91-0626 Martin Associates RESOLUTION
ACCEPTING THE PROPOSAL OF MARTIN ASSOCIATES
FOR LANDSCAPE ARCHITECTURAL SERVICES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Larry L. Rice, City Manager, be and is hereby
authorized and directed to accept the proposal on behalf of
the City of Elgin of Martin Associates for landscape
architectural services for the Center City Gateway Parks, a
copy of which is attached hereto and made a part hereof by
reference.
s/ George VanDeVoorde
George VanDeVoorde, Mayor
Presented: June 26 , 1991
Adopted: June 26 , 1991
Vote: Yeas 5 Nays 0
Recorded:
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
•
�n•
414 Agenda Item No .
June 7, 1991
TO: Mayor and Members of the City Council
FROM: Larry Rice
SUBJECT: Landscape Architectural Services for Center City
Gateway Parks
PURPOSE
To make a recommendation to Council on a landscape
architectural firm to complete preliminary and final master
plans for two Center City entryway parks.
BACKGROUND
Request for proposals for landscape architectural services
for the Woodruff and Edwards site and the Church's Fried Chicken
site were distributed in April, and three firms responded to the
request.
A staff review committee comprised of representatives of
the City Manager' s office, Parks Department, Engineering
Division and the Planning Department scrutinized the proposals
and conducted an interview with the firm thought to be the most
qualified to perform the work as set forth in the RFP.
RECOMMENDATION
The firm interviewed by the staff committee, Martin
Associates of Vernon Hills, was chosen as the recommended firm.
A copy of their revised proposal is attached for Council review.
Martin Associates will prepare both the preliminary and
final plans for Council review and approval for the sum of
$4,500.00, with a not to exceed allowance for reproduction of
documents of $400 . 00. It should be noted that video imaging of
the plans is included in the total quote.
4110
Mayor and Members of the City Council
June 7, 1991
Page 2
The committee was impressed with Martin Associates
experience in municipal landscape architectural services, most
notably in their entryway park treatment performed in Wilmette,
Illinois .
L; .Rice,c Manager
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May 23, 1991
Ms. Jennifer Becker. Planner
Planning Department
City of Elgin
150 Dexter Court
Elgin, Illinois 60120
Dear Ms. Becker.
Martin Associates is pleased to submit the following information per your
request in support of our proposal for the Entryway Parks to the City Center
of Elgin.
I have included a range of projects illustrating a variety of finished plans
and support materials. In addition. we have revised our proposal to reflect
the process you have outlined in your May 15 letter, and have attached a more
detailed schedule and listing of our project team.
We appreciate the opportunity to be considered for these projects, and would
offer to personnally present to the review committee, should it be helpful .
Please call me if I can be of further assistance.
Sincerely,
-514 1-. SII r' /ie
David K. ScatterdaY, A
Landscape Architect
Manager of Design Services
James Martin Associates,Inc. • 24380 N.Highway 45 • Vernon Hills,Illinois 60061 • 708/634-1660 • FAX:708/634-8298
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MI,114",f3
May 23. 1991
Ms. Jennifer Becker
Planning Department
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
RE: Entryway Parks Design
Dear Ms. Becker:
We are excited about being a finalist in your selection of a consultant for
the entryway parks into the City Center! We have revised our scope of
services and fee structure to address the items of your May 15. 1991 letter.
I have separated out an allowance for reimbursable items, however if you would
like to have a single lump sum figure. that is also fine. I am sure we can
work out the details in finalizing a contract.
I. MASTER PLAN DEVELOPMENT
A. Preliminary Program Development
We will meet with designated staff at your office or at the sites to
identify ideas and concepts regarding park development. At that
time we shall work with you to develop the goals and objectives
statement for the project, determine the direction for the
preliminary concept designs, and schedule project meetings.
B. Base Map Preparation. Site Inventory/Verification and Analysis of
Existing Conditions.
1. We will prepare a base map of the project area at a scale of
1" = 20' using plans and information provided by the City of
Elgin.
2. We will inventory each site to verify existing site conditions.
This work will include the following:
a. verifying the approximate location of above ground
structures, and landscape features.
b. identify on the plan any plant materials which should be
removed, replaced or transplanted.
3. We will perform a site analysis which will include the following
work:
James Martin Associates,Inc. • 24380 N.Highway 45 • Vernon Hills,Illinois 60061 • 708/634-1660 • FAX:708/6344298
Ms. Jennifer Becker Page 2
City of Elgin
a. verifying site line considerations, screening, setbacks.
potential areas for parking or active recreation.
b. examine pedestrian access and circulation patterns within the
park areas.
c. identify existing and potential views within the project area
which should be framed or highlighted.
d. identify existing views which should be screened or
minimized.
4. We will prepare a photographic documentation of the park sites
and surrounding conditions for use as reference during the design
process.
C. Conceptual Design and Budgets
1. Using the knowledge gained from our site inventories and
information gathered at the program development meeting, we will
prepare two concept plans for each park site which will address
both an active development and a passive development concept.
Items to be studied at this phase will be:
a. alternatives for site use
b. location of entryway signage
c. screening as appropriate
d. creating aesthetic views of the Fox River
e. planting design
f. review of sitework for low maintenance requirements.
2. Video images will be prepared to illustrate the character of each
of the concept designs. Items to be specifically addressed will
be: the signage location and lines of sight, screening of the
parking lot on parcel 02. and views of the Fox River on parcel #1.
3. We will prepare a preliminary construction budget for each
preliminary concept.
4. We will meet with you at your office to review and discuss the
preliminary park concepts and budgets. Two copies of the plans
and budgets will be provided for your use.
5. We will refine the concept documents using the input from staff.
6. The refined concepts, video images, and budgets will be presented
to the City Council .
JUN 20 ' 91 7:44 FROM JAMES MARTIN ASSC INC PAGE .002
Mt.. Jennifer Becker Page 4
City of Elgin
4. Delivery, messenger service, and overnight mail.
5. Long distance telephone and telefax.
Reimbursable expenses will be summarized and invoiced monthly at
cost plus 104.
C. Meetings .and Presentations
Where additional meetings, presentations of our plans, and/or
additional design services are requested, this work will be performed
on an hourly basis at the rates listed within this proposal _
O. Additional Nested Services
All additional requested services will be performed either under a
separate written agreement or based upon our hourly rates listed
below.
. Hourly Mates:
Principal $ 00.00
Senior Landscape Architect. $ 65.00
Landscape Management Consultant $ 50.00
Landscape Architect $ 50.00
• '... ; Draftsperson $ 40.00
AutoCAD Computer Time $ 30.00
Video Imaging Computer Time $ 25.00
Support Staff $ 35.00
E. Ownership of,Docj ants
City Ownership of Contract Products. All products produced in
response to the contract resulting from this RFP will be the sole
property of the City of Elgin. This includes any original
reproducible drawings prepared for the project.
F. Special Conditions
The corner agrees to waive all claims and liability against James
Martin Associates, Inc. in the event that the owner executes the
work without Martin Associates preparing construction documents and
supervising construction. The Owner agrees that James Martin
Associates, Inc. will not assume responsibility for interpretation
of codes and ordinances by Village staff. Owner agrees to limit
liability to revision of plans so that they adhere to interpretation
of local code official.
** TOTAL PRGE . 002 **
Ms. Jennifer Becker Page 5
City of Elgin
The Owner understands and agrees that on January 1, 1992 and yearly
thereafter, the fees for services to be performed shall be escalated
by an amount not to exceed 10%.
Work will begin upon receipt of approval to proceed or an executed
contract.
Thank you for the opportunity to submit this proposal . I would be glad to
personally introduce our firm, past experience, and our approach to this
project to your review team. Please feel free to call me at (708) 634-1660 if
I can be of any assistance.
Respectfully Submitted,
110-1112 K-
4Iq i 0II
David K. Scatterday
Landscape Architect, ASL
Manager of Design Services
Attachment: Project Team Description
Project Schedule
22:elginppl2
MartinAssociate
PROPOSED PROJECT TEAM FOR THE ENTRYWAY PARKS FOR THE CITY CENTER OF ELGIN
Martin Associates, Inc. has assembled a diversified team of qualified
professionals to address the needs of this project. Beyond this award winning
group of professionals is a strong support team, ready to provide a level of
service unmatched in the industry.
DAVID K. SCATTERDAY, ASLA, PROJECT MANAGER
Mr. Scatterday brings twelve years of practical experience to the team and
will serve as project manager for the project. Over the past two years, he
has been the project manager for several major projects including: a ten-year
master plan development of plant collection gardens at the IIT WEST Campus in
Wheaton, IL. ; the design of water features and landscape for the interior
atrium of Chicago Embassy Suites Hotel; the development of a master plan and
construction documents for the landscape, and waterfalls for a 70 acre seniors
living community under construction in Arlington Heights, IL. ; and the ULI
national award winning Garibaldi Square project in Chicago.
KATHARINE A. STALKER, ASLA, DESIGNER/ASST PROJECT MANAGER
Ms. Stalker has an extensive background in the management of diverse
landscape architectural and land planning projects. Her years of experience
in the design and production of large scale recreational sites include the the
development of master plans for the Park City, Utah arboretum and city park
system. She will be a key player in both the design and management of project
documents.
MARGARET LOPEZ, ASLA, DESIGNER
Ms. Lopez will bring a strong background in working with municipalities. She
is currently responsible for the ongoing projects as part of the Village of
Hillside's Comprehensive Master Plan; the development and construction
supervision of Kimball Hill Park improvements adjacent to the Salt Creek in
Rolling Meadows; and Pioneer Court Plaza adjacent to the Wrigley Building in
downtown Chicago.
ROBERT G. LILLY, ASLA, DESIGNER/CADD OPERATOR
Mr. Lilly will lead the production of documents for the project. His
experience in the efficient production of projects is a valuable contribution
to the project.
ADDITIONAL SUPPORT STAFF:
12 Landscape Architects
5 Horticulturists
5 Administrative Staff
James Martin Associates,Inc. • 24380 N.Highway 45 • Vernon Hills,Illinois 60061 • 708/634-1660 • FAX:708/634-8298
PRELIMINARY SCHEDULE: Entryways to City Center May 23, 1991
ITEM MEEKS
1 2 3 4 5 6 7 8 9 11 11 12 13 14 15 16 17 18 19 26
AWARD Of CONTRACT X
A. PRELIMINARY PROGRAM DEVELOPMENT N
I. SASE NAP/SITE INVENTORY ANO ANALYSIS
1. Site Base Naps N N
2. Site Inventory N
3. Site Analysis N
4. Photo Documentation N
C. CONCEPTUAL DESIGN AND BUDGETS
1. Concept Plans N N
2. Video Images N
3. Construction Budgets N
4. Meet with Staff N
5. Refine Plans and Other Documents
6. Present to City Council N
D. FINAL MASTER SITE PLAN DEVELOPMENT
1. Prepare Final Plans and Supporting Documents N N
2. Prepare Final Construction Budget N
3. Presentation N N
B. Presentations