Loading...
99-272 Resolution No. 99-272 RESOLUTION AUTHORIZING EXECUTION OF AN ENGINEERING SERVICES AGREEMENT WITH BAXTER & WOODMAN, INC. FOR DUNDEE/SUMMIT AND SUMMIT/WAVERLY INTERSECTION IMPROVEMENTS 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 Engineering Services Agreement on behalf of the City of Elgin with Baxter & Woodman, Inc . for Dundee/Summit and Summit Waverly intersection improvements, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: October 27, 1999 Adopted: October 27, 1999 Omnibus Vote : Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk CITY OF ELGIN, ILLINOIS DUNDEE/SUMMIT AND SUM vIIT/WAVERLY INTERSECTION IMPROVEMENTS ENGINEERING SERVICES AGREEMENT THIS AGREEMENT, made and entered into this 4L day of Wo V, 1999, by and between the CITY OF ELGIN, an Illinois municipal corporation(hereinafter referred to as "CITY"), and Baxter & Woodman, Inc., an Illinois Business Corporation (hereinafter referred to as "ENGINEER"). WHEREAS, the CITY desires to engage the ENGINEER to furnish certain professional services in connection with the preliminary design of the Dundee/Summit and Summit/Waverly Intersection Improvements (hereinafter referred to as the "PROJECT"). AND WHEREAS, the ENGINEER represents that he is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, it is hereby agreed by and between the CITY and the ENGINEER that the CITY does hereby retain the ENGINEER to act for and represent it in all engineering matters involved in the PROJECT, subject to the following terms and conditions and stipulations, to wit: I. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Director of Public Works of the CITY,hereinafter referred to as the "DIRECTOR". B. In general, the professional services to be performed under this Agreement will consist of the following. 1. Preparation of the Design Concept Plan for the PROJECT. A detailed scope of services is provided in the ENGINEER's proposal dated August 27, 1999, which is attached hereto as Attachment A. B A X T E R - 1 - WOODMAN Con culling Engin,o 2. Preparation of two Phase I Project Development Reports for Categorical Exclusion. The scope of services required to complete the Phase I Reports consists of the following: a. Hire a land surveyor as a subconsultant to prepare plats of highway. b. Coordinate project with utility companies. c. Obtain soil borings/corings from a subconsultant. d. Prepare Project Notification Forms and submit to NIPC and IDOT. e. Prepare for and attend initial IDOT/FHWA coordination meeting. f. Prepare three news releases for publication regarding the City of Elgin initiating a project study, holding public meetings/hearings, and requesting design approval from IDOT/FHWA. g. Meet with the Kane County Council of Mayors to update the status of the PROJECT. h. Prepare Property Owner Notification and Sign-Offs for properties which require easements or right-of-way acquisition. i. Coordinate improvements with IDOT's Bureau of Programming,Traffic,Hydraulics and Land Acquisition. j. Coordinate and solicit concurrence for traffic projections from CATS. k. Prepare Environmental Survey Request form. 1. Prepare Location/Drainage Study for proposed storm sewer improvements. m. Prepare preliminary traffic detour plan and map. n. Update project cost information. o. Prepare preliminary geometric plan and vertical profile. p. Prepare initial Phase I Project reports and submit to IDOT for approval. q. Prepare Design Variance Requests, if required. r. Review IDOT/FHWA comments, revise project report and preliminary plan accordingly and resubmit final Phase I reports for approval. II. PROGRESS REPORTS A. An outline project milestone schedule is provided as Attachment B, attached hereto. `B A X T E R - 2 - -� WOODMAN CCon.%lilting L ngi n ren B. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in C below. C. The ENGINEER will submit to the DIRECTOR monthly a Status Report keyed to the Project Schedule. A brief narrative will be provided identifying progress, findings, and outstanding issues. III. 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 A. The CITY shall reimburse the ENGINEER for professional services described in Paragraphs I.B.1 and I.B.2,based on the ENGINEERS' hourly rates of compensation for work time performed plus expenses. The ENGINEERS' fee including reimbursable expenses shall not exceed $106,000, regardless of actual costs incurred by the ENGINEER unless substantial modifications to the PROJECT are authorized in writing by the CITY. B. The CITY shall make periodic payments to the ENGINEER based upon actual progress within thirty(30) days after receipt and approval of invoice. The total value of said periodic payments to the ENGINEER shall not exceed the amounts shown in the following schedule, and the final payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. Design Concept Plan $ 70,000 Phase I Project Development Report 36,000 Total $106,000 B A X Tit - 3 - ` - WOODMAN Con suiting lingrnrrie C. The ENGINEER shall make necessary arrangements and employ qualified subconsultants, subject to approval of the DIRECTOR, for the following work: 1. Geotechnical and soils investigations 2. Registered Land Surveyor The CITY shall reimburse the ENGINEER for the direct cost of the above professional subconsultant services, an amount not-to-exceed Eleven Thousand Dollars ($11,000) without a modification to this agreement by a change order or amendment. D. The total payments by the CITY under this agreement under paragraphs IV.A and IV.0 shall not exceed One Hundred Seventeen Thousand Dollars($117,000)unless this agreement is modified by a change order or amendment. 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 expenses actually incurred prior to termination, except that reimbursement shall not exceed the task amounts set forth under Paragraph IV above. `B A X TIE R -4 - WOODMAN Cot/lit/hug 1.nAsr tie 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 fifteen(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 materially violates or materially 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. BAXTER ' 5 - Pr% WOODMAN Con su/ting Ln,g,nerrs XI. NO PERSONAL LIABILITY No official, director, officer, agent or employee of either party shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. XII. INSURANCE A. Comprehensive Liability. The ENGINEER shall provide,pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The ENGINEER shall deliver to the DIRECTOR a Certificate of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty (30) days prior written notice to the DIRECTOR. The Certificate of Insurance which shall include Contractual obligation assumed by the ENGINEER under Article X entitled "Indemnification" shall be provided. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned, non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of$1,000,000 per occurrence subject to a $1,000,000 aggregate. D. Professional Liability. The ENGINEER shall carry Engineer's Professional Liability Insurance covering claims resulting from error, omissions, or negligent acts with a combined single limit of not less than$1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30) days prior written notice to the DIRECTOR. BAXTERi WOODMAN Cbusu1lzn Enganrri% 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, or the presence of any sensory, mental or physical handicap,unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination,rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory,mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. XV. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto;provided,however,that no assignment shall be made without the prior written consent of the CITY. XVI. DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other provisions of this Agreement and the ENGINEER shall remain liable to the CITY with respect to each and every item condition and other provision hereof to the same extent that the ENGINEER would have been obligated if it had done the work itself and no assignment, delegation or subcontract has been made. BAXTER - 7 - Pr; 4111 WOODMAN Consulting Eugitiro s 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 or to constitute an employment relationship between the parties hereto. XVIII. SEVERABILITY The parties intend and agreed that, if any paragraph, subparagraph,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 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 change order duly executed by the parties. Each party agrees that no representations of 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. 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. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. B A X T E R _• WOODMAN Cnnsnl6ng Enginrr)s 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. XIII. 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: The ENGINEER certifies hereby that it is not barred from bidding on this contract as a result of violations of 720 ILCS 5/33E et seq. 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. A copy of the policies must be provided to the Department of Human Rights upon request. 775 ILCS 5/1-101 et seq. B A X T E R WOODMAN Coils Olt ng LriAar errs 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: JOHN LOETE,P.E. Director of Public Works City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to ENGINEER: DARREL R. GAVLE, P.E. Baxter&Woodman, Inc. 8678 Ridgefield Road Crystal Lake, Illinois 60012-2797 XXVII. PROTECTION AND RESTORATION OF PROPERTY The Contractor shall take all necessary precautions for the protection of public and private property. The contractor is responsible for the damage or destruction of property resulting from neglect, misconduct or omission in his manner or method of execution or non-execution of the work, or caused by defective work or the use of unsatisfactory materials or equipment, and such responsibility shall not be released until the work has been completed and accepted and the requirements of these specifications complied with. Whenever public or private property is damaged or destroyed, the contractor shall, at his expense,restore such property to a condition equal T E R - 10 - iirBAX � 411. WOODMAN Cuttutli rtgharmmrta to that which existed prior to such damage or injury by repairing, rebuilding or replacing it as may be directed, or he shall otherwise make good such damage or destruction in an acceptable manner. If he fails to do so the City will withhold any payments towards completed work until arrangements are made to correct any damage as described. IN WITNESS WHEREOF, the parties hereto have caused the execution of this Agreement by their duly authorized officers as of the day and year first above written. BAXTER&WOODMAN,INC. CITY OF ELGIN, ILLINOIS By By Yiee-President /dEo ity Manager (SEAL) (SEAL) ATTEST: ATTEST: /alabke.(12160-1/40'J--_Deputy Secretary Clerk Attachment JVA:mk 10/4/1999 H:\PROJ\ELGNC\990684\engsvc.doc B A X T E R - 1 1 - WOODMAN C,ansulhngL.emnrris ATTACHMENT A CITY OF ELGIN, ILLINOIS DUNDEE/SUMMIT AND SUMMIT/WAVERLY INTERSECTION IMPROVEMENTS PROJECT APPROACH The primary benefit to obtaining federal funds is the cost participation by the FHWA. Most major roadway construction projects, even at the local agency level, approach or exceed $1,000,000. These costs can place a strain on a municipality's yearly operating budget. While the cost saving benefits cannot be ignored, there are a few potential drawbacks, including: • A longer time frame from initiating engineering to construction. • Additional engineering requirements. • Following federal procedures for right-of-way or easement acquisition. • Additional construction costs due to more stringent design requirements. The benefit of receiving 75 to 80 percent of construction and construction engineering costs usually outweigh the drawbacks. Our approach focuses on identifying accurate costs by selecting the roadway alternative and avoiding the long IDOT review period through the preparation of a Design Concept Plan (DCP). Two key components of following federal procedures are understanding the approval process and identifying accurate costs when applying for federal funds. Funds are usually capped at 120 percent of the cost identified in the application for Surface Transportation Projects (STP). Congestion Mitigation and Air Quality(CMAC)projects are capped at the costs used in the application. Additional costs over the cap limits are borne by the Municipality. Our experience has taught us that IDOT prioritizes their personnel to review Phase I report documents on federally funded projects. Projects with commitments for construction receive a higher priority than projects scheduled in later years. Projects scheduled on a Council's Multi-year B list receive the lowest priority. This situation was especially true on the Hopps Road/Spring Street project,where we received review comments one year after submitting the draft report. Since Hopps Road/Spring Street was listed on Kane County's Council of Mayors' Multi-year B list, [DOT did not review the report promptly. Since your intersection projects will not be listed on the Council of Mayors' project list for some time,IDOT will not place any priority on reviewing the Phase I documents. Therefore, i X T E - 1 - � _I WOODMAN Consulting Lngrfurl in an effort to identify more accurate costs with the selected roadway alternative and to avoid long DOT review periods, our approach to your project is to complete a DCP prior to the City initiating Phase I and Phase II Engineering. The benefits to preparing a Design Concept Plan and our approach follow: Benefits to a Design Concept Plan ■ Utilize City funds wisely. Determining the selected alternative during the DCP will allow the City to make wise use of its dollars. For example, preparing the Plat of Highways can vary greatly because the number of parcels to be acquired could be zero or more than ten. The DCP will identify the most appropriate alternative, exact number of parcels to acquire, and provide you with accurate fees prior to initiating Phase I Engineering. Another example is if Illinois Route 58 is widened to five lanes, then an Environmental Class of Action Determination(ECAD)procedure will be required. If the City elects not to spend its funds on a major state highway improvement, or the selected alternative modifies the existing traffic signal equipment,then an ECAD is not necessary. These examples illustrate how the DCP can save the City money. By pinpointing the definite work to be performed, the City can use its money wisely. • Timely goals will be achieved. Your goal is to submit applications for federal funding within one year, with possible construction in 2001. If a Phase I report is submitted prior to the City receiving a commitment for federal funding(either the STP or CMAQ programs seem appropriate),then the project will fall into DOT's"black hole", and the report will not be reviewed in a timely fashion. When this occurs,the City, as well as Baxter&Woodman, Inc., will feel frustrated due to a lack of progress. On the other hand, continual progress will be made during the Concept Phase all the way to completion. Once the decision is reached to proceed with the federal funding on the selected alternative, the Phase I process will proceed faster since most of the preliminary engineering will be completed and the project should have higher priority with DOT. Your goal of construction in the year 2001 is more likely, depending on funding availability and right-of-way acquisition constraints. • Federal funding could potentially be used for Phase I and Phase II Engineering. Both the Kane County Council of Mayors' STP program and the CMAQ program allow the use of federal funds for engineering. One way for the City to receive a higher ranking for construction of a federal project is to commit additional City funds BAXTER - 2 - �� L� WOODMAN Coil cu/h»g Eng11+4 ru over the minimum percentage of construction (25 percent for STP projects and 20 percent for CMAQ projects). The additional City commitment could be offset by receiving federal funds for Phase I and Phase II Engineering. • More accurate cost estimate will be developed for initiating the federal funding applications because we will identify all design parameters before applications are submitted. • Phase I Engineering will start with the selected alternative. One of the early steps on a federally funded project is the initial coordination meeting with IDOT and the FHWA. Knowing the project objectives at this stage assists IDOT in determining procedure requirements and will streamline the review process. We believe the benefits of preparing a DCP for the City of Elgin are substantial. The following Scope of Services to prepare the DCP includes: Scope of Services • Collect detailed topographic surveys of both intersections. • Collect current 24-hour traffic counts and peak hour turning movement counts. • Prepare an Accident Analysis based on the last 3-year accident history. • Prepare a drainage analysis identifying existing drainage conditions and proposed stormwater improvements. • Develop a minimum of 3 intersection alternatives with capacity analysis. • Prepare cost estimates for each alternative. • Meet with City Staff, as needed, to review alternatives, obtain their input and gain concurrence of the selected improvement alternative. • Prepare exhibits of each alternative. • Meet with IDOT to review the selected alternatives. • Attend one public information meeting. • Prepare STP or CMAQ funding applications. b X T E R - 3 - � _• WOODMAN onstd(rng Eng nee) Near the completion of the DCP, engineering fees can be negotiated for the next step-Phase I and Phase II Engineering. Phase I and Phase II engineering services will be reduced after completion of the DCP. Many of the tasks completed with the DCP can be utilized in Phase I and II Engineering, such as: ✓ survey work, ✓ traffic and peak hour turning movement counts, ✓ accident analysis, ✓ drainage analysis, ✓ cost estimates, and ✓ proposed geometry. We are committed to using your money wisely and will not duplicate our efforts. irA X T E R - 4 - / 411 WOODMAN Gon3n(ling Erip nee ATTACHMENT B CITY OF ELGIN, ILLINOIS DUNDEE/SUMMIT AND SUMMIT/WAVERLY INTERSECTION IMPROVEMENTS PROJECT MILESTONE SCHEDULE Submit STP application for Dundee/Summit Intersection October 14, 1999 Obtain Field Surveys and Collect Data November 1 to December 1, 1999 Develop alternatives and prepare cost estimates December 1, 1999 to March 1, 2000 Meet with City to review alternatives March 1, 2000 Submit CMAQ application for Summit/Waverly Intersection March 5, 2000 Conduct Public Information Meeting April 15, 2000 Prepare Phase I Report for Dundee/Summit Intersection 3-15-2000 to 10-15-2000 Prepare Phase I Report for Summit/Waverly Intersection 3-15-2000 to 3-15-2001 Approval of Phase I Reports contingent upon IDOT/FHWA review. BAXTER - 1 - . 4 WOODMAN (,on.rullmgIfn gins K,(OFELC� Yr } — City of Elgin Agenda Item No. 2 gr October 1, 1999 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Engineering Service Agreement Dundee/Summit- Waverly/Summit Intersection Improvement PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into an engineering services agreement with Baxter & Woodman, Inc . (B&W) to complete the preliminary engineering for improvements to the Dundee/Summit and Waverly/Summit intersections . BACKGROUND The opportunity exists for the City to obtain state/federal funding assistance, administered though the Illinois Department of rm. Transportation (IDOT) , for intersection improvements . The City has identified several intersections on its main corridors for improvements. Dundee/Summit and Waverly/Summit are two intersections that have been identified for improvements . Staff is currently in the process of submitting the subject intersections for state/federal funding. By completing preliminary engineering at this time, plans for construction can be available to take advantage of any funding opportunities that may arise . Priority for funding is generally given to projects that have already completed preliminary engineering. IDOT has informed staff that Illinois First funding is earmarked for the Waverly/Summit intersection in the amount of $500, 000 . Because IDOT is understaffed, they would like to see the City take the lead on this project to ensure that construction does not get delayed for a long period of time . The $500, 000 can be used for engineering or construction or both. It is not known at this point whether the preliminary engineering for this intersection would be eligible for reimbursement . The $500, 000 is in IDOT' s program but a specific year has not been identified. It is our hope that completing a design at this time will move the $500, 000 up on the list . Also, we do not know by what mechanism the $500, 000 is to be distributed. We have asked IDOT to let the City manage the contract much like the Liberty Street work. IDOT has not yet responded. f'` Agreement/Baxter & Woodman October 1, 1999 Page 2 The Dundee/Summit future improvements will generally consist of the addition of right/left turn lanes, intersection realignment and traffic signal modernization. Additional right-of-way may need to be acquired to realign the intersection. The Waverly/Summit future improvements will generally consist of the addition of right/left turn lanes and traffic signal modernization. In addition, it is being proposed that Summit Street from Hiawatha Drive to Waverly Drive be widened from its current two-lane configuration to a three or four-lane configuration. A location map is attached as Exhibit A. The scope of work within the subject agreement includes preliminary engineering only. Upon completion of preliminary engineering, the agreement will be amended to include design engineering. Proposals were received on August 27, 1999 from four firms : - Baxter & Woodman (B&W) - Crawford, Murphy & Tilly (CMT) - Pavia-Marting (P-M) rek - R.H. Anderson (RHA) A staff selection committee evaluation of the four proposals was conducted, which resulted in B&W being the top-rated firm. The criteria used to evaluate the proposals include the educational background, knowledge and experience of the staff the firm assigns to the project, specialized experience of the firm as demonstrated by previous projects, the firm' s proposed scope of services and the firm' s familiarity with conditions affecting the project . A copy of the memorandum sent to the staff selection committee, the proposal evaluation criteria, as well as the results of the selection process, are attached as Exhibit B. Upon selection, B&W met with staff to finalize the project scope and fee . The final negotiated fee is $117, 000 . Although this fee is higher than the lowest submitted fee ($108, 873) , staff is satisfied that it is representative of the scope of work and hours submitted by B&W. A copy of the proposed agreement is attached as Exhibit C. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None . Agrmnt/Baxter & Woodman October 15, 1999 Page 3 FINANCIAL IMPACT The preliminary engineering for the Dundee/Summit-Waverly/Summit Intersection Improvements is budgeted in account number 276-0000- 791. 93-80, Grand Victoria Lease Fund, project number 339591, in the amount of $175, 000 . The contract with B&W will be in the not-to- exceed amount of $117, 000 . EGAL IMPACT 11414/L None . ALTERNATIVES None . RECOMMENDATION It is recommended that City Council approve the subject agreement with Baxter & Woodman in the not-to-exceed amount of $117, 000 and authorize staff to execute the necessary documents . Re •-ctfully submitted, "/ Jo Fe A / Parker City Manager SP:do Attachment