project that incorporates these considerations to the maximum extent feasible. Once
this initial plan is developed, the following efforts will be required:
• Meet with the City of Elgin and New CenturyPartnershi of Elgin personnel to
present and discuss the preliminary suggested sequence of construction. Obtain
feedback and modify sequence as required. Discuss approach for presenting
sequence to property/building owners and businesses.
• Collectively meet with property/building owners and businesses to present
proposed sequence and timetable for construction. Obtain feedback.
• Meet with City of Elgin and New Century Partnership of Elgin personnel to
discuss public feedback. Agree on a final sequence of construction and pedestrian
/vehicular traffic control plan.
Preliminary Contract Documents
Based on all the input discussed in previous sections, the Engineer shall undertake the following:
Design/markup a preliminary set of construction plans
CADD draft preliminary plans
Prepare preliminary project specifications
Calculate project quantities
Prepare a preliminary estimate of project cost
Transmit preliminary contract documents to the City of Elgin and New Century
Partnership of Elgin for review and comments
Meet with City officials to receive review comments. Agree on all contract items
of work and details.
A-7 Revised January 29, 1996
January 11, 1996
Final Contract Documents
This stage of work will involve the following:
Field check the preliminary plans with City of Elgin design and maintenance
personnel.
- Prepare final plans, specifications, quantities, cost estimate and estimate of
contract time.
Turn final documents over to the City of Elgin for bidding.
Project Bidding and Award
The Engineer shall assist the City of Elgin in responding to questions from Contractors and
prospective bidders. If needed, the Engineer will participate in a pre-bid meeting and job site
tour. If needed, the Engineer shall assist the City of Elgin in evaluating the project bids and
conduct reference checks on the low bidders. The Engineer shall make a recommendation to the
City regarding award of the contract.
Preconstruction Conference and Public Meeting
A pre-construction conference should be held with the successful bidders, City of Elgin and New
Century Partnership of Elgin personnel to discuss the contract sequence of work, timetable,
materials, methods of construction and payment procedures. Immediately following this
meeting, a larger meeting should be held with business/property owners and businesses to
present the final construction details and schedule.
Construction Engineering Services
Following the receipt of a notice to proceed, the Engineer shall provide a full-time engineer or
experienced technician to perform the following services:
• Oversee the project construction to determine if the Contractor is performing the
work in accordance with the contract documents.
• To communicate field events and changes with the City of Elgin.
• To prepare construction project paperwork (reports, change orders, extra work
orders, inspection reports, material documentation and certification, etc.).
• To conduct field testing of construction materials, i.e. concrete testing and
compaction testing.
• To oversee and coordinate the construction activities with area businesses and
property/building owners in an attempt to keep them informed and satisfied with
the progress and quality of construction.
A-8 Revised January 29, 1996
January 11, 1996
• Inspect and document adequacy and maintenance of the pedestrian and vehicular
traffic control.
• Measurement and computation of pay items.
• Revision of contract drawings to reflect record conditions.
The Engineer's representative will be assisted by one or two part-time inspectors from the City
of Elgin. These inspectors will be utilized for local coordination
only. and contractor quality control. These individuals and the Engineer's representative will
form a team to oversee the construction project to a successful conclusion.
APPROACH TO PROJECT
The Scope of Engineering Services section details the major items of engineering work currently
envisioned to complete the project work. The discussions in that section essentially incorporate
our proposed Approach to the Project. However, the following items are important features and
elements of work that we propose to incorporate in our design and construction approach to
promote the successful completion of the project:
Communications
It has been our firm's experience that frequent and proper communication with all parties is the
key to a successful engineering project. In order to maintain an effective line of
communications, a single representative of Crawford, Murphy & Tilly would be responsible for
all verbal and written contact with the City of Elgin. During design, the Project Engineer would
handle these communication efforts. During construction, the Resident Engineer would perform
this function. Phone logs, memorandums and minutes of all meetings will be provided to all
parties concerned as part of the project documentation.
Early communications with all utility companies will also be essential to receive input on their
facilities and head off any utility conflicts early in the design process.
Effective, pro-active communications must also be maintained with affected property/building
owners and businesses. Keeping them informed on such issues as sequence changes, pedestrian
traffic control, access, safety and construction activities is essential to make them feel part of the
project team. The design and construction teams need to listen to these individuals and when
appropriate, incorporate their input into the project. However, the Engineering teams will also
have to say no whenever an individual or business becomes unreasonable or too demanding. Our
goal is to be accommodating to a degree, but firm and professional when needed.
A-9 Revised January 29, 1996
January 11, 1996
Continuity of Staff
The key to a cost-effective design is to have one individual involved with all aspects of the
project and to have that individual be responsible for all communications with the client
whenever possible. This individual would basically manage and oversee the project design and
would solicit help as needed from other CMT departments and individuals. Utilizing this
approach will insure that all details are taken care of and that things won't"fall between the
cracks" somewhere.
During construction, it is our intent to have one individual be assigned to the project for its
duration. This individual will be responsible for developing a relationship with the City's
inspector(s) to form an effective construction team. These individuals will coordinate all
activities with the business/property owners, the Contractor and the City of Elgin. This
construction team should develop the attitude of completing all aspects of the project in a quality
manner, keeping the businesses informed and happy and minimizing problems for the City's
design and maintenance staff.
Thorough/Detailed Plans
It has been our firm's experience that the expenditure of a few additional percentage points of the
total project cost up front on engineering, site surveying and investigation to develop thorough/
detailed plans will result in a 10 or 20 percent savings in the cost of construction at time of bid.
If the Contractor is provided with thorough/ detailed, well-engineered plans that clearly show
the limits and work details, as well as potential utility conflicts, he can more accurately develop a
bid that will not contain"fat" to cover project"unknowns". It is our policy to provide this level
of detail to help minimize overall project costs whenever possible.
Cost-Effective Solutions and Designs
It is also our firm's philosophy to utilize our 50-years of experience to develop cost-effective
engineering solutions. The simple way out for a lot of engineering firms is to simply propose to
remove everything and replace it with all new equipment and facilities. If we believe some
existing infrastructure can be maintained to help reduce project costs, we will advise our client of
that option and the cost savings involved and let them make the final decision. We also attempt
to incorporate realistic constructability features into our designs to reduce field construction
problems.
A-10 Revised January 29, 1996
January 11, 1996
PROJECT TEAM
Based on our understanding of the current scope of the project work, we currently envision the
following project team:
Project Design
QA/QC Steve Moulton
Project Manager& John Tebrugge
Project Engineer
Street Lighting Design Asad Bajwa
Jerry Halm
Traffic Signal Concept Design P. J. Fitzpatrick
Kelly Farley
Structural Engineer John Tebrugge
Ahmad Idriss
Topographic Surveys Ruben Cuevas
Tim Johnson
Vault Surveys Paul Michels
John Tebrugge
Project Construction
QA/QC Steve Moulton
Project Manager& John Tebrugge
Project Engineer
Resident Inspector To be determined based on actual
project schedule
PROJECT SCHEDULE
Based on the City Council acting on a contract at its first meeting in February, 1996, we have
developed the attached preliminary project schedule. Our firm is available to begin work
immediately on this project, if selected.
A-11 Revised January 29, 1996
January 11, 1996
CITY OF ELGIN, ILLINOIS
CENTRAL BUSINESS DISTRICT ROADWAY LIGHTING, TRAFFIC SIGNAL AND SIDEWALK REHABILITATION
PRELIMINARY PROJECT SCHEDULE
ELEMENT OF WORK JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC
{
Notice to Proceed
Kick-Off Meeting& Data Gathering
Communications with Businesses&Owners
Field Topographic Surveys rL
Vault Surveys& Investigation
Develop Base Sheets
Design Street Lighting&Traffic Signals
Design Sidewalk&Vault Closures I I i .
Sequence of Construction/Traffic Control
Preliminary Contract Documents
Final Contract Documents
Project Bidding&Award
Preconstruction Conference El
Project Construction ::<""'<,".�.''''''�",'.:,�•''•'.'•.,;<SEER F v•a �.. .<. :;
ims Work by Engineer
V44 Meeting with City of Elgin
Meeting with Businesses/Property Owners
i;;Ain Project Construction
ATTACHMENT B
Revised 01/29/96
J:\9626501\EXH I B IT\E LG_SC H.WK4 01/12/96
CITY OF ELGIN, ILLINOIS
CENTRAL BUSINESS DISTRICT ROADWAY LIGHTING, TRAFFIC SIGNAL AND SIDEWALK REHABILITATION
EMPLOYEE CLASSIFICATION AND ESTIMATE OF MANHOURS
PROJECT SENIOR SR. ENGINEER ENGINEERING WORD
ELEMENT OF WORK PRINCIPAL ENGINEER ENGINEER ENGINEER TECHNICIAN TECHNICIAN PROCESSOR TOTAL
Kick-Off Meeting& Data Gathering 4 8 16 28
Communications with Businesses&Owners 4 28 7 35
Field Topographic Surveys 2 16 34 34 86
Vault Surveys& Investigation (35+/- 2) 70 70 140
Develop Base Sheets 10 48 48 2 108
Design Street Lighting&Traffic Signals 4 32 124 48 208
Design Sidewalk&Vault Closures 4 100 116 36 4 260
Sequence of Construction/Traffic Control _ 4 16 24 24 6 74
Preliminary Contract Documents 4 64 20 72 108 20 288
Final Contract Documents 4 24 6 28 32 8 102
Project Bidding&Award 8 8 _ 16
Preconstruction Conference 8 8 4 20
SUB-TOTAL DESIGN 24 314 58 488 34 400 51 1369
PROJECT CONSTRUCTION *
* To be negotitated at a later date
ATTACHMENT C
Revised 01/29/96
J:\9626501\EXHIBIT\ELG_SCH.WK4 01/12/96
CITY OF ELGIN, ILLINOIS
CENTRAL BUSINESS DISTRICT
ROADWAY LIGHTING, TRAFFIC SIGNAL AND SIDEWALK
REHABILITATION
PROJECT DESIGN
Based on the aforementioned breakdown of manhours, we estimate the cost of the design
services in our proposal as follows:
Employee Estimated 1996
Classification Manhours Hourly Rate Amount
Principal 24 $105.00 $2,520
Project Engineer 314 $86.00 $27,004
Senior Engineer 58 $73.00 $4,234
Engineer 488 $61.00 $29,768
Senior Engineering Technician 34 $58.00 $1,972
Engineering Technician 400 $43.00 $17,200
Word Processor 57 $37.00 $1,887
SUB-TOTAL LABOR 1,369 $84,585
Travel:
25 trips x 50 miles /trip x $0.30/mile = $375.00
Project Photos:
8 -1 0 rolls at $14.00 /roll = $112.00
Printing:
24
30 sets plan x 30-sheets / set x $1.25 / sheet = $900.00
30 sets specs x 150 sheets / set x $0.10 / sheet = $450.00
SUBTOTAL EXPENSES $1,837.00
TOTAL ESTIMATED PROJECT DESIGN COST $86,422.00
12 Revised January 29, 1996
January 11, 1996
ATTACHMENT C