91-0911 Martin Associates 91- U\
RESOLUTION
ACCEPTING THE PROPOSAL OF MARTIN ASSOCIATES FOR
DESIGN SERVICES FOR THE STATE STREET GATEWAY PARK
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 design services for
the State Street Gateway Park, a copy of which is attached
hereto and made a part hereof by reference.
s/ George VanDeVoorde
George VanDeVoorde, Mayor
Presented: September 11, 1991
Adopted: September 11, 1991
Vote: Yeas 5 Nays 1
Recorded:
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
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AgendaltemNo. C ( 15)
�eort*.1
September 9, 1991
TO: Mayor and Members of the City Council
FROM: Larry L. Rice, City Manager
SUBJECT: State Street Gateway Park
PURPOSE
The purpose of this memorandum is to forward to the
Mayor and City Council a proposal for final design services,
construction documents and bid specifications .
BACKGROUND
At the City Council meeting on August 28th, Martin and
Associates presented a conceptual design for the gateway park
on a portion of the former foundry site. The City Council
approved the design and directed staff to proceed with the
project in order to complete some of the improvements prior
to year-end.
Attached is a proposal from Martin and Associates for
the work necessary to prepare the construction documents and
bid specifications . If the proposal is accepted by the City
Council, the bids for the project would be opened on October
21st, with consideration of the contract award scheduled for
the October 23rd regular agenda. A tentative construction
schedule for the 1991 phase of the project is enclosed.
FINANCIAL IMPACT
The estimated cost of the State Street Gateway Park is
$315,000, which includes $17,800 and $8,000 for the prepara-
tion of the construction documents and contract administra-
tion, respectively. The funds for this project have been
incorporated into 1991 and 1992 budgets. A $50, 000 grant
from Kane County will help finance a portion of the $150,000
in improvements scheduled for this year.
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Mayor and Members of the City Council
September 9, 1991
Page 2
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RECOMMENDATION
It is recommended that the City Council accept the pro-
posal from Martin and Associates.
dillaArti 1 C--- -
Larry L. Rise, City Manager
LLR:amp
Attachments
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artinAssociate
NI[4,1,1401,111,10
September 3, 1991
Mr. Robert 0. Malm
Assistant to City Manager
City of Elgin
150 Dexter Court
Flgin, IL 60120-5555
RE: State Street Gateway Park
Landscape Architectural Services
Dear Mr. Malm:
Pursuant to our conversation, we have prepared the following scope of services
for the preparation of construction documents and specifications for the State
Street Gateway Park.
We understand that the project will be bid as a single project with a phase
one construction in the fall of 1991 ($150,000. budget) and a phase two
construction in the spring of 1992 ($165,000. budget) .
We also realize the scheduling commitment necessary to be able to bid the
project and begin construction this fall . You already have a copy of the
tentative schedule we prepared for the project.
I. SCOPE OF SERVICES
A. Project Review Meeting
We recommend a kick-off meeting with City staff to review the phase one
and phase two work. At this meeting we will discuss and/or confirm the
following:
1. Final delineation of phase one and phase two work.
2. Location, description, and availability of utilities; coordination
required with public utility companies.
3. Schedule of State Street and Kimball Street road improvements.
4. Availability of topsoil from City site.
5. Schedule of meetings for document reviews.
6. Specific direction on format of General Conditions and other City
requirements.
James Martin Associates,Inc. • 24380 N.Highway 45 • Vernon Hills,Illinois 60061 • 708/634-1660 • FAX:708/634-8298
Mr. Robert 0. Malm September 3, 1991
City of Elgin Page 2
7. List of required reviews, permits, or approvals prior to completion
of documents and for construction.
B. Detail Design Refinements
Martin Associates will prepare "design details" for the project features
at each phase. Plan enlargements, graphic sketches, and product cut
sheets will be used (where appropriate) to convey design for:
1. Fountain and fountain area design.
2. Pavement options.
3. Wall faces and structure.
4. Overlook area detailing.
5. Utility locations and housings.
C. Project Team Meeting
We will meet with the City staff to review design detail elements.
D. Preparation of Construction Documents and Specifications
Upon approval of the design details, we shall prepare construction
documents and specifications for the bidding and construction of the
proposed improvements.
1. We will prepare a demolition plan to illustrate where removals of
existing materials are required. The removals will be directly
coordinated with the improvement plans.
2. We will prepare construction documents that convey the intent of the
recommended enhancements. These drawings will address the layout,
dimensioning, and detailing of the following items:
1. Sidewalk/paving improvements
2. Grading and drainage improvements
3. Electrical Distribution
4. Landscape plantings
5. Site furnishings
6. Fountain design, mechanical and plumbing schematic design and
detail
7. Irrigation
8. Site lighting
Mr. Robert 0. Malm September 3, 1991
City of Elgin Page 4
F. Bid Process Assistance
1. We will be available to field contractor questions.
2. We will prepare addenda to bid as they relate to clarification of
documents prepared by Martin Associates.
3. We will be available for a pre-bid meeting with contractors.
4. We will attend project bid opening.
5. We will assist in the evaluation of bids and bidders and will prepare
a letter of recommendation.
G. Construction Phase Assistance (Hourly, upon request)
As per your request, Martin Associates and Engineering Consultant (if
required) , will provide construction observation on an hourly basis
Typical construction observation services of landscape architect and/or
engineering consultant can include the following:
1. Meeting with the successful contractor on-site to review plans,
specifications, payment and invoicing procedures, and proposed
construction schedule.
2. Review and comment on shop drawings submitted by subcontractors.
3. Review the quality of construction materials and craftmanship.
4. Reviews of the rough and fine grading of the site.
5. Assist in the on-site lay-out of proposed site improvements, and
plant materials prior to installation.
6. Provide tagging of plant materials at the nursery of source.
7. Review of contractor's change orders for any unforeseen conditions or
for a change in the scope of work.
8. Review of contractor's payout requests.
9. Preparation of final punch list and a final site visit with the
contractor and designated City staff to review the completed project.
10. Preparation of itemized field reports after each site visit.
11. Attendance at project construction meetings with contractor and/or
City Staff.
Mr. Robert 0. Malm September 3, 1991
City of Elgin Page 5
II. PROFESSIONAL FEES
The professional services described above shall be performed as follows:
A. For construction documents. specifications and
bid assistance.
For the sum of $ 17,800.00
B. For construction phase assistance.
Hourly, in an amount not to exceed $ 8,000.00
III.TERMS
A. Invoicing
Invoicing will be presented monthly for work completed. Payment
is to be made within 10 days of date of invoice. Invoices open
beyond 30 days are subject to a 1-1/2% per month service charge.
B. Reimbursable Expenses (Estimated cost $500.-$800. )
The major portion of this item will be the printing of plans and
specifications for bidding purposes.
Reimbursable expenses will be itemized each month and will include:
1. Drawing reproductions, photography and materials as required for
the completion of plans, presentation drawings, governmental
submission or review, bidding, and other products listed in the
scope of work above.
2. Photocopy reproductions.
3. Approved travel outside the Chicago metropolitan area.
4. Delivery, messenger service, and overnight mail .
5. Long distance telephone and telefax.
Reimbursable expenses will be summarized and invoiced monthly at
cost plus 10%.
I
Mr. Robert 0. Malm September 3, 1991
City of Elgin Page 6
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 .
D. Additional Requested Services
All additional requested services will be performed under a
separate written agreement based upon our hourly rates listed
below.
Hourly Rates:
Principal Landscape Architect or Engineer $ 80.00
Senior Landscape Architect or Consulting Engineer $ 65.00
Landscape Management Consultant $ 50.00
Landscape Architect and Project Engineer $ 50.00
Draftsperson $ 40.00
AutoCAD Computer Time $ 30.00
Video Imaging Computer Time $ 25.00
Support Staff $ 35.00
E. Ownership of Documents
City Ownership of Contract Documents: all products produced in
response to this contract for services will be the sole property of
the City of Elgin. This includes any original reproducible drawings
prepared for the project.
F. Special Conditions
The Owner 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 City of Elgin staff. Owner agrees to
limit liability to revision of plans so that they adhere to
interpretation of local code official .
Mr. Robert 0. Maim September 3, 1991
City of Elgin Page 7
G. The undersigned firm certifies that it is not delinquent in the
payment of any tax administered by the Department of Revenue except
for tax it is contesting in accordance with the procedures
established by the appropriate revenue act.
H. The undersigned firm certifies that the firm is not barred from
making an offer to contract as a result of a violation of either
Section 33E-3 of or 33E-4 Ch. 38 of the Illinois Revised Statues.
I. Martin Associates shall defend and indemnify City of Elgin from and
against legal liability from damages arising out of the performance
of the services for the City of Elgin where such liability is caused
by the negligent act, error, or omission of the firm or any person
or organization for whom the firm is legally liable.
J. During the performances of the services under this agreement, Martin
Associates shall maintain:
a. General Liability Insurance with bodily injury limits of not less
that $500,000 for each occurrence; and limits of not less that
$100,000 for each occurrence and not less that $100,000 in the
aggregate not less than $500,000 in the aggregate, with property
damage.
h. Worker's Compensation Insurance in accordance with statutory
requirements and employees liability insurance with limits of not
less that $100,000 for each occurrence. Prior to commencing
work, Martin Associates shall furnish owner with certificates of
insurance which shall designate owner as an additional insured
except for Worker's Compensation Insurance and shall not be
cancelled without at least 30 days written notice to owner.
K. That this contract may be terminated by the City of Elgin upon seven
days written notice in the event of substantial failure by Martin
Associates to perform in accordance with the terms hereof.
Mr. Robert 0. Maim September 3, 1991
City of Elgin Page 8
For this project, the Owner understands and agrees that on January 1,
1993. the fees for services to be performed shall be escalated by an
amount not to exceed 05%.
Work will begin upon receipt of approval to proceed or executed
contract.
Margaret and I have enjoyed working on the gateway parks and look forward to
assisting the City in the installation of the project.
Respectfully Submitted,
-D16:44 K
111 David K. Scatterday, : A
Landscape Architect
Manager of Design Services
ACCEPT =\ : /
Forrill ity of Elgin
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