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98-3 Resolution No. 98-3 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH CLARK DIETZ , INC. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Joyce A. Parker, 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 Clark Dietz, Inc . for Phase I engineering services for the Spartan Drive extension, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: January 14, 1998 Adopted: January 14 , 1998 Omnibus Vote: Yeas 5 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT THIS AGREEMENT, made and entered into this /4* day of .• , 1999, by and between the CITY OF ELGIN, an Illinois municipal corpor. ion (herei rafter referred to as "CITY") and Clark Dietz, Inc. (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with Phase I - Preliminary Engineering of Spartan Road (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 necessaty 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. The Scope of Services shall include those tasks required to complete the Phase I Preliminary Engineering Study. These tasks are related to alignment analysis, floodplain and wetland studies, aerial mapping, geotechnical testing, design level survey and right-of-way plats and legals. The goal of the Phase I Preliminary Engineering is to establish a preferred alignment and to complete the required right-of-way documents by June of 1998. Phase II and Phase III Engineering Services shall be added to the Agreement by amendment at the conclusion of these Phase I services. C. A detailed Scope of Services is attached hereto as Attachment A for Phase I and Attachment B for Phases II and III. II. PROGRESS REPORTS A. A detailed project schedule for the Project is included as Attachment C, attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in B. below. B. 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. 1 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 at the billing rates attached hereto in Attachment A times the hours provided by the personnel employed on this PROJECT,with ' the total fee not to exceed $111,109.00, including outside services and job related expenses, regardless of the actual costs incurred by the ENGINEER unless substantial modifications to the scope of the work are authorized in writing by the DIRECTOR. B. For outside services provided by other firms or subconsultants,the CITY shall pay the ENGINEER the invoiced fee to the ENGINEER. C. For job related expenses provided, including such reimbursable as photographs, copying, printing, overnight delivery, CADD and travel, ENGINEER shall be reimbursed at the rates attached hereto in Attachment A, plus an administrative charge of 5%. D. The CITY shall make periodic payments, as frequently as monthly,to the ENGINEER based upon actual progress within 30 days after receipt and approval of invoice. Said periodic payments to the ENGINEER shall not exceed the percent complete shown in the monthly Status Report. 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. 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 2 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 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 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. 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. 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 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. 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. 3 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 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 Insurances, covering all owned, non-owned and hired motor vehicles with limits of not less than $500,900 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 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 4 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. 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.witlI, 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 as the general representative or general agent of the CITY for any purpose whatsoever. 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. 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 in a duly executed amendment hereof, or change order as herein provided. 5 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; 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. 6 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: • DAVID L. LAWRY, P.E. Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER: CRAIG A. CHAMBERS,P.E. Project Manager Clark Dietz, Inc. 216 S. Jefferson Street, Suite 303 Chicago, Illinois 60661 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 a• • �G City Clerk City Manager (SEAL) 7 For the ENGINEER: Dated this Low day of p e vim:n - ,A.D.,1997. ATTEST: By ��1�% ��. B Ascistant Secretary enior Vice President (SEAL) i:data\wp\doc\prop\elgin\phas l agr.wpd 8 CONSTRUCTION SERVICES 1 . Liaison and Contract Control Act as the CITY' s representative with duties , responsibilities and limitations of authority as assigned in the Construction Contract Documents , and advise and confer with CITY officials during construction and issue the CITY ' s authorized instructions to the Contractor. Assist the Contractor in understanding the intent of the Construction Contract Documents . Serve as the . City ' s liaison with other local agencies such as utility companies , businesses, CITY ' s on-site representative, etc . 2 . On-Site Review of Work Conduct continuous and full-time on-site observations of the work in progress to determine that the PROJECT is proceeding in accordance with the Construction Contract Documents and that completed work will conform to the requirements of the Construction Contract Documents . Instruct Contractor to correct any work believed to be unsatisfactory, faulty or defective, not conforming to the requirements of the Construction Contract Documents, or does not meet the requirements of any inspections, tests , or approval required to be made and report same to the CITY; and advise CITY of action taken orif any special testing or inspection will be required. Verify that tests are conducted as required by the Construction Contract Documents and in the presence of the required personnel, and that Contractors maintain and submit adequate records thereof; observe, record, and report to the CITY appropriate details relative to the test procedures . Perform or cause to have performed as applicable, all required field tests such as concrete tests , soil compaction tests and ensure such tests are made as specified. Analyze the results of all field and laboratory tests to determine the suitability compliance with the requirements of the Construction Contract Documents . Accompany visiting inspectors representing public or other agencies having jurisdiction over the project, record the outcome of these inspections and report to the CITY. Stake-out construction lines and grades and assist the Contractor with interpretation of the Drawings and Specifications . -2- Prepare and submit detailed daily reports of construction progress . 3 . Contractor Suggestions and Requests Consider and evaluate suggestions and requests for modifications in drawings and specifications which may be submitted by the Contractor and make recommendations to the CITY with any time or cost implications for final decision . 4 . Shop Drawings Develop shop drawing submittal requirements and assist Contractor in development of submittal schedules : Review and monitor compliance with submittal schedules . Review and approve shop drawings and samples, the results of tests and inspections and other data which any Contractor is required to submit, but only for conformance with the design concept of the project and compliance with the information given in the Construction Contract Documents . Such review shall not be construed as relieving the Contractor of the responsibility to meet requirements of the Construction Contract Documents . Determine the acceptability of substitute materials and equipment proposed by the Contractor; and receive and review ( for general content as required by the specifications) maintenance and operating instructions, guarantees, bonds and certificates of inspection which are to be assembled by the Contractor(s ) in accordance with the Construction Contract Documents . Record and maintain a shop drawing submittal and approval log and notify the Contractor whenever submittals are lacking or untimely. 5 . Schedules Prepare a final Primavera type construction schedule with the participation of the Contractor and obtain the Contractor ' s approval of the construction schedule. A schedule of shop drawing submissions, and schedule of values shall also be prepared by the Contractor and approved by the engineer. Work with the Contractor to maintain a workable updated Primavera type construction schedule that is maintained and monitored weekly as construction progresses as required by the Construction Contract Documents . Report progress and schedule deviations and corrective measures proposed by the Contractor to the CITY. . . -3- 6 . Job. Meetings Conduct weekly progress meetings with all parties as required by the Construction Contract Documents to review construction progress, design interpretations and overall progress . Prepare, maintain, and circulate copies of minutes thereof . Arrange a schedule of on-site job work meetings with the General Contractor and Subcontractors to review day-to-day requirements and problems . Prepare, maintain, and circulate copies of minutes thereof . , 7 . Contract Administration and Records • Handle all day-to-day Contract Administration and associated correspondence. Maintain at the job site orderly files for correspondence, reports of job conferences, shop drawings, and samples submissions, reproductions of original Construction Contract Documents including all addenda, change orders, field orders, additional drawings issued subsequent to the execution of the Construction Contract Documents, progress reports, and other project related documents . 8 . Reports Furnish written reports to the CITY on a biweekly basis of progress of the work and the Contractor' s compliance with the approved progress schedule and schedule of shop drawing submissions. 9 . Contractor Pay Requests Review the Contractor' s requests for payments as construction work progresses , and advise the CITY of the amounts due and payable to the Contractor in accordance with the terms of the Construction Contract Documents . 10 . Change Orders Perform evaluation of proposed Construction Contract Change Orders and submit recommendation for approval or denial to the CITY. Prepare Construction Contract Change Orders when authorized by the CITY. - 11 . Government Policies Review the Contractor' s compliance with governmental mandated programs . Compliance with OSHA requirements and general safety provisions will be reviewed by an independent safety officer retained by the Contractor as part of the construction work. The safety officer will visit the job site periodically and will submit written reports to the CITY, Contractor, and ENGINEER. so I ATTACHMENT A City of Elgin Spartan Drive Extension Scope of Services -Phase I Engineering The following is the Scope of Services for the Spartan Drive Extension project that is being undertaken jointly by the City of Elgin and the Elgin Community College. This scope is for those engineering services that will be completed by the Clark Dietz Design Team to provide Phase I-Preliminary Engineering for this roadway project. Phase II Engineering Design Plans and Phase III Construction Services shall also be provided by Clark Dietz, and shall be made a part of this agreement between the City of Elgin and Clark'Dietz through amendments to the contract. For reference purposes,the general scope for Phase II and Phase III Services has been included within this document. (See Attachment B)A detailed scope of services shall be submitted to the City of Elgin after specific design elements have been defined through the Phase I Preliminary Engineering process. The main purpose of the Phase I-Preliminary Engineering, as defined by the City of Elgin, is to establish the proposed roadway alignment and to clearly define the right-of-way requirements for this roadway. Both of these elements are important since they affect the exchange of land and the funding that is being established by both the City of Elgin and the Elgin Community College. I. Data Collection Data Collection shall begin with the gathering of existing information that will assist in defining the existing conditions of the project corridor. This process will be concentrated during the first two months of the Phase I-Preliminary Engineering, but will also be an ongoing process throughout the study period. Information from agency coordination, especially that pertaining to wetlands, floodplains, and information requested from the U.S. Corps of Engineers may take more than two months to receive responses from our requests. A. Obtain and review available As-Built Plans for adjacent areas and existing facilities 1. Randall Road at College Green Drive a. Intersection Plans b. Lighting Plans c. Signal Plans 2. College Green Drive 3. Lancaster Circle 4. Spartan Drive 5. Princeton Avenue 6. Westfield Townhome Development a. Roadway Plans b. Utility Plans c. Drainage Plans d. Detention Pond Plans 7. Spartan Meadows Golf Course a. Grading Plans b. Utility Plans c. Irrigation Plans d. Drainage Plans 8. Utility Plans B. Environmental Documentation 1: U.S. Geological Survey Topographic Maps • 2. National Wetlands Topographic Maps 3. Kane County Soil Survey Reports 4. Hydric Soils of the United States 5. Flood Insurance Rate maps 6. Regional List of Plants that occur in Wetlands:North Central (Region 3) 7. National Resource Conservation Service (NRCS) C. Traffic Counts/Data Traffic counts are available through the City of Elgin for the intersection of Randall Road and College Green Drive. These are hourly counts taken over a 24-hour period which is sufficient for a Phase I Intersection Design Study. If additional counts are required due to lack of available information, this additional effort will either need to be completed by the City of Elgin or this agreement will need to modified to include this item. 1. Obtain traffic projections, if available from IDOT, Kane County, and/or the Chicago Area Transportation Study (CATS) 2. Obtain number of faculty and students at Elgin Community College - along with projected growth to be used in establishing future traffic projections 3. Coordination with City of Elgin, Kane County, and CATS D. Photolog of Project Area As part of the Data Collection Process,the Clark Dietz Team shall conduct a field reconnaissance of the project area. At this time particular elements shall be defined that may impact the design and the information analyzed and discussed within the Phase I Report. These elements shall pertain, but not be limited to drainage, wetland, floodplain, roadway, grading, right-of-way, and other existing physical features of the area. The project area shall be documented with photographs that will serve two purposes: (1)Provide a record of existing conditions; and(2)Used as exhibits for any City Council and/or Community Informational Meetings. II. Aerial Mapping/Surveying -performed by Sidwell Company Aerial Mapping shall be completed by our sub-consultant, Sidwell Company. This mapping shall be completely digitized and have contours at 1-foot intervals. This information shall be used during the Phase I Study for the purpose of analyzing alignment alternatives. The area to be mapped shall provide coverage of the proposed roadway corridor. III. Right-of-Way Plats and Legal Descriptions -performed by Baird& Company This task shall be initiated so that this work can be completed by June of 1998. It is imperative that the City of Elgin have the appropriate documents to finalize the exchange of land with the Elgin Community College. The right-of-way plats and legals shall be completed for the proposed roadway right-of-way, for that portion of the Zale Parcel (Parcel Al)that will become a commercial development, that portion of the Westfield Development that will be impacted by the proposed roadway extension,that portion of the Zale Parcel (Parcel B1)that will become property of the Elgin Community College,that portion of the Spartan Meadows Golf Course (Parcel A3)that will remain in ownership of the city of Elgin, and that portion of the Spartan Meadows Golf Course (Parcel B2)that will become property of the Elgin Community College. This task has been included within our Phase I Preliminary Engineering costs. IV. Design Level Survey-performed by Baird& Company This work shall be initiated as soon as the preferred alignment has been determined through the alignment studies. This work shall be initiated as soon as possible so that it will be completed at approximately the same time as the Phase I Report is approved. This will allow us to continue work on the Phase II Engineering Plans without having to wait for the completion of the required ground survey. Therefore,this task has been included within our Phase I Preliminary Engineering costs. All field survey shall be collected using a total station. The information gathered shall be downloaded to create CADD models to be used throughout the design process in conjunction with aerial survey previously completed. All CADD files shall be in microstation format that is compatible with the City of Elgin. A. Establish centerline of the proposed roadway extension. This centerline shall be tied to the coordinate system used by the City of Elgin. B. Cross sections shall be taken at 50-foot intervals and extend 100 feet on both sides of the established centerline. C. Complete topographic survey of the preferred alignment extending 100 feet on both sides of the established centerline. V. Geotechnical Analysis -performed by Testing Service Corporation The boring schedule shall be divided between Phases I and II. The borings completed during Phase I shall be located so that a representative sample of the existing soil conditions for the entire project corridor can be achieved. This information shall be used during the alignment analysis to determine if any potential alignment may be located in an area where poor soil conditions would negatively impact the design or long-term life of the roadway. In Phase I,the geotechnical testing shall be made up of a total of 16 borings spaced at approximately 300-foot intervals. Eight of these borings shall extend to a depth 10 feet and • eight shall extend to a depth of 15 feet. The locations of these borings shall be dictated to • Testing Service Corporation by Clark Dietz. If unusual or adverse soil conditions are found at this time,this City of Elgin shall be notified and the Phase II boring schedule may be altered accordingly. VI. Wetland Investigation-performed by Huff& Huff, Inc. This item related to Permit Application, Agency Coordination, and the development and presentation of a concept for wetland mitigation, is presented here for informational purposes only. Even though this process is likely to be needed, it will not be known until field investigation is complete and alignments are considered. Therefore,the hours and cost for this item are not included within the Phase I Preliminary Engineering Study. If it is required, an hourly effort of 64 hours, at a total cost(including direct expenses) of$3,339.00 is estimated. A. On-Site Field Inventory 1. Classify and define hydric soils 2. Classify and define hydrophytic vegetation 3. Determine wetland boundaries by staking B. Prepare Technical Report 1. Identify limits of jurisdictional wetlands 2. Define anticipated mitigation requirements 3. Prepare wetland data sheets C. Permit Application/Agency Coordination 1. Coordination of design issues and impacts a. City of Elgin b. Elgin Community College c. U.S. Army Corps of Engineers 2. Pre-Application Meeting 3. Notify adjacent property owners (required) 4. Mitigation Plan-mitigation requirements shall be presented to the City of Elgin, and shall also be included within the Phase I Report. The actual Mitigation Plan shall be completed within the Phase II Engineering Services. 5. Permit Application- six to eight week review period is anticipated 6. Permit Application Follow-up-required to help expedite review process VII. Floodplain and Floodway Analysis Impact to the Otter Creek Floodplain is dependent on the selection of preferred alignment. Each alternate alignment shall be analyzed based on its potential impact to this existing floodplain. A. Survey and Field Information 1. Obtain USGS mapping and review contours and aerial mapping • 2. Stream Survey - if in floodplain and•required based on alignment locations 3. Check impacts to existing flood flows 4. Plot sections and profile information B. Model Existing Conditions C. Model Proposed Structure (if required) 1. Model structure alternatives. Created backwater changes should be less than 0.1 ft. 2. Define required volume of compensatory storage if required for alternate alignments. D. Develop Hydraulics Report(if required) E. Permit Application and Coordination(if required) 1. Prepare and submit permit application. Northeast regional Permit by IDOT District 1 &Joint Application Form (NCR Form 426) 2. Coordination with Elgin, IDOT, IDNR-DWR VIII. Geometric Analysis The analysis of the alternate alignments shall be influenced by information received during data collection, wetland and floodplain analysis, aerial mapping, and surveying. A. Establish Design Criteria 1. City of Elgin 2. Elgin Community College 3. Kane County Highway Department B. Develop Typical Sections 1. Proposed Spartan Drive Extension 2. Lancaster Circle 3. College Green Drive C. Develop Horizontal Geometrics 1. Access to proposed parcels to be developed 2. Modifications to Lancaster Circle 3. Modifications to College Green Drive at Spartan Drive/Randall Road D. Develop Vertical Profiles E. Develop Intersection Geometrics 1. Spartan Drive/Randall Road 2. College Green Drive/Spartan Drive 3. Spartan Drive Extension/Existing Spartan Drive • F. Construction Staging Scheme 1. Western access from Randall Road to proposed commercial property 2. Connection of westerly commercial access to existing Spartan Drive IX. Storm Water Management Plan A storm water management plan shall be proposed for each of the alternatives analyzed. Elements unique to each of the alternatives shall be highlighted. A. Calculate proposed runoff B. Design proposed main drain C. Size detention ponds D. Proposed relocation of existing detention pond(s) E. Identify outfalls X. Structural Design This design element is dependent on the need to cross established stream channels. Each alternate shall be analyzed based on its need to cross these channels. It is anticipated that box culverts will be required to cross these channels as opposed to a bridge structure. A. Prepare Type, Size, and Location(T, S, & L) Drawings for the Preferred Alignment XI. Public Informational Meeting The City of Elgin in coordination with the Elgin Community College is anticipating the need for one Public Informational Meeting to inform the adjacent communities of this proposed project. This shall include the preparation, attendance, and presentation at this meeting. The location,public notices, and all other planning for the meeting will be the responsibility of the City of Elgin. XII. Phase I Report A Phase I Report shall be submitted to the City of Elgin for Approval. This Report shall discuss the various alternatives analyzed, and the conclusions found that lead to the recommendation of a preferred alignment. The following is a list of items which will be highlighted within the Report. This Report shall be presented to the City Council. A. Preferred Alignment; plan,profile, and cross sections B. Summarize wetland, floodplain, and geotechnical findings C. Typical Pavement Sections D. Construction Staging Scheme E. Storm Water Management Plan F. Structural Designs (if required) G. Preliminary Cost Estimate, Construction Schedule, and Staging Plan • H. Intersection Design Studies City of Elgin Spartan Drive Extension Schedule - Phase WORK TASK 1997 1998 1999 Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec NOTICE TO PROCEED-PHASE I • KICK-OFF MEETING DATA GATHERING MIN AERIAL MAPPING /SURVEYING 1111111111101 DESIGN LEVEL SURVEYING GEOTECHNICAL TESTING - PHASE I GEOTECHNICAL TESTING - PHASE I I INN WETLAND INVESTIGATION ON - SITE FELD INVENTORY MIN REPORTING PERMIT APPLICATION /REVIEW PERMIT APPROVAL • FLOODPLAIN /FLOODWAY ANALYSIS GEOMETRIC ANALYSIS 11=111111=111111111111 STORMWATER MANAGEMENT PLAN - STRUCTURAL DESIGN PUBLIC INFORMATIONAL MEETING • PHASE I REPORT PHASE !REPORT SUBMITTAL • PHASE I REPORT APPROVAL • City of Elgin • Spartan Drive Extension-Phase I Labor Cost • . . its, i i ;t 1: i1 y i .wick �3 . -�v.,ro 1' H'� y".''-: s'�``,, a �,mu are... 'y�'t, ,,�.a.. Project Project QC/QA Staff Engineer Designer Design Support Total Director Manager Advisor Engineer II Technician Staff Hours $140/hr $105/hr $120/hr $70/hr $55/hr $62/hr $52/hr $35/hr Task Description Data Collection 2 8 0 8 12 0 8 0 38 Aerial Mapping 0 4 0 4 0 0 0 0 8 Right-of-Way Plats and Legal 0 8 0 8 0 . 0 0 0 16 Description Design Level Survey 0 8 0 4 0 0 0 0 12 Geotechnical Analysis 0 4 0 0 0 0 0 0 4 Wetland Investigation 0 4 0 0 0 0 0 0 4 Flood Plain/Floodway Analysis 0 8 2 30 16 10 30 0 96 Geometric Analysis 4 40 8 36 52 50 150 0 340 Storm Water Management Plan 4 16 2 30 16 20 60 0 148 Structural Design 4 4 0 40 0 4 12 0 64 Public Informational Meeting 4 24 0 0 0 10 30 0 68 Phase I Report 4 16 4 30 10 12 36 24 136 Total Hours 22 144 16 190 106 106 326 24 934 *Direct Expenses driven into hourly effort City of Elgin November 19, 1997 Spartan Drive Extension Phase I -Direct Cost Totals Data Collection: Transportation-(60 miles)($.35/mile)= $ 21.00 $ 21.00 Floodplain/Floodway Analysis: I Transportation-(120 miles)($.35/mile) $ 42.00 CADD(20 hours)($15/hour) $300.00 Reproduction $ 50.00 Miscellaneous $ 50.00 $ 442.00 Geometric Analysis: CADD(120 hours)($15/hour) $1,800.00 Reproduction $ 500.00 Miscellaneous $ 100.00 $2,400.00 Stormwater Management Plan: CADD(52 hours)($15/hr) $ 780.00 Reproduction $ 100.00 Miscellaneous $ 50.00 $ 930.00 Structural Design: CADD(20 hours)($15/hr) $ 300.00 Transportation(120 miles)($.35/mile) $ 50.00 $ 350.00 Public Informational Meeting: CADD(40 hours)($15/hour) $ 600.00 Transportation(120 miles)($.35/mile) $ 42.00 $ 350.00 Phase I Report: CADD(16 hours)($15/hour) $ 240.00 Reproduction $ 200.00 Miscellaneous $ 100.00 $ 540.00 5%Administrative Charge $ 265.00 TOTAL $5,590.00 I:\DATA\WP\DOCUMEN\PROPOSAL ELGIMDIRCOST.WPD COST ESTIMATE OF CONSULTANT SERVICES PROJECT: Spartan Drive Extension LOCATION: Elgin, Illinois DATE: 11/21/97 City of Elgin _ FIRM: Clark Dietz,Inc. Phase I- Preliminary Engineering Task Item Hours Total Labor Direct Services Total Expenses By Others 1. Data Collection 38 $2,756.00 $21.00 $0.00 $2,777.00 2. Aerial Mapping 8 $700.00 $0.00 $3,400.00 $4,100.00 3. Right-of-Way Plats and Legals 16 $1,400.00 $0.00 $9,000.00 $10,400.00 4. Design Level Survey 12 $1,120.00 $0.00 $18,971.00 $20,091.00 5. Geotechnical Analysis 4 $420.00 $0.00 $7,000.00 $7,420.00 6. Wetland Investigation 4 _ $420.00 $0.00 $3,534.00 $3,954.00 7. Floodplain/Floodway Analysis 96 $6,240.00 $442.00 $0.00 $6,682.00 8. Geometric Analysis 340 $22,000.00 $2,400.00 $0.00 $24,400.00 9. Storm Water Management Plan 148 $9,820.00 $930.00 $0.00 $10,750.00 10. Structural Design 64 $4,652.00 $350.00 $0.00 $5,002.00 11. Public Informational Meeting 68 $5,260.00 $642.00 $0.00 $5,902.00 12. Phase I Report 136 $8,826.00 $540.00 $0.00 $9,366.00 5%Administrative Charge $265.00 $265.00 TOTALS 934 $63,614.00 $5,590.00 $41,905.00 $111,109.00 EXHIBIT A SCHEDULE OF GENERAL BILLING RATES CLARK DIETZ, INC. April 1, 1997 TITLE HOURLY RATE President, Executive Vice President, Division Manager $140.00 Project Director/Department Manager 120.00 • Project Manager/Sr. Engineer-Architect 105.00 Sr. Staff Engineer/Project Architect 85.00 Staff Engineer-Architect 70.00 Engineer III/Land Surveyor 60.00 Engineer II/Architect 55.00 Design Tech IV/Computer Analyst II 62.00 Design Tech III/Computer Analyst I 57.00 Design Tech II 52.00 Architect Intern 45.00 Design Tech I 37.00 Clerical 35.00 Notes: The rates in this schedule will be reviewed and adjusted as necessary but not sooner than twelve months after the date listed above. Rates include actual salaries or wages paid to employees of Clark Dietz plus payroll taxes, FICA, Worker's Compensation insurance, other customary and mandatory benefits, and overhead and profit. C:\WINDOWS\TEMPOR-I\CACHE4\RATES.WPD SCHEDULE OF JOB RELATED EXPENSES CLARK DIETZ INC. April 1, 1997 Hotels & Motels ) Meals ) Postage, Federal Express& UPS ) At Cost Public Transportation ) Xerox type copies $0.10/copy est. . Stanpat• 8 1/2 x 11 $0.65/sheet est. 11 x 17 $1.25 sheet est. Bluelines 24x36 $0.86 est. 26x40 $1.29 est. Mylars $8.25 est. Sepias $3.30 est. Fax $1.50/page Mileage Company Cars $0.35/mile Personal Vehicles $0.35/mile Company Survey Van $0.50/mile CADD Usage $20.00/hour Long Distance Telephone At Cost Micellaneous Film ) Supplies ) At Cost Etc. ) Note:The rates in this schedule are subject to review and will be adjusted as necessary,but not sooner than six months after the date listed above. Certain rates listed as"est."are based on quoted market rates and are billed at cost. I:\DATA\WP\DOCUMENT\GENERAL\RATESUOBEXPNS.WPD 01.42. Baird ":0,.:.ot & Company LAND SURVEYORS ELGIN COMMUNITY COLLEGE DRIVE EXTENSION At The Historic Railroad Depot BAIRD P.N. : 2949 133 West Thirteenth Street DATE: :NOVEMBER 20, 1997 Lockport,Illinois 60441 815 838-2897 815 834-092.5 fax Manhour5 Loaded Rate , Total Principal 2 $125.64 $ '25.1 .29 , Project Manager 16 $ 83.76 $1,340.21' Surveyor, PLS 38 $ 68.35,' $2;5,.97,:.-32 Senior Parry Chief 145 $ 58.22 $8;441 22 Senior Inst. Person 135 $ 48.97 / .1 $ ,61 :4 `') , Rod Person 20 $ 3 '1.49 $`. . 29. 0 .` Senior CADD 44 $:X53.38 $,348.94 Computer Tech 40 $ 41.27 . '1,650.69 Corporate Secretary 5 $ 38.84 %. $ 194.19 % / f:/1 _ /, . Totals 445 I / $24,06517 / 1 , C , �Yz •i i DIRECT COST (SEE ATTACHED DIRECT COSTS.SUMMdRY)$ -3,905.72 : ; 1i I .y`' ,.TOTAL• , $2Z,97p.89 .x' L 1 / % , ,• \ , -, \ tJ . • , Fryt ` u\� "fig b/Z 30Yd SZ60 e£e s i e I ANVd)^i00 4' C'3 I VH i 0 S I (f)H.I.) L6 . OZ AON PAGE 1 OF 1 DIRECT COST SUMMARY DI =� BAIRD&COMPANY ELGIN COMMUNITY COLLEGE DRIVE EXTENSION • BAIRD P.N. :2949 DATE :NOVEMBER 20, 1997 ITEM HOURS RATE COST OFFICE COSTS(8EE PAGE 2 OF 2) $190.00 COMPUTER 84 $10.00 $840.00 TOTAL OFFICE COSTS $1,030.00 ITEM DAYS/MILES RATE COST FIELD COSTS(SEE PAGE 2 OF 2) 6115.72 TRUCK ON SITE AT$40 PER DAY 14 $40.00 $560.00 GPS RENTAL 11 $200.00 $2,200.00 TOTAL FIELD COSTS 52,875.72 TOTAL DIRECT COM(EXCLUDING NON—PROFIT ITEMS) $3,6106.72 6/£ 30Vel SZ6O 859 519 1 ANWN00 V CH%VS ZO St (nH1) 1.6 . 0Z non PAGE 2 OF 2 DIRECT COST SUMMARY' BAIRD&COMPANY ELGIN COMMUNITY COLLEGE DRIVE EXTENSION BAIRD P.N. :2848 DATE ;NOVEMBER 20,1887 ITEM COST EACH OUANTITY COST OFFICE POSTAGE $30.00 LETTER COPYING 60.23 70 817.50 PRE-CUT BLUEPRINT PAPER 01.60 6 88.00 XEROX COPIES 24"x 30" 30.73 8 $4 60 MYLAR REPRODUCIBLE • $4.00 a 024.00 RECORD DOCUMENTS 580.00 RECORDING FEES $25.00 OFFICE COSTS 6180.00 FIELD RAINPROOF FIELD BOOKS $10 71 1 $10.71 FLAGGING(ROLLS) 81.07 6 $6.36 PAINT(CANS) $3.16 4 312.72 LATH(BUNDLES) $16.03 3 648.08 PK NAILS 30.14 10 $1.46 6/8"HEMP 61,42 20 825.40 DOMED TOP FOR 5/8"REBAR 31.92 HUBS(BUNDLES) 612.00 1 012.00 FIELD COSTS 3116 72 DIRECT COSTS 6/17 '30Vd SZ 60 9E8 518 I ANVd)^I00 '8 QH I VS OEIt (fH.L) L6 . OZ AON HUFF & HUFF, INC. SCOPE OF SERVICES The project area includes potential wetland sites. Huff& Huff will evaluate these areas, delineate these areas,and complete the permitting and coordination necessary to complete the design project. The following tasks identify the elements of the wetland issues. Task 1. Off-site Record/Document Review The following records/documents will be reviewed prior to conducting the field investigation. Soils information will be reviewed to determine the soil types encountered during the delineation procedures. The maps that will be reviewed include: • U.S. Geological Survey Topographic Maps • National Wetlands Inventory Maps • Kane County Soil Survey Reports • Hydric Soils of the United States • Flood Insurance Rate Maps • Regional Lists of Plants that Occur in Wetlands: North Central(Region 3) In addition,the Natural Resource Conservation Service(NRCS) Wetland Map will be obtained and reviewed to determine if NRCS has identified wetlands in the project area. A preliminary review of the National Wetlands Inventory Map (NWI) indicates that four potential wetlands occur in the project area. The project area is outlined on the NWI map included in the attachments. The four potential wetlands include three palustrine, open water,permanent, excavated wetlands (POWHx), and one very large palustrine, emergent, seasonally flooded partially drained/ditched wetland(PEMCd). The extent of these wetlands in relation to the project area will be verified during a site inspection as outlined in Task 2. A preliminary review of the Kane County soil map indicates that seven potential soils are located within the project area. These soils include Brenton silt loam (149), Lorenzo loam (318), Markham silt loam(531), Miami silt loam(27), Proctor silt loam (148), Drummer silty clay loam(152), and Houghton Muck(103). Two of these soils, Drummer silty clay loam and Houghton Muck are listed as hydric soils in Illinois. Field verification will be necessary to determine if the hydric soils are present in association with wetland vegetation and hydrology to make a wetland determination. Task 2. On-Site Investigation (Field Inventory) The on-site investigation will be conducted by our environmental staff experienced in federal methods for conducting wetland delineations. Our staff will classify and define hydric soils, hydrophytic vegetation,and evidence of hydrology to determine wetland boundaries. Any wetlands F:\1 DOC\PROPOSAL\ELGINWET.WPD -1- found will be classified according to type using the "Classification of Wetlands and Deep Water Habitats of the United State" by Cowardin. Wetland boundaries will be defined using the Corps of Engineers Wetlands Delineation Manual (1987). This includes a soil investigation to determine the presence or absence of hydric soils and an analysis of the dominant plant species. Field observations will be made on any evidence indicating the hydrology of the area and on water sources that are supporting these wetlands. Functions of these wetlands will be evaluated from field observations. A preliminary site visit indicates that the project area includes several potential wetland sites and/or "Waters of the U.S.". The potential wetland and open water sites include a vegetated ditch, three open water ponds, two detention ponds, and a low laying area associated with the Otter creek 100- year floodplain. The vegetated ditch extends along the existing gravel road extension of Spartan Drive along the southwest side of the road. The ditch continues northwest beyond the terminus of this road. This vegetated ditch and roadway form the northwest boundary to the Spartan Meadows Golf Course. During the preliminary site visit, wetland plants were apparent growing in and around the ditch. The three open water ponds are located on the Spartan Meadows Golf Course. Two of the ponds are depicted on the NWI map. This map indicates that three ponds are present, but the preliminary site inspection revealed that two of the ponds are joined into one long, narrow pond. The third pond is a series of small depressions that are linked together by shallow ditches. This ponded area is not depicted on the NWI map. These ponds would be considered "Waters of the U.S.", but further investigation is required to determine their wetland status. Photographs from the preliminary site inspection are included in the attachments. The detention ponds are located near the western and eastern peripheries of the project. The detention pond near the western terminus is associated with the Westfield Homes housing development. The detention pond near the eastern terminus is associated with the Elgin Community College and is located on the northeast side of the gravel road extension of Spartan Drive. The preliminary site inspection revealed that both ponds appear to be permanently flooded and the community college pond has wetland vegetation growing around the periphery. Both of these ponds would be considered "Waters of the U.S.", but further investigation is required to determine their wetland status. According to the floodplain map, the Otter Creek floodplain lies just north of the project area. The floodplain boundaries were not apparent during the preliminary site inspection and would require further investigation to determine the southern boundary and the impacts of the Spartan Road extension project on this floodplain. The floodplain map is included in the attachments. Task 3. Field Locating The perimeter of any wetland(s) found on site will be located based on the boundary staking conducted by the environmental staff. It is assumed that the primary consultant will survey the wetland boundaries and provide a map showing the wetland and site development features. F:\I DOCTROPOSAL\ELGIN WET.WPD -2- Task 4. Report A letter report will be prepared which summarizes the results of the off-site and on-site investigations. The report will include exhibits that will show the limits of jurisdictional wetlands and "Waters of the U.S." within the proposed parcel. The letter report will also summarize the anticipated mitigation requirements expected from the Corps of Engineers if impacts are unavoidable and if mitigation is required. The letter report will include the required wetland data sheets compiled to summarize the field delineation. Task 5. Permit Application/Agency Coordination Compilation of the Joint Application(U.S. COE, Illinois Environmental Protection Agency(IEPA), Illinois Department of Natural Resources(IDNR), IDNR/Office of Water Resources (IDNR/OWR), Illinois Historic Preservation Agency (IHPA), and U.S. Fish& Wildlife Service (USFWS) will be initiated upon completion of Task 1, 2, 3, and 4. As the area has been developed and altered, it is anticipated that no additional historical coordination will be required. A permit application is likely to be needed and is included as an element of the project. To expedite the permitting process, coordination on design issues and impacts with the City of Elgin,the Elgin Community College, and the Corps of Engineers will be required. A pre-application meeting is included as an item in this scope of services. Included in this task is follow-up coordination after applications have been submitted. This will be in the form of phone calls or correspondence to the reviewing agencies. This will be done to try to expedite the permit process and to update you on the status of the permit applications. On average, this will be done every other week until the required permits are received. It should be noted that wetland permits are rarely issued in less than six to eight weeks at the earliest. Other factors, such as reviewing agency workload,can delay this further. Reviewing times by these agencies is beyond the control of Huff& Huff, Inc., but we will assist in expediting the process by providing information promptly. Based on application requirements, adjacent property owners need to be identified. It is anticipated that much of this information can be obtained from local assessors' offices via telephone, therefore no additional trips would be required. If wetland impacts are greater than 0.33 acres, a plan for mitigating these impacts will be required. Mitigation banking is the most practical way to meet mitigation requirements for a project of this size. Again, mitigation will only be required if wetlands are impacted. It should be noted that a mitigation plan for the site is not included in this proposal. Based on the results of the field investigation we will render an opinion as to whether wetland mitigation is required and at what ratio based on current guidelines. An approved Wetland Bank is known to exist in Otter Creek Watershed. Further investigation into available credits will be made. Huff& Huff, Inc. will present a concept for mitigation for wetland impacts, if impacts exceed 0.33 acres. The possibility of on-site mitigation will be reviewed, which includes areas up to one mile from the project. Other off-site options will be reviewed for potential mitigation sites. These reviews will determine the feasibility of on-site/off-site mitigation, based on physical features such as natural drainage, soil, and constructability. A memorandum will be prepared documenting the F:\I DOC\PROPOSAL\ELGIN WET.WPD -3- review process. Mitigation site design is not included in this task. Task 6. Wetland Mitigation and Design Option: This task is included for reference but is not included in the level of effort estimate. The need for wetland mitigation design is dependent on the findings of Tasks 1,2, 3,and 4. For this reason,a cost estimate will be provided upon completion of the final report. On-site mitigation may be required by the Corps of Engineers or a wetland bank may be permissible. Our first goal would be to avoid mitigation by minimizing wetland losses. If required, Huff& Huff, Inc. will work closely with the detention pond/storm drainage design team to develop an on-site mitigation plan. This would include site development plans (size, orientation, elevation, and slope) and plant selection. A site specific monitoring program will also be developed, but wetland monitoring is not included in this scope of work. SCHEDULE Tasks 1, 2, 3, and 4 will be completed four weeks after Notice to Proceed. Due to the possibility of conducting wetland field work after the defined growing season has ended, a follow-up visit conducted in Spring 1998, within the growing season, may be required to verify vegetation and hydrology findings. Task 5 will require engineering design information and will be completed as soon as sufficient design information is available. Due to the lateness of the season, delineation work may not be able to be completed. This would be caused by either significant depth of snow and/or frozen conditions. Once the ground surface is frozen, no further soil investigation can occur until thaw. F:\I DOC\PROPOSAL\ELGINWET.WPD -4- TABLE 1 HUFF & HUFF, INC. BREAKDOWN OF LEVEL OF EFFORT FOR WETLANDS INVESTIGATION Principal Project Project Total Task QA/QC Manager Scientist Secretarial Hours 1: Off-site Research (Record/Document Review) 4 4 (includes trip to NRCS office) 2,3: On-site Delineation (Field Inventory) 6 9 15 4: Report (includes preparation of data sheets) 2 4 16 6 28 5: Permit Applications/Agency Coordination/ Mitigation Concepts ---1-- 0 --30- 0 —26— 0 ---s-- 0 -64-*- 0 Meetings with Engineers to discuss avoidance, 8 4 12 findings Project Coordination 4 4 8, TOTALS --3- 2 ---62— 22 --- 2— 37 —44- 6 ---1-}} 67 * Permit Applications optional and based on whether or not there will be impacts to wetlands. I `11)O(''I'I(MIVK:\I I I( INWI I N'I'I) TABLE 2 • HUFF & HUFF, INC. COST ESTIMATE Task Labor, $ Direct Cost, $ Total, $ 1 168 25 193 2, 3 756 36 792 4 1,332 100 1,432 5 - 3_l4 0 -25 0 -3,13-9- 0 Meetings 672 25 697 Project 420 0 420 Coordination TOTALS -$2-1-1- -$6 7-3- $3,348 $186 $3,534 F.\1 DOC'PROPOSAL',ELGLNWET.1tPD 28W240 ORTH X 920• ST CHICAGO,IL 60186-0920 THESIDI ELLCOMPANY (6 0) 23N 02 6A•E FAX (6 0)) 6 231-8206 • MEAP ORDERS (630) 231-8200 October 29, 1997 Mr. Ken Nelson , . . Clark Dietz 216 S. Jefferson Street, Ste 303 Chicago, Illinois 60661 Dear Mr. Nelson: It is a pleasure to submit this proposal for topographic and digital orthophoto mappingin • accordance with your recent request. The following paragraphs detail the mapping project. Project Area The project area is specifically defined on the attached map. The area to be mapped is a corridor and is located in Section 21,T41N, R8E, Kane County, Illinois. The image will extend approximately one half inch at compilation scale beyond the project property boundaries. Aerial Photography We will photograph the project area with a distortion free, high resolution, precision aerial mapping camera, and the aerial photography shall be suitable for production of the topographic and digital orthophoto map(s). Field Control Using the completed aerial photography, we will prepare and execute a control plan for the project. The horizontal control will be on an assumed local datum. The vertical control will originate and terminate on a U.S.G.S. bench mark if adjacent to the project and recoverable. Terrain Data Collection Using the completed aerial photography and field control, the digital elevation model(DMI) data for the contours and digital orthophotos will be collected using precision stereoscopic plotting instruments. The DEM data is then used to create a triangulated irregular network (TIN) file which defines the terrain. Contours Using the completed DEM data and specialized software the mapping will be generated at a horizontal scale of 1"=100' with one (1) foot contour intervals. Digital Differential Rectification Images selected to cover the project area will be scanned on a precision photogrammetric scanner at a resolution that will yield a pixel size of 1/2 foot. The scanned images will be resampled using a bi-cubic method of differential rectification. This technique uses sophisticated algorithims that resample the image pixel by pixel considering the TIN file to yield a digital aerial image that is orthographically correct. Clark Dietz October 29, 1997 Page Two Final Orthophoto Map The final map sheet(s) will consist of contours and spot elevations superimposed on the digital orthophoto image(s) and plotted on reproducible mylar. Final Digital Orthophoto Image The digital orthophoto images will be mosaicked together and cut into tiles of an appropriate file size and delivered in tiled image file format (TIFF) on CD ROM. Mapping Accuracies The horizontal accuracy of the mapping will be such that at least 90% of all well defined • compiled planimetric features will be shown within 1/30" of their true position at map - compilation scale when compared to the nearest horizontal control station, and none will be in error more than 1/15" using the same comparison. The vertical accuracy of the mapping will be such that at least 90%of all elevations determined from solid line contours will be within one-half the contour interval of true elevation when compared to the nearest bench mark, and none will be in error more than one contour interval. Spot elevations will be shown to their best advantage. In areas where foliage obscures the viewing of the surface, dash line contours will be shown indicating that they may not be to the accuracies as stated previously. Deliveries 1. One Set of Contact Prints 2. Delivery in .DGN Format 3. One Copy of Digital Orthophotos in TIFF Format All deliveries will be made to Clark Dietz. Fee, Payment and Conditions Our fee for the work and services as outlined above will be $ 3,400.00. The amount of credit that can be granted you will be based on past payment history with The Sidwell Company and/or a credit report from Dunn & Bradstreet. An advance deposit may be required before production begins. We will submit monthly invoices at the completion of each phase of the project for the percentage of work completed. Invoices will be payable net cash. Should it become necessary for the Company (seller) to enforce this contract, the purchaser agrees to pay all reasonable attorney's fees and collection costs. This proposal will be in effect for a period of 60 days. If it is not accepted within this time frame, we reserve the right to resubmit the proposal reflecting changes which may have occurred. THESID�LCOMPr` Clark Dietz October 29, 1997 Page Three Standard procedure dictates that photogrammetric maps be field-checked prior to use. Failure to notify us within sixty (60) days of any errors and/or omissions, shall be deemed an acceptance of the maps and any claims as a result of such defects are waived. This proposal contains the entire and only agreement between the parties respecting the work, services and materials; and any representation, promise or condition, written or verbal, not incorporated herein shall not be binding on either party. Thank you for the opportunity of furnishing this proposal. For your convenience, we are making this a Contract Agreement, an executed copy of which will serve as your acceptance of this proposal. Please sign and return both copies of this proposal. We will return a copy of the executed proposal to you. This agreement becomes effective upon acceptance at the home office of The Sidwell Company. truly yours, Jennifer L. Barlas Engineering Account Manager Accepted this day of All terms and conditions of this Contract Agreement accepted this day of , 19 , 19 THE SIDWELL COMPANY By By Individual responsible for payment Title Title Company Name (If other than shown) Address • City State Zip THES1D�LCOMPI,H TSC TESTING SERVICE CORPORATION CORPORATE OFFICE: 360 S. Main Place, Carol Stream, IL 60188-2404 630.462.2600 6 Fax 630.653.2988 Carol Stream, Illinois October 29, 1997 Mr. Kenneth E. Nelson .� Clark Dietz, Inc. `' 0 216 S. Jefferson, Suite 203 Chicago, Illinois 60661 • Re: P. N. 18,643 Spartan Drive Extension Elgin, Illinois Dear Mr. Nelson:: Per your request, Testing Service Corporation (TSC) is pleased to submit this proposal to provide Geotechnical Engineering Services for the Spartan Drive Extension Project . The broad objectives of our work will be to determine soil conditions at the site and develop information to guide design and construction of the new roadway alignment. It is our understanding the limits of the new alignment will extend from end of existing Spartan Drive westerly to College Green Drive/Randall Road as the western limits. The total length of project should be approximately 3800 lineal feet. It is understood that no new structures are included in the scope of this project. A site visit was made on October 28, 1997 to assess the field conditions and determine equipment necessary to complete the project. It was noted that there is a rather severe grade rise at the middle portions of the proposed new alignment. Given the moist seasonal conditions, it is anticipated a drill mounted on a All Terrain Vehicle carrier will be used to complete the field work. The scope of work is to include a total of sixteen (16) soil borings spaced in 300 foot intervals or less. Eight(8) of these will be extended 10 feet in depth. In addition, eight (8) borings will be extended 15 feet in depth at the higher grade elevation areas. Spacing will be at less than 300 feet in this area as well. It is understood your firm plans to split this work into a Phase I preliminary and Phase II completed process. It is recommenced that six (6) borings be done in the Phase I portion and the remaining ten (10) borings be completed during the Phase II portion of the project. The borings will be located in the field using taping procedures and referenced to project stationing. It is understood the new roadway alignment and grades will be identified prior to field staking of bore hole locations. This information along with site observations made by technicians will be included in the Geotechnical Report. Utility clearances will be obtained prior to the start of drilling by contacting JULIE (Joint Utility Location Information for Excavation), local municipalities and associated agencies. All boring samples will be examined by an experienced laboratory soils technician, to verify field descriptions and classify in accordance with the AASHTO Soil Classification Systems. Laboratory testing will include moisture content determinations as well as pocket penetrometer measurements of Providing a FI,.'1 Range of Geotechnical Engineering, Environmental Services, and Construction Gla:era/s Engineering & Tes: Caro! Stream, IL • Bloomington.. IL • Cary, IL • Gurnee, IL • Peoria, IL • Shorewood. I_ • Tinley Pa'k. IL Clark Dietz, Inc. P. N. 18,643 - October 29, 1997 unconfined compressive strength, as appropriate. A representative subgrade sample will be tested for Illinois Bearing Ratio (IBR) as well as Atterberg Limits and grain size analysis on representative soil types. Please note plan and profile sheets are not provided within the scope of this proposal. Field and laboratory test data will be summarized in an engineering report, to include a boring location plan as well as individual boring logs. The report will address anticipated soil and groundwater conditions impacting the proposed construction, based upon the information obtained from the borings. It will also provide specific recommendations to guide the following design and construction issues. • Anticipation and management of groundwater. • • Soil material and compaction requirements for support of pavements. • Subgrade support value for pavement design. • Other items considered pertinent to the project. Our cost proposal follows, further defining the detailed scope of work. ITEM I MOBILIZATION AND DEMOBILIZATION OF DRILL RIG AND CREW A. Drill Mounted on Truck (2 mobilizations due to Phasing of project) Estimate 2 Drill @ $235.00 Each: $ 470.00 B. Drill Mounted on All-Terrain Vehicle Estimate -0- Drill @ $250.00 Each: $ 0.00 C. Core Van Estimate -0- Van @ $90.00 Each: $ 0.00 ITEM II LAYOUT BORE HOLES AND TAKE ELEVATIONS Estimate 8.0 Hours for Two-Man Crew @ $95.00 per Hour: $ 760.00 ITEM III ARRANGE FOR CLEARANCE OF UNDERGROUND UTILITIES AND OBTAIN REQUIRED PERMITS Estimate 2.0 Hours @ S50.00 per Hour: $ 100.00 Clark Dietz, Inc. P. N. 18,643 - October 29, 1997 ITEM IV SUBGRADE BORINGS A. Advance Bore Holes by Solid Auger Methods Estimate 200 Feet @ $6.75 per Lineal Foot: $ 1,350.00 B. Take Soil Samples 1. By Split Spoon Procedure (ASTM D 1586-84) Estimate 106 Samples @ $8.75 per Sample: $ 927.50 2. By Auger Methods Estimate 0 Samples @ $4.50 per Sample: $ 0.00 3. Large Bag Samples for IBR Tests Estimate 1 Sample @ $40.00 per Sample: $ 40.00 ITEM V LABORATORY TESTING A. Examine samples and classify by both a Textural System and the AASHTO Classification System. Estimate 106 Samples @ $2.25 per Sample: $ 238.50 B. Water Content Determinations for Organic and Cohesive Samples Estimate 100 Samples @ $4.50 per Sample: $ 450.00 The above testing will include pocket penetrometer measurements of unconfined compressive strength for all inorganic clay samples. C. Washed Sieve Samples Estimate -0- Samples @ $45.00 per Sample: $ 0.00 D. Particle Size Analysis including Hydrometer Analysis Estimate 4 Samples © $85.00 per Sample: $ 340.00 -3- Clark Dietz, Inc. P. N. 18,643 - October 29, 1997 E. Atterberg Limit Determinations Estimate 4 Samples @ $50.00 per Sample: $ 200.00 F. Organic Content (L.O.I. & Wet Combustion) Estimate 0 Sample @ $45.00 Sample: $ 0.00 G. Moisture/Density Relationship of Soils (Standard Proctor) Estimate 1 Sample @ $110.00 per Sample: $ 1 4.0.00 H. Illinois Bearing Ratio (IBR) of Laboratory Compacted Soils Estimate 1 Sample @ $150.00 per Sample $ 150.00 ITEM XII PROJECT ADMINISTRATION AND PREPARATION OF GEOTECHNICAL REPORT INCLUDING BORING LOGS AND LOCATION PLAN It is our understanding that Plan and Profile sheets are not required for this project. A. Geotechnical Engineer Estimate 20.0 Hours @ $70.00 per Hour: $ 1,400.00 B. Secretary Estimate 6.0 Hours @ $30.00 per Hour: $ 180.00 C. Draftsman Estimate 2.0 Hours @ $40.00 per Hour: $ 80.00 ESTIMATED TOTAL: $ 6,796.00 RECOMMENDED BUDGET: $ 7,000.00 For the boring and testing program outlined above, a not-to-exceed budget of SevenThousand Dollars ($7,000.00) is recommended. Please note the portion of this budget which will be applied tc Phase I of the project is approximately Three Thousand Dollars ($3,000.00) . The remaining Four Thousand Dollars ($4,000.00) will be applied to the Phase II portion of the project. Our invoices wi! be based on the unit charges given and the attached General Conditions, which are incorporated into -4- Clark Dietz, Inc. P. N. 18,643 - October 29, 1997 and made a part of this proposal for your acceptance. This proposal is not applicable after December 31, 1997. Sample certificates of insurance will be made available upon request. Should unusual soil conditions be encountered in the field that indicate the desirability of significantly broadening the scope of the investigation, we will contact you before proceeding with any additional work. It should be noted that our estimated cost does not include plan review or earthwork and foundation excavation observations during the construction phase of the project. After the final report is delivered, any consultation, pre-construction meetings or other professional services will be covered by a separate invoice. TSC's geotechnical engineering work will not include services required to evaluate the likelihood of the site being contaminated by hazardous materials or other pollutants. Should an environmental study be desired by you, please contact the undersigned for a proposal. Testing Service Corporation (TSC) is an independent professional firm offering services in the following fields: Geotechnical Engineering; Environmental Services; Construction Materials Engineering, Testing and Observations; and Subsurface Drilling and Sampling. Our company has been active in northeast Illinois for over thirty-five years. We currently provide services from five Illinois offices and have a staff of over 175 people. Attached to this proposal are resumes of our key project personnel for this project. In addition, project profiles and references are also included. Thank you for the opportunity to submit this proposal. If this proposal meets with your approval, please so indicate your acceptance by signing one copy and returning it to our Carol Stream, Illinois office. Respectfully submitted TESTING SERVICE CORPORATION Prepared by, - Allen L. DuBose 17;7‘C James D. Flickinger President Director of Business Development ALD;JDF;jdf Approved and accepted for by: (NAME) (TITLE) (DATE) -5- • r ATTACHMENT B City of Elgin Spartan Drive Extension Scope of Services -Phase II Engineering& Phase III Construction Inspection PHASE II-Engineering: The general tasks undertaken during the Phase II portion of this project shall be based on the preferred alignment and the design issues approved during the Phase I-Preliminary Engineering. The following is an outline of those tasks that will be addressed: I. Roadway Design A. Plan& Profile B. Typical Sections 1. Pavement design 2. Construction details C. Sidewalk Plans II. Geotechnical Analysis -performed by Testing Service Corporation The geotechnical testing during this phase shall be dependent on the location of the preferred alignment and the findings during Phase I geotechnical testing. For this phase, we shall assume that a maximum of ten additional borings will be required. Of these, five will extend to a depth of 10 feet and five shall extend to a depth of 15 feet. The location of these borings shall be identified by Clark Dietz, and shall be placed so that comprehensive soil conditions can be determined. Depending on the Phase I geotechnical results and the location of the preferred alignment, this phase of geotechnical testing may not be required. The status of this testing shall be determined prior to the approval of the Phase I Report. III. Drainage and Detention Design A. Closed Drainage System 1. Storm sewer sizing 2. Inlet spacing 3. In-pipe storage 4. Outfall types and locations B. Detention Pond Design 1. Relocated ponds 2. Proposed detention ponds 3. Energy attenuators 4. Release rates IV. Utility Relocation and Coordination A. Water Mains B. Commonwealth Edison C. Cable Television D. Telephone E. Natural Gas Mains F. Sanitary Sewer(Westfield Development) V. Box Culverts (if required) A. Structural Plans B. Construction Details VI. Landscape Plans A. Sodding/Seeding B. Plantings VII. Traffic Signals and Lighting A. Traffic Signals - Randall road B. Roadway Lighting VIII. Construction Staging IX. Technical Specification and Standards A. Construction Standards B. Specifications C. Special Provisions D. Summary of Quantities E. Engineer's Opinion of Estimated Construction Costs F. Contractual Specifications-coordinate with City of Elgin X. Quality Control/Quality Assurance Program A. Constructibility Review XI. Submittals A. 50%Progress Submittal/Review Meeting B. 90%Pre-Final Drawings C. 100%Final Construction Documents Phase III-Construction Inspection: I. Pre-Bid Meeting II.. Provide Bid Review and Recommendations to City of Elgin III. Pre-Construction Meeting IV. Resident Engineering Services V. Material Testing VI. Shop Drawing Review VII. Prepare As-Built Plans VIII. Final Project Close-Out is\data\wp\proposals\elgin\scope2.wpd ,{OFEcc ' , — City of Elgin Agenda Item No. � it ,yam, OreoO'b December 8, 1997 TO: Mayor and Members of the City Council FROM: Robert O. Malm, Interim City Manager SUBJECT: Engineering Services Agreement Spartan Drive Extension - Phase I Preliminary Engineering and Roadway Location 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 Clark Dietz, Inc. for the completion of Phase I - Preliminary Engineering for roadway location purposes . BACKGROUND rm.. In October, 1995, the City entered into an agreement with Elgin Community College (ECC) which provides for an exchange of land and the construction of a roadway west from the ECC campus to Randall Road. A map illustrating a possible roadway location and the land involved in the exchange is attached as Exhibit A. The subject agreement will provide preliminary engineering to locate the roadway so that the land exchange can be finalized between the City and ECC. The roadway to be constructed is proposed to consist of an asphalt pavement 36 feet wide, sidewalk on both sides, street light installation, tree planting and intersection modifica- tions at College Green Drive and Randall Road. The intersec- tion at Randall Road will include permanent traffic signals . The scope of work within the subject agreement is for prelimi- nary engineering, design engineering, and construction servic- es. The fee quoted at this point, however, reflects only those costs associated with preliminary engineering. This agreement may be amended at a later date to authorize pro- ceeding with design engineering and construction services . The project schedule anticipates preliminary engineering completion by July, 1998 . When a roadway location has been established, Amendment No. 1 will be submitted to the City look Council so that plans, specifications and bid documents can be prepared. Spartan Drive Extension December 8, 1997 00". Page 2 Proposals were received on October 2, 1997 from five firms : - Clark Dietz, Inc. (CDI) - HNTB - Stanley Consultants - Pavia Marting - Cemcon A staff selection committee evaluation of the five proposals was conducted, which resulted in CDI being selected as the top-rated firm. A copy of the memorandum sent to the staff selection committee, as well as results of the selection process, are enclosed as Exhibit B. Upon selection, CDI met with staff to finalize the project scope and negotiate their fee . The final negotiated fee is $118, 000 . The tabulation of costs shown in Exhibit B shows that CDI submitted a fee of $78, 000 . As compared to the lowest fee, submitted by Stanley„ CDI included working hours to perform preliminary engineering at a structure to cross a small stream located within the project area. CDI also anticipates a higher level of effort toward work within an established wetland and a known floodplain. elk CDI ' s submitted cost of $78, 000 is lower than the final negotiated cost of $118, 000 because staff requested additional work to be included in Phase I . Due to the unstable nature of the soils, staff requested soil borings, scheduled in Phase II, to be moved up to Phase I . Additionally, staff requested surveys, scheduled for Phase II, to be moved to Phase I . Ultimately, the additional work being performed in Phase I will reduce the effort in Phase II by $40, 000 . The additional $40, 000 is consistent with the fees represented by the other firms involved in the selection process . A copy of the proposed agreement is shown as Exhibit C. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. yGt- INANCIAL IMPACT Funding for the $118, 000 Phase I Engineering, as well as the Phase II Engineering, is included in the proposed 1998 budget. Additionally, funding for the roadway construction is included in the proposed 1998-2002 Financial Plan for 1999 and 2000 . Sufficient monies are budgeted in account number 270-0000-791 . 30-99, Miscellaneous Professional Services (Fox Bluff Corporate Center Fund) , to pay for this contract . Spartan Drive Extension December 8, 1997 Page 3 LEGAL IMPACT Subsequent amendments to the contract for additional services 6 will require compliance with the Procurement Ordinance, i .e . , request for proposals, demonstration that no one else can reasonably perform other services or declaring an exception to the source selection requirements . ALTERNATIVES None. RECOMMENDATION It is recommended that the City Council approve the subject agreement with Clark Dietz, Inc. in the not-to-exceed amount of $118, 000 and authorize staff to execute the necessary documents . Respectfully submitted, David L. Lawry, P eDi = for of Public Works / /I/ Rob: rt 4) . Malm Interim City Manager DLL/sm Attachments r EXHIBIT A LOCATION MAP EXHIBIT B SELECTION RESULTS Ej4I WATCH 1,1%•0" EMO tJ To: Joe Evers, City Engineer Steve Pertzborn, Civil Engineer II Ray Moller, City Property Director Roger Dahlstrom, Planning Director - From: David L. Lawry, Director of Public Works 9 Subject: Spartan Drive Extension - Engineer Selection Process Date: November 10, 1997 Attached are the results of the selection process for your information. The results indicate that Clark Dietz(CDI) is the preferred firm to provide engineering services relative to the subject Project. I will be notifying CDI 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. It is anticipated that the final agreement will be presented to City Council at the December 3, 1997 meeting. I would also like to sit down with the selection committee to go over the proposals and gather your input toward your respective scores. This will aid me in my conversations with those firms who did not get selected. After each selection is complete, it is not uncommon for the different firms to ask where the strengths and weaknesses were within the proposal. Please call me at x5961 to set up a meeting time. Thank you again for your participation. QU 1ATIONS RATING SHEET SPARTAN DRIVE EXTENSION CONSULTANTS CEMCON CLARK DIETZ HNTB EVALUATION FACTORS WEIGHT Dave Lawry Joe Evers Steve Pertzborn Roger Dahlstrom Ray Moller Dave Lawry;Joe Evers Steve Pertzborn Roger Dahlstrom Ray Moller Dave Lawry Joe Evers Steve Pertzborn Roger Dahlstrom Ray Moller Knowledge and Experience 0-15 12 9 12 5 12 13 8 15 15 12 13 10 15 18 10 • Project Manager 0-10 B 6 8 5 7 9 5 10 15 8 9 6 10 18 7 Specialized Experience 0-15 12 7 11 12 8 13 6 12 20 10 14 7 13 20 B Innovation 0-20 15 10 10 0 10 19 9 14 10 15 18 12 13 5 15 Familiarity with Conditions 0-10 8 9 6 5 5 10 B 10 10 8 10 B 9 5 8 Scope of Services 0-15 10 10 11 8 7 14 10 14 10 12 14 11 13 10 12 Level of Effort 0.15 10 7 13 8 10 14 8 13 13 13 12 9 13 15 11 TOTALS '0-100 75 58 71 43 59 92 54 88 93 78 90 63 86 91 71 CONSULTANTS PAVIA MARTING STANLEY EVALUATION FACTORS WEIGHT Dave Lawry Joe Evers Steve Pertzborn Roger Dahlstrom Ray Moller Dave Lawry Joe Evers Steve Pertzborn Roger Dahlstrom Ray Moller Knowledge and Experience 0-15 14 9 13 10 12 14 7 15 8 13 Project Manager 0-10 8 7 9 10 7 9 8 10 8 9 Specialized Experience 0-15 13 9 10 15 10 13 8 13 18 12 Scope of Services 0-15 18 15 12 15 10 17 10 14 0 17 Innovation 0-20 10 10 10 10 8 10 7 10 5 9 Level of Effort 0-15 13 11 11 10 12 13 9 13 8 12 Familiarity with Conditions 0-10 13 10 13 18 10 13 10 13 10 14 1 TOTALS 0-100 89 71 78 88 69 89 59 88 57 86 TOTAL SCORES SPARTAN DRIVE EXTENSION EVALUATORS FIRM Dave Lawry Joe Evers Steve Pertzborn Roger Dahlstrom Ray Moller CEMCON 75 58 71 43 59 CLARK DIETZ 92 54 88 93 78 HNTB 90 63 86 91 71 PAVIA MARTING 89 71 78 88 69 STANLEY 89 59 88 57 86 CONSULTANTS CEMCON CLARK DIETZ HNTB PAVIA MARTING STANLEY SELECTION TEAM Dave Lawry 1 9 7 4 4 Joe Evers 3 1 7 9 5 Steve Pertzborn 1 8 5 3 8 Roger Dahlstrom 1 9 7 5 3 Ray Moller 1 7 5 3 9 AVERAGE SCORES 1 .40 6.80 6.20 4.80 5.80 Notes: Assign Scores based on the following formula: (9 - Highest, 7 - Second, 5 - Third, 3 - Fourth, - Fifith) (In case of tie, the two scores involved are average. SUMMARY OF COSTS SPARTAN DRIVE EXTENSION PHASE I COST CONSULTING FIRM CEMCON Did not seperate Phase I and Phase II Costs CLARK DIETZ $78,000.00 HNTB $151 ,000.00 PAVIA MARTING $94,000.00 STANLEY $58,000.00 AVERAGE $95, 250. 00 COST