00-149 Resolution No. 00-149
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RESOLUTION
AUTHORIZING EXECUTION OF A FIRST AMENDM NT TO PROFESSIONAL
SERVICES AGREEMENT WITH SCHREIBER ANDS SON ASSOCIATES FOR
THE REDEVELOPMENT OF THE RIVERFRONT AN CENTER CITY AREA
BE IT RESOLVED BY THE CITY COUNCIL OIF THE CITY OF ELGIN,
ILLINOIS, that Ed Schock, Mayor, and Dolonna Mecum, City
Clerk, be and are hereby authorized and directed to execute a
First Amendment to Professional Services Agreement on behalf
of the City of Elgin with Schreiber Anderson Associates for
the redevelopment of the riverfront and center city area, a
copy of which is attached hereto and made a part hereof by
reference.
s/ Ed Schack
Ed Schock, Mayor
Presented: June 14, 2000
Adopted: June 14 , 2000
Omnibus Vote: Yeas 7 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
DRAFT 4/27/00
RAGREE/CITYVIS . SAA
FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
THIS FIRST AMENDMENT AGREEMENT is made and entered
„,,,,,,,
into this 0?( day of , 2000 by and between the
CITY OF ELGIN, ILLINOIS , a municipal cororation (hereinafter
referred to as the "City" ) and SCHREIBER ANDERSON ASSOCIATES ,
a Wisconsin corporation authorized to do business in the State
of Illinois, the contracting firm for CITY VISION ASSOCIATES ,
located at 1435 E . Main Street , Madison, Wisconsin 53705
(hereinafter referred to as "Consultant" ) .
WHEREAS , the City and Consultant have previously
entered into a professional services agreement dated
September 17 , 1999 (hereinafter referred to as the "Subject
Professional Services Agreement" ) ; and
WHEREAS, the City and Consultant have determined it
to be in their best interests to revise the Phase II scope of
services to be provided by the Consul ant pursuant to the
Subject Professional Service Agreement .
NOW, THEREFORE, for and in consideration of the
mutual undertakings as contained herein, and the mutual
undertakings as contained in the Subject Professional Services
Agreement , and other good and valuable consideration, the
receipt and sufficiency of which are hereby acknowledged, the
parties hereto agree as follows :
1 . That the foregoing recitals are incorporated
into this First Amendment Agreement in their entirety.
2 . That the Subject Professional Services Agreement
between the City and the Consultant i8 hereby amended by
revising in its entirety the existing Phase II scope of
services entitled " PHASE II : SCHEMATIC DEVELOPMENT--RIVERFRONT
"PILOT PROJECT" " at Page 9 through the top of Page 11 of
Exhibit 1 to the Subject Professional Srvices Agreement by
replacing same with the new Phase II scoipe of services which
are to be provided by the Consultant as set forth in the
April 12 , 2000 memorandum of Hitchcock Design Group attached
hereto as Exhibit 1 .
3 . That all other terms of the Subject Professional
Services Agreement , including but 'apt limited to the
previously established fees , shall remain in full force and •
effect .
IN WITNESS WHEREOF, the partie hereto have entered
into this First Amendment Agreement on the date and year first
written above .
CITY OF ELGIN SCHREIBER ANDERSON ASSOCIATES
BY B
Mayor Title -
Attest :
/(1/4-< „k__
City Clerk
.6)1.- 14-99 17 : 44 SC (R= [ 3SR At1D7RS0 ! 11D -5932557759 P . 92
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ASSOCIATES
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SCrtitel r'/ANOERSCN Assocura
Tim Anderson
Cav;d Schreiber April 14, 2000
608-255-0800 phone Mr, RayMoller808-255-7750 fax
Director of Business & Proposals ,
Vrrvaawau5&Assoc rs
City of Elgin
drian Vandewalle Dexter Ct. .
Scott Chesney Elgin, ll.60120
608-255-3988 phone RE: Scope of Services
503-255-0814 fax
Project R: 03-0504-001 02-02 1
ANDERSON ILLUSTRATION ASSOCIATES I 1
Jim Anderson Dear Ray: �
C
608-251-2025 phone _I �.
808-251-2825 fox We wish to revise our current Phase If scope or Iscr/ices to reflect important
circumstances that have evolved since our a;Te:,!;ment was finalized last fall.
As you know,the CityVision/Hitchcock Design Group team is beginning Phase i.
it of its design services agreement with.thc City, The current Phase II scope calls 1.
for schematic designs to be prepared and evaluated for two alternative "Pilot
Projects" in order to identify the first Rivet-front construction site. Front the
beginning, we have understood that the two candidate projects would each have a
construction budget of approximately 51,000,090. Our Phase II fee is 571,000.
As our work has advanced, it became apparent lhat at least four large areas of I
short range opportunity should be explored because of a variety of complex
i.
circumstances and benefits. City staff and theteering Committee want to
concentrate on the Festival Park(8 acres) and Civic Campus(20 acres),
respectively. Our very preliminary opinion of Probable construction cost for
these 2 large areas is over$14,000,000. Conselquently, the breadth and budgets
for these sites is substantially more than we contemplated when our contract was f
finalized last fall. 1 i,
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Despite these changes, we all agree that our ov'crall objectives arc unchanged: I
1. Keep the public fired up.
2. Get a construction project started as soon as possible.
3. Secure some outside funding for subsequent projects.
However, we believe that theses objectives will not be met as well if we strictly
Y request
we respectful)
follow the current Phase II scope of services. iTitereforc, i
that our current scope of services be modifiedl)in order to meet the current
expectations of staff, the Steering Cominirteeiand the public.
T7,1'16:41L1_i :iFti'l:•1.. 1lr.v;:4..,;L,lt32:i:Cu'.',7';:}11'dL.th:_.cr.�'_'_• :;::••'a,:.- '`J f`..c7.:..
CityVision Associates — Urban Planning & Development
1435 East Main Street, Madisom. WI 53703 — 608-255-0800
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,4-1499 17 :45 SCNR=IBER ANDERSON [ D -6552557759 P . E3
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The proposed scope of services and a revised Ii, .eline arc attached for your
review. You will notice that the design guidelines and the scale model,worth
about S25,000 in fee, have been omitted from th4 proposed scope because they
are no longer appropriate. However,in the spiriof cooperation and expediency, l
we are proposing to provide the outlined service for both the Civic Campus and
the Festival Park, a significantly larger arca worth 7 times more than the two, 1
original S1.000,000"Pilot Projects", while mainkaining the original 571,000 fee.
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Please also notice that the revise scope calls for a greater frequency and quantity
oEme_tings than previously contracted. We believe that this"hands-on"
approach with a design Sub-Committee is critical to the success of this phase.
The Mayor has already addressed this particular request at the April 12 Steering
Committee meeting.
Thanks for your timely consideration and proccsising of this important matter.
Please he assured that we will continue to advance our work while this request is '
being processed. We will address the design services for the other two short-
range opportunity.sitcs under separate proposalsl. And we will be bringing new
fee proposals to you for design and engineering iscrvices related to all four of the
short range opportunity areas in the near future.
Thank you for the opportunity to serve your cencmunity during this exciting
time!
Sincerely, t
CityVision Associates/Hitchcock Design Groep
q:4--1--sT27-5 1—• •4,1--.1--e---Tim Andersdn,
Principal, Schreiber Anderson Associates
and
•
Rick Hitchcock.
President,Hitchcock Design Group
cc: Scott Chesney, Vandewalle Associates)
Brian Fairwood, TranSystems Corporation
Neal O'Reilly, Hey and Associates li
Dave Frigo, Hitchcock Design Group
enol: Scope revision memo
•
Li
Hitchcock
Design Group
Creating Better Placessm
Memorandum
Date: April 12, 2000
To: Ray Moller
From: Rick Hitchcock and Tim Anderson
RE: Elgin River-front
Project th 03-0504-001 02-02
Proposed revisions to Phase U Scope of Services
Civic Campus and Festival Center Concept Refinement
1.0 Concept and Strategy Refinement
1,1 Refine schematic concepts including appropriate alan views, sections,elevations and
other graphic images to illustrate organization, scaband character of proposed
improvements
1.2 Review refinod concepts with Design Sub-Commiciee (May 4)
1.3 Refine concepts
1.4 Identify regulatory agencies arid required permits
1.5 Meet informally with agency representatives to review projects and confirm permit
process
1.6 Prepare opinion of probable construction costs
1.7 Identify funding sources, available amounts and ap lice.tion cycles
1,8 Draft implementation memorandum including time. int forecast for next 3 years (transmit
to staff on May 11)
1.9 Review design and implementation recorrunencLaEJes to Des Sub-Committee(May 11)
1.10• Refine recommendations as may be needed
1.11 Present recommendations to Steering Committee (May 13)
1.12 Present recommendations to City Council(May 24)
(Phase I and II Design and Engineering Services bee-in far the first construction project)
2.0 Concept and Strategy Documentation
2.1 Prepare presentation materials including color gra.hies and appropriate supporting ri_,r1
2.2 Prepare a 15 to 20 page summary of our design an implementation recommendations
including appropriate color gi-aphics, text and data:70r public relations, and funding
collateral(transmit to staff on June 15)
2.3 Revicw presentation and draft summary with Design Sub-Cortimittee (June 15)
2.4 Present summary report to the Steering Committed(June 22)
2.5 Present design and implementation recomi-nenciatiens to the public(June'22)
2.6 Refine report as may be appropriate,submit 20 coies and digital file to City
2.7 Present our report to the Council (June 28)
aProjicL;k5C01.5C-ITOPCommunicatiorAQ Cormipoodiacz\NLM:rtu3510412CCMollcrMe.oc
3.0 Project Funding and Advocacy
3.1 Prepare applications and supporting materials for up to 3 grants within the next 12 months
3.2 Review applications with City staff
3.3 Provide form letters for support from public officials
3.4 Finalize and submit applications prior to applicable due dates
3.5 Follow-up with agencies to advocate client interests and answ=questions
Schedule Summary
Meeting 10 Strategy Review Wednesday, April 12, 3: 0 Staff and Steering Committee
Meeting 11 Concept Refinemt Thursday,May 4, 3:00 Design Sub-Committee
Meeting 12 Implementation Thursday, May 11, 3:00 Design Sub-Commitee
Meeting 13 Design and Impl Thursday,May 18,3:00 Steering Committee
Meeting 14 Appr to proceed Wednesday,May 24, 6:11 City Council
Meeting 15 Graphics, report Thursday,June 15,3:00 Design Sub-Committee
Meeting 16 Present rcpert Thursday,June 22,3:00 Steering Committee
Meeting 17 Community Forum Thursday, June 22, 6:30 Public
Meeting 18 Present report Wednesday,June 23, 6:0' City Council
(Other new services will be occurring concurrently with the Phase a schedule)
Subsequent design and engineering services:
1 Concept refinement, documentation and funding applications nor Metra Riverfront and the Riverside
Deck
2. Phase I and II Design and Engineering services for:
a. Civic Center construction project(s)
b. Festival Center
3. Phase I Design services for:
a. Metra Riverfront
b. Riverside Deck
•
cc: Tim Anderson, CityVision Associates
Scott Chesney, Vandewalle Associates
Brian Fairwood,TranSystems Corporation
Neal O'Reilly, Hcy and Associates
Dave Frigo, Hitchcock Design Group
AF f
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-9` 041.4, ' y City of Elgin Agenda Item No.
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$...: -AI'- 74' i T'''; . :41,
May 11, 2000 N :r, N - .
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RIVER ASA RES•URCE ALIVE DOWNTOWN
TO: Mayor and Members of the City Co ncil
FROM: Joyce A. Parker, City Manager
SUBJECT: Amendment No. 1 to Professional Services Agreement
with Schreiber/Anderson Associates
PURPOSE
The purpose of this memorandum is to present to the Mayor and
members of the City Council an amendment to the Professional
Services Agreement with Schreiber/Anderson Associates .
rBACKGROUND
In the fall of 1999, the City began work with the City
Vision/Hitchcock Design Group team to deveL.op a Riverfront/Center
City Master Plan. On April 26, the Master Plan was presented to
the City Council, completing Phase I of the project .
The CityVision/Hitchcock Design Group teamlis now beginning Phase
II of its design services agreement with he City. The current
Phase II scope calls for schematic desins to be prepared and
evaluated for two alternative "Pilot Projec s" in order to identify
the first Riverfront construction site. Both the City and the
Consultant originally assumed that the two andidate projects would
each have a construction budget of approxi ately $1, 000, 000 . The
Phase II fee is $71, 000 . 1
As work has advanced, it became apparent tat at least four large
ll
areas of short-range opportunity should b explored because of a
variety of complex circumstances and benefits . City staff and the
Steering Committee want to concentrate on the Festival Park (eight
acres) and Civic Campus (20 acres) , re pectively. The very
preliminary opinion of probable construct ' on cost for these two
large areas is over $14, 000, 000. Consequently, the breadth and
budgets for these sites are substantially more than was
contemplated when the contract was finaliz d last fall .
Service Agreement Schreiber/Anderson
emi. May 11, 2000
Page 2
Despite these changes, it is agreed that o4r overall objectives are
unchanged:
1 . Keep the public fired up.
2 . Get a construction project started as soon as possible.
3 . Secure some outside funding for', subsequent projects.
However, it is felt that these objectiveswill not be met as well
if the consultant strictly follows the c4rrent Phase II scope of
services. Therefore, staff requests that the current scope of
services be modified in order to meet the' current expectations of
staff, the Steering Committee and the pubic.
The proposed scope of services and a revised time line are attached
for your review. The design guidelines an'd the scale model, worth
about $25, 000 in fee, have been omitted from the proposed scope
because they are no longer appropriate. However, in the spirit of
cooperation and expediency, the consultants is proposing to provide
the outlined services for both the Civic 'Campus and the Festival
Park, a significantly larger area worth s(Sven times more than the
two, original $1, 000, 000 "Pilot Projects'' , while maintaining the
original $71, 000 fee.
The revised scope calls for a greater frequency and quantity of
meetings with the Project Design and Seering Committees than
previously contracted.
COMMUNITY GROUPS/INTERESTED PERSONS CONTATED
None.
FINANCIAL IMPACT
19/14---- 1
Shreiber/Anderson' s original agreement totled $253, 500 and account
number 275-0000-791 . 92-32, project number 039518 was charged. No
change in the previously approved contrac value is proposed.
LEGAL IMPACT /�+�
An amendment to the subject professional services agreement is
required to provide for the revised Phase II scope of services.
ALTERNATIVES
1 . Approve the proposed amendment.
2 . Deny the proposed amendment and consider design proposals on
projects totaling approximately $2 million.
Service Agreement Schreiber/Anderson
em. May 11, 2000
Page 3
. RECOMMENDATION
Staff recommends that the amendment to the Professional Services
Agreement with Schreiber/Anderson Associates be approved.
Respectfully submitted,
41111L z
Jore A./Parker
City Manager
RHM: sp
Attachments