01-214 t •
Resolution No. 01-214
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
HITCHCOCK DESIGN GROUP FOR ENGINEERING SERVICES FOR
THE KIMBALL STREET GATEWAY
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that pursuant to Elgin Municipal Code Section
5 . 02 . 020B (6) the City Council hereby finds that an exception to the
requirements of the procurement ordinance is necessary and in the
best interests of the city; and
BE IT FURTHER RESOLVED 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 Hitchcock Design Group for planning, design and engineering
services for the Kimball Street Gateway, a copy of which is
attached hereto and made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: August 8, 2001
Adopted: August 8, 2001
Omnibus Vote : Yeas : 4 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
f o3 -os�4-�o�-
DRAFT 7/16/01
RAGREE/HITCHCOC. 2
PROFESSIONAL SERVICES AGREEMENT
THIS R MENT made and entered into this L day of
.. 2001, by and between the CITY OF ELGIN,
ILLINOIS, municipal corporation (hereinafter referred to as
the "City" ) , and HITCHCOCK DESIGN GROUP, an Illinois
corporation (hereinafter referred to as "Consultant" ) .
WITNESSETH
WHEREAS, the City Council of the City has on May 24 , 2000
adopted the City of Elgin Riverfront/Center City Master Plan;
and
WHEREAS, the City of Elgin Riverfront/Center City Master Plan
identifies the Kimball Street Gateway Project as a proposed
riverfront improvement project ; and
WHEREAS, the Kimball Street Gateway Project is to provide a
barrier free way for pedestrians and cyclists to safely cross
Kimball Street and with its flanking pavilions will also serve
as a motorist and pedestrian gateway from the west into the
downtown and will link Kimball Street with the riverfront ; and
WHEREAS, the City has determined to proceed with preliminary
planning for the Kimball Street Gateway Project ; and
WHEREAS, the City has determined it to be necessary and
desirable to obtain the assistance of a professional
consultant to provide preliminary planning for the Kimball
Street Gateway Project ; and
WHEREAS, the Consultant is experienced in providing such
services for riverfront redevelopment projects and desires to
render the professional consultant services to the City.
NOW, THEREFORE, in consideration of the mutual promises and
covenants contained herein, the receipt and sufficiency of
which is hereby acknowledged, the parties hereto agree as
follows :
1 . Scope of Work
Consultant shall perform and direct the necessary
qualified personnel to perform the professional services
for the Kimball Street Gateway Project as set forth in
Section I entitled "PHASE I PRELIMINARY PLANNING
SERVICES" of the "SCOPE OF SERVICES" dated June 18, 2001,
consisting of five (5) pages, attached hereto and made a
part hereof as Exhibit 1 . The initial conceptual
drawings identifying the location and general nature of
the Kimball Street Gateway Project is set forth on
Exhibit 2 , attached hereto and made a part hereof by this
reference . All work hereunder shall be performed under
the direction of the City Manager of the City and the
Director of Economic Development and Business Services of
the City. Consultant shall be entitled to rely upon the
accuracy and completeness of information and reports
furnished by the City. Section II entitled "PHASE II
DESIGN AND ENGINEERING SERVICES" in Exhibit 1 and the
services described therein are not included within this
professional services agreement and any agreement
therefor between the City and the Consultant will require
an additional written agreement between the parties which
must be separately authorized by the City Council .
2 . Time Schedule and Term
Consultant shall perform and complete the various
services and tasks in Section I PHASE I PRELIMINARY
PLANNING SERVICES in Exhibit 1 hereto according to the
schedule dated June 12 , 2001, attached hereto and made a
part hereof as Exhibit 3 . Changes in the scope of work
as directed by the City, timing of decisions by the City,
timing of approvals by authorities having jurisdiction
over the project and other events outside the control of
the Consultant may, however, affect the time line . Other
alterations to the time line may be made by mutual
written agreement of the parties . The term of this
agreement shall c mme,�} o
c u n execution hereof and shall
continue until S I and Consultant shall have
performed and completed all of the services to be
provided within such period.
3 . Fees
A. Payments for services provided by the Consultant
shall be reimbursed at the hourly rate of its
professional and technical personnel as set forth on
Exhibit 4 attached hereto and made a part hereof by
this reference, with the total fees and expenses to
be paid to Consultant not to exceed $108 , 000
regardless of actual time expended or actual costs
incurred by the Consultant unless material
modifications to the projects are authorized in
writing by the City and approved by the City
Council . Consultant ' s time and cost estimates for
the various aspects of the services to be performed
is set forth in those portions of Exhibit 5 relating
to PHASE I PLANNING/PRELIMINARY PLANNING in
Exhibit 5 attached hereto and made a part hereof by
this reference .
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B. Incidental expenses incurred by the Consultant in
the performance of the services pursuant to this
agreement, such as by way of example, travel to and
from Elgin or Consultant team offices, photocopies,
check prints of work in process exchanged between
team members and computer time, are included in the
above not-to-exceed total fee of $108 , 000 . Also
included in the above not-to-exceed total fee of
$108 , 000 are reimbursable out-of-pocket expenses
incurred by the Consultant for deliverables, such as
photocopies, photography, diazo, large format copies
of maps, reproducible mylars, digital color output
of summary reports, permits and courier service when
requested by the City. Such reimbursable
out-of-pocket expenses that are invoiced to the
Consultant through a third party vendor, that are
subsequently invoiced to the City, are subject to a
multiple of 1 . 15 of the invoice amount .
C. Consultant shall submit invoices in a format
approved by the City. Progress reports will be
included with all payment requests . The Consultant
shall maintain records showing actual time devoted
and costs incurred. The Consultant shall permit the
City to inspect and audit all data and records of
the Consultant for work done and expenses incurred
pursuant to this agreement . The Consultant shall
make these records available at reasonable times
during the agreement period, and for a year after
expiration or termination of this agreement .
4 . Rights in Results of Services
The results of Consultant ' s services under this agreement
shall be the exclusive property of City, and all
documents (including, without limitation, all writings,
drawings, blueprints pictures, recordings, computer or
machine-readable data, and all copies or reproductions
hereof) which describe or relate to the services
performed or to be performed pursuant to this agreement
or the results thereof, including, without limitation,
all notes, data, reports or other information received or
generated in the performance of this agreement shall be
the exclusive property of City and shall be delivered to
City upon request (except for one copy, which may be
retained by Consultant for its confidential files) . No
articles, papers, treatises, or presentations related to
or in any way based upon or associated with the services
performed pursuant to this agreement shall be presented
or submitted for publication without the prior written
consent of City. It is agreed that the results of
Consultant ' s services and the work product provided under
this Agreement are not intended or represented to be
suitable for reuse by the City on any project not
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contemplated by this Agreement and such reuse shall be
without liability to the Consultant .
5 . Other Agreements
Consultant warrants that it is not a party to any other
existing or previous agreement which would prevent
Consultant from entering into this agreement or which
would adversely affect Consultant ' s ability to perform
services under this agreement . During the term of this
agreement, Consultant shall not, without the prior
written consent of City, perform services for any
persons, firm or corporation other than City if such
services could foreseeable lead to a conflict with
Consultant ' s obligations under this agreement .
6 . Subcontracting
If Consultant intends to hire or retain any person, firm
or corporation to perform services under this agreement,
Consultant shall first secure the written agreement of
such party that such party (1) shall assume and agree to
be bound by the same obligations as Consultant has
assumed under the provisions of this agreement, and
(2) that such party shall not be or act as an agent or
employee of City, nor assume or create a commitment or
obligation on behalf of nor bind City in any respect
whatsoever. Consultant shall provide City with a copy of
each such written agreement .
Prior to subcontracting, Consultant shall obtain prior
written approval of the City for each individual
subcontractor. City shall have the right to refuse
approval of any subcontractor for any reason.
Any fees, payments or other costs associated with any
subcontractor or other persons or firm shall be at the
sole cost of the Consultant payable from the fees the
City is paying to Consultant pursuant to this agreement .
7 . Assignment
Neither this agreement nor any of the rights or
obligations hereunder may be assigned or otherwise
transferred by Consultant , nor shall the benefits of this
agreement inure to the benefit of any trustee in
bankruptcy, receiver or creditor of either party, except
as may be required by law, whether by operation of law or
otherwise, without the prior written consent of either
party. Any attempt to assign or transfer this agreement
or any rights hereunder without such consent shall be
null and void and of no force or effect .
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8 . Independent Contractor
Consultant is and shall perform its services under this
agreement as an independent contractor, and shall not be
deemed an agent, employee or legal representative of
City. Consultant has no authority to assume or create
any commitment or obligation on behalf of or to bind City
in any respect whatsoever.
9 . Licenses
Consultant shall obtain at its cost any and all licenses
required by federal , state, or local statutes,
regulations or ordinances necessary for the performance
of its services pursuant to this agreement .
10 . Compliance with Laws
Consultant shall at all times impose work orders on its
employees and subcontractors which are designed to assure
that they comply with all applicable federal , state and
local laws and regulations (including, but not limited
to, occupational safety and environmental protection
statutes and regulations) in performing services
hereunder, and shall comply with any directions of
governmental agencies and City relating to site safety,
security, traffic or other matters .
Failure to comply with this section shall constitute a
material breach of this agreement, and shall entitle City
to terminate this agreement upon ten (10) days written
notice without penalty to City.
11 . Indemnification of City
Consultant shall hold harmless and indemnify City from
and against any and all suits, causes of action, claims
for damages, damages and any other liability to the
extent caused by the negligent acts of the Consultant,
its collaborating firms, its subcontractors or agents or
employees of any of them in the performance of this
agreement .
12 . Force Majeure
The Consultant shall not be liable to the City for any
failure, delay or interruption of service or for any
failure or delay in the performance of any obligation
under this agreement due to strike, walkouts, acts of
God, governmental restrictions, enemy actions, civil
commotion, unavoidable casualty, unavailability of fuel
or parts or other similar acts beyond the reasonable
control of the Consultant .
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13 . Consultant ' s Insurance
Consultant shall obtain and maintain the following
policies of insurance:
(1) Worker' s compensation and occupational disease
insurance in amounts required under the laws of the
State of Illinois;
(2) Comprehensive general liability and automobile
liability insurance for bodily injury, death or loss
of or damage to property of third persons in the
minimum amount of $1 million per occurrence which
policy shall name City as additional insured.
Consultant shall furnish to City of Elgin a
certified copy of such policies concurrently with
the execution of this agreement .
(3) Professional liability insurance for errors and
omissions in the minimum amount of $1 million per
occurrence and in aggregate . Consultant shall
furnish to the City a Certificate of Insurance as
evidence of such policy concurrently with the
execution of this agreement .
14 . Severability
The parties intend and agree that if any portion of this
agreement , or application thereof to any person or
circumstance, shall to any extent be deemed to be
invalid, void, or otherwise unenforceable for any reason,
the remainder of this agreement, and the application of
such provision to persons or circumstances other than
those as to which it is held invalid, shall not be
affected thereby, and each provision of this agreement
shall be valid and shall remain in full force and effect .
15 . Governing Law
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 .
16 . Termination
The City may by written notice to the Consultant
terminate the whole or any part of this agreement if the
Consultant fails to make delivery of the services within
the time specified herein or any extension thereof : or if
the Consultant fails to perform any of the other
provisions of the contract, or fails to make progress so
as to endanger performance of this agreement in
accordance with its terms, and in either of these two
circumstances does not cure such failure within ten (10)
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days (or such longer period as the City may authorize in
writing) after receipt of notice from the City specifying
such failure . Notwithstanding any other provision
hereof, the City may also terminate this agreement at any
time upon fifteen (15) days prior written notice to the
Consultant . In the event that this agreement is so
terminated, the Consultant shall be paid for services
actually performed and reimbursable expenses actually
incurred prior to termination, except that payment and
reimbursement shall not exceed the total amount set forth
under Paragraph 3 above .
17 . Additional Provisions
This agreement includes those additional provisions
contained in Exhibits 6, 7, 8 and 9 relating to a
tax/collusion/disbarment affidavit, equal employment
commitment guidelines and affirmative action, and sexual
harassment policy.
18 . News Releases
The Consultant may not issue any news releases without
prior approval from the City, nor will the Consultant
make public proposals developed under this agreement
without prior written approval from the City prior to
said documentation becoming matters of public record.
19 . Entire Agreement
This agreement contains the entire understanding and
agreement between the parties hereto with respect to the
subject matter hereof and supersedes all previous
communications, negotiations and agreements, whether oral
or written, between the parties hereto with respect to
such subject matter, and no additions to or modifications
of this agreement or waiver of any provisions of this
agreement shall be binding on either party unless made in
writing and executed by City.
20 . Notices
Communication to the Consultant means notice in writing
to Richard G. Hitchcock, President , Hitchcock Design
Group, 221 W. Jefferson Avenue, Naperville, IL 60540 .
Communications to the City means notice to the
contracting officer in writing to Raymond Moller, City of
Elgin, 150 Dexter Court, Elgin, IL 60120 .
21 . No Personal Liability
No officer, director, or employee of the City or of the
Consultant shall be personally liable for the fulfillment
of the conditions of this agreement .
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22 . Cost and Quantity Opinions
In providing opinions of probable construction cost, the
City understands that the Consultant has no control over
the costs or availability of labor, equipment or
materials, or over market conditions or the contractor ' s
method of pricing, and that the Consultant ' s opinions of
probable construction costs are made on the basis of the
Consultant ' s professional judgment and experience . The
Consultant makes no warranty, express or implied, that
the bids or the negotiated cost of the work will not vary
from the Consultant ' s opinions of probable construction
cost .
23 . Standards of Care
In providing services under this agreement , the
Consultant shall endeavor to perform in a manner
consistent with that degree of care and skill ordinarily
exercised by members of the same profession currently
practicing under similar circumstances .
24 . 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 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.
25 . 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
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shall be made without the prior written consent of the
City.
26 . No Co-partnership or Agency
This agreement shall not be construed so as to create a
partnership, joint venture, employment or other agency
relationship between the parties hereto.
27 . 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 .
28 . 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 of in a duly executed amendment hereof, or
change order as herein provided.
30 . Cooperation with Other Consultants
The Consultant shall cooperate with any other consultants
in the City' s employ or any work associated with the
Project .
IN WITNESS WHEREOF, the parties hereto have entered into and
executed this agreement on the date and year first written
above .
CITY OF EL . h HI (IIICOCK DESI1N GROUP
By ,11"`�� o / B
=-vmm Richa G. Hitcncock
� ,? sTro"4/�--
� C ty Manager / President
47
Attest :
City Clerk
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SCOPE OF SERVICES
CITY OF ELGIN
Elgin Riverfront
Kimball Street Gateway
Basic Services
PHASE I PRELIMINARY PLANNING SERVICES
A. Research and Analysis
For the project area, we will:
1. Conduct a kick-off meeting with you and the other project team members confirming:
a. goals and objectives
b. constituent interests
c. jurisdictional agencies
d. budgeted costs,potential and confirmed revenue sources
e. team responsibilities
f. communications
g. invoicing and payment
h. tentative schedule
i. other administrative considerations
2. Identify jurisdictional interests, operational practices, development plans and construction
procedures by interviewing representatives of appropriate constituent and regulatory
groups including:
a. City of EIgin
b. Kane County
c. Kane County Forest Preserve District
d. Gail Borden Public Library
e. U.S. Army Corps of Engineers
f. Illinois Department of Natural Resources
g. Illinois Environmental Protection Agency
h. Kane/DuPage Soil &Water Conservation District
i. Illinois Historic Preservation Agency
j. adjacent property owners
3. Prepare a list of appropriate jurisdictional regulations and procedures including:
a. environmental
b. water resources
c. power and communication utilities
d. other local,regional, state and federal interests
4. Inventory readily available existing data for the project area and the immediate
surroundings including:
a. environmental reports
Elgin Riverfront Page 1 of 5 06/1/01
Exhibit 1
b. geo-technical reports
c. topographic surveys
d. aerial photography
e. boundaries,property ownership and easements
f. previously prepared hydraulic model
g. pending improvement plans(Library,others)
h. as-built drawings for the Kimball Street bridge and approaches
i. power and communication utilities
5. Observe and photograph the project area and immediate surroundings in order to identify
readily apparent physical conditions and patterns of use
6. Conduct an on-site wetland delineation using USACE Wetland Delineation Manual
methodology.
7. Conduct a topographic survey,based on the English system, establishing horizontal and
vertical control and locating natural features and manmade improvements including:
a. bench marks(FEMA and City Datums)
b. contours at one foot intervals
c. jurisdictional wetlands
d. tagged and numbered trees
e. underground water,storm and sanitary utilities including size,type,structures, grates
and inverts
f. above and below ground power and communication utilities
g. buildings and structures
h. curbs,walks,roadways,drives, lights,signals, tracks, fencing
i. other pedestrian amenities
8. Using the inventoried existing data and the new topographic survey,prepare base maps at
appropriate scales.
9. Prepare an Environmental Phase I report in accordance with ASTM criteria
10. Provide,inspect and test approximately 3 deep borings at Kimball Street to determine if
historical site uses have adversely impacted subsurface soil
11. Provide approximately 8 shallow depth soil borings along the adjacent underpass
approaches to define
a. the strength, consolidation, and bearing capacities of the existing sub-surface,
b. the types of material to be relocated off-site,
c. the presence of any unsuitable sub-grade materials,
d. the approximate amount of topsoil available
12. Define and evaluate the NWL, 2,5 10 and 100 year floodplain and floodway for the
master planned area by establishing a baseline existing conditions and modified existing
conditions hydraulic model using methods generally acceptable to the applicable
jurisdictional agencies.
13. Evaluate the existing trees including:
a. type
b. size
c. condition
14. Prepare a natural systems report to be used with the permit application that includes:
a. observed vegetative,hydrologic and soil characteristics, dominant species and Swink,
Floyd and Wilhelm quality values
b. aerial photography
c. representative site photography
d. regulatory constraints and permit requirements in accordance with State and Federal
statutes
Elgin Riverfront Page 2 of 5 06/18/01
15. Prepare a report that summarizes the research and analyzes its impact on the master
planned improvements. Identify what,if any, additional research and analysis is required
to implement the proposed improvements. (Additional research and analysis not
described in this scope of services will be considered additional services.) Identify what,
if any,changes are required to this scope of services.
16. Review the research and analysis with:
a. staff
b. design committee
c. Project Management Team
B. Preliminary Design and Engineering
For the project area,we will:
1. Prepare schematic designs including appropriate plan views, sections, elevations and
other graphic images to illustrate the organization,scale and character of the planned
improvements such as:
a. structures (including the bike&pedestrian underpass and gateway pavilions)
b. retaining walls
c. connections to walks,trails and other pedestrian surfaces
d. reconfiguration of west end of Kimball Street Parking lot
e. turf and landscaped areas
2. Test the schematic designs using the hydraulic model to determine general conformance
with jurisdictional regulations. Identify modifications to the design or compensatory
storage as may be required to meet applicable regulations.
3. Prepare a preliminary site engineering plan illustrating schematic grading, drainage, and
potential utility relocations
4. Prepare a preliminary structural engineering plan illustrating alternative and preferred:
a. underpass structure
b. slope stabilization methods
c. foundation designs for walls and structures
5. Review the schematic recommendations with the Design Committee
6. Refine the schematic design and preliminary engineering recommendations as may be
needed
7. Review the schematic recommendations with:
a. Design Committee
b. appropriate jurisdictional agencies
8. Prepare a preliminary construction cost opinion
9. Prepare a preliminary implementation strategy
10. Prepare a draft summary publication including appropriate graphics,text and data for:
a. research and analysis of conditions and procedures
b. recommended design and engineering improvements
c. opinion of probable construction costs
d. proposed funding and construction strategy
e. changes, if any,that need to be made to this scope of services
11. Review work in progress to appropriate advisory and jurisdictional entities including:
a. City staff
b. Design sub-committee
c. Riverfront Action Committee
d. Project Management Team
e. Gail Borden Library
f. Kane County Forest Preserve District
g. Kane County
h. Other funding and regulatory agencies
Elgin Riverfront Page 3 of 5 06/18/01
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i. General public(open house or public hearing)
12. Refine our recommendations as may be needed
13. Present to City Council for approval
II. PHASE II DESIGN &ENGINEERING SERVICES )v01- l Ac.LQoe b
A. Design Development is —TI
We will:
1. Finalize the size,horizontal and vertical geometry, structure,materials and/or finish, ..
appropriate, for the proposed improvements, such as:
a. drainage
b. utility modifications
c. structures(including the bike&pedestrian underpass and gateway pavil'.ns)
d. waterproofing
e. retaining walls
f. slope stabilization
g. connections to walks,trails and other pedestrian surfaces
h. reconfiguration of west end of Kimball Street Parking lot
i. turf and landscaped areas
j. shoreline restoration
k. sign graphics
1. lighting
2. Test the final designs using the hydraulic model to d. -rmine conformance with
jurisdictional regulations. Identify modifications t' e design or compensatory storage
and/or conveyance as may be required to meet a• .licable regulations.
3. Document the design,in English format, on p 'ously prepared base maps and
supplementary drawings as may be approp '• e including,but not limited to:
a. title
b. notes, index,standards
c. summary of estimated quantities
d. alignment,ties and bench mar. .
e. maintenance of traffic
f. erosion and sedimentatio ontrol
g. grading and drainage
h. profiles
i. cross sections
j. gateways, and ot• -r structures
k. retaining wall
1. pedestrian a,. vehicular surfaces
m. sign grap ' s
n. irrigati•
o. plant' g
p. f • shings
q. 1._ ting/power distribution
r. .ther details
4. ' epare a summary of estimated quantities and an estimate of probable construction costs
5. 'repare outline specifications, including the products, materials and finishes of each
component or system
6. Prepare a construction strategy including:
a. construction delivery system(CM, GC, other)
Elgin Riverfront Page 4 of 5 06/18!01
d. public relations
e. City and consultant roles
7. Review the drawings, specifications,product data and material samples with:
a. City staff
b. Design Sub-Committee
c. Project Management Team
d. jurisdictional agencies
e. Gail Borden Library
8. Revise the drawings and supporting materials as may be re. red
9. Present recommendations to City Council
10. Submit plans for appropriate construction permit(s)
11. Make minor revisions as may be required to facili e jurisdictional approvals and
permits)
B. Construction Documents
Following the approval from you and other . icipating agencies, we will:
1. Finalize the graphic and written docu ntation that will be used to bid and construct the
improvements including:
a. digital drawings
b. project manual
c. other bid documents
2. Update the opinion of. .bable construction cost
3. Update the prelimin, construction strategy
4. Review the docu.'r -nts with City staff
5. Make minor r- sions as may be required
C. Bidding and N='_otiation
Following a.,, oval from you,we will:
1. Provi.. one set of contract documents for your reproduction for bidding
2. Re . end reputable contractors for your consideration
3. -Ip you advertise the bid letting
4 Conduct a pre-bid meeting for interested bidders
. Answer questions and issue written addenda,when appropriate, to all bidders regarding
changes to or clarifications of the contract documents
6. Review the bids, tabulate the results and issue a recommendation to you regarding the
contract award
7. Presentrec
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Elgin Riverfront Page 5 of 5 06/18/01
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Figure 27
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Hitchcock
Design Group
Creating Better PlacessM Schedule
June 12,2001
City of Elgin
Elgin Riverfront
Kimball Street Gateway
Preliminary Meeting Schedule
Task Group Estimated Date
PHASE I-PLANNING SERVICES
A. Program,R&A July,August, Sept,2001
1. Kick off Staff,Design Comm
2. Interviews Team, agencies
3. Procedures Team
4. Inventory Team
5. Observations Team
6. Wetland Hey
7. Topography PEI
8. Base map PEI
9. Env. PH I PEI
10. Deep borings PEI .., ;,tom , 1"c`
a
11. Shallow borings PEI ' 3« � Y '`•12. Floodplain/way Hey �': "��c "� 't r '�1
13. Tree analysis HDG iN� s,`,. 4
10, ^ �'• ,114:1W kyY
14. Natural Systems report He ^' 4 '"Y `--' i`s, ,
Y P Y ;
15. Summary HDG �� < 1 ' a. r �7�
16. Review Staff,Design Comm ' l�'��s* '' ` •. t r
B. Schematic Design k�; `i' i ,` ' ?'•
1. Schematic design HDG �
a ' p t
2. Hydraulic modeling Hey
3. Prelim engineering PEI
4. Prelim structural PEI •s
5. Review Staff,Design Comm ,. y ;
6. Refinement Team za1E. ;"
,7. Review Staff,Design Comm ;
y , rr F 8. Cost opinion Team � f;1'
9. Constr strategy Team
10. Summary HDG
11. Reviews Design Comm, agencies
12. Refinements Team
13. Council presentation HDG
1:\Existing Clients\500's\0524 Elgin\Kimball St.Gateway\schedule 011201kimball.doc
Exhibit 3
PHASE II-DESIGN AND ENGINEERING SERVICES
A. Design Development Nov,Dec,2001
1. Final design
2. Hydraulic modeling
3. Document production
4. Cost opinion
5. Outline specs
6. Construction strategy
7. Reviews
8. Revisions
9. Council presentation
10. Permit applications
11. Permit facilitation
B. Construction Docs Jan,Feb 2002
1. Contract documents
2. Cost opinion
3. Construction strategy
4. Reviews
5. Revisions
C. Bidding and Negotiation March, 2002
1. Document repro
2. Recommend contractors
3. Advertisement
4. Pre-bid
5. Questions and clarifications
6. Bid tabulation
7. Council presentation
PHASE III-CONSTRUCTION
A. Administration Spring 2002
B. Observations
C. Recommendations
June 12,2001
Elgin Riverfront
Kimball Street Gateway
Fee Estimate
Standard Hourly Rates
Hitchcock Design Group
Activity Description Hourly Rate
LDR Project Leadership officer oversight,meetings,presentations $ 145.00
MGT Project Management staffing, coordination, administration $ 100.00
PLN Project Planning conceptual function, organization $ 90.00
DES Project Design technical and appearance issues $ 85.00
DOC Project Documentation graphics and document production $ 60.00
SUP Project Support clerical and secretarial $ 55.00
•
Exhibit 4
.
• ' , `
.
' ' • ,
.
' June 12.2OO1
_
__1_1_ `I _ _____
Elgin
_ _ __ --
lQm6a|Smr�Gateway
|
. r -��-�'-----------�----'--- - ----
FeeEstimate---- - - -- -- --------T----1 --'--__.______ ___
Time
-I— !PHASE I PLANNING
A Program,Research,Analysis
1 itKick off meeting 8 16 4 2 30
8 16 4 2
.1 2 Interviews 4 8 2 14
_-_- . ■
8 16 24
__-
site 4 4 4 4. 16
Wetland delineation 2 2
7 Topographic survey 2 2
H.. | 8 Base map / 4 16 20
96nv�onmnnu8ph��l / 2 2
- .
,___L__4_101 Deep borings 2 2
41 1 11;Shallow borings 2 . 2
— 1-1 12rfloodplain/floodway analysis 2 2
; , 13;Tree analysis 2 4 ' � 6
-_4
! /5{R&axummu,y�3���___ Z} 8 4 14
| 16!C ( ���vi�� � 4| D 12
|8"b~totulboocx - 26 82' 36' 8' 16 10
i Sub-total fee 3770 8200 3240 60O' 960 550 17400
__ B Schematic Design and Engineering
1 Schematic design 8 24 40 40 112
2 Hydr ulic modeling _ 4 4
__ �[��mmtoon8moonn8 4 4
4 Prelim structural engineering 4 4
5Comn�uu�r�vicw 4 4 � | 2' 10
1 -_-_-
O &r5n�monm 4 4
___- -__--
7 Reviews 4 4 2 10
_- -_'
_ 8 Cos opinion 4 24 28
__ 9lmp�m�n�honn�u�&y . 4 4.
10 Summary 4 24 24 52
. ,
11 Reviews 4 4 2 10
_-_ -__--_ -_ __
12Rofinemonts 4 8 12
13 Council Presentation _ 4 4 8
__ o'totu/ 28 02 0 64 72 6 262
_ | I '8vb'totaiyec 4060 9300 0 5440 4320 330 23350
010^ -v^ ~u ''' I. o ^.w"' ^. p^. - •w 'me
'
.
�
� � • .
. .
' . .
.
.
.
' LDR 0��T PLN DES DOC SUP sub-tot
-----| ---- —�--
_-__�_L'_--__----__—__---
11 PHASE II DESIGN& ENGINEERING SERVICES
---- ----- --
AiDesign Development
.4.__ _3 Document production 8 32 40
_IF 4 Quantitiy and cost opinion 4 16 20
5 Outline specifications 4 16 20
Fr7-1-Reviews
8
1- I Sub-total 12 56 0 60 64 0 192
i Sub-total fee 1740 5600 0 5100 3840 0 16280
IB :Construction Documents
_L / 1Contract documents 8 24 32 64
| � 8 ---
/ - / 4 4 l 8
) 4r�� O 8 ---20
-- || ' -- --��
8' 16 24 . 48
__--_
4 32 0 60 56 0 152
! I Sub-total fee 580 3208 0 5100 3360 0 12240
_ C Bidding and Negotiation
' 0
_±.--4-1-1Document reproduction 4 4 8
4 4
4 2 ----6
4 2 6
1Questions and clarifications 4 ---4
IBid review and tabulation 4 4
7 Council presentation 4 4 8
Sub-total 4 28 0 0 4 4 40
. ----1Sub-totu}fee 580 2800 0 0 240 220 3840
.
GUB/o •»^ ~"
___ o, 8 .'" ,_ ^. • ' mw 'me
.
. .
� � ~ .
^ ,
•
' June 1 -_ L______
1_-__E_
Elgin Riverfront
-_'__ ' �_ _
_--_--. _----'
���aD ����Gu��� _
-_-_[_-1.-' --'___-_ - _--___' --- --_-___---____ --__-__-_--_- _
Fee Estimate
Q--'--------'-- ----------' --------'- ----'----- -----'
onxultanC��Su��u�
7- _ _�
| - -F----'--- -----' ---- - -
| survey geotech civil structural water res ___�
I PHASE I PRELLM PLANNING
IA-- ' ---- ----------- ----------- `
3450 34500 2300 2300 2300
Engineering 0 0 2300 2300 3450
3450 34500 4600 4600 5750
-- ' ---- -'---- - -- '--------
=___ __i_
II PHASE II DESIGN &ENGINEERING
A Design Development 0 0 9200 22540 2875
B Construction Documents 0 0 9200 20470 0
IC- -- ^ ' -
0 0 0 6325 0
0 18400 49335 2075
I
-
. electrical architect illustrator' Sub-tot
I IPHASE I PRELIM PLANNING
---- |
' 805 575 0 46230
_
2070 2300 3450 %S078
� ---' - - |
2875 2875 3458. 62100
II PHASE II DESIGN& ENGINEERING
- - -- -
__ _ 4 2415 4600 0 41630
2760 4600 0 37030
/T ------
C Negotiation 0 0 0 6325
� - -
| ||�o�-�ptulm 5175 9200 0 84985
8/18/1 -w" ~u ''' u" I ~ ww. *. ' ^ . ' es -es
•
. .
.
•
' June 12,2001
Elgin Riverfront
Kimball Street Gateway
| i ' �------- ---
l___- _ -
Drwm]8mtimmwtm
Summary
HDG sery bur
0000ulL travel '---other'---
sub-tot
I PHA88DPRE�D0 �D � �v0� �
-__-
jProgram, 1200 46230 400 500 65730
--- --
B 2400 15870 400 500 42528
40750 3000 62100 800 1000 108250
L. -__--_-__�- ___-__-----_-
DD PHASE II DESIGN ENGINEERING
i ' -----'
A Design Deve o meoL 16280 2000 41030 400 2000 02310
B Construction Documents l2240' 2000' 3703 400 2000 53670
_--__-
Negotiation 3840 2000 6325 200 0 12365
t t l 32360608O 84985 1008 40001 12W345
i ----' {
--''T--r�--____�____________
Totals 73110 9600 147085 1800 5000 236595
6/18/o • • ~yN f—' •• 1 ^.w»~ 4^ ' ^ ^ ' Hm^ry
•
TAXJCOLLUSIONIDEBARMENT AFFIDAVIT
State of Illinois ss.
•
County of DuPag.
Richard G. Hitchcock , being first duly sworn, deposes and says:
That he is President of the firm of the party
making the foregoing bid and that the bidder is not barred from contracting with any unit or local
government as a result of a violation of 720 Illinois Compiled Statutes, Section 5133E-3 or 5/33E-4, as
amended; and, no collusion or agreement among other bidders or prospective bidders to bid a fixed price
or otherwise restrain freedom of competition by agreement has taken place; and, bidder is not delinquent
in the payment of any tax administered by the Illinois Department of Revenue unless there is a pending
proceeding contesting the tax.
Signature of Bidder, if an individual:
Signature of Bidder, if a partnership:
Subscribed and sworn to
before me this day of
, 2001
Signature of ;idder, if a corporation: My commission expires:
L 14. ' CAA. Wald
pril
cre -
•
Exhibit 6
�•�., ti City of Elgin, Illinois
0,4ITEDEtl: Equal Employment
Written Commitment Guideline
The written commitment required in Item #4 of the Bidder's Employee Utilization Form shall:
I. Set out the name and phone number of the bidder's Equal Employment Officer.
2. Clearly identify the bidder's recruitment area and the percentage of minorities-and
females in the area's population and labor force.
3. Set out what the bidder has done and has set as a goal to ensure the recruitment of
minority and female employees.
4. Set out the bidder's specific goals to recruit minorities and females for training programs
or other similar opportunities available through the bidder's organization.
S. Indicate bidder's consent to submit to the City of Elgin, upon request, statistical data
concerning its employee composition and recruitment efforts anytime during the term of
the contract.
6. Show bidder's consent to distribute copies of the written commitment to all persons who
participate in recruitment, screening, referral, and selection and hiring of job applicants
for the bidder.
7. Clearly show that the bidder shall require all subcontractors, if any, to submit a written
commitment complying with the above requirements of their affirmative action plan to
the City of Elgin.
Description of Groups for Classification Purposes
•
'White: all persons having origins in Europe, North America, or the Middle East
Black: all persons having origins in any of the Black racial groups of Africa
Hispanic: all persons of Mexican, Puerto Rican, Cuban, Central South American, or
ocher Spanish culture or origin, regardless of race
Asian American: all persons having origins in the Far East, Southeast Asia, the Indian
subcontinent, or the Pacific Islands
American Indian: all persons having origins in any of the original peoples of North
America and who maintain cultural identification through tribal
affiliation or community recognition Exhibit 8
v
`• ofF�clti
•
,. City of Elgin, Illinois
br. Sexual Harassment ---- Policies and Programs
ti
Every party to any contract with the City of Elgin and every bidder is required to have, and to
effectively distribute, written sexual harassment policies that include, at a minimum, the
following information:
(I) the illegality of sexual harassment
(II) the definition of sexual harassment under state law
(III) a description of sexual harassment,utilizing examples
(IV) the vendor's internal complaint process including penalties
(V) the legal recourse,investigative and complaint process available through the Illinois Department
of Human Rights,and the Illinois Human Rights Commission
(VI) . directions on how to contact the department and commission
(VII) protection against retaliation as provided by Section 6-101 of the Human Rights Act
I hereby affirm that the organization which I represent has in place sexual harassment
policies which include the required information set forth above, and I hereby agree to
furnish the City of Elgin - Human Resources Department with a copy of these policies if
they so request.
Signature/Title
Company Hitchcock Design Gr 1,
Date July 24,2001
Sexual harassment is defined as follows:
"Sexual harassment"means any unwelcome sexual advances or requests for sexual favors or any conduct
of a sexual nature when(1)submission to such conduct is made either explicitly or implicitly a term or
condition of an individual`s employment,(2)submission to or rejection of such conduct by and individual
is used as a basis for employment decisions affecting such individual, or(3)such conduct has the purpose
or effect of substantially interfering with and individual's work performance or creating an intimidating,
hostile, or offensive working environment.
. Any questions by contracting parties or eligible bidders concerning compliance with these
requirements should be directed to the City of Elgin -Human Resources Department at (847)
931-5618.
I hereby agree fully indemnify and hold the City of Elgin harmless from any and all
liability, loss or damage including costs of defense or claim, demands, cost of judgement
against it arising from any sexual harassment complaint resulting from the act of any
member of my organization in the per cnance of tlyrs`ontract.
Signature/Title
Company Hitchcock Design Group
Date July 24, 2001
Exhibit 9
• '' BIDDER'S EMPLOYEE UTILIZATION FORM
This report is required by the City of Elgin and must be submitted before the contract can be
awarded.
Chapter 3.12.1000 Affirmative Action - City Contracts
1. Name and Address of Bidder Description of Project.
Hitchcock Design Group Elgin Rivprfrnnr CPnrer City
221 W. Jefferson Avenue Master Plan. Kimball Street
Naperville, IL 60504 Gateway Project
JOB CATEGORIES Total Whites Blacks Hispanics Asians or American Minority Female
Employees Pacific Indians (M &F) (All
Islanders Categories)
M / F M / F M / F M / F M / F % %
Example:Managers 18 3 5 3 2 4 1 55.6% 44.4%
(10/18) (8/18)
Officers 5 5 0 0%
Sr. Associates 7 5 2 0 29%
Associates 12 8 4 _ 0 137,
j Jr. Associates 8 3 5 - - _ 0 67 S7
Interns 3 3 0 0%
TOTALS 35 24 , 11 I 0 ,46%
Signature of Company Official Title Telephone Number Date Signed Page 1
'Z,t'I ct1& OhrLcMJ of l.
Y President 630-961-1787 07/24/01
2. Have you ever been awarded a bid by the City of Elgin?
X Yes No
3. - If the answer to question #2 is Yes, please submit a copy of the Employee Utilization Form that
was submitted with your last successful bid along with a fully completed copy of this form.
4. If the statistical data provided above shows under-utilisation of minorities and/or females, please
submit, according to the guideline provided in the attached document, a written commitment to
provide equal employment opportunity.
NOTE: In the event that a contractor or vendor, etc., fails to comply with the fair
employment and affirmative action provisions of the City of Elgin, the City amongst
other actions may cancel, terminate, or suspend the contract in whole or in part.
►I n
Exhibit 7
��J -4'
Agenda Item No.
k City of Elgin g
°�.. A li r;
July 6, 2001 G �
`A
TO: Mayor and Members of the city Council
N
RIVER AS A RESOURCE
FROM: Joyce A. Parker, City Manager
SUBJECT: Kimball Street Gateway Engineering Services
PURPOSE
The purpose of this memorandum is to present to the Mayor and
members of the City Council a proposal for Professional Services
from the Hitchcock Design Group (HDG) for planning, design and
engineering services related to the Kimball Street Gateway.
BACKGROUND
The Kimball Street Gateway is identified on the 2000 Riverfront
Master Plan as a barrier-free way for pedestrians and cyclists to
safely cross Kimball Street, an extremely busy arterial roadway.
With its flanking pavilions, it also will serve as a motorist and
pedestrian gateway from the west into the downtown, and it will
link Kimball Street with the Riverfront . Since the Sasaki plan was
completed in the early 90 ' s, a below-grade crossing has been
identified as a crucial improvement that will provide both regional
and local connectivity with and through the downtown. When the
first segment of the Riverfront is completed and the Gail Borden
Library is relocated into its new facility north of Kimball Street,
construction of a below-grade crossing will be imperative .
Hitchcock has been consulting with the library architect on a
regular basis to coordinate their work with the anticipated
crossing under Kimball Street .
From the beginning of the Riverfront Master Plan, it has been
concluded that it would be impractical to consider a below-grade
crossing immediately adjacent to the river because of the
inadequate clearance at the existing bridge structure . And if the
path were depressed to provide adequate clearance, its elevation
would be much lower than the normal water level of the river,
making its construction and maintenance extremely costly. An
above-grade crossing was dismissed as unattractive and
inaccessible. Alternatively, the feasibility of a below-grade
f crossing that is segregated from the river was considered and
recommended based on many assumptions at the master plan level
including:
Kimball Street Gateway Engineering Services
July 6, 2001
Page 2
• ability to manage periodic flood flows in a satisfactory way
• ability to manage existing utilities within Kimball Street
• ability to find additional partners to participate financially
in this project
HDG is proposing a two-phased approach to the planning, design and
engineering of the project . In the Phase I Planning Services, they
will confirm the feasibility of the concept and outline a strategy
to get the improvement built . At the conclusion of Phase I , the
City will have received:
A Summary Report including
appropriate jurisdictional procedures
topographic survey
environmental Phase I Report
results of supplemental environmental and stability
testing
shoreline assessment
vegetation assessment
alternative and recommended structural and site
►. improvements
[ hydraulic analysis
opinions of potential construction costs
implementation strategy (including confirmation or
modification of the services and fees that are
recommended to complete Phase II Design and Engineering)
Additional presentation materials
Presentations to a variety of constituent interests
Once the concept is refined and the City approves an implementation
strategy, HDG will confirm the scope of services and fees, and with
the approval of the Mayor and members of the City Council, begin
work on the second phase of services . At the conclusion of Phase
II, Design and Engineering Services, the City Will have received:
Construction documents and cost opinions for:
the bridge/underpass structure
utility relocations
roadway reconstruction
gateway structure (s)
riverwalk
other related improvements
Bid results and contract award recommendations
1
Kimball Street Gateway Engineering Services
July 6, 2001
Page 3
Under the direction of Rick Hitchcock, Mark Underwood, a Senior
Associate at HDG, will manage the work of HDG' s urban design team.
Given his knowledge of the Elgin Riverfront, Dave Frigo will
continue to participate on the team, but will not manage the
project given his current responsibilities with Segment 1 and
Festival Park. Patrick Engineering will provide survey,
environmental, geo-technical , civil, structural and electrical
consulting services to the team. PHN Architects will provide
architectural consulting and Anderson Illustration Associates will
provide specialized graphics, when appropriate .
HDG proposes to provide Phase I of the attached scope of services
at the standard hourly rates, plus customary out-of-pocket expenses
for a fee not to exceed $108 , 000 . An estimate of the hours, fees
and expenses is included within the attached proposal . HDG has
also estimated the services and fees for Phase II, but suggests
that Phase II only be authorized after Phase I is complete and the
concept, services, fees, implementation strategy and funding for
the project is confirmed.
A preliminary schedule is also attached. HDG would like to begin
the project as soon as possible because of the lead time needed to
schedule the survey team. Under normal circumstances, HDG believes
that if they start the work in July 2001, construction could begin
in the spring of 2002 .
The State of Illinois Department of Commerce and Community Affairs
(DCCA) has approved a $225, 000 grant to be applied toward costs
related to the underpass project .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
The Project Management Team and representatives of the Gail Borden
Library have recommended that this project move forward.
''N, ftFINANCIAL IMPACT
' A grant from DCCA has been approved in the amount of $225, 000 . A
check for $112 , 500 was received from the State of Illinois on June
18, 2001 and credited to the Riverfront project number 039518 . An
accounting of project expenses to date is included for your
information.
emik
Kimball Street Gateway Engineering Services
July 6, 2001
Page 4
Riverfront/Center City Project #039518 as of July 3 , 2001
Original Budget $5, 300, 000
Anticipated Grants
State of Illinois $112 , 500
Kane County 600 , 000
Kane County Forest Preserve 400, 000
DCCA 60 , 300
$1, 172 , 800
Subtotal $6, 472 , 800
Expenditures & Encumbrances
Design Phase
Hitchcock & Associates $1, 243 , 408
Schrieber, Anderson & Assoc . 272 , 724
Walker Parking Consultants 11, 991
$1, 528, 123
Plan Implementation
Vandewalle & Associates $100 , 809
rft. Engineering/Construction
MIC, Inc . $3 , 162 , 421
Edwards Engineering 216, 360
ENSR International (environmental testing) 51 , 429
$3 , 430, 210
Miscellaneous
Pioneer Memorial Foundation $75, 000
Various 5 , 006
$80 , 006
Committed to Date $5, 139,-148
Grants Received -112 , 500
Total 55 , 026 , 648 $5, 026, 648
Funds Remaining 51 . 446 , 152
EGAL IMPACT
The award of this contract would be considered an exception to the
Procurement Ordinance . A Professional Service Agreement must be
entered into. The City will also need to complete the acquisition
eilik of property in the Meadows site from the Gail Borden Library.
• 4 . 1
Kimball Street Gateway Engineering Services
July 6, 2001
Page 5
ALTERNATIVES
1 . Proceed with the entire contract as proposed at a cost of
$108, 000 .
2 . Do not proceed with this project .
RECOMMENDATION
In light of the Riverfront project currently under construction and
the imminent construction of the Gail Borden Library, it is
recommended that the Mayor and members of the City Council enter
into an agreement with Hitchcock Design Group for alternative 1 at
a cost of $108, 000 .
Respectfully submitted,
Joyce`A. Parker
City Manager
RHM:amp
Attachments
rft.
-
/,
k Hitchcock
Design Group
Creating Better PlacessT
June 15, 2001
Mr. Ray Moller,
Director of Economic Development and Business Services
City of Elgin
150 Dexter Ct.
Elgin, IL 60120
RE: Kimball Street Gateway
Project#: 03-0524-002
Dear Ray:
Thank you for asking Hitchcock Design Group to submit this proposal for professional planning, design
and engineering services for the Kimball Street Gateway. We look forward to advancing our relationship
with you and all of your colleagues as Elgin implements its great riverfront initiative.
The Kimball Street Gateway is identified on the 2000 Riverfront Master Plan as a barrier-free way for
pedestrians and cyclists to safely cross Kimball Street, an extremely busy arterial roadway. With its
flanking pavilions, it also will serve as a motorist and pedestrian gateway from the west into the
downtown, and it will link Kimball Street with the riverfront. Since the Sasaki plan was completed in the
early 90's, a below-grade crossing has been identified as a crucial improvement that will provide both
regional and local connectivity with and through the downtown. When the first segment of the Riverfront
is completed and the Gail Borden Library is relocated into its new facility north of Kimball, construction
of a below-grade crossing will be imperative. In fact, we have been consulting with the library architect
on a regular basis to coordinate their work with the anticipated crossing under Kimball Street.
From the beginning of the riverfront master plan, we have concluded that it would be impractical to
consider a below grade crossing immediately adjacent to the river because of the inadequate clearance at
the existing bridge structure. And if the path were depressed to provide adequate clearance, its elevation
would be much lower than the normal water level of the river making its construction and maintenance
extremely costly. An above grade crossing was dismissed as impossibly ugly and inaccessible.
Alternatively, the feasibility of a below grade crossing that is segregated from the river was considered
and recommended based on many assumptions at the master plan level including:
• ability to manage periodic flood flows in a satisfactory way
• ability to manage existing utilities within Kimball Street
• ability to find additional partners to participate financially in this project
Like our previous work on the Riverfront, we propose a 2 phased approach to the planning, design and
engineering of the project. In the Phase I Planning Services we will confirm the feasibility of the concept
and outline a strategy to get the improvement built. At the conclusion of Phase I, the City will have
received:
I:\Existing Clients\500's\0524 Elgin'Kimball St.Gateway\proposal011201moller.doc
221 W.Jefferson Avenue Naperville,Illinois 60540 • Phone 630.961.1787 Fax 630.961.9925
A Summary Report including:
appropriate jurisdictional procedures
topographic survey
environmental Phase I Report
results of supplemental environmental and stability testing
shoreline assessment
vegetation assessment
alternative and recommended structural and site improvements
hydraulic analysis
opinions of potential construction costs
implementation strategy(including confirmation or modification of the services and fees
that are recommended to complete Phase II Design and Engineering)
Additional presentation materials
Presentations to a variety of constituent interests
Once the concept is refined and the City approves an implementation strategy,we will confirm our scope
of services and fees,and with your approval,commence our work on the second phase of services. At the
conclusion of Phase II,Design and Engineering Services,the City will have received:
Construction documents and cost opinions for:
the bridge/underpass structure
utility relocations
roadway reconstruction
gateway structure(s)
riverwalk
other related improvements
Bid results and contract award recommendations
Under my direction,Mark Underwood,a Sr.Associate at Hitchcock Design Group,will manage the work
of Hitchcock Design Group's urban design team. Given his knowledge of the Elgin Riverfront,Dave
Frigo will continue to participate on the team,but will not manage the project given his current
responsibilities with Segment 1 and Festival Park. Patrick Engineering will provide survey,
environmental, geo-technical, civil, structural and electrical consulting services to our team. PHN
Architects will provide architectural consulting and Anderson Illustration Associates will provide
specialized graphics,when appropriate.
Our team proposes to provide Phase I of the attached scope of services at our standard hourly rates, plus
customary out of pocket expenses for a fee not to exceed$108,000. An estimate of the hours, fees and
expenses is included with this proposal. We have also estimated the services and fees for Phase II,but we
suggest that Phase H only be authorized after we have completed Phase I and confirmed the concept,
services, fees and implementation strategy for the project.
A preliminary schedule is also attached. We would like to begin the project as soon as possible because
of the lead-time needed to schedule the survey team. Under normal circumstances,we believe that if we
start the work in July,2001, construction could begin in the spring of 2002.
I S'
rah' As always, we look forward to finalizing the scope, schedule, fees and contractual details in order to best
meet your objectives.
Thanks again for the opportunity to serve your community on this important project.
Sincerely,
Hitchcock Design Group
u I
Richard Hitchcock
President
encl: scope of services,hour and fee matrices,preliminary schedule
cc: Underwood,Frigo,Brestal,Hitchcock Design Group
rik